There are many steps necessary to create your registrations and online stores. To ensure the success of your registrations, here's a step-by-step guide to help you along the way.
Changing seasons
To change your active season, go to the top of the page and click on the breadcrumb trail. Click on the season, and the drop-down list will expand. Select the season you wish to work in.
You'll notice a yellow banner at the top of the page. You can still set up your new catalog and online store despite this warning. This banner lets you know that you're working in a season other than the one currently active.
REMINDER: Affiliation fees must be activated by national, provincial, and regional organizations before the local organization can create registration fees.
If affiliation fees are not activated, the division will be grayed out in the drop-down menu when creating registration fees.
Catalog configuration | ||
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Steps | Menu | Best Practices |
Check that your organization's general information is up to date (required) | Manage Organization | To make changes, click on the General tab and edit in the General information box to make your changes. Your organization's postal address, email address, and telephone number will be displayed on your registration page. |
Check if your organization's merchant account is activated | Manage Organization | A Merchant Account allows you to accept credit card payments in your online store. IMPORTANT: If you have a merchant account that was deactivated, you must contact Paysafe to reset your account. To activate a merchant account, please consult the Merchant Account documentation. |
Update your organization's staff (optional) | Manage Organization | You must add all your organization's volunteers in the Staff tab. |
Check if installments need to be created or modified (optional) | Catalog Installments | It is possible to rollover installments from a previous season. Check the percentage and date information carefully; if it doesn't fit, you'll need to Add new installments. TIP: It is impossible to change the name of your previous installments, so be sure to name them with a generic name, e.g., Summer Installment, Winter Installment, etc. However, remember that the title of your installments will not be visible to the public. REMINDER: Each season, your payments must be linked to your registration fees, even if you had already linked them the previous season. |
Check if discounts need to be created or modified (optional) | Catalog Discounts | Discounts are imported from one season to the next, so check if you need to change your discounts. NOTE: it is possible to create discounts by postal code or for multiple participants. Please consult the documentation for further details. TIP: The name of your discounts will be displayed in your online store. We suggest using generic names such as Family Discount, Terrebonne Discount, etc. You must create New Discounts if you want to change discount percentages and amounts. REMINDER: your discounts must be linked to your online store, and only one discount can be added to an online store. |
Check if the terms and conditions need to be created or modified (required) | Catalog Terms and Conditions | Terms and Conditions are imported from one season to the next, so check if you need to change your payment terms. You can also add new Terms and Conditions. REMINDER: each season, your Terms and Conditions must be linked to your online registration, and only one Terms and Conditions can be added to an online store. |
Check if waivers need to be created or modified (optional) | Catalog Waivers | Waivers are imported from one season to the next, so check if you need to change your waivers. You can also add New Waivers. TIP: Check the waivers of your provincial and regional organizations to avoid repeating the same ones in your organization. These will be displayed in the side panel of your registration fees under the Catalog tab. REMINDER: your waivers must be linked to your registration fees. |
Check if questionnaires need to be created or modified (optional) | Catalog Questionnaires | Questionnaires are imported from one season to the next, so check if you need to make any changes or add new questions. You can also add new Questionnaires. IMPORTANT: you can only add one questionnaire per registration fee, so you can create sections in your questionnaire and ask multiple questions on different subjects. REMINDER: each season, your questionnaires must be linked to your registration fees. |
Check if other items need to be created or modified (optional) | Catalog Other Items | Other Items are imported from one season to the next, so check if you need to add or change them. NOTE: the total number of items sold does not reset from one season to the next, so the total number column shows the total number sold, including all previous seasons. You can also add new Other Items. IMPORTANT: you must not create your registration fees in this section. |
Check if membership fees need to be created or modified (facultatif) | Catalog Membership Fees | REMINDER: It will not be possible to modify your membership fees if your regional or provincial organization has not yet activated its membership fees. Membership fees are imported from one season to the next, so if your organization charges affiliation fees, check if any changes need to be made and ensure they are active. IMPORTANT: your organization receives 100% of the registration fee; the membership fee is not deducted from your members' payment. Membership fees will be charged later by your regional or provincial organization. |
Rollover your fees or create your registration fees for the current season for each division | Catalog Registration Fees | REMINDER: It will not be possible to rollover your registration fees or create new fees if your regional or provincial organization has not yet activated its affiliation fees. If possible rollover your registration fees from a previous season and make only the required changes. However, you must link questionnaires, waivers, and installments, as these are not imported when you rollover your registration fees. NOTE: you can import all your registration fees from the previous season or select only those you want. It is, therefore, possible to rollover only your summer fees and, in the autumn, to rollover your winter fees. TIP: to select your fees from a previous season, click on the white rectangle to the right of the name. The fees will not be selected if you check the box on the left. If you want, you can also create new registration fees. BEST PRACTICES FOR YOUR REGISTRATION FEES
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Create your online stores | ||
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Create your online stores | Manage Online Registration | ** Best practices for creating your online stores **
REMINDER: this store MUST NOT be the same as the players. You can put your referees, coaches, and volunteers in the same store.
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Season | Online Registration General Information | Make sure you set up your store in the right Season. |
Langues | Indicate the Language you want your online store to be in (English, French, or both). If you'd like your store to be in both languages but only one is displayed, go to the menu Manage-Organization, and in the Regional Settings box of the General tab, click on Edit and select the preferred languages. | |
Registrar's email address | Enter the registrar's email address. | |
Send an email to each registration | If you'd like to receive an email for each registration, you'll see that the box has already been checked. If you don't want to receive an email, uncheck the box. The email address will be indicated in the registrar's email address box. TIP: We suggest you uncheck the box when you start your registrations to avoid receiving multiple emails. When the flow of your registrations decreases, or your activities begin, you can go back to your online store and check the box. | |
Registration Period | Online Registration Registration Period | You must define the start and end dates and times of your Registration Period. If you add a future date and the status of your online store is active, it will open for registrations at the selected date and time. It is possible to close your online store before the selected date by changing the status to close. NOTE: the system is updated every 15 minutes. This means that if you set your online store to open at 13:05, it will open at 13:15. |
Activity Season | You must select the Activity Season for your Registrations.
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Message | Online Registration Message | You can add a Message to confirm your registration. This message will be displayed at the end of your members' registration process and on their invoices. This option is optional. Here are some suggested messages you can add:
Many other messages can be sent depending on your needs - these are just a few examples. NOTE: multiple text formatting options are available. You cannot add an attachment, but you can add a web link. |
Registrations | Online Registrations Registrations | You must add the Registration Fees of your choice, which you will have created in your catalog. TIP: It is possible to change the order in which your registration fees are displayed if they are not in the desired order. Click on each registration fee you've added to your online store to open the side panel and change the order to display your fees using the blue pencil. |
Other Items | Online Registrations Other Items | You can add any Other Items that you have created in your catalog. TIP: if you want certain other items to be mandatory for all your registrations or only for selected registrations. You must click on the other items you have added to your online store to open the side panel and check the registrations, for which the other items must be mandatory at the registration. NOTE: All other items selected will be visible for all categories in your online registrations, whether you have made them mandatory or not. |
Terms and Conditions | Online Registrations Terms and Conditions | Select the Terms and Conditions you created in your catalog from the drop-down menu. REMINDER: you must add terms and conditions to your online store, and only one term and condition of payment can be added to an online store. |
Discounts | Online Registrations Discounts | Select from the drop-down menu the Discounts you have previously created in your catalog. Note: this option is optional, and only one discount can be added to an online store. |
Payment Options | Online Registrations Payment Options | Select the Payment Options accepted for your online registration.
REMINDER: you must select at least one payment method. You can accept only credit card payments or only manual payments if you do not have a Merchant Account. |
Reviewing your online registrations | Online Registrations Review | The system asks you to Review the information you have created for your online store and confirm your store's creation. NOTE: you can change your online store after you've created it. |
Online store status | Online Registrations Status | Once you've created your online store, changing its Status to Active is essential. The default status is Draft. REMINDER: if your registration start date is scheduled for a future date, you can change the status to Active, and your store will open at the scheduled date and time. Changing the status on the day you want to open your registrations is also possible. BUT, don't forget that the store's status must be Active before your members can register. |
Share online store | Online Registrations Share | Your coach, official, and volunteer online store must be Shared with other organizations so that members from other organizations can register as coaches, officials, or volunteers in your organization. |
Online store link | Online Registrations Link | You can access your online store by clicking on the small cart image. By clicking on the last icon (small square), you can copy your online store's URL link and send it to your members or display it on your website. |
Hints and Tips | ||
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Share the online registration guide for parents and members | Page Registration | Send the online registration guide to your parents and members, and post it on your social networks. This guide will help your members and parents with the registration process. We also suggest you share the documentation on updating your members' credit card information. |
Test the public view of your online store | Online Registrations | Test the public view by clicking on the icon leading to the online store. |
Verify that your merchant account is working | Page Registrations | If you're using a merchant account, make an online transaction to verify your account is linked after testing the public view. ATTENTION: you must not create FAKE REGISTRATIONS, as it is impossible to delete registrations you may have made as a test. TIP: Make a real transaction for a member who will actually register. You can register your child online or ask someone in your organization to register their child. |
Make a manual registration | Members Registrations | Make a Manual Registration for a member you really want to register. ATTENTION: you must not create FAKE REGISTRATIONS, as it is impossible to delete registrations you may have made as a test. TIP: proceed with the manual registration of a member you will actually need to register. You can manually register your own child or one of your organization's staff. |
Manual registration for a member who is not in your club | Members Registration Movement | If you want to register a member manually and he is not in your organization, you must first request a Mutation. Once the member has been moved to your organization, you can then proceed with Manual Registration. REMINDER: before the beginning of the season, all players can only register online with the club of their choice. |
Changing the Invoice Recipient | Members Registrations | In the case of manual registration, the recipient on the invoice will be the registered member since the system does not detect who the payor is. You must specify who the payor is by Modifying the invoice recipient and linking his profile to that of the registered member by modifying the identity on the invoice. |
Registration made by the City | Tasks Renew Members | If your city handles your members' registrations, you must still affiliate members registered for the current season. You don't have to set up registration fees and an online store for your players. You must renew members in batch by clicking on the Tasks menu and selecting Renew Members. Note: an invoice for the amount of the affiliation fee will be created in the member's profile. |
Registration Report | Reports Registrations | If you want to have a list of your registered members, we recommend following the steps below to produce your report.
Once you've selected your filters, click on Search. You can print the report by clicking the Action button and selecting Excel Export. TIP: we suggest that you DO NOT use the Online Registration menu report, as this report will only generate online registrations. This report will not display manual registrations or exchange items (even if payment was made by credit card). To be sure you have all your registrations, follow the procedure above to obtain a complete report of your registrations. |