New Features

New Organization Settings Menu / Location

The Organization menu have been redesigned. The Organization menu has been divided between, Items that you manage for your organization and items that you set up for your organization. We have decided to move your organization settings and configurations in a better spot! We are aware that the settings haven’t been easy to find and we have taken all of your feedback to give you the best solution possible.

You will now find all of your ‘Organization Settings’ in the header menu ‘Settings’ / ‘Organization’. This module will list all the settings you have access too according to your current role & permissions. We have included titles and descriptions with a search bar so you can find the settings you need easier.

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Documents

This is where you manage the documents required for your members' registration, for your clinic and for insurance claims.

By clicking on document, you can click on "Add" to add the desired documents.

Background Check

It is mandatory for branches to set up background checks for their organizations.

In the ‘Settings’ tab click on ‘Edit’. Then click on the button to ‘Enable background checks’ and click on ‘Add’.

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Complete the required fields:

• Validation type (select the type of validation desired)

• Member type (player, coach, official, volunteer and bench staff) Note: Rules can now be set up differently for each member type.

• Duration (1 year, 2 years or 3 years)

• Expiration method

  • Fixed period: The background check will expire after the combined date and duration. If the total duration exceeds the year duration, the system will cut off 1 year

  • Fixed date: The background check will expire after the duration of the background check from the date the background check was created

• Compliance due date (optional)

  • This is the latest date were the background check, needs to be completed. After this date, the member will be flagged as deficient.

• Minimum age (optional)

  • If no minimum age is entered, the background check will be required for all members of that type.

• Supporting document required

  • You can check the box to make a supporting document mandatory

Once the fields are completed, click on ‘Save’.

You can delete a setting by clicking on the red trash on the right and you can duplicate a setting by clicking on the small square on the right.

In the ‘Background Check Types’ tab, all background types will be displayed. You can click on ‘Add’ to include your own type of background check.

You must fill in the following fields:

• Status (active or inactive)

• Display order

• Name of your background check type

• Description of your background check type

Click ‘Add’ to save.

Clicking on any of the background check types will open a side panel on the right where you can edit the following fields by clicking on the blue pencil:

• Status (active or inactive)

• Display order

• Name of your background check type

• Description of your background check type

By clicking on the ‘Action’ button, you can delete the selected background check type

Travel Permit

We are releasing this week the first version of the travel permit module. This first version is pretty similar to what you had in the HCR 2.0. More features will be coming soon to enhance the process.

If you want to allow your coach to submit travel permit requests from their My Account, you can enable this feature in the Settings menu / Organization and click on ‘Travel Permits’. Simply click on the ‘View Travel Permits in My Account’ button to enable this feature.

To add a Travel Permit, go to the Tasks menu / Travel Permits. The list of travel permits from your organizations will be displayed. To add a travel permit, click on ‘+Add’.

Complete the required fields:

• Teams for which the permit is requested

• Title (tournament name)

• Type of event (Home, Away, n/a)

• Type of travel (multiple choices are available)

• Host website (optional)

• Host team name (optional)

• Number of games (optional)

• Host Division (optional)

• Host class (optional)

• Host category (optional)

• Host Country

• Province

• Host City (optional)

• Host Organization (optional)

• Host Arena

Once completed click on ‘Next’.

Then you must enter the start and end dates of the tournament. You have the possibility to add a note or a document.

Click on ‘Add’.

Next, you have 2 options:

• Submit the permit (will be available for approbation)

• Submit later (you can make changes and submit the permit later)

Click ‘Confirm’.

As mentioned above, if you have authorized coaches to submit a travel permit request from ‘My Account’.

• The coach must go to My Account under the Member menu and select their profile. A Travel Permit tab will be available in the coach's account.

• To submit a request, click on ‘+Add’.

• Tournament information must be completed and the request submitted for approbation.

Transfer

It is now possible to add a default expiration date for all shares in all your organizations. When a transfer request is made the date can be added or changed, but if no is added, the default date configured by the branch will be displayed. The default date setting can be done only by the branches.

To set up a default share expiry, go to Settings / Organization Settings / Transfer Settings. Click ‘Edit’ then add the desired default expiration date and click on ‘Confirm’.

Access to All Registration

In this release, we will now allow any organization to see the registration from any other organization. For example, if a player is shared between 2 organization and the player has done registration in both organization, the information for all the registration will be displayed in the registration tab. This will also be the cased for any parent organization looking up for a profile. The registration tab will contain all the registration in a season. The transaction tab will still be the same, showing the transaction only for the organization that the transaction belong to.

Access to Download Receipt from My Account

This is something that was asked since the launch of the system and that we are now releasing. A parent will now have access from their My Account and select any transaction that was partially or fully paid and reprint a copy of the receipt that is normally received by email. In the Purchases menu of My Account, the side panel will now display an icon for each payment received so you can reprint the receipt

Position Change

For the MHA asking for the preferred position in the registration process, it will now be possible to change the selected position on the registration before rostering. In the member's profile under the Registration tab click on ‘Action’, you now have a ‘Change position’ item that will allow you to update the position.

This is available from the online store Registration page or from the member Registration page.

Display Member Type in the Member Profile

We are adding the member type to the display on the member profile. This was only displayed in the past in the member search. Note that the member type are per season and per organization so you will see each of the member type for the selected season.

Updates and Improvements

Registration Report

The registration report now have new fields including the position and the position group entered by the parent in the registration process.

Process for Inactive Members

If a member is inactive, their status will change to active upon the following actions:

• Add to team

• Sign waiver

• Update member information

• Publish address

• Transfer/ share

• Add as a clinic attendee + add to cart

• Create a Background check for the member

Option to Remove Files from USA transfer

After a USA transfer was submitted there was no way to delete any files attached to that request. We have updated the process so now the permission is enabled.

Critical Waiver Process

There was a couple of issues with the critical waiver process, mainly in a case where a profile was shared between 2 organizations. We have updated the process to make it compatible with those cases. We have also updated the batch confirmation process of the waivers in the team roster to include bench staff in the process.

Transfer Notification

We are improving the wording on the transfer notification. The text was confusing and was not showing the proper organization name when the transfer was triggered. We have updated the text to make it more clear.

Move-In Year Field when Creating a new Profile

The 'Move-In year' field was not part of the creation of a new profile. It was only when you were updating a profile or changing an address. We are now adding this field in the profile creation so any new profiles created will now have that information.

New Flag on Address Sent by 3rd Party System

We are adding a flag in the address display of a member to show that the address are coming from a 3rd party connection. This will allow the registrar to see where that address change was coming from.

Sorting in the Waiver Tab

The display of the Waiver tab in the members' profile has been reworked a bit. By default it will show the current season first and the sort arrow are now enabled to allow sorting by season.

Training Calendar

Check out our training calendar - new sessions are being added all the time - click here for the trainings calendar

You can also request a training session - click here to request a training session

What's Coming Soon?

• We are still working on improving the address management, more updates are coming next week on that process.

• We will soon launch an update to allow International addresses to be entered inside HCR. Right now, it’s not possible to select any other country but we are working on that. This is required by a lot of organization doing international transfers.

• A new version of the member search will be coming that will include:

  • Search by email address

  • Search by registered / unregistered

• Parents will be able to submit contacts and emergency contact from the My Account.