Steps

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Best Practices

Check that your organization's general information is up to date

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

A Merchant Account allows you to accept credit card payments in your online store.

To activate a merchant account, please consult the Merchant Account documentation.

Update your organization's staff

You must add all your organization's volunteers in the Staff tab.

Check if installments need to be created or modified

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.

Check if discounts need to be created or modified

Discounts are imported from one season to the next, so check if you need to change your discounts.

You must create New Discounts if you want to change discount percentages and amounts.

Check if the terms and conditions need to be created or modified

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.

Check if waivers need to be created or modified

Waivers are imported from one season to the next, so check if you need to change your waivers.

You can also add New Waivers.

Check if questionnaires need to be created or modified

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.

Check if other items need to be created or modified

Other Items are imported from one season to the next, so check if you need to add or change them.

You can also add new Other Items.

Check if membership fees need to be created or modified

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.

Rollover your fees or create your registration fees for the current season for each division

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.

If you want, you can also create new registration fees.

BEST PRACTICES FOR YOUR REGISTRATION FEES

• Name your registration fees generically.

• Do not include season date, year of birth, age, practice days, or match days in the name of your registration fee.

  • EXAMPLE:

    • Summer U09-CDC Male

    • Summer U14-REG Female

    • Winter U17-LDIR Male

    • 9U - Mixed

    • 13U - Female

    • Rally Cap - Mixed

• Keep in mind that your registration fees can be used next season. This will save you from having to change all your registration fee names.

• Don't forget to update the additional questions, which will be displayed in your registration fees.

• Ensure you indicate the correct amounts for your regular, early, and late fees.

• Make sure that the status of your registration fees is active.

Create your online stores

** Best practices for creating your online stores **

• You must create a single online store for all your players and divisions. EXCEPT for organizations with multiple cities. For example, you could name your store :

  • SUMMER 2024 REGISTRATION

• For organizations with more than one city, you must create a single store per city with all divisions, for example :

  • SUMMER 2024 REGISTRATION - JOLIETTTE

  • SUMMER 2024 REGISTRATION - L'ASSOMPTION

• Create an online store for your coaches and referees.

You can put your referees, coaches, and volunteers in the same store.

• You MUST Share your store with all other organizations for coaches, referees, and volunteers.

Season

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.

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.

Activity Season

You must select the Activity Season for your Registrations.

• Depending on the options offered by your provincial organization, you may indicate the season for which your online store is created (summer league, winter league, training camp, events, etc.).

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:

• If you accept payment by cheque, you can indicate the address to which members should send their cheques.

• If you accept Interac transfers, you can indicate the destination email address for the transfer, as well as the reply and security question.

• You can include information about the start of your season to avoid multiple phone calls and emails about start dates.

• You can indicate that this invoice is your tax receipt and that no other invoice will be sent during the tax period.

Many other messages can be sent depending on your needs - these are just a few examples.

Registrations

You must add the Registration Fees of your choice, which you will have created in your catalog.

Other Items

You can add any Other Items that you have created in your catalog.

Terms and Conditions

Select the Terms and Conditions you created in your catalog from the drop-down menu.

Discounts

Select from the drop-down menu the Discounts you have previously created in your catalog.

Payment Options

Select the Payment Options accepted for your online registration.

• If you accept credit card payments, select your merchant account.

• If you accept manual payments, select the desired methods.

Reviewing your online registrations

The system asks you to Review the information you have created for your online store and confirm your store's creation.

Online store status

Once you've created your online store, changing its Status to Active is essential. The default status is Draft.

Share online store

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

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.

Share the online registration guide for parents and members

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.

Online registration guide for parents

Update 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

If you're using a merchant account, make an online transaction to verify your account is linked after testing the public view.

Make a manual registration

Make a Manual Registration for a member you really want to register.

Manual registration for a member who is not in your club

If you want to register a member manually and he is not in your organization, you must first request a Movement/Transfer. Once the member has been moved to your organization, you can then proceed with Manual Registration.

Changing the Invoice Recipient

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

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.

Registration Report

If you want to have a list of your registered members, we recommend following the steps below to produce your report.

• Click on the Reports menu and select Registrations.

• Click on the Action button and select Detailed Report.

• In the Filter options, leave the Online Store and Origin boxes blank.

• Select Registration in the Registration Type box.

• If you wish to refine your search, you can select the following filters:

  • Division

  • Registration (registration/activity fee)

  • Registration status (Pending, confirmed, or Canceled)

  • Birth date range

  • Registration date range

Once you've selected your filters, click on Search. You can print the report by clicking the Action button and selecting Excel Export.