Online Registration System

Introduction:

Your website includes a robust built in online registration system that can be used to electronically register members in the programs that you run.  Via this system, you can specify a number of criteria for program eligibility, maximum participants, costs and and payment methods including credit card processing.  The system automatically handles secure sign in for registrants and has built in forms to gather contact information for both children and their parents.  In addition, you can specify a number of additional input fields for whatever supplemental information your club requires using a variety of question types.  Finally, registrants can pay online, securely using a credit card.

The procedure for setting up an online registration system is as follows:

  1. Create a new program or copy an existing one.  Programs are categories or classifications used to differentiate groups of registrants.  For instance you may have separate programs for boys and girls and also for those in different age groups.  Each program might have its own set of eligibility requirements, costs and questions.  Dividing registration into multiple programs also makes it easier to manage large numbers of registrants. 
  2. When you create or copy and existing program, you'll first specify its general properties such as its title, description, open, late and close dates, eligibility requirements (age, school grade, gender, new and/or existing members), and residence requirements and a maximum number of registrants.  You'll also specify a base cost, late fee (if any) and optional multi child discounts.  You can also specify a payment schedule for those clubs that allow graduated payments for their programs.  In addition, you can specify merchant account information for processing credit cards. 
  3. After specifying general properties for your program, you create or modify the supplemental questions you require using the provided tools and question types, explained later. The registration engine already asks users for their name, address, phone numbers and email address. This information is also collected for children along with their gender, age and school grade (if grade qualifications are set) as well as their other guardian's information. Therefore, your form only needs to gather whatever additional information you require.
  4. Finally, you'll want to test the program to make sure everything works as expected before you open it up to the public.

Once your programs are set up and tested, you can make them available to the public by setting their open date to the present.  When you do, your website will have a new menu item on the Association menu titled "Register Online".  Visitors will then be able to click it and the resulting page will list the titles and descriptions of the various programs you've set up.  They can then choose one and proceed to log in and enter or review their contact information for their entire family.  New members will be asked for their email address and name, and will subsequently be emailed a password to log in with.  Existing members (those already in your member database) will be prompted for their email address and their personal password.  Users that haven't previously been issued a password or can't remember it can have their existing password emailed to them instantly. 

Once logged in, existing members will be presented with a page listing all the members of their family that are on file.  New and existing members can use the provided links to add other family members and modify those that are on file.  Next, they are prompted to select a family member to register in the previously selected program.  When they do, they will be presented with the supplemental form containing your questions, assuming the family member qualifies for registration.  After completing this form, they will be presented with a summary of their responses for confirmation and a link for credit card payment.  At this point, they can continue back and register more family members or proceed to pay for those they've registered.  If they choose the credit card payment option, they are directed to Our secure credit card processing area (or if you are using PayPal, they will be directed to a secure shopping cart hosted by PayPal) where they enter their credit card information.  After the payment has been processed they will be presented with a confirmation screen that will also be emailed to them. They will also receive an email your site confirming their registration information.

After your programs have been made available to the public and registration begins, there are several tools available that let you list registrants, account for payments and download all registration data for further processing.  Downloaded data can be brought into a spreadsheet or database program for further manipulation or used as a data source for Mail Merge programs.  With Mail Merge programs you can create customized report forms for things like player bio or medical info sheets and then merge the downloaded data to produce the paperwork your club requires.  Once you've created the forms, processing paperwork becomes a very simple task.

A note about credit card processing:

At this time, we allow the use of any merchant account that uses Sage/Net 1, AuthorizeNet or Secure Paytech for its gateway as well as PayPal Business accounts for credit card processing.  Merchant accounts have the advantage of settling transactions directly to your bank account and often offer very competitive rates.  The other advantage is that using a merchant account allows us to simplify the credit card payment process for your users while keeping them on your website.  If your organization does not have a merchant account, LeagueAthletics strongly recommends using Cam Neely's Processing with a Purpose through Sage Payment Systems. For more information, click here.

While PayPal accounts are very easy to set up and accept American Express, Discover and eChecks in addition to Mastercard and Visa, they have the disadvantage of sending your members to another site to process payments.

While LeagueAthletics.com is compatible with both merchant accounts and Pay Pal, we do suggest using a merchant account, for the reasons stated above and merchant accounts generally have a lower rate and transaction fee than PayPal.

If your club hosts more than one financial entity (Babe Ruth & Little League for example), you can set up a merchant account for each in order to simplify book keeping.  Each registration program has a place for the merchant account ID, so you can use different ones in different programs.  Even if a user registers in several programs that have different accounts, they will only be charged once and our software will seamlessly process the different amounts to each account invisibly to the user.

First, Lets start with an overview of how your members will register for a program:

Registration Process:
Below is an overview of the Online Registration process. This is what your members will experience as the go through the registration process.

Online Registration Process


  1. When your member first visits the site, if there is an open registration available, the site will automatically display a "Register Online" selection.


     
  2. Once the visitor has selected Register Online, they will be presented with a list of all open registration programs for your site. This page can include a brief overview of your programs including open, close and late dates; age, grade and gender restrictions; total registrants or remaining open slots; cost, late fee, as well as a custom description for each program. The visitor can select the program that she wishes to register for by clicking the "Register".


     
  3. Once clicked, the system will provide a brief explanation of who can register for the program. If the program is open to minors, the system will explain that either a parent or guardian over the age of 18 will have to register the minor.


     
  4. After the user has read the restriction disclaimer and clicked "Continue", they will be prompted for an email address and password. If the member is a NEW member, then they will only need to enter their email address and the system will send them a temporary password. If the member is an EXISTING member, then they can enter their email address that is currently in the system and password. If they have forgotten their password, they can enter their email address and the system will send them their password via email.


     
  5. After the member's email address and password have been verified, for NEW members the system will start to gather the necessary information for registration. If the program is open to minors - the system will start by gathering the information for the GUARDIAN. This form includes NAME, ADDRESS, HOME (REQUIRED)/WORK/CELL TELEPHONE NUMBERS and EMAIL ADDRESS. This information is automatically gathered by the system when the program is open to minors. At the bottom of the form, the member will also have the option to add a second guardian.



    If the member is an EXISTING member, they will be presented with a Family screen that shows each member of their family. If a family member is eligible for the selected Registration program, the system will display a "REGISTER" button next to the family members name. If the member is not eligible for the program, than the word "INELIGIBLE" will appear.


     
  6. Once either Guardian information has been entered or an eligible family member has been selected, the system will request the PARTICIPANT'S information. If this is an EXISTING member, all of the information will already be filled in; however,  it can be edited if any information has changed. If the participant is a NEW member than the form will be pre-filled with the same information as the Guardian, with the exception of the first name and middle initial. Any of the pre-filled information can be changed if necessary. The Participant's DATE OF BIRTH, GENDER and GRADE (if required by the registration) - will also need to be entered.


     
  7. Once the Participant Information has been submitted, the registrant will then be asked to fill out your custom supplemental question form. You can gather any additional information that you wish on this form. How to create these questions is explained in supplemental questions.


     
  8. After the form has been completed, the system will return a Confirmation/Review page. This page will confirm that form has been filled out correctly and accepted. If payment is necessary they will be directed to an address to send payment to and/or a "Pay Now" button to pay electronically. The member can also opt to "Register Another Individual" which will bring them back to the Register Online page.

Now, here's how you Administer your registrations from the Admin>Registration page:

Creating an Online Registation

Registration Control Panel:

When you click the Registration choice on the Admin menu, you'll be presented with a page that is used to manage registration programs and instructions.  At the top is a control panel consisting of a listing area with various command buttons below it.  The list displays all the registration programs currently available.  Initially, your site will have an "Example Program" already defined that you can use as a prototype for your own and for instructional purposes.  The buttons below the list are used to perform various actions and are as follows:

Lookup a member's password:

Below the control panel area is a handy link to look up a member's personal password given their email address.  If a members calls or emails that they haven't received the automatically generated password that are issued and emailed by the website, you can use this utility to look it up for them.  Sometimes, email delivery is slow for whatever reason or the member mistyped their email address.  The resulting form lets you enter their email address and returns any password that's been issued by the system or entered by the member.

Day Pass for Registration Login:

This can be a very useful tool for clubs that still offer a "walk-in" or "in-person" registration. The password entered here will allow registrants, both new and existing, to access or create a registration account. New registrants will not have to retrieve a temporary password in order to log into the registration system. The password entered here will be good through the end of the day (midnight) of the day that it was entered. ***IF BEING USED ON A PUBLIC COMPUTER WHERE MULTIPLE REGISTRATIONS WILL BE PROCESSED, AN ADMINISTRATOR MUST BE PRESENT TO EITHER CLEAR COOKIES BY LOGGING OFF REGISTRATION OR RESTART THE BROWSER AFTER EACH REGISTRATION. IF THIS CANNOT BE DONE, IT IS STRONGLY RECOMMENDED THAT YOU DO NOT USE THIS FEATURE***

Registration Page Instructions:

The window at the bottom of the main registration page is provided so that you can enter any supplemental instructions you may require for your site's Register Online home page.  You may want to provide information about general policies, requirements for additional paperwork, eligibility, payment policies, etc..  Whatever content you enter here will appear at the top of your site's Register Online page above the links to the actual programs themselves.


Registration Program Information form:

Each registration program has a set of general properties that govern its identity, restrictions, costs and payment methods.  This form is used to specify these properties and is also the jumping off point for defining supplemental questions as well.  You'll reach this page by clicking the Add, Clone or Edit buttons on the Registration Control Panel.  The form has the following fields:

After completing the Registration Program Information form, click the "Submit" or "Go to Form" button to proceed to the area where you define supplemental questions for your program.