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:
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
After specifying general properties for your program, you create or modify
the supplemental questions you require using the provided tools and
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.
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
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
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
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
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
When your member first visits the site, if there is an open registration
available, the site will automatically display a "Register Online"
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".
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.
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.
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.
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.
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
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
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:
Add - The Add button will create an entirely new, blank
registration program and open its properties form.
Clone - This button will copy the currently selected registration
program from the list and allow you to begin editing its
properties form. Once you've set up and tested your first program,
you can use this button to quickly copy and modify subsequent versions for the
various programs you need to create rather than creating them all from
Edit - Click the Edit button to go to the selected program's
properties form. Here you'll be able to
specify various settings for the program and continue on to define and edit
Delete - The Delete button will remove the selected program from
the list and also delete all its data, both definitions and actual
registration data. Obviously, this button should be used with care.
You should use it only to clean up obsolete registration programs and their
data after they are no longer of use.
Form - The Form button should be used to view, add or edit the supplemental
question list. This will only show the questions that you have created. You
may edit questions by clicking on their name. You may also add questions by
clicking on the "Add a new question" link. Optionally you may click the
"Preview the form" link to test your supplemental questions. This
will only preview the supplemental question form.
List - Clicking this button will bring up a listing page showing
all members who have signed up for the selected program. The page will
list their names, birthdays, school grade, the date they registered, the cost
of their registration, the amount they've paid and their Wait List status.
In addition, you can optionally include columns for your supplemental question
answers as well. The column for the amount paid contains input boxes for
each registrant so that you can record checks you receive after someone signs
up. This helps you easily keep track of all payments. By default,
the listing is sorted alphabetically but you can click any of the column
headings to resort by other data instead.
You can also choose to email
registrants, transfer registrant from one program to another and add an amount
to selected registrants all from this report. Simply check the checkbox to the
left of a registrant's name to select the registrant. At the bottom of the
page, you can select what you'd like to do from the "Choose Action" drop-down
Assign - You can use this button to assign registrants to teams.
When clicked, you'll be presented with a page listing all your current teams
on the left side and the names of all registrants on the right. You can
then drag (press and hold the left mouse button) registrant names from the
right and drop (move to and let go of the left mouse button) them onto any of
the listed teams. This can make roster assignments very quick and easy.
Download - This button is used to download all the data for the
selected program into a comma delimited file on your computer that you can use
for backup purposes or for further processing. As mentioned above,
downloaded data can be used in conjunction with other programs to further
process data or to produce paperwork for each registrant. The file can
be directly loaded into Microsoft Excel or Access as well as many other
spreadsheet or database programs and can also be used as a data source for
Microsoft Word's Mail Merge utility.
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
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
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:
Title: Enter the title of the program here. This will be displayed on the
Register Online home page and will distinguish it from any other programs that
are listed there as well. The title should be short but unique to the
This field can be used to control the order of programs on the Online
Registration home page. By default, programs are listed alphabetically
by name. If you'd prefer some other ordering, you can enter position
numbers here that will override the alphabetic order. If you do use this
field, it's recommended that you space the numbers by say ten. This way,
if you later need to insert a program, you won't have to renumber all
Open Date: Use this field to specify the date that the program will be available to
the public for registration. On this date, your site's Association menu
will have a choice titled "Register Online" and the program's title and
description will be listed on its page. Enter any valid date format here
such as "MM/DD/YYYY" or "Month DD, YYYY".
Late Date: Optionally enter a date on and after which registrants will be assessed a
late fee specified below. Enter any valid date here of leave blank for
no late fee.
Close Date: Enter the date on which members may no longer sign up for this program.
On and after this date, the title and description will disappear from the
Register Online page. If this was the only open registration program,
the Register Online menu choice will also disappear from the Association menu.
No members will be allowed to register for this program after this date.
Type - Team or Individual Registration:
LeagueAthletics.com offers both a traditional Individual Player/Member
Registration as well as a Team Registration.
Individual Registration: As described
previously, this is more of a "traditional" registration where a player
is being registered for a season or a sprecific event. The registration
module is designed to be used by Adults - those over 18 years of age or
older - so if the registration is open to minors, a legal guardian is
required to fill out the registration information. The guardian will
also be required to enter their information - name, address, date, email
address, phone number(s) - as well as that of the child
Team Registration: Teeam Registration can be
very useful for tournaments or large organizations that have several
active teams. This is designed so that a "Responsible Individual" -
usually a manager, coach, or some other team representative -
signs up and registers his/her team. The team, upon completion
and payment of the registration form, will be automatically
created within the site in the appropriate Season and Division specified
later in this section. In addition to the capturing the Responsible
Individual's information, the system will also automatically capture the
team's name. Optionally, when creating the supplemental questions for
this type of registration, you can allow the registrant to enter the
Roster information for the team as well. Those entered on the roster
will automatically be created in your sites database and assigned to the
Admin Only Form: When checked, the registration will be visible only to Admin. password
users. You can use this feature to register only administrators or
perhaps more importantly to test a registration program before opening it up
to the public. If you check this box, you can set the open and close
dates to include the present. This causes the program to become
visible on the Register Online page but only while you're logged in.
You can then go through an actual registration just as he public would in
order to test things out. Once you're satisfied, you can uncheck this
box to open the program up to the general public.
Hidden: When checked, the registration program will not be visible to the general
public on the "Register Online" page. This can be very useful for
registrations intended only for "accepted" individuals, such as "Travel" or
"Elite" programs. Admins can email a link for this registration to
"accepted" members - the program will only be accessible via this link.
Invited Email Addresses:
Optionally,enter email addresses here
for those individuals that are invited to register in this program. This
will prevent others that are not included on this list from registering.
Enter the individuals' email addresses, separated by a comma. If
this field is left blank, any member of your organization will be able to
register for this program, if invited. Note:
This form will not actually invite people to register, it simply adds an
extra layer of security so only the people you invite will be able to
Link Address: This is the address that should be used if you wish to create a link to this
program. Use this feature only AFTER the registration program has been
initially created/submitted. This will not work for programs that have not
been finished or are in the process of bring created.
Notify Email Addr: You can use this optional field to specify an email address to be notified
whenever someone registers for this program. If you'd like more than one
address notified, enter each one separated by a comma or semicolon.
Notifications are copies of the confirmation emails sent to the registrants
During the busy period of registration, it's probably a good idea to leave
this field blank. Otherwise, you may be flooded with email notices and
it's otherwise a simple task to use the listing feature to monitor
registrations instead. On the other hand, at some point perhaps after
the program's late date occurs, you may want to receive these notices to
ensure that late comers are processed quickly and accommodated.
Background Checks This is
specifically for LeagueAthletics.com clients that have an account with
National Center for Security Initiatives (NCSI). If the registration requires a
background check to be completed - such as a Coach or Volunteer registration
- you can enter your NCSI account number here.
For registrations that are using this service, the registrant will be notified of the background check requirement and linked to NCSI prior to the completion of their registration. Once they enter the required information with NCSI, the registrant will then be automatically re-directed back to your site to submit the completed registration. Once submitted, status information - including whether the check has been completed or is still pending, and when the report is valid through - will be reported in the Registration System's Download and List reports as well as on the Member record for the registrant. This will be a simple color-coded system indicating a successful check (Green), a report where "flags" have been raised (Red) or that the check is still pending (Yellow).
# Correct Answers: Registration forms can be used to test registrants perhaps on knowledge of
certain rules or other criteria. In this case, you can use this field
to specify the minimum number of correct answers to pass the test. For
normal, non-test type registrations, this field should be left blank.
USA Hockey Confirmation: This service is designed to integrate
your Online Registration with USA Hockey’s registration system and
confirm whether your registrants have valid USA Hockey Confirmation
When creating or editing your Registration programs, you'll need to
go to the Admin>Registration section of your site. If you are creating a
NEW program, click on the "Add" button, or if you are editing
an existing program, select the program and click "Edit'. Under the
first tab - titled "General" - you must select one of the following
options from the "USA Hockey Confirmation Numbers" dropdown selection:
NA – This will mean that the USA Hockey Confirmation
numbers will not be required .
Optional – This means that USA Hockey Confirmation will
be checked with USA Hockey, if entered by the registrant; however, it
is not required. The Confirmation Number is entered on the
Participant's Information screen at the time of registration.
If this number is not entered and is left blank, you, as an
administrator, can specify an
additional cost to be added to the registrant's cost in order to cover the USA Hockey
registration fee along with that of your regional organization. The
additional cost is entered in the provided field that will
appear below the dropdown, if this choice is selected.
Required (suggested) – All registrants must register
first with USA Hockey and then enter a valid USA Hockey Confirmation
number. Visitors without a valid confirmation number, approved
by the USA Hockey web service, will not be able to register in
programs set to "Required".
If “Optional” or “Required” is selected, when a USA Hockey Confirmation
number is entered, the system determines whether the number is:
Valid for the current season
Belongs to the member being registered
Upon completion of your registration period, you can produce a
formatted file that can be imported directly into CyberSport. For clubs
that have selected “Required”, you can produce this file in the
Admin>Members section of the site by selecting the Report Type as
“CyberSport w/Confirm#”. For clubs that have selected “Optional”, the
system can produce the same file (“CyberSport w/Confirmation#”);
however, it will not include the members that did not enter a
Confirmation number. You can either enter those members manually into
CyberSport or you can produce an additional report – “CyberSport
Export” – which will include those members without confirmation numbers.
Description: Use this field to more fully describe the program and its restrictions.
You'll want to give all the details visitors will need to be aware of when
deciding which program to sign up form. The description you enter here
will appear just below the program's title on the Register Online home page.
Prerequisite Programs are programs that must be filled out before another
program can be completed. An example of this could be a volunteer or family
registration. Select the program(s) that must be filled out before this
program can be completed.
Open to: You can specify that registration be open to New or Existing members or
the default of both. If only "New" is checked, only new members who are
not already in your online member database will be allowed to register in this
program. If only "Existing" members is checked, then only pre-existing
members who are already in the database will be able to register in the
program. If both are checked, anyone can register.
Gender: Check the gender of applicants that are allowed for this program. If
you only accept boys for this program, only check "Males". Conversely to
only accept girls, only check "Females". Check both (the default) for no
Youngest / Oldest Birthday: You can restrict registration for this program to a certain age range by
entering the youngest (most recent) and the oldest birthday for application.
Enter any valid date in either field or leave either blank for no upper or
lower age limit.
Low / High Grade: Use these fields to restrict registration for this program to members who
are in the specified school grade. Enter numbers only here. Use
"0" for Kindergarten and "-1" for Pre-K. Leave either or both fields
blank to no limit. NOTE: The system will ask for current school year's
grade prior to July 1. On July 1st of each year, the system will
automatically ask for the upcoming school year. Also on July 1, all grades
for members entered prior to July 1 will automatically be incremented by 1.
Keep this in mind if you have a registration that has an open date prior to
July 1, for activities or a season that may start in the Fall. If your
program is still open, you'll have to adjust your grade parameters on July
Zip Codes: You can also restrict registrants to residents of certain zip codes.
Enter one or more zip codes here separated by a comma or leave blank for no
residency requirements. You can enter either 5 ("06850") or 10
("06850-2226") character codes.
Living Within: Use these fields to limit registration to residents of an area within a
certain distance of a particular zip code. The first field specifies the
radial distance. Use the drop down to the right to specify the distance
units of either miles or kilometers. Finally, enter the
zip code of the center point of the area. If both a distance and zip
code are entered, only applicant addresses that fall within the circular area
specified will be allowed to register. Distances are calculated using
the "Great Circle" method (along the curvature of the earth) between
the center of the From zip code area to the center of the applicant's
zip code area. Leave these fields blank if you don't want this kind of
restriction. Limit to: Select this option and enter a maximum number of registrants if you wish
to limit enrollment in this program. After the specified number of
members have registered, subsequent visitors will not be able to register in
this program. Prior to the program becoming full, there will be a
horizontal "thermometer" graphic below the program description on the Register
Online home page. It will indicate how many positions are still open for
Waitlist after: Select this option if you wish to restrict registration to the specified
number to the right but still allow people to fill in the forms and be put on
a waitlist. In this case, after the specified number of registrants has
been reached, visitors will be told that the program is full but that they
will be put on the waitlist. As above, there will be a horizontal
"thermometer" graphic below the description indicating the current number of
open positions if any for the program.
Note: If you do not wish to limit registration to any number of
registrants, simply leave the "registrants" field blank. Either of the
above two options can be selected but as long as the number input field is
left blank, no limit will be enforced.
Base Cost: Enter the base cost of this registration program here without a dollar
sign. It's called a "Base" cost here because you can later specify
additional fees that will be added to a registrant's total. Additional
fees or discounts include a late fee or multi-child discounts specified below
or additional cost items specified on the program's supplemental question
form. The amount you enter here should be the cost before any of these
other amounts are added or subtracted.
Late Fee: If you've entered a Late Date in the field provided above, you can enter
an amount here that will be added to the base cost on and after that date
occurs. Enter the amount without a dollar sign.
2nd, 3rd and 4th Child Discounts: If your club has a discount policy for registering multiple family members
in your programs, you can specify the amounts here. Enter the amount(s)
if any that will be subtracted from the base cost for 2, 3 or 4 family
registrations. For instance, if you discount a second family member $20,
enter "20" in the "2nd Child Discount" field. If the third family member
gets a $40 discount, enter "40" in that field. If the 4th family member
is free, enter the base cost in the "4th Child Discount" field. The
software will apply the appropriate discount by determining how many family
members have registered in any currently open programs. That is,
children need not all be registered in the same program in order to be
eligible for the discount(s). Family members are determined by finding
an applicant's parents (guardian 1 & 2) and then finding all children linked
to either of them. If any siblings are already registered in open
programs, they will count towards the discount of the current applicant.
Payment Schedule: If your club allows registrants to pay their fees over time in
increments, you can use this area to specify a payment schedule. For
example, some clubs require a deposit at the time of registration, followed
by set amounts after making a team and perhaps some monthly installments as
well. Use the provided link and pop up form to specify a payment name,
due date, amount and optional reminder note. Each payment you
create will be listed in the window where it can be edited or deleted using
icons to the left and right of each listing.
When visitors complete their registration, the payment schedule is displayed
and they're given the option of paying whatever is currently due or
displayed amounts up to their full cost. The system sends out
automatic payment reminders one week prior to each payment's due date.
The reminder emails contain standard verbiage specifying the name of the
registration program and the details of the amounts they currently owe and
also what they've paid to date. If you allow credit card payments,
there will be a link thy can use to pay their balance.
To add a payment,
click the link provided in the Payment Schedule window. The resulting
pop up form contains the following fields.
NOTE: It is STRONGLY
SUGGESTED that you use a Merchant Account (not PayPal) when using this tool.
When using PayPal, the system no longer control the Shopping cart/Credit
card form and only passes through the amount that is currently due - meaning
the user may not be able to pay the total amount even if they wanted to.
When using a Merchant Account - which we can help you obtain if needed - all
of the processing is done using the LeagueAthletics.com secure Shopping
Cart/Credit Card form, which allows the system to provide multiple choices
for the user to pay, either the amount that is currently due or a
combination of future payments including the total.
Name: Enter a name for this payment that will be used to identify or describe it.
Due Date: Enter the date this payment is due. Payment amounts up to and
including the next scheduled payment will be due upon registration.
For example, if you has specified payments on 1/1, 2/1, 3/1 and 4/1 and one
were to register on 2/5, they would owe the sum of the amounts due on 1/1.
2/1 and also the next future payment of 3/1. This being the case, you
can make your initial payment due in the future, perhaps after registration
closes. The next payment might be due a week before the season
Amount: Enter the amount due for this payment. Note this is not the total
accumulated amount due at this time but only the amount due for this
payment. If a registrant is behind one or more payments, the system
will compute their total due to date by adding up any previous payments that
were already due.
Note that if registration costs vary from person to person because of
various extra-cost form options, multi-child discounts or late fees, you
should only schedule payments with fixed amounts totaling an amount that ALL
registrants will pay and leave the Amount field blank for the last payment. This causes
the system to compute a registrant's final payment as a balance due based on their
program total cost less their payments made to date. For example, if
everyone in your program is going to pay at least $200 and some may pay
more because of late fees, or maybe because you have an option to order
uniforms or donations, you could create payment schedule as follows:
(if left blank will figure
balance of registration cost, if any)
Reminder Note: Use this window to enter reminder notes or instructions for this payment.
As payments become due, the system will send out reminder emails to those
who owe for each period. These will be sent out 7 days prior to the
due date and will contain boiler plate verbiage tailored to each individual
indicating the amount due at this time as well as a link to make payment if
you allow credit card payments and/or the address to send checks to.
In addition to the above these emails will also include whatever text you
enter in this field. You might want to remind registrants that certain
paperwork is also due at this time or the consequences of failing to make
payment by the date due.
Notified On: As reminder emails are sent out, this field will be displayed with a
checkbox and the date and time the reminder was emailed out. If you
would like to resend the reminder email, simply uncheck the box and
submit the form. The reminder will be regenerated and
resent within 15 minutes.
Send Fees to: Enter the name of your organization here or the name that checks should be
made out to for registration payments. If you do not wish to allow
payment by check, leave this and the following field blank. In this
case, only credit card payments will be suggested after registrants complete
Address: Enter the address that registrants should send checks to for payment.
Merchant Accounts: If you are accepting credit card payments, check the box of the
corresponding Merchant Account or Pay Pal account that you wish to use. If
any updates need to be made to your merchant account, such as updating your
"M_Key" or Transaction Key, those changes must be made in the "Merchant
Account" section of the Administration area.
This simple text field will appear on the confirmation page the registered
member will receive upon completing registration. The registrant will also
receive this note via email. You can include any additional notes you
need people to receive after they've completed registration such as what to
do next, paperwork that needs to be sent, etc.
This new feature can help to organize the
Register Online page, especially for programs with several OPEN
Here's how it works:
your registrations you can select or create a new Category for the program
in the ADVANCED section, as shown below. For example, a program that offers both Boys and
Girls programs could create a category for "BOYS" and and a separate one for
"GIRLS". Another example would be a program that offer both Recreation and
Travel programs - separate categories for both levels could be created.
There is no limit to the number of categories that can be created. Once a
new Category has been created, it will be available to be selected for other
If there are two or more categories being used in open and
visible registrations, the user will need to select a category when
initially clicking on the Registration page, as shown in the image below. When the visitor selects a
category, open registrations in that category will be visible. The visitor
will also have the choice to select ALL registrations. If there is less than
two categories being used, then ALL registrations will show by default.
On Registration Home Page:
Check the corresponding boxes for information that you want to appear on
the Register Online page. By checking a box, the corresponding information
will appear on the
Informational Window (see below) for the registration program.
Delete Unpaid Registrations: You can choose to delete unpaid registrations on a specified date or
after a particular period of time. This can be very useful for clubs only
wishing to accept credit cards or for clubs using the "Limit"
or "Waitlist" feature. If a date is
entered, the system will delete ALL registration where no money has been
paid and there is a balance due. You may also choose to delete individual
registrations if unpaid after a specified amount of minutes, hours or days.
Optionally, you may choose to delete a registration when the browser session closes,
in which case, the registration will be deleted after a period of 40 minute
of inactivity or 40 minutes after the user's browser session has been closed. If an amount of time has been
entered, it will be based on a period of inactivity, so if the member is
still on the site actively visiting other pages or is registering another
individual, the time frame will not start. When deleted an email will be
sent to both the registrant (and their guardians if a minor) and the email
address entered in the "Notify Email Addr"
entry. NOTE: Registrations entered within a day of the
Close Date of the registration will not be deleted.
The email contains formatted text that includes: "This is a
notification that the registration for (Registrants first name and last
initial) has been deleted due to non-payment on (Date and time that
registration was deleted). If you feel that you have received this
message in error please contact an Administrator for your organization.
This is an automatically generated email from LeagueAthletics.com on behalf
of (Organization Name). Please do not reply to this email."
A few "good practices":
It is NOT suggested to set a time frame for deletion of less than 20
minutes. This will give your member a reasonable amount of time to pay
You should not use this feature if you are accepting checks as a form of
You may want to place a note regarding registrations being deleted on
the Registration Instructions and/or on the Confirmation Note. This should give
your members a sense of urgency to pay for the registration.
After completing the Registration Program Information form, click the
"Submit" or "Go to Form" button to proceed to the area where you define
for your program.