Your website includes an online registration
system that can be used to collect member data online. You can specify
a number of criteria for program eligibility, maximum participants, costs and
and payment methods, including credit card processing. The registration
system handles secure sign-in for registrants and contains built-in forms
to gather contact information for both children and their parents. In
addition, you can specify a number of additional custom questions for
whatever information your club requires, using a variety of question
types. Finally, registrants can pay online, securely using a credit
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 registrations into multiple programs also makes it easier to manage
large numbers of registrants.
After specifying general properties for your program, you create or modify
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
Finally, you'll want to test the program to make sure
everything works as expected before you open it up to the public. To do this,
set the open date to today, and mark the registration as Admin-only
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
New members: will be asked for their email
address and name, and will subsequently be emailed a password to log in
Existing members: (those already in
your member database) will be prompted for their email address and their personal
Note: users that haven't previously been
issued a password or can't remember it can have their existing
password emailed to them instantly by entering their email address only and clicking
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.
We allow the use of any merchant account that uses
Sage/Net 1, AuthorizeNet, BluePay 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
offer very competitive rates. The other advantage to using a merchant
account is that it 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.com strongly recommends
Neely's Processing with a Purpose through Sage Payment Systems.
**LeagueAthletics.com strongly recommends
using a merchant account.**
While PayPal accounts
are 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. Also, if using a PayPal account you will
NOT be able to setup schedule payments in your registration programs.
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.
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:
The Add button will create an entirely new, blank
registration program and open its properties
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 scratch.
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
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.
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.
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
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 box to
the left of a registrant's name. At the bottom of the page, you can
select what you'd like to do from the "Choose Action" drop-down
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.
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
Bio Sheets (profile pages)
This button can be used to create custom player and coach bio sheets that
can be shown online and printed from your website. The player bio sheets are
tied to registration data, and you can choose to include any information you
would like. For example, if your football program needs to print individual
player information sheets for the league, you can create a custom format, and
generate all of these player bio sheets to be printed. Any information that
was collected during online registration can be used in the template, such as
height, weight, grade, etc. You can create as many different templates
as you'd like, however, they are registration dependant, and you will
need to create new profile templates for each
existing registration program. Once a profile template has been created and a
registration program cloned, the profile template will be carried over to the
newly cloned registration program. These bio sheets can also be used to display player and coach
bio information on your website from the team's Roster page.
The Action drop-down
will allow you to create a New template, Open, Save, Save As, Delete, and
Generate printable bio sheets. Use the drop-down to make a selection and
Use the Insert Additional Fields
to choose additional data elements to add to
your player profile template. Place your cursor within the text editor where
you want the data point to be inserted, and make a selection. The data point
will be inserted as [Data].
Reset 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 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
This information will appear at the top of
your Registration page. 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,
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 other
Position 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 subsequent programs.
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
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 participant.
Team Registration Team 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 team.
Test Mode 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.
Invite Only 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 a comma separated (no spaces) email list 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 register.
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 Address 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.
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).
This date is the date through which your members' US
Lacrosse membership will
active. For example, if this is set to 1/1/2012, those members whose expiration
dates are before 1/1/2012 will be forced to renew or create a
US Lacrosse membership. If their current expirate date is beyond this date, that information
will be stored to their record and they can proceed without renewing
their membership. This date should be set to the last playing date
in your season.
# 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 numbers.
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
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 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 gender
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
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. You can also specify the school year that these
grades apply to. Use the drop-down selection to choose the school year and the system will
capture the individuals' high school graduation year.
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")
Little League Boundary IDFind Your Little League ID>>
Enter your Little League Boundary ID, found from FindMyLeague.com and when members register
in your program, their address will be checked against your boundary coordinates automatically. If they fall within your bounds, they will continue with the registration process without issue. If they do not fall within the bounds of your Little League, they will be notified on screen and they will be prevented from registering in that program.
When you go to FindMyLeague.com, use the navigation at the top of the page to select your district. Find your league on the map and then click on the league name to find your ID. Your ID will be presented in the information balloon that is shown when you click on your Little League's name.
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
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.
Removing registrants from the waitlist:
Once a program has reached capacity, additional
registrants are added to the waitlist. On occasion, registered players may
decide not to play or they will be removed from the registration. In this
case, you may need to move waitlisted players to "registered." To do
this, go to Admin>Registration System>List. Then find the player you
would like to register and select the check box to the left of their name. Use
the drop-down option at the bottom of the page to "Remove from waitlist and
Email." This will add the player to the pool of registered players and allow
you to address them in an email, letting them know they can now log in to
their account to make payment.
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
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.
Apply Discounts to Siblings in Selected Programs This option allows you
to select specific programs to include when creating Multi-Child discounts. By
default, ALL OPEN Registrations are selected. This means that any sibling
registered in any open program will be counted toward the multi-child
discount. If specific programs have been selected, only siblings registered in
the selected programs will count.
Maximum / Family
This will set the total amount that a family can pay across all open registration programs with a Family Max entered. This will use ALL registration costs in its calculations, including any additional costs associated with Supplemental Questions.
Allow Payments Of
This options allows you to select from three different ways that members will be able to pay your organization for any registration fees owed. They include
Full Amount, Payment Schedule, or Subscription payments. Only one can be selected per registration program and each offers it's own benefits.
Full Amount Only
This option will require members pay the full amount
due for the registration when they checkout. They will not be able to make a
partial payment or pay on a pre-defined schedule. Use this option when you
are collecting a simple registration payment one time and want to collect
the full amount due at the time of registration. For more information on
forcing payment at the time of registration, see the Delete Unpaid
option on the Advanced tab
Tip: To allow people to pay only a portion of the total
registration cost using their own defined value, select the Payment
Schedule option, but do not specify any payments for this schedule. Then check the Allow Partial Payment box. This will allow
members to enter any amount they would like to pay toward their total
If your club allows registrants to pay their fees over time in
installments, you can use this option to specify a payment schedule. For example, some
clubs require a deposit at the time of registration, followed by set amounts after
making the 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
Reminder Note (optional). 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
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.
NOTE: You MUST use a Merchant Account when using this tool.
PayPal does not support payment schedules. 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
To add a payment, click the link provided in the Payment Schedule window.
The resulting pop up form contains the following fields:
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 actually
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.
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
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
The subscription payment method will allow you to collect fees
automatically from a registrant by storing their payment (credit card) information in your
Authorize.net merchant account. This will allow a member's credit card to be
charged automatically without having to login to the website and make manual
payments or enter their payment information multiple times. NOTE: This feature is only available when
using Authorize.net as your payment gateway. You will also need to contact
Authorize.net and have your account setup for ARB, Automated Recurring
When using this option Authorize.net, NOT LeagueAthletics.com, will be
automatically charging the credit card that your members are entering, based
on the parameters you set. At checkout, members will be able to specify any
amount they would like to pay between the deposit amount (optional) and the
full amount for the registration. Once the Subscription option
has been selected in your registration setup, you will be prompted with the following fields:
Intial Deposit Amount (optional)
This is an optional initial deposit that
can be charged to a members' credit card before the payment subscription
begins. If you do not want to charge an initial deposit, leave this field
blank. The amount charged here will be applied to the total cost of the
registration. For example, if your registration costs $50, and a $10
deposit is charged initially, the balance that will be charged over
the term of the payment schedule will be $40. In this same scenario,
when checking out, members will be able to pay anywhere from $10-$50
on the payment screen.
Charge First Payment On
This will allow you to specify when you want
the subscription payments to begin. Once this has begun, fees will
charged to the member's credit card the number of times that you specify
using the "Number of Payments" field. If your Next Payment date has
passed and a member registers after this date, their next payment will
be due one full term from the day they registered. That is, if your
payments are charged every 30 days, the next payment for this member
would occurr 30 days from the date they registered.
NOTE: It is possible that a member's credit card may expire before all payments have been made. In this case, their credit card would not be charged for that installment. However, you should be notified by Authorize.net if this occurs.
Space Payments Every
This allows you to determine how often you want
payments to be charged to the member's credit card. The initial field
should be a numeric character between 7 and 365 for days, and 1-12 for
months, and the drop-down should be used to select
if this will be charged over a period of days or months. 7 Days would
charge a member every 1 week.
Number of Payments
Use this field to specify the number of total payments that will occur up to the total amount of the registration. For example,
if you were charging $100 in 4 payments, this would charge the member's credit card $25 each time until the $100 registration cost
is reached. The time period between payments would be based on the "Space Payments" field.
If you do not
specify a Payment Schedule and Allow Partial Payments of Amounts Past Due,
members will be able to enter any amount they would like to pay. Example: If
your program's base cost is $100, and you allow Partial Payments, a
registering player could choose to pay $10, $25,
or even $53.26 if they'd like. The checkout screen will display an input box for
the member to enter the amount they would like to pay at that
time. They can always log in to their family account
later and pay the balance, or other specific
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 their
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.
Confirmation Note 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
This feature can help to organize the Register
Online page, especially for programs with several OPEN registrations.
When creating/editing 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.
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
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.
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 online.
You should not use this feature if you are
accepting checks as a form of payment.
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
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.