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Registration System
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Online Registration System

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 card.

Take our online class: Registration 101

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 registrations 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. 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 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.

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 submit. 

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.

A note about credit card processing:

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, strongly recommends using Cam Neely's Processing with a Purpose through Sage Payment Systems.

** 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.

Registration Programs

Creating an Online Registration Program

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:

Admin Tools

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 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

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, etc.

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:





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.





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 programs.

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 registration program.


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.

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