League Shared Acknowledgement Sections

If a league (or governing organization) has acknowledgements or waivers that members of its teams must complete upon registration, the league can set up that acknowledgement on its SwimTopia site as a Shared Acknowledgement Section, and it will be available to all of the league's teams who also use SwimTopia.  These acknowledgement sections can even include league fees, which can then be paid directly to the league.

Covered in this Article:

• Setting up a Shared Acknowledgement Section
• Collecting League Fees via Shared Acknowledgements
• Managing Changes to Shared Acknowledgements 
• Shared Acknowledgement Sections on Team Registration Forms
• Acknowledgement & League Fee Reports

Setting up a Shared Acknowledgement Section

The Shared Acknowledgements Section is found under Manage League > Registrations > Shared Acknowledgements Sections:

➧ Adding a New Acknowledgement Section

To add a new acknowledgement, click on the green "Add Acknowledgement Section" button.

➞ Published: If checked, the acknowledgement will automatically be enabled on all new registration forms for all the league’s member teams.  If for any reason a team is using a registration form where the shared league waiver is not necessary (for example: wait lists, pre-season clinics, etc.), the team admin will need to manually remove the shared acknowledgement section(s).

» Note: If a team has already created their registration form, the acknowledgement will NOT be automatically added, and the team will need to manually add the form. Leagues should communicate to their teams about these shared forms and what is expected.

➞ Require acceptance: If checked, each family will be required to check a box that they have agreed to the contents of the acknowledgement before they will be able to move forward with their registration.

➞ Include Additional Fee:  If checked, the acknowledgement can include additional fees to be paid directly to the league.  See the Collecting League Fees section below for more details.

If your acknowledgements and waivers change from year to year, we recommend you create a new acknowledgement section for each season, since changes will impact all past registration forms. Unpublish the old acknowledgement section, then copy the old acknowledgement section and make edits (or add a new acknowledgement), then publish the new season's acknowledgement section.

➧ Adding Fees to your Acknowledgement Section

League fees can be set up in a variety of ways including:

• Per registration
• Per athlete
• By age range
• By competitive category
• With a date trigger

➞ By Competitive Category: You can set your acknowledgement to apply to specific competitive categories: All Athletes, Competitive Athletes Only, or Non-Competitive Athletes Only.  We offer an optional lock setting on this section to prevent teams from changing which category as defined by the league.  If the lock box is left unchecked, the league setting is shown as the default on the team's registration form, but each team can override the setting if they choose.

➞ Date-Based Fees: An acknowledgement can have multiple date/time-triggered fee structures. The base fee structure applies up until the date/time of the first Date Based Fee Set. After that date, the fees for that Fee Set apply. You can have any number of these fees set; the current one always applies. (This is a way to automatically manage early discounts and late fees.) 

➞ Optional: Require Online Payment via Stripe: If your league has an integrated Stripe account, you will see an additional option available to require that all fees attached to an acknowledgement be collected via credit card during registration, even if the team allows offline forms of payment (check and/or account number) for team related fees.  

• If enabled and a family chooses to pay by credit card during registration, the total amount is collected in one payment from the family, and then split automatically afterwards, with the league fees being paid directly to the league's account and the team fees being paid directly to the team's account.
• If enabled and a family chooses to pay by any method other than credit card during registration, they will be presented with a split payment option on the payment screen where the league fees would be paid via credit card and paid directly to the league's account, and the team fees collected offline by the team via check and/or account.

Collecting League Fees via Shared Acknowledgements

If fees are associated with an acknowledgement, those fees will be earmarked for the league or governing organization. If the league site has an integrated Stripe credit card processing account and the parent pays via credit card during registration, then the portion of the league money associated with the acknowledgement will be deposited directly to the league's Stripe account.

» Note: The league fee will incur the standard payment processing transaction fee of 3.4% +30c. The payment processing fees will always be paid by the league (even if the team chooses that the team's payment processing fees are paid by the buyer), so you may want to consider building the transaction fee into your overall league fee.

To enable the league's credit card account, go to Manage League > Settings > Stripe Account. See detailed instructions in our Help Center article ➞ Stripe Account Setup

If the league doesn’t have a payment processing account set up or the parent does not pay via credit card, then the team will collect the league funds. The team can then run a report which will show which fees have been paid to the league and which ones haven't, indicating any remaining balance owed to the league.

Managing Changes to Shared Acknowledgements 

Occasionally an existing acknowledgement may need to be updated or removed altogether.  Please follow the steps below to make these changes.

➧ Updating an Existing Shared Acknowledgement Section

• Click the pencil Edit button for the acknowledgement that needs to be updated:
  
  
  
• Make changes as needed and then click the orange Save button.
• Changes made to an existing published acknowledgement will automatically propagate down to all team sites.
• These changes will impact all past registration forms, so if your acknowledgements and waivers change from year to year, we recommend you create a new acknowledgement section for each season. Unpublish the old acknowledgement section, then copy the old acknowledgement section and make edits (or add a new acknowledgement), then publish the new season's acknowledgement section.

➧ Unpublishing an Existing Shared Acknowledgement Section

• Click the pencil Edit button for the form that needs to be unpublished, uncheck the box next to Published and then click the orange Save button.
• Unpublishing an existing shared acknowledgement form will not automatically remove it from teams' registration forms.  
• The existing form will display a warning notifying teams that the form is no longer published by the league and should likely be removed:
  
  
• The league should then communicate the change to all their teams and instruct them to manually remove the form.

Shared Acknowledgement Sections on Team Registration Forms

Once published, an acknowledgement will automatically be added to all new registration forms on all team sites. If a team is using a registration form where the shared league waiver is not necessary (for example wait lists, pre-season clinics, etc.), the team admin will need to manually remove the shared acknowledgement section(s).

» Note: As mentioned above, if a team has already created their registration form, the acknowledgement will NOT be automatically added, and the team will need to manually add the form.

The league's shared acknowledgements will appear in yellow at the very bottom of the Main Registration section on the first page of each team's registration form:

Team administrators can remove any acknowledgements that don't apply by clicking the "Remove Section" button on the acknowledgement. Teams cannot edit the shared Acknowledgement Sections, but there are two choices they can make:

• Display Order – the shared acknowledgement sections will drop in at the top of the registration form, but team admins can manually adjust the display order by entering the appropriate number in the Display Order box within each acknowledgement.
• Competitive Category Designation (if unlocked at the league level) - if there are league fees associated with an acknowledgement and you've left the competitive category unlocked, team admins can adjust this acknowledgement to include All Athletes, Competitive Athletes Only, or Non-Competitive Athletes Only.

➧ Updates to League Shared Acknowledgements

Occasionally leagues may need to make adjustments or additions to their shared acknowledgements. See below for information on how these changes are reflected at the team level:

➞ Updates to an Existing Acknowledgement:

• If the league updates an existing shared acknowledgement section, the changes will automatically propagate down to all team sites. 
• These changes will apply to all registration forms where the waiver has been added (including past registration forms)

➞ Addition of a New Acknowledgement:

• If the league adds a new shared acknowledgement section after a registration form has been created, the new acknowledgement will not be automatically added to the form but will appear greyed-out underneath the active Acknowledgements Section
• Leagues will need to communicate to teams that they will need to manually add the new acknowledgement by clicking the Add to Form button:
  
   

➞ League Removal of an Existing Acknowledgement:

• If the league unpublishes an existing shared acknowledgement section, the form will not be automatically removed from open registration forms, but will show a warning notifying teams that the form is no longer published by the league and should likely be removed:
  
  
• The league should then communicate the change to all their teams and instruct them to manually remove the form.

For more information on how your teams will utilize the Shared Acknowledgement Sections, see our Help Center article ➞ Adding League Waivers and Fees to Your Team’s Registration Form.

Acknowledgement & League Fee Reports

➧ Acknowledgement Reports

From the league site, you can run an Acknowledgement Report for each of your teams by going to Manage League > Reports > Registration > Acknowledgement Summary (League)

Reports are run by team and will provide a printable summary of the acknowledgement forms for each swimmer.  This report includes the league-shared acknowledgements as well as any acknowledgements that the team created for their registration form.

➧ League Fee Reports

If your shared acknowledgements included league fees, the reports for the amount collected and paid to the league are managed at the team level. 

Team admins will go to Manage Team > Reports > Registration and run their "Registration Details/Data Export" report, then click on "Download Registration Data (csv)."