To view your team's completed registration forms and payments, select Registration in the Manage Team admin console.
➞ See Creating a New Registration Form for instructions if you have not created any forms yet.
Covered in this Article:
- Registration Forms
- Registration Statuses
- Editing Registration Information
- Conditional Fees
- Registration Reports and Exports
- Emailing Status Groups or Individual Families
For each form listed, you will see a number tally of registrations (#ofAthletes/TotalRegistrations) that have been submitted. Click this #tally or the View Registrations button to see a list of all registrations submitted.
» Note: This is also where you Edit and Open/Close your forms (even private forms must be Open to be used), Preview your forms as if you were going through them like your parents, and can Copy forms to quickly create additional forms as needed or for each season. ➞ See Creating a New Registration Form for more on these options.
As noted above, you can click the Athletes/Registrations or the View Registrations button to see a list of all registrations submitted.
➧ Credit Card Payments
» Tip: To avoid the extra step of selecting "Accept Payment" for your registrations paid online, you can automatically approve Credit Card payments by clicking this preference box on the Payment tab when you set up your registration form:
If you do check the box, your registrations will show up under Approved. If you do not check this box, your registrations will be placed under a Paid status as seen below, but neither option has an impact on the actual payment going through.
➧ Checks and Private Accounts
By default, completed registrations using these forms of payment are automatically marked as Pending until you manually Accept Payment or Reject each one individually.
» Note: Currently, there is no operational difference between Pending/Approved/Paid Statuses. The main purpose of the Paid and Pending statuses are for lite billing management (i.e. to identify registrations where parents paid by check and then “approve” once the check is received). Registrations in a Pending and Paid status are still listed in your roster (People tab), can still sign up for meets/jobs (if applicable), and will receive communication. If you do not want this to occur, you can move them to Rejected until ready to Revert to Pending and Accept Payment. See below for more on the Rejected status.
➧ Accepting Check Payments
To accept Check payments, click the Accept Payment button and enter the amount. Click the Save button to mark this registration as Approved.
➧ Editing or Deleting Check Payments
Customers can edit or delete previously entered check payments. (Non check payments are not editable)
You will be asked to confirm before the payment record will be deleted:
➧ Approve Private Account Payments (i.e. club membership)
To accept account payments, click the Approve button
➧ Reject Registrations/Payments
There are various reasons teams may need to reject registrations.
Rejected is another way to manage the status of your registrations like Pending/Approved/Paid, but Rejected registrations do not count against your athlete roster, and these families are not included in any communication.
» Note: Rejecting a registration does not automatically initiate a refund when payment has occurred online. Refunds must be initiated (View Payment button leads to the Payment Report for Stripe refunds) Also, Rejected registrations are not deleted, but saved to the Rejected status without any associated payments. To ensure data integrity and avoid accidental deletions registrations are not deletable.
Click the Revert to Pending to change the status back to Pending so that you can then go back to accept and enter a new payment amount.
Editing Registration Information
Covered in this Section:
- Registration Form Timestamp, Number and Current Status
- Edit Contact Information
- Edit Acknowledgements & Questions
- Edit Merchandise Orders
- Changes to Amount Due / Refunds
- Changes to Athlete Roster Groups
- Changes to Payment Method
View and edit registration details by clicking the View/Edit link.
➧ Registration Form Timestamp, Number and Current Status
These details will be displayed in the top right.
➧ Adding Athletes or Parent/Guardians
Click the green Edit button under each section to make changes.
For example, here you can add or remove parent/guardians or swimmers from one family's registration.
» Note: Adding a parent/guardian will initiate an activation email so they can set a password to access their accounts.
Click Save Changes to save and go back to the registration form.
» Note: Adding or removing swimmers will allow you to enter new merchandise orders for that swimmer and will add the appropriate swimmer fee. These changes will affect the total payment due, so make these changes before accepting payments (above).
➧ Edit Contact Information
Home Address and Home Phone Number collected during registration copy to the member's profile one-time, so any updates after submission need to be made directly on the profile under the People tab.
➧ Edit Acknowledgements & Questions
This section is not editable to preserve the integrity of answers provided.
➧ Edit Merchandise Orders
Any item totals added or removed here will be reflected in the Amount Due subtotal on this screen, and on the Download Registration Data (csv) export available for each form.
➧ Changes to Amount Due / Refunds
If you change a registration by removing or adding an athlete or any merchandise items that result in a change to the amount owed for that registration, you’ll need to collect or refund the difference “manually.” In other words, it will not automatically charge or refund any money.
Also, there’s no way to charge the customer’s card for the difference. You can initiate a refund by clicking on the View Payment button that leads to the specific payment on your Reports > Payments report.
➧ Changes to Athlete Roster Groups
You’ll need to change the Athlete Roster Group through the individual athlete’s People page. If you change an Athlete’s Athlete Roster Group and that change impacts the fee, the registration will reflect that change. See Managing Your People/Roster for more info.
➧ Changes to Payment Method
The Payment Method cannot be changed. Check payments can be edited or deleted, as noted in the check payments section above.
You will need to Reject the registration form so the parent can re-register if the parent wishes to pay using another option.
When conditional fees are collected in an acknowledgment section during registration, you have the option to either Capture or Release that fee at any time. ➞ See Conditional Fees: Approve, Capture & Release for more information.
Registration Reports and Exports
➧ Registration Data - Per Form
At the top of your View Registrations screen, you'll see report links specific to the registration form you are on. You can download exports of your registration, athlete, merchandise and email data from your completed forms to use with a custom spreadsheet or database.
For example, if your registration form collects a member's HOA or residence account number, you can use the Registration Data export to create a report to deliver to your HOA.
➧ Registration Data - All Forms Combined
The report links at the top of View Registrations will only include data from that particular registration form. If you have multiple forms and want to view ALL DATA from ALL FORMS at once, then you can do this from the Reports section of the Manage Team console. (seen below).
These reports can generate customized data by season.
» Note: Keep in mind, you will only see a subset of the report columns on the screen. You'll need to export to see the rest.
➧ Payment Transactions Report
No matter which form of payment your team supports, you can view all transaction data from your Reports > Payments report.
➞ See our Payment Transactions Report (coming soon) article for more details.
Emailing Status Groups or Individual Families
Currently, you can email each family separately (envelope next to their name), and you can download all emails from the top of the Registration > View Registrations page to send a mass email from your own mail program, but to send an email to everyone in a particular status group all at once (Pending, Approved, Rejected...) you would need to go to the Reports tab, run the Registration Details report from there, and you'll see that you can choose a status or include all etc., and then compose an email.
» Note: Unlike the download of the Registration Details from View Registration page (which is per-form), the Registration Details report from the Reports tab is a combination of all of your registration forms. So if you have multiple forms and you email the Approved group, you will be reaching everyone that is Approved from all forms. Just keep that in mind.
If you don't want to do that, you'll need to download the emails from View Registrations to copy into your own email program or email individually.
➞ See the Sending Email to Groups tutorial to see how you can use the Athlete Count by Age Group report to email specific practice groups.