To view your team's completed registration forms and payments, select Registration in the Manage Team console.
➞ See Creating a New Registration Form for instructions if you have not created any forms yet.
Covered in this Article:
- Registration Forms
- Registration Status
- Editing Registrations
- Conditional Fees
- Registration Reports and Exports
- Emailing Status Groups or Individual Families
- Reject OR "Remove This Registration"?
Registration Forms
For each form listed, you will see a number tally of registrations that have been entered. Click this tally or the View Registrations button to list them.
Registration Status
By default, completed and paid registrations are automatically marked as Pending until you manually accept payment or reject each one individually.
>>Tip: To avoid the extra step of "accepting" online payments, you can automatically approve WePay Credit Card payments by clicking this preference box on Payment: Payment Options screen when you set up your registration form:
>>Note: There is no operational difference in the system between Pending/Approved. The main purpose of the pending status is for billing management (i.e. to identify registrations where parents paid by check and to then “approve” once the check is received). Registrations in a Pending status are still listed in your roster, can still sign up for meets/jobs (if applicable), and will receive communication messages. If you do not want this to occur, you can move them to Rejected until ready to Revert to Pending and Accept Payment.
To accept Check or Private payments, click the Accept Payment button and enter the amount.
Click the Save button to enter the payment and mark this registration as Approved.
You can delete the associated payment record on both pending and approved registrations by clicking the Reject button. You might need to delete a payment if the registration amount due was changed after payment was made, or if a payment was incorrect.
Rejected registrations are not deleted, but saved to the Rejected status without any associated payments.
➞ See the Editing Registrations section below to completely delete a registration.
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 Registrations
View and edit registration details or delete entire registrations by clicking the View/Edit link.
- Each form's completed timestamp, registration number and current status will be displayed in the top right box.
- Each section of the registration form can be edited, except the Payment TYPE (payment amounts of the same type can be changed, see above).
- 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.
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 profile one-time, so any updates after submission need to be made directly on the profile under the People tab.
➧ 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
If you change a registration by removing or adding an athlete or any merchandise items that results 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 get WePay to issue a partial refund, you’ll need to contact WePay’s Help Center.
➧ 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 People for more info.
Conditional Fees
When conditional fees are collected in an acknowledgement section during registration, you have the option to either Capture or Release that fee at any time. See the Conditional Fees tutorial 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 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.
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.
However, 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.
Reject OR "Remove This Registration"?
Use “Reject” unless the registration is a test or completely in error. Rejected registrations can be changed back to an active one, but Removed registrations cannot be recovered.
Delete test or accidental registrations and associated payments completely, click the Remove Registration button.
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