Covered in this Article:

Locate and View Registration Forms

Locating Your Registration Forms

Your team's Registration forms are created and managed from the Registration tab within the Manage Team admin console.

Viewing Registration Forms by Season

The first time you access the Registration page, you will see a Current Season (designated by *) and an Example Registration form. These are automatically created as part of the team site creation process.

This example form includes instructions and tips for each section to guide you through the process, providing a starting point for you to build from.

We'll get into the options for creating your registration forms in a moment.

When you create a new season, your Registration page will start fresh with instructions to copy a previous season's registration form or create a new form.

As your seasons progress, you'll notice your forms are organized by Season, similar to your Schedule page.

➧ Season details on this page:

The Season that is set as the "Current season" under your Schedule > Seasons page will be designated on the Registration page with an asterisk (*),
The Season Start and End dates will display in the sub-header of the screen. (visit the Seasons page if you need to see the Age Up Date for the season)
An badge will display next to seasons containing open forms. Multiple buttons could display accurately if your seasons overlap, but this will provide you with a visual indication if you inadvertently left forms open in previous seasons. Click into these seasons to close forms as needed.

➧ Have you been renaming your forms each season?

That's ok if so, but existing customers (most likely 2022 and earlier) who have been using the same registration form and just renaming that form each season versus copying the form to make a new version, will see the most recent title of the form displaying in each season back to the first season it was used.

Below is an example of this scenario, where 2017 was the first instance the forms were opened and captured registrants, but they have been renamed each season. Season 2020 was the last season the forms were renamed, which is why the title displays with "2020."

The way you can tell if the same form has been renamed is by hovering over the title and looking at the URL at the bottom of your screen. You'll see a # after "forms/." This # will be the same on each season for any form that was renamed to be used in that season.

➞ Solution: We suggest using the Copy options (button at the top or within the Actions menu) to make new forms going forward. If you want to clean up your old seasons, we suggest that you rename the form to something generic without using a year designation, for example.

You can also Remove (under the Actions menu) any form that does not have any registrants, and this will not remove the form from any season where registrants have been submitted.

Create, Preview, and Open Your Form

Creating and Editing a Registration Form

» Tip: If you are looking for ways to set up your registration forms to support a specific fee structure (i.e. lessons, clinics, discounts or extra charges for specific groups, limits etc.), we suggest looking at our Registration Fees - Scenarios and Setup article first to determine the best approach before you begin your setup.

As mentioned, an Example Registration form is included when your site is created. This form provides instructions and tips for each section to guide you through the process. You can modify this form to create your initial registration form, or you can create a new form instead.

When you create a new season, your Registration page will start fresh with instructions to copy a previous season's registration form or create a new form.

➧ Copy Existing Form

There are two options to copy a registration form from one season into another season.

One option is to select the Copy Existing Form button. This will display a popup where you select the form from a list (organized by season) and choose which season to copy it into from a list of seasons provided.

Another route you can take that leads to the same popup, but with the specific form you want to copy already selected, is to choose the "Copy to" option from the Actions menu.

After selecting Create Copy you will be taken into the new form where you can edit the title and details as needed.

» Note: If you create your form when the wrong season is set as the current one under Schedule > Seasons, you will need to copy this form into the correct season and then Remove the original form. You cannot just move the form into the correct season.

➧ Create a New Form

Select the +New Form button if you want to create a form from scratch.

See ➞ the Registration Form: Main Section article for your next steps in this process.

➧ Edit a Form

Click on the title to be taken inside the form where you can make edits.

Preview Your Registration Forms

The Preview option in the Actions menu on your Registrations page lets you experience the registration process as a parent would—without creating a real submission in your registrations table.

If your registration includes payment by check or bank account (even temporarily for testing), you can complete the entire process from start to finish in Preview mode.

Online payments through Stripe cannot be tested using the Preview option. To test a Stripe payment, you’ll need to complete the registration directly from your website. After submitting the test registration, you can simply Reject the submission, which is the available action for removing test entries.

➧ Pre-loaded Members

The name/email and existing contact information associated with the account you are signed into is auto-populated, along with any account members associated with your account. Since we suggest teams use a separate team admin account from your "parent" account for administrative tasks, you may not see any other account members, but you can add new parents/guardians and athletes.

➧ Activation emails in preview mode

If you want to receive the registration confirmation email that is generated when your parents register, you can use your regular email, but add a "+abc" (like janedoe+test1@gmail.com). This trick allows you to receive the messages at your regular email.

Open and Close Registration Forms

➧ To Open:

Slide the Status bar to the right when your form is finished and you are ready to open registration.

» Note: Private forms must be in an Open Status before your families can access them. Users will get an error if the form is not in an open state. The privacy setting within the form will keep anyone else from seeing or accessing the form.

As mentioned earlier, an badge will display next to seasons containing open forms. Multiple badges could be displayed accurately if your seasons overlap, but this will provide you with a visual indication if you inadvertently left forms open in previous seasons. Click into these seasons to close forms as needed.

➧ To Close:

Slide the status button back to the left to disable the form or close the registration.

Private Registration Forms

Private forms can be used for special pricing (i.e., board members), or to allow a select amount of registrations to take place "privately" before or after registration is open to the public.

A private registration form will not be linked to by the Registration Alert snippet on your website when you check the privacy box displayed on your form.

➧ Sharing private forms

Users will be able to access this form only via a direct link which will be shown on the main registration forms list.

To share this link, click on the "Private" box with the paperclip icon. This will copy the link to your computer's clipboard, so all you have to do next is paste it into your communication.

» Tip: A Private form must be in an Open status for members to access. If you receive reports of an error, check the status of your form. Creating private forms is also covered in the next article ➞ Registration Form: Main Section.

➧ Testing private forms

Setting the registration form to be “Private” allows you to supply a select number of people with a live registration that won’t be visible on the site, so you can further test the registration with more people.

» Note: Be aware that testing a private form does complete transactions and will charge credit cards. It’s a real registration.

Private Registration Page

If your team opens registration for past season members first, and you would rather have them go directly to the website to register instead of sending a private link, you can make your registration page private.

Clicking on the registration button will take them to the login screen where they must have an active account to access the form.

You accomplish this by going to Website > Pages > Registration Properties > Check "Private" Then open the form.

Manage Your Forms and Registrations

Remove a Registration Form

➧ Does the form have "active" registrants?

You can "Remove" (under the Actions menu) any form that does not have "active" registrants. This would apply to those registrants in a Pending, Paid, or Approved status.

If you attempt to remove a form with active registrants, a message will display to inform you that this action cannot be completed unless you move all active registrants to the Rejected status first.

After this is done, you can select to remove the form again. You will be asked to confirm this request before the form is removed.

➧ Did you create a form in the wrong season?

As mentioned earlier, if you create your form when the wrong season is set as the current one, you will need to copy this form into the correct season and then Remove the original form. You cannot just move the form into the correct season.

➧ Have you been renaming your forms?

If you are an existing customer (most likely 2022 and prior) and have been renaming your forms, you can Remove any form that does not have any registrants, and this will not remove the form from any season where registrants have been submitted. This is discussed above as well.

» Note: If you Remove the wrong form, don't worry! Submit a support ticket with the name of the form you removed and we can restore that for you.

View/Edit Submitted Registrations

For each form listed, you will see a number tally of the total registrants that have been submitted. Click this #tally link to see a list of all registrations submitted broken out by status.

➞ See our View and Manage Submitted Registrations article for more details.

Using a Registration Form for Account Creation (SwimTopia Lite Accounts)

If your team is one of our SwimTopia Lite customers, welcome! We know your team does not intend to utilize all of the features SwimTopia Premium accounts need (not yet, anyway), but we provide the option for you to use a registration form so your members can create an account and use the SwimTopia mobile app.

You can keep your form simple to expedite the process. Just because a section is there, does not mean it has to be used. You are able to disable most pages in a registration form.

➞ See our Creating New Accounts - How do Parents Log In? article for more details.

➞ Next, begin the Registration Form: Main Section

hcmanageregistration

Create and Manage Registration Forms

Covered in this Article:

➧ Locate and View Registration Forms

➧ Create, Preview, and Open Your Form

➧ Manage Your Forms and Registrations

Locate and View Registration Forms

Locating Your Registration Forms