To edit the Main Registration section, click the title from the registration section menu.
Covered in this Article:
- Registration Limits
- Title and Description
- Reply-To Address
- Privacy - Private Forms
- Returning Registrations
- Volunteer Opt-in
- Athlete/Child Registration Requirements
- Age Restrictions
- Registration Fees
- Custom Questions
SwimTopia can automatically limit registrations to maximum number that you set. These limits are per form, so that each form you have open in a season can set its own limit.
➞ See the Registration Limits tutorial for more info on setting up age group registration limits, waitlists, and automated notifications once limits are reached.
Title and Description
Enter a descriptive title for the form and any other information about registration for families in the Description text area.
» Tip: We suggest using the season in your title to differentiate forms on the Registration Form page. Examples:
- 2022 Registration
- 2022 Early Registration
- 2022 Late Registration
- 2022 Summer Registration
- 2021 Winter Registration
- 2022 Non-Member Registration
- 2022 Registration (Board Members)
» Note: Keep Require Home Address checked to ensure that every new registration includes a mailing address.
The system-generated registration confirmation email that is sent to your new members after they complete their registration will display the "From" field as email@example.com:
To ensure you receive responses from your members when they reply to their registration confirmation email with questions or comments, the Reply-To field is required on each registration form.
By default, a new form created using the "New Registration Form button will display the email address of the person logged in but can be updated as needed.
➧ Do you want this email to be notified about each registration? - check the box next to "Copy each registration confirmation email to this address".
» Tip: If you do not want your personal email used, we suggest creating a team email in Gmail (or some email program). This would also allow you to set up this email with aliases if multiple people want to receive the confirmation copies since only one email can be listed in the field.
This will populate the team admin's email address in the Reply-To of each confirmation email.
Privacy - Private Forms
Private forms can be used for alternate pricing (say for board members) or to allow a select few registrations to take place "privately" after the open registration period has closed.
A private registration form will not be linked to by the Registration Alert snippet on your website when you check this box:
Users will be able to access this form only via a direct link which will be shown on the main registration forms list.
» Note: A Private form must be in an Open status for members to access.
To utilize our time-saving auto-fill feature, we suggest that you check the box to "Display prompt encouraging registrants to login to pre-load registration data." Then communicate to parents each season to log in first so their previously entered information can auto-populate.
» Note: The system will display the last known entered info when a parent logs in after they’ve previously made it past the first page of the registration form (where contact info is entered) on any SwimTopia site using the same email. It's a time-saving feature, but is not a perfect science, since it's based on the last registration form on any SwimTopia team site.
Athlete/Child Registration Requirements
Check Enforce age limits to activate minimum and maximum ages for swimmers.
➧ Want to give aged-out athletes another season? ➞ See Aged-Out Athletes: Allowing Them to Register and Compete
➧ Athlete Fees
- Click Add Additional Athlete Fee to gradually reduce fees for multiple swimmers in one family.
- Click Maximum charge per registration to activate an upper fee limit (only applies to this fee, not acknowledgement fees, league fees, merchandise, or other fees).
➧ Age-Range Fee Override
To provide special pricing based on athlete age, add one or more Age-range Fee Overrides below.
Age-Range Fee Overrides take precedence over base registration fees.
» Note: Any athlete that has an override fee applied will not be counted toward multi-athlete (sibling) discounts, but will be counted toward the per registration maximum charge limit (if any).
Custom questions are for things that will not change the fees or determine if an athlete is eligible to participate in the team. Use Merchandise for things like team t-shirt orders, and use Acknowledgements (discussed below) for questions that DO impact registration or require signatures like Liability Waivers and Photo Release Waivers.
Click Add Custom Question, and fill out the form.
Enter your question heading, the question text and display order. A preview of how the text will appear is in the Preview box. (These are usually short and sweet, so the preview box was built with this in mind)
Uncheck Answer Required to make this question optional, choose how the answers will be selected and enter a list of answers in the Answer Options field.
Click Add Custom Question to enter another question, or click Remove Question to clear it.
» Note: To view the answers to custom questions, download the registration data from the View Registrations or Reports pages.
Click Add Acknowledgement Section for each Liability Waiver, Photo Release Waiver, Facility fee, Volunteer Opt-Out agreements, Resident confirmation or Non-resident (non-member) fee, Neighborhood or HOA fees, Scholarship Funds etc. you will be including on your registration form.
Enter the title, text and display order of your acknowledgement.
- Click Require Acceptance if it is necessary for registration approval, and review or change the text you want your users to see next to the checkbox.
- Require electronic signature will allow the registrant to enter their initials to indicate acceptance.
» Tip: Some teams require parents to provide documentation such as birth certificates, vaccination cards (Covid, etc.), certifications, insurance, etc. We do not provide support to upload and store this information, so you can either provide instructions for where the parent should send this information on your registration form or use a service such as Dropbox or Formfacade (embed your form into a text area snippet on your website).
➧ Automatic Role Assignment (optional)
You can automatically assign all parents/guardians to a Role you specify when the acceptance box is checked.
Assignment during registration to an exempt Volunteer Opt-Out Role will allow users to bypass the volunteer page and pay a fee (see below).
» Tip: Some teams like to use this to assign all first year parents to a "First Year Parents" Role, so they can communicate to this group specifically. A great way to provide tips and suggestions to these newbies to make them feel more comfortable and excited about volunteering etc.
➧ Acknowledgement Fees (optional)
Check Include additional fee to allow the collection of an additional fee required for registration, such as a non-resident, non-member, volunteer opt-out fees or other types of one-time per swimmer or per registration fees.
» Tip: there is a place in the Payment Section to add an HOA or Club member number for registration payment.
Set the parameters of your fee and a description your users will see on the payment confirmation page. The example below shows how to charge a non-member facility fee per swimmer, except for those older swimmers who already pay a reduced registration fee (see Age-Range Fee Override above).
Fees can be charged immediately (as in the example above), or pre-approved for capture or release in the future (conditional fee).
» Tip: You could use an acknowledgement form to request parents sponsor a family or add to the scholarship fund. You would need to come up with some amount $100 etc and you would not check the Require Acceptance checkbox, since this should be optional. Make it very clear this is optional and not to check the box if they do not want to participate.
➧ Conditional Fees (optional)
Conditional fees provide a way to collect pre-approved fees, penalties, or deposits at a later date, if some condition is not met.
For example, you can charge a "Volunteer Penalty" as a conditional fee per swimmer or per family, to be applied during registration but only charged to the pre-approved credit card after the season is over, if the volunteer commitment is not met.
You can apply multi-swimmer discounts and age-range overrides to conditional fees, and set a maximum fee, just like with other acknowledgement section fees.
» Note: a minimum Registration fee is required to use this feature due to processing fees required by the payment processors. So you cannot have a $0 registration fee and still expect to charge a conditional fee. Most likely $2 is your minimum Registration Fee to consider.
During checkout, conditional fees are noted separately from all other itemized charges. Only the "Total Amount Due" will be charged at checkout.
The conditional fee will be saved with the registration and can be captured or released by an admin up to 8 months from the date of approval. After 8 months the conditional fee will be released and would have to be captured externally from the system.
» Note: Our payment processor must be set up and enabled in your registration form in order to process conditional payments during checkout. ➞ See our Stripe Account Setup article for more information.
Each payment transaction will be processed separately. The first (amount due) transaction will be processed immediately and assessed the standard processing fee of 3.4% + $0.30, while the second (conditional) transaction (if and when it is processed), will also be charged a processing fee of 3.4% plus an additional $0.30, because it represents a separate transaction.
» Note: If you include more than one conditional fee to your form, you will have to approve all fees at one time.
➞ See the View/Edit Completed Registrations article for more info on how to capture or release conditional fees.
Make sure to Save the changes for this section.
➧ Shared League Forms - Waivers and Fees
SwimTopia offers a feature to integrate league waiver sections into your team's registration form. These waiver sections can include fees to be paid directly to your league, should your league require it.
➞ See Adding League Waivers and Fees to Your Team’s Registration Form for full details and payment requirements.
➞ Next, begin the Athlete Groups section