Registration Limits - Team, Age Groups, Roster Groups

You can set custom limits on your overall team size, age groups, and athlete roster groups, making it easier to manage and organize your team more effectively.

Whether you’re managing team sizes for different events or ensuring your rosters stay within specific guidelines, this feature allows you to set maximum athlete limits for each group, and adjust the limits as your needs change.

These limits are per form so that each form you have open in a season can have separate limits.

Covered in this Article:

• Locating Registration Limit Settings
• Count All Athletes or Only Athletes on This Form
• Overall Team Registration Limit
• Registration Limit Message
• Age-Group Limits
• Athlete Roster Group Limits
• Registration Waitlist Form
• Registration Timeouts

Locating Registration Limit Settings

Registration limits are managed from within each registration form. Access these settings by going to your Registration tab within the Manage Team admin console, where you click on the title to access your form.

The Edit Registration Limits button is not displayed until you have initially saved your form and return to edit.  You will see the button on each section of the form as an access point to set and edit your limits. 

Count All Athletes or Only Athletes on This Form

Your first decision is whether you want the limits you set to count against any athlete that registers across all forms you create for the season, or only the athletes registered on this form. 

With this flexibility, you can impose different limits in different situations, which makes it easier to use multiple registration forms for things like waitlists and clinics.

➧ Here are some example scenarios:  

• Suppose you're using one registration form for returning members and one for new members. In that case, you set up both forms with identical registration limits, and you want all athletes in the current season to count toward the registration limits defined on both forms. This ensures the limits are considering athletes registered on either form.
• Suppose you're setting up a registration form for a clinic or a waitlist. In that case, you want to set registration limits that are specific to those forms separately, and you would not want to tie those limits to other registration forms. Thus, you would select only those athletes registered using the current form.

Overall Registration Limit

If your team has an overall registration limit, enter that limit here. 

» Note: When the "Current registrants" count is different from the total athlete number on the Athlete Count by Age Group report or anywhere else, and you are counting "all athletes this season," this is a sign that athletes have been manually affiliated to the season in their profile, or registrations on a waitlist form are in approved/pending status, which are counted.

Registration Limit Message

There will be a system-generated message when a limit has been reached, but you can also add to this message in this description box. If you decide to set up a waitlist form, there will be a step where you add the private link here in your registration form. (example messages below)

Website View

Age-Group Limits 

Check the box to Limit registrations by age group to enter age-specific group limits.

➧ Mixed Competition Category (Gender) Limits

➧ Enable the Athlete Groups Section of the Form and Select Groups

 The Athlete Group section of the registration form will only display when athlete roster groups have been defined, and this section must be enabled and groups selected before you can see the checkbox to Limit registrations by roster group, and see the groups to set limits.

➧ Limit Athlete Roster Groups

When both of these configurations have been completed, you will see the checkbox to Limit registrations by roster group:

Registration Waitlist Form

When you set limits on your registration form's Registration Limits settings page as discussed above, your form will show different system messages as those limits are reached.

You can also set your own "custom message" to direct registrants to a separate "waiting list" registration form (typically a private form), which can have its own configuration and limit.

As age groups fill up, your custom message will be shown right below this example system sold-out message:

Please note: The following groups are filled. Registrations will NOT be accepted for Athletes in these groups.
Boys 7-8, Girls 9-10, and Boys 9-10

When a parent submits a form trying to register an athlete in a sold-out group, this example error message is displayed at the top:

There were problems with the following fields:
The Girls 13-14 group is sold out. (Athlete's name) cannot be registered at this time. 

The registration form is automatically closed (with the message displayed below) ONLY when the overall registration limit is reached, not when all age groups are sold out.

The registration limit for this season as been reached. Registration is now closed.

» Note: Pending and Approved registrations will count against the limit, so if you "Reject" the registration form, that will take them out of the count. 

➞ See our article about Registration Waitlists - Create and Manage for more details on setting this form up and managing your waitlisted members.

Registration Timeouts

When you implement registration limits, our registration form features a timeout feature to prevent overbooking. 

Once parents add their athlete(s) to their registration form and click the green “Next Step” button at the bottom of the form, they have temporarily locked in their athlete's spot and will have 15 minutes to complete each subsequent step in the registration to hold on to that spot.

➞ See our article about Registration Locking and Countdown Timer for more details.

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