This guide will take you through a step-by-step guide on creating a team registration. We recommend having set up your organization page and teams before you begin setting up registrations. This will automatically add registrants onto the team's roster, save you time moving registrants around afterwards.
Once you are logged in, click on registrations down the left hand, vertical menu bar. To begin creating registrations, click the blue button that says “ADD NEW”.
This will open up PlayyOn’s 7 step registration builder.
STEP 1: TEMPLATE
Firstly, we must chose a template for the type of registration we are creating. There are many to choose from, which gives your organization great flexibility to create what you need at any time. As this example is a team registration, we will click on that choice on the top left hand side. Once you choose your template you will be automatically brought to the next step.
STEP 2: PAGE
Here we have to decide what team we need to register for. In this example, as it is coming into summer, Justin from Hamilton East Rugby Club is going to create a registration for the Summer 7’s team. All he needs to do it click on the team card to select it.
STEP 3: INFORMATION
Here we enter all the primary information needed for the registration. The over 18 and under 18 choice is dependent on the age of the registrants. The difference between the two is that when you get to 'Step 6: Form' the ‘under 18’ option will provide you a form template that collects information from the participant as well as a guardian, while the ‘over 18’ will be only the participant. As Justin’s players are all adults, he will select the 'over 18' option.
The registration title can be whatever you choose. PlayyOn autofills the box with a potential possibility. This works for Justin's registration and he only adds the current year to the suggested title. To include the organizer contact information, click on the blue plus sign. This will bring down a box for you to include the essential information. Though not mandatory, we highly recommend you fill this in. This is the person whom any of your potential customers can reach out to if they have questions or trouble with this registration.
Registration dates are important to understand. These dates are not season or event dates. This is the timeframe your registration is open to accepting sign-ups, until the end date you require all your customers to be registered by. For Justin, he puts his end date the day before the first game as rugby requires all players to be registered before they take the field due to safety and insurance purposes. There is an option to add other information you feel is necessary for the registrants to know. For example, Justin will put; “Season runs from May 27th 2017, until July 17th 2017. Registration fee's include team jersey, 6 week season play, and end of season party. Please make sure you fill out all sections correctly.”
If you need to attach any particular forms/documents etc, this can be done. Be sure to add a name and and clear instructions on what your customers need to do with these documents. Justin wants to attach the rugby clearance form for the players and so clicks on the blue ‘ADD NEW’ icon. His computer files open up, he finds the right one, and attaches it. It will appear, named under the blue icon. Lastly, at the bottom is registration groups. Here you can create as many subgroups as required, such as; age groups, genders, pricing groups, new vs. returning participants, skill level etc, the list goes on. Justin is going to create 2 groups. One for new players to the club and another one for returning. He clicks on the dropdown and selects 2.
STEP 4: PRICING
This step is where you are able to price your registrations, as well as personalize the groups outlined previously. Name each option with their group title and then select the payment method from the list below; 'No Payment', 'One Time Fee, Deposit' + 'Installments'. Justin selects both 'One Time Fee' and 'Deposit + Installment' as he wants to make playing accessible to all of his members. There is an option to add restrictions if needed. These include age, gender and capacity if space is limited. If you have more than one option, make sure all are filled. If you need to add another option. You can do so by clicking the blue ‘ADD NEW’ button. You also have the opportunity to add on extras such as apparel, equipment, or a donation. Just click add ‘ADD NEW’ and fill out the required information in the pop up box.
STEP 5: PAYMENT
Select the currency you want to deal in. If you need to add taxes (such as GST or Sales Tax) this option is available by clicking ‘ADD’ and filling out the pop up box. There are four choices for accepting payment; cash, check, credit card or other. You can use any or all forms of collection, whatever works best for you. Be sure to give your customers detailed instructions for cash, check or other. They will need to know where to drop off the cash, or whom to make the check out to. If credit card is one of your collection options, you need to create a new account with Stripe, PlayyOn’s trusted merchant partner. This option will appear when you click on credit card. You will be taken to Stripe's website to fill in the necessary information. Stripe is a global leader in online payment processing and is both safe and secure. (By connecting with Stripe you agree to pay the processing fee of 3.15% + $0.30 per transaction) Once completed you will be directed back to your registration page, just select your new account and carry on!
STEP 6: FORM
The form is what you will use to gather information from your players or parents. Though it may look confusing at first creating a custom form is easy. PlayyOn has provided you a template that includes the most common fields of information that you would need to gather from your customers . All you need to do is add or remove the form fields you want to collect from the registrants. To add fields, click on the desired button on the left hand side. This will automatically put them into the form and now you can manipulate them. If you hover over the chosen field, 2 icons will appear. The arrows allow you to move the order of the fields. The pencil allows you to make edits to the field, such as making it a required field or deleting it. There is also a waiver inserted by PlayyOn. Feel free to edit that, or use your own, the decision is up to you. Once your form looks good click next.
STEP 7: FINISH
Preview your registration by clicking the ‘PREVIEW’ button. This will allow you to see your registrants just as your customers will see it. When your ready to begin telling people about your registration, click the box ‘Send Invites’ to send the link out to your customers. You can select an existing PlayyOn team by clicking on the arrow under ‘EMAIL REGISTRATION TO’ and choosing the desired team. If some intended registrants do not have PlayyOn accounts yet, you can manually add their email in the section, ‘MANUALLY ADD RECIPIENTS’.
Click finish and congratulations! You now have a registration ready to go! If you need to make changes, you can do so by clicking 'manage' on the registration screen. From here you can also duplicate this registration if you have registrations that are alike. This will also be where you find your list of registrants once people begin to sign up.