Setting up your season and programs

on the Admin Portal

Henry

Last Update 10 months ago

1. Seasons

Go to the Manage Seasons page to create a new season. Here, you can optionally set up "master" registration dates or registration caps that will apply to all programs in the season (but you will be able to set dates for specific programs later). You can also choose from a number of other options, such as whether parents are allowed to volunteer (or required to), whether you want a daily registration summary, whether to display your product catalog during registration, or whether to allow catalog purchases after registration is complete.

2. Programs

Once you've created your new season, you can then go to Manage Programs to set up the individual programs within that season. You can optionally limit each program to a certain age and/or grade range, and set individual registration dates or registration caps per program. All registration dates are effective 12:01am, the first minute of that morning. Only Open and Close dates are required—the others are optional.

  • Open - Registration for the program will open on this date.
  • Early Reg Ends - If you set "early bird pricing", the discount will expire at 12:01am on this day. (In other words, this is the first day players will not receive the discount).
  • Late - If you set a late fee, this is the first day the late fee will be charged.
  • Waitlist - All registrations on and after this date will be automatically waitlisted, so that you or another registrar can manually go through and approve them later.
  • Close - Registration is closed permanently on this date—not late, not waitlisted, fully closed.

You can optionally choose to offer Payment Plans with each program.

"Withdrawn"

It's always a good idea to create a "Withdrawn" program, to make withdrawing players easier. If someone wants to withdraw from their program, you can simply move them to the Withdrawn program, and they will be removed from their team's roster and automatically credited an amount of your choice. (The Withdrawn program will not be shown to families as a registration option—only you will be able to see it.)

To do this, simply create a program with a shortname that begins with WD. This allows you to create multiple "withdrawn" options (such as WD-Travel or WD-Intown) if you want to credit players different for different programs.

Most organizations set the cost of their WD program to $0, which means players will be credited the full amount of the program if they are withdrawn. Or, if you want to impose a withdrawal fee, you can set a price for the WD program. For example, if you set it to $10, someone who paid for a $100 program will only be credited $90 when they withdraw. You could even set WD to the same price as your actual programs, and then players would not be credited at all. It's up to you!

Tryouts

If you'd like to create a "tryout" program where people can sign up for free and then have their card charged only if they pass, let us know! We can create this for you. (We set this up for you instead of giving you the options on-screen, as it often requires a more in-depth setup.)

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