Ivrnet Client Services
  Tuesday, June 25, 2019  
 
 
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These help documents will assist you with the setup of your Online Registration in this system.

 

  1. How do I setup my Online Registration for the new season

  2.  Online Registration - New Look - Members Area 

  3. How do I setup a Waitlist option for our Members to Register to?

  4. How Do I take my Online Registration Out of Test Mode?

  5.  Can we create a Registration for Our Coaches?

  6. Is there a way to see current registrations that do not have payments applied yet?

  7. Registrations are exceeding the CAP setup?

  8. In Online Registration - how do I setup my limits to my registration (Registration Caps)?

  9. Must add Refund Policy to your Online Registration Setup - General Settings

  10. Online Registration: How to setup partial payments or pay in installments?

  11. How do I setup Discounts to my Online Registration form?

 

 


 

 How do I setup my Online Registration for the new season?

 

 NOTE: If you offer programs for players over the age of 18, YOU MUST setup an Adult Registration separate from your Youth Registration

 

Once you have begun this process, you will want to have at least 2 weeks between your set up start time and the go live date for registration.

 

To begin, you must first select all of the categories you will require for the upcoming season. 

 

If you are setting up your OLR before the OWHA AGM, please contact the ITSN Support Team for assistance. 

 

To contact the ITSN Support Team:

1. Log into the Admin Area 

2. If you are setting up your OLR before the OWHA AGM, please contact ITSN Support by going to ‘Communicate->Create IT Case”

3. In the Support Case Subject Line type “Select Categories for upcoming season”

4. Please add the following text into the space provided with further details  “Please select my categories for the new season.” 

5. If you have changes from the previous year, or you have additional questions regarding the setup of your OLR, please add this to the case as well.

6. Click “Save” and this will send the request to the Support Team to set these up for you.  Please allow 48 business hours for this to be completed, as this is a very busy time of year for our Team.

 

Before you log in to start the Online Registration Wizard, gather your Information The information you will need is as follows and may come from any paper form that you presently use.

 

Registration Start and End Dates...Age Ranges, Fees, Waivers and agreements required for the parent or player to sign- in a test format that you can copy and paste.  Your organizations refund and withdrawal policy...again in a text format.

Any messages you would like the parents to receive in their payment email

 

Now you are ready to start setting up your Online Registration

 

Go to Setup>Online Setup to run the Online Registration setup tool and the associated wizard to prepare for your Online Registration your upcoming season.

 

1. Click on 'Setup' (top menu)

2. Click on 'Online Reg Setup' (left side menu, near the bottom of the menu list)

3. Scroll down and click the 'Continue' button.

4. Click the 'Create a new registration' radio button. Or if you are returning from a previous year, you can clone your registration.

5. Continue on through the wizard, answering questions about your Online Registration Setup.

 

NOTE:  When going through the wizard, make sure you choose YOUTH REGISTRATION and/or ADULT REGISTRATION as your type of registration to setup – DO NOT choose class registration (youth) or class registration (adult)

 

 

The questions come up one by one and as you answer them, the next one appears.  The answers to the questions become the outline of your on-line registration. 

 

- You can choose either Youth or Adult Registration. (Adult Registration is for programs 18 years of age and older)

 

- Choose the season, add the email contact information that you want associated so that your members can contact the correct people,

 

- Assign the start and end dates, choose the payment options, decide if a minimum payment is available to your clients

 

- You can choose your categories from ones that are eligible from the governing body and assign fees to those categories.

 

- Next you decide if the members will see only the categories that the players can play in, or those categories and above..or all categories.

 

- Since volunteering plays such a large part in sports, you can use this next part to decide if you will recruit volunteers through this registration, if you do, there is an option to assign a fee or a credit to the volunteer role so that you can charge people for not volunteering or give a credit to the invoice for those that do; however, you don’t have to assign a fee.

 

- Once you have answered all of the questions, click the Create button...you will get a message, click the continue button and you will see the screen to continue your new registration and you will then you can be able to edit the FORM pages.

 

 

 Review Your On Line Registration The first screen you see when you’ve completed the questions shows the status in test mode which will stay that way until you have finished your testing.  To continue, choose the Main Menu. You can confirm the season, and the category options as well as confirm the Email addresses you entered and you can edit them here if necessary. 

 

 

Remember to click save if you make any changes.  The next link you should choose is Registrations List.  You will want to choose the Registration you have just created by clicking Edit. 

 

Note that the Status will currently show as Attn Mode or Attn Token...these mean that the either the payment token is required ( to be inserted by the ITSN team) or that the registration is still in test mode and can be removed from test mode once you have done your testing..again by the ITSN support team.  This brings you back to Basic Settings and you can now choose to review the rest of the items you have entered.  Categories  Have a look and make sure that your categories match up with your current season’s requirements.  If you find that you need categories that aren’t available through your governing body then you will need to add this information to the list that you will use to have the ITSN Customer Support representative add a club category if your governing body allows it.

 

  This list can be submitted to support via the self-service help area by going to Communicate>Create a Case

 

Set Fees and Caps Double check to make sure that your fees are entered correctly.  Cap = The maximum number of player spots available.  If you require more than one type of fee for any or all categories...for instance Atom Tryouts or Novice Skating Camp you can simply click on the (NewFee) link and then fill in all the details. Always click save to keep your work. 

 

Discounts 

 

When setting up the options for discounts or volunteer credits, be sure to place a positive value in either area. The system will handle the calculations for you.  Edit Forms This is where you add all of the text for your members to review and what information you want to gather from them.

 

Click the “Edit Forms” and it will give you a line of different “pages” to click and customize for your club

 

WaiverEnter your waiver information here.  This includes all of the information that you want parents to see when they first sign in.  It usually begins with a welcome message and continues with information that you need to share with the club.  ie refund policies, age ranges, agreements. Click Save to save your work.  Parent Info

 

(edit) click on this button to make your changes to the text that already appears to customize your messages

 

Collection of Information :  You can choose additional fields by clicking on “Choose Fields”.  An example of a field is “Cell Phone”

 

Required Information:  You can add an “*” to your fields for all information that members must enter before continuing with their registration.  Click on Set Required Fields and make your adjustments by using the arrows

 

Change Field Order: Highlight the field name and then click up or down buttons to put the fields in your order of preference

 

Add New Field: Create your own customized fields by adding the additional information that you want to collect from members.

 

 Save your work.

 

 Volunteer Form A place for your Volunteer Sign-up and you can edit the text by clicking on the Edit link.

 

The field options are the same as in the description for field options as noted in the Parent form.

 

Also note the Edit/Add Volunteer roles link on the left. This is where you can update your list of volunteer roles as well as the fees or credits associated with them.

 

Child (Player) Information The Child Info page is similar to the Parent Info page and all the options are the same.  However, this is where you can collect additional information on the child – such as who they want to play with on a team, etc.

 

Registration Page On the Child (Player) Registration page there is usually very little in the way of extra fields required, however the ability to edit the text here may be key.

 

This is a place that you can add a table to remind parents which age ranges and dollar ranges they can expect to choose from. This also may be a place to tell parents that they should choose their particular child’s exact age range and if they want to play up a level there will be a formal process (ie a tryout) to make that decision. Payment OptionsYou can see on the payment screen if you have chosen both online and offline payments there are two places to edit. If you only choose one payment type, you will only see one or the other.

 

If you want to edit the online or offline payment notes to include a club oriented message ( ie a reminder about the refund policy and any final notes that you need them to see, these links are the place to edit those notes.

 

Please note that your online payment notes should be edited to include the name of your centre, club or organization as they may be referenced on the credit card statement.

 

Again this is a great place to repeat a welcome to the organization and say See you at the Rink!

 

Save your work.

 

Test Check List Test your registration to make sure that you are happy with how it will appear to your members.

 

 While in the Online Reg setup area, click the 'Registration Testing' link.

 

Click the 'Create Family' link (top left one is fine).

 

Click the '[Set Email]' link which will appear. Enter your e-mail in the text box as prompted and then click the Save button.

 

Click the '[Email Test Link]'.

 

A test link will be sent to your email. Test the online registration process with your designated Test Family using this link. After testing, go back to your Registration Setup to make any changes that you need to make. If you are happy with everything, continue to Go Live.

 

Go Live (Make your On Line Registration available to your members)

 

Please ensure that all of the items on the test check list have been checked off

 

While in the Online Reg Setup area, click the 'Registrations List' link (blue font, left side), then click 'Edit' beside your registration name.

 

Click the 'Test Check List' link (blue font, left side)

 

Scroll down and click the word 'CLICK'. This will send us a Case, requesting that we look over your online reg setup, and set it to live. We will at that time, go over with you your start and end dates, and provide you with the link that your membership will require to begin Online Registration.

 

If you host your website with another provider, our support team will provide a link for you to add to your website to attached your On Line Registration

 

You will now be able to begin accepting registrations.

 

 


 Online Registration - New Look - Members Area

 

OWHA clubs can have the new members area look and feel turned on for their club. If you are interested in adding this new look for your Online Registration for the upcoming season, please follow the instructions below. 

 

OWHA Test Club Members Area Home Page (click on the link below)

 

 https://gw.itsportsnet.com/memberArea.php?scriptName=MEMBERLOCKERHOME&leagueID=15055&menuItem=MAhome&cache=update

 

 

 

Let’s Get Started!

 

You MUST have the ASSOCIATION REGISTRAR role in order to proceed with this setup.

 

Step 1 – Request New Members Area to be turned on for your club.

 

 Create a case to Support to Request the “New Members Area for OLR”.  Go to Communicate->Create an IT Case (copy and paste red test into a new support case)

 

                Subject:  OWHA New Members Area for OLR

 

Please setup the OWHA New Members Area for our club. We plan to go live on (state date here)

 

Click “submit” and you will hear a response back from the Support Team once this has been completed for your club. Please allow a minimum of 48 business hours for this setup.

 

 Step 2 - Upload Club Logo that appears on the left hand side of the Home Page

 

 Go to Communicate->Web: Site Setup

 

Click on the drop down for Banner Setup and choose Member Area Login Banner

 

 

Scroll down and click on Choose File – this is where you choose the file that you wish to upload.

 

SIZE OF LOGO: (width 900 pixels) x (height 838 pixels) – do not exceed these parameters.

 

We also encourage you to “remove background” colour from your logo, and save your image as a GIF.

 

Once you have uploaded your file, Click Save.

 

Step 3 - Upload Sponsor Ad that appears on the right hand side of the Home Page

 

Go to Communicate->Web: Site Setup

 

Click on the drop down for Sponsor Menu Setup and choose Sponsor 1

 

Choose your file that you wish to upload.  (it can be a sponsor ad, your club logo, team mascot, whatever IMAGE that you club wishes to use)

 

SIZE of AD: 280 x 220 pixels (png or jpg)

 

Click Save

 

Step 4 – Add instructions that will appear under “Welcome to Members Area”

 

Go to Communicate->Web: Page Admin

 

Click on the “+” beside Members Only folder

 

Click on the “+” beside the Members Home Page

 

Click on “Default Member Home”

 

On the right hand side of the screen, you will see the Web Editor appear. Please add your text/instructions for your members here. This will appear on the HOME PAGE of the Members Area BEFORE your members log into the system.

 

If you take a look at the example link below, you will see instructions that you can copy and paste and use for your club. Please remember to add your Club Information and who to contact if they have questions when registering to your club.

 

 

 

 

Step 5 – Setup your Online Registration for the upcoming season

 

Follow the same steps as before by going to Setup-OLR Setup and proceed to the wizard to setup your Online Registration as you have always done. Once you have completed your setup, please proceed to Step 6.

 

Step 6 – REGISTRATION TESTING

 

We strongly encourage your club to test your OLR setup before requesting to go live with your new season.  When you go through the testing, you will see the process that the NEW MEMBERS AREA will show your members.  The screen shot below is the home page that your members will see ONCE THEY ARE LOGGED INTO THE SYSTEM.

 

The SELECT REGISTRATION TYPE is where your Online Registration links will appear for each setup you have created.

 

 

 


 

 How do I setup a Waitlist option for our Members to Register to?

 

Is there a way to capture a waitlist once a program is full?   Yes.  You can setup a waitlisted category for members to register to at a $0.00 fee.

 

In order to be able to do this, you must first connect with the Ivrnet Customer Care Team by creating a NEW ticket at help@ivrnet.com

 

In that ticket that you submit to the Team, please provide the following information:

 

Example Ticket to Submit:

 

I would like to create a Waitlisted Category for Online Registration

 

Atom House Waitlist

Midget House Waitlist

 

Then once the Ivrnet Customer Care Team has responded back to you that the categories are setup, you can then go to:

 

Setup - OLR Setup

 and follow the steps to get to your online registration forms under Registration Listing

 

Click EDIT beside the form you wish to add the waitlisted categories to.

 

Go to Select Categories and select the new categories that were created for you  (Atom House Waitlist, Midget House Waitlist)

 

Then

 

Go to Set Fees and Caps and click ADD NEW FEE and choose the new categories and add the fee $0.00

 

This way, parents can register to the waitlist, and not pay until the club connects with them that a spot has become available.

 

As soon as you have done the above, they will automatically appear online and available to your members to register to.

 

************************

Once a new spot opens up in the REGULAR category registration, you can then transfer them over and add the fee and collect payment from the member.

 


 

How Do I take my Online Registration Out of Test Mode?

 

Test Check List Test your registration to make sure that you are happy with how it will appear to your members.

 

- While in the Online Reg setup area, click the 'Registration Testing' link.

 

- Click the 'Create Family' link (top left one is fine).

 

- Click the '[Set Email]' link which will appear. Enter your e-mail in the text box as prompted and then click the Save button.

 

- Click the '[Email Test Link]'.

 

A test link will be sent to your email. Test the online registration process with your designated Test Family using this link.
After testing, go back to your Registration Setup to make any changes that you need to make. If you are happy with everything, continue to Go Live.

 

Go Live (Make your On Line Registration available to your members)

 

- Please ensure that all of the items on the test check list have been checked off

 

- While in the Online Reg Setup area, click the 'Registrations List' link (blue font, left side), then click 'Edit' beside your registration name.

 

- Click the 'Test Check List' link (blue font, left side)

 

- Scroll down and click the word 'CLICK'. This will send us a Case, requesting that we look over your online reg setup, and set it to live. We will at that time, go over with you your start and end dates, and provide you with the link that your membership will require to begin Online Registration.

 

- If you host your website with another provider, our support team will provide a link for you to add to your website to attached your On Line Registration

 

- You will now be able to begin accepting registrations.

 

 


Can we create a Registration for Our Coaches

 

Is there any way to create registration for our coaches. All we would want to capture is their contact information and have them OK a declaration form.

 

You can add the "volunteer" page with your coaches registering to this when they register their children for hockey. You can add a FIELD to collect the information as to which level they wish to coach, as well as add their declaration form to this page as well.

 

If you would like to setup a CUSTOMIZED page for this item, please create a ticket to the Ivrnet Customer Care Team, letting us know what you would like to have on this page, and we can create that for you.

 

 

Option #2 - Create a NEW OLR Form for coaches to register to.  

 

Setup an Adult Registration form, for coaches to register to, with all information you are looking for.  If you have additional questions, please create a ticket to the Ivrnet Customer Care Team, letting us know what additional pages you wish to add to the form, and we can create that for you.

 

Ivrnet Customer Care Team - sports@ivrnet.com

 

 


 

 Is there a way to see current registrations that do not have payments applied yet?

 

Please go into Reports - Financial Reports - Registration New Payment Report

 

Then make sure you are in the current registration season.

 

In the grid - you have different columns - explanation below as to what each number means:

 

 

 

 

1 - No Payment - Incomplete Registration

 

This means that a member has logged into the registration/members area and started to create their registration but did not finish.

We recommend that you click on the blue number to drill down to a more complete report and connect with the customer if it looks like they may have attempted to register but didn't.  Or it could be a member already registered and the value of this registration is $0, then you can just delete it.

 

2 - No Payment - Completed Registration

 

This means that a member has completed their registration but selected the option of OFFLINE PAYMENT.  When you click on the blue number, it will give you a list of who still owes the club money.  You also have the option to email all members to remind them on how they can submit their payment to the club.

 

If this person decides not to attend, and does not submit payment, you can delete the invoice/registration from this page.

 

3 - Partial Payment - Completed Registration

 

This means that a member has only partially paid an invoice and still owes the club money. You can send a reminder for them to submit payment or you can apply payment to this screen (once you have clicked on the blue number)

 

4 - Full Payment - Completed Registration

 

This area is where you want all of your registrations to fall under - full registration completed and completely paid. They are finished with their registration and paid in full

 


Registrations are exceeding the CAP setup

 

During the registration process, each club has the option to setup CAPS for online registration.  This is usually done for REP as well as House Leagues.

 Keep in mind, these CAPS are only for Online Registration Restrictions only. This does not prevent the Association Register to OVERRIDE a registration in POS (Point of Sale). 

 If you are entering an invoice manually in Point of Sale, please go in and DECREASE your CAP for that category within your Online Registration setup, so that you will not overfill your category registrations.

 Example:

 If Bantam has a limit of 25 athletes to be registered for the upcoming season, Under the OLR SETUP, you would set the CAP at 25 maximum registration.

 Johnny's grandma comes to the club and pays for his registration's by cheque.  The Association Registrar goes into Point of Sale and generates and invoice for Johnny at the Bantam level and applies payment to the invoice.

Once the Association Registrar is done the invoice (or before if they wish), they would then need to go to the OLR Setup under SET FEES AND CAPS and change the CAP for the Bantam category from 25 down to 24.  This way, the category will not overflow with registrations.


In Online Registration - How do I setup my limits to my registration (Registration Cap)

 

Option #1 - FEE TYPE CAP

This option is for when clubs have multiple fee types for one category.  

Example - Bantam House Goalie - Set Fee type - $100 and then Bantam House Player - Set Fee Type - $400

 It would look like this in the Online Registration Setup - 

 

 

Option #2 - CATEGORY CAP

You would use the category cap for all other scenerios - unless you have unlimited spaces, then you would just leave each field under CAP to be UNLIMITED


To use the Category Cap - set your spaces for each category as shown below, using the similar example as above.  The Category Cap will include ALL registrations/invoices that are created in the Online Registration system as well as the Point of Sale system that the admin can use for manually entered registrations (or in person registrations).

Example - if the cap is set to 100 for the category in the online registration setup and 30 registrations were done through POS and 70 done through OLR then the cap will be reached.  No one else would be able to register online.  

 

HOWEVER - the Association Registrar can continue to register users through the POS system and override and exceed the cap that is set in the Online Registration setup.

 

Verify how many are registered 

To check to see how many spots are left for each category, Go to the Registration Report. This can be found under - Report _ Member Report _ Registration Report

 

 


Must add Refund Policy to your Online Registration Setup - General Settings

With new requirements and changes within the Merchant Account Services to accept payment during online registration, one of the new policies is that each organization must display their refund policy during the check out process.  Your customers will have to click to agree to these policies when they are checking out and paying online.   Please follow the instructions below, on where to make this update.

If your organization does not have a refund policy, just add "no refunds on your purchase" so that your members/customers are aware that they can not ask for a refund.  

It is mandatory that each organization add something to this required field before going live with their next registration.  Thank you.

You only have to add this ONCE, then it will be available for ALL REGISTRATIONS that are turned live.  You can make updates at any time.

 

Follow this process:

To add your REFUND POLICY, please go to Setup - OLR setup, click Continue, click Edit Existing Registration, and click General Settings

The last field option - Refund Policy - is what you must update.  Please click Save when done.

 


Online Registration: How to setup partial payments or pay in installments?

In order to allow your members to be able to register online, show up as a paid player, and be able to split that large payment into 3 installments, there is a manual process that you can follow.  Please review the process below, and if you are interested and have additional questions, please submit a ticket to help@ivrnet.com, mention this help document that you have already reviewed, and then add your additional questions.  Thank you.

 

To set this Offering for Online Registration, please follow this process:

Go to Setup - OLR Setup - Click Continue, Edit your existing registration, Registration Listing and then click EDIT beside the registration form that you wish to add this Partial Payment Option to.

Note: All members registering with this form WILL have the option to partial pay the amount noted - if you only want this feature to be available to certain programs, you must setup their own form outside of the programs you want full payment for.

 

On the page below - click on EDIT FORMS then click on PAYMENT - this will bring you to the payment page.

 

On the Payment Page, this is where you will update your Min. Payment to be paid for the first installment, as well, add your Online Payment Final Notes to include instructions on when and how you want your members to log back in and pay the remain amounts (please review information below - click EDIT buttons to make the updates)

 

1 - click that edit button to update your min payment about to be paid online

2 - that is where you update the text to add instructions for your members to follow and when to log in to make payments

 

 

For Item #1 - when you click EDIT - this is what you will see.  If this is set to $0 or left blank, the full amount of the Invoice will be due during the registration process.

 

So if you want to split out your payments, this is where you need to manually make your updates.

 

Example:  If the cost of your progam is $1,500, and you want to allow $500 payment with 3 installments, you will need to do the following - 

 

1 - under setup - set fees and caps - add the category/program name along with the full amount of the program at $1500 - note that all programs are the same amount and all programs are allowed to pay using the installment program.  If you want a program to be paid differently, you will have to setup a DIFFERENT ONLINE FORM for them to register to.

 

 

2 - Then for the first installment payment - which in this example will be when they go in to register - and they must register by May 30th, in order to only pay $500  - the first installment.

Under Edit Forms - Payment - click edit - and add the minimum payment to be $500 - on this page - as shown below

 

 

3 - Then, when the second installment is due, in this case June 1, 2018, as the Association Registrar, you would then log back into this area and update the minimum payment to be $1,000 as shown below.

 

This means, that members who have already registered, can now log back in and pay the next $500 and any NEW registrations will have to pay $1000 at time of registration.

 

 

4 - Then when the last installment is due, in this case, August 1st, 2018, as the Association Registrar, you would then log back into this area and update the minimum payment to be $0 or left blank - so you will remove the $1000 as shown above and change it to the amount as shown below

This means that members who have already registered, can now log back in and pay the final installment and final balance owed for the season and any NEW registrations will have to pay the full amount at time of registration.

 

 

---------------------------------

The last question - How do I manage all of these invoices and make sure that everyone has paid when they should?

There is a report in the system that will assist you with that particular task - go to Reports - Financial Reports - Registration New Payment Report

We have a help doc that will explain how that report works.  Click here to access that document.

What you can do, as the Association Registrar, is that when you make the update to the minimum payment, each time, you can then go into this report and send an email to your members that will need to make a payment to remind them.  This is a bulk email process, where each member is emailed and sent a copy of their invoice, with instructions that you provide to log back into the members area to make another payment or final payment.

 

This is what the screen will look like in the report that will allow you to send a reminder to those still needing to submit payment.

 

If you still have questions, please submit a ticket to sports@ivrnet.com, but please mention that you have read this help document, then provide your additional questions.  This way, we can then answer your questions directly.

Thank you.


How do I setup Discounts to my Online Registration form?

 When setting up discounts, in the online registration system, you do have few options:

1 - Family Discount ($) or (%)  to provide one discount to the invoice created on a per family basis

2 - Early Bird Discount ($) or (%) to provide a one time early bird discount - on the invoice on a per family basis

3 - Individual Category Discount ($) or (%) to provide a discount to a certain category registration only

4 - Early Bird - Per Player Registration ($) or (%) to provide a discount to early bird registration on a per player basis

The most common discount is #4 - to add a Early Bird Registration Discount on a per player basis.


To start go to Setup - Online Reg Setup - Click Continue - Click Edit and existing Registration -Click Registration Listing

 

Click EDIT beside the Registration form you wish to add the discount to.

 

 

Then click on Discount Options that appears on the left hand side menu option.

 

 

Then - once you are on this screen - you can choose your Discount Type - for this example we will use the most common discount offered - an Early Bird Registration Discount if registered by a certain date on a per player basis.

So we will choose the discount as shown below -

You can edit the discount name if you wish - to match how you market the discount to your members

Add the amount of the discount

Then Enter in the date that the discount expiry date.  This will expire at midnight MT on that date.

Click ADD when done.

 

You will now see your discount setup and you can delete it at any time.

 

So based on this discount setup - if the category registration fee for Atom House was set to be $500, if someone registered before July 1st 2018, they would see a line item discount on their Invoice for $50 which means that they would pay only $450 for their registration

 

 

This means that you must setup your set fees and caps to be the highest amount before adding your discounts.

We also recommend testing your registration before going live - please click on Registration Testing and go through that process, to make sure your invoice will appear how you wish.

 


 

 



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