Building a Registration Form (Public Test)

Before getting started please take a second to watch our Team Sports Headquarters overview. 

You should have received a URL and login credentials to your new website. If you have not received your login information please reach back out to your sales representative. 

If you do have the URL and login credentials please proceed to login to your new website. 

A successful login will land you on the registration landing page. Where you will be able to build a new registration form. 

Before building a registration form lets take a second to get oriented to the Admin Toolbar. You will only see this toolbar when you are logged in as admin. 

For users who are just getting started, you will need to focus on the Registration tab as well as the Website tab. 

If you are not already there navigate to the Registration landing page by clicking on the Registration button in the Admin Toolbar. 

Next, click the +New Program button on the upper right side of the page. 

This will cause a pop-up window to appear with 4 program types. 

• Recreational/Non-Competitive
  • Non-Tryout Registration should be chosen when you have a Rec program. This usually means that everyone will be participating and no one will have to try out and potentially not make a team. 
• Tryout/Competitive

  • Blue Sombrero offers an intuitive, two-step registration process for handling tryouts online.

    1. First, your parents will register their children online for the actual tryout, which usually doesn’t cost a thing, but allows the club to better organize the event. This allows your coaches to come prepared with information on all players attending the tryout. Once tryouts are held, and teams are built online, you can send out a system generated Participant Made the Team Email to the families of the chosen players. This email informs the parents that their child has been selected, and will include the final steps they need to take in order to finalize their acceptance and position on the team.
    2. Lastly, those parents follow the steps in the Participant Made the Team Email to log back into their account, accept their position on the team, and make a secure payment online for the cost of the program.
• Team Registration
  • Allow coaches to create their own teams and invite players they know! After a coach registers their team, they’ll have full access to their own team page with the ability to manage their own roster invites. They are even able to enter their own team name!
• Camp Registration
  • This option is the most basic registration type. *Important: This registration type does not include any Team Building or Scheduling features.

Once you've selected your program type you will be sent to step one of your registration form. Please click the next button to move on to Step 1: Program Information 

Congratulations on building a new registration form. You are now looking at Step 1 of the registration form.  

Your next step should be to select your activity type. 

Depending on your organization the National Affiliation drop-down menu may be the most important selection you make during the registration form creation process. Please make sure you take your time in the step and make the proper selection. 

In the second step of your registration form, you will add all the questions you want to be answered during the registration process. 

• Please don't add the following questions to your registration form as we collect this information during account creation.
  • Parent First Name, Parent Lastname, Parent Email, Parent Phone, Parent Address, Parent Gender 
  • Participant Legal First Name, Participant Legal Lastname, DOB, Gender 

There are two types of questions that can be added to your registration form. 

1. Predefined Questions

2. Custom Questions

While editing a step 2 question you will notice that each question has an Advanced Settings button. 

There is not a limit to the number of questions which can be added to step 2 of the registration form and all questions can be reported on. 

Step 3 will allow you to configure a Volume Discount, Family Discount, Resident Discount, or a Non-resident Fee that will be specific to this program. As well as add Custom Fees and Discounts in the form of questions.

Volume Discount: If a participant signs up for more than 1 Division in this Program, a Volume Discount can automatically be subtracted from the price (configured in Step 6) of the 2nd, 3rd, and so on Divisions. This is common for Camp Program Types.

Family Discount: If more than 1 participant in a family signs up for this Program, a Family Discount can automatically be subtracted from the price (configured in Step 6 of the Registration Wizard) of the Division for the 2nd, 3rd, and so on participants. The 1st participant will never receive the Family Discount. Click on Edit next to the Family Discount Amount to set a Max # of Participants per family that the Family Discount will apply to.

Non-Resident Fee OR Resident Discount: If a user lives within a particular city or zip code, you can add a Non-Resident Fee OR Subtract a Resident Discount from their Division Price. Click on Edit to select if this is a Non-Resident Fee or Resident Discount. Cities and Zip Codes are configured in Site Settings.

Non-Volunteer Fee: A Non-Volunteer Fee can be automatically added to the price if a volunteer role is not selected before check out. 

In Step 3 you will also have the ability to add a Custom Fee OR Discount.

After the Add a Custom Fee or Discount button is clicked you can create three different types of discounts or fees. Below you will see an example of all three. 

1. Custom DIscount 

2. Optional Fee 

3. Mandatory Fee 

Once you've completed adding all of your Custom Fee's and Discounts click the Next button to move on to step number 4. 

Display stock Team Personnel Roles, or add Custom Team Personnel Roles, that will be available for users to sign up for during the registration process.

You can choose to add a new team staff role by typing in the name of your role in the box which is labeled Custom Team Staff and clicking the Add Team Staff button. 

After you've established all of your volunteer roles you notice that each role had an edit button to the right of it. Clicking this edit button allows you to select which question will be asked of a team staff member during staff/volunteer registration. 

Add any additional text to go along with our default text for the Program Email(s). *We already include a copy of their receipt for any Confirmation Emails, and the Team Name for the Participant Made the Team Email. You can also attach a single file to each email here. Make sure you upload these files through the File Manager before you try to attach them to the emails described below. 

The Recreational/Non-Competitive Program type only requires one email to be entered. (Division Registration Confirmation Email)

1. Division Registration Confirmation Email: Our system will send a confirmation email to each parent who registers. The confirmation email will be nicely formatted with the club logo from your homepage and the name of your website. This box allows you to add a special note to that confirmation email which will be included in the center of the confirmation email. 
2. Copy These Emails: By default, our system is going to copy the primary admin on confirmation email each time some new registers. However, you may need confirmation emails to be sent to a second admin. Enter the second user's email into this box to copy that user as well. 
3. Division Registration Attachment: From time to time you may need to send an attachment to parents. By saving files in our File Manager you can attach to your confirmation email. 

The Tryout/Competitive Program type requires 5 emails to be entered during program creation. 

1. Tryout Registration Confirmation Email
   1. This email is sent once the participant has registered for your tryout. 
2. Participant Made the Team Email
   1. This email is sent to participants who have made the team. This email will also have a button where a player can click to accept their position on the team. 
3. Participant Did Not Make the Team Email
   1. This participant did not make the team. This might be a great opportunity to ask them to register for another program. 
4. Division Registration Confirmation Email
   1. This email is sent the parent after they have accepted their position on the team. 
5. Club Policies Contract
   1. If a player accepts an offered position the parent will need to agree to the Club Policies and Contract. 

The Team Registration Program requires two emails to be entered during Program creation. 

1. Division Registration Confirmation Email
   1. This email is sent to parent once they have completed registration.
2. Additional Message for Player Invite Email
   1. This email is sent out to the participant when the participant is invited to the team. 

The Camp Program type only requires one email to be entered. (Division Registration Confirmation Email)

1. Division Registration Confirmation Email: Our system will send a confirmation email to each parent who registers. The confirmation email will be nicely formatted with the club logo from your homepage and the name of your website. This box allows you to add a special note to that confirmation email which will be included in the center of the confirmation email. 
2. Copy These Emails: By default, our system is going to copy the primary admin on confirmation email each time some new registers. However, you may need confirmation emails to be sent to a second admin. Enter the second user's email into this box to copy that user as well. 
3. Division Registration Attachment: From time to time you may need to send an attachment to parents. By saving files in our File Manager you can attach to your confirmation email. 

Programs contain any number of Divisions (i.e. U10 Boys, 8th Grade Girls, 10 AM Coed Session, etc). Configure the following division-specific information:

• Season Dates
• Registration Dates & Times
• Price
• Gender
• Age Range
• Waitlist*
• Payment Plans*
• Max # of Participants*
• Early Bird Discount & Deadline*
• Late Fee & Deadline*
• Tryout Fee*
• Division Description*
• Custom Division Fees*
• Custom Division Discounts*

*You’ll need to go to the Advanced settings for each Division to configure this information.

If you've selected US Youth Soccer as your affiliation type and your State utilizes Affinity as its State Database you may notice that your divisions auto-populate. 

There are 4 actions that can be completed for each division. 

1. Edit Division: Editing a division will allow you to enter the following: Entering Division Name, Entering Registration Start and End Date, Enter Season End and Start Date, Enter Age Requirements(This may be locked by your State association), Set up Division Price, and Select Division Gender.  
2. Advanced Settings: Each division has it's own Advanced Section where you can set up the following: Establish a Maximum number of participants who can signup for that specific division, Enter A division description,  Set up and Early Bird Discount, Set up an automatic late fee, Enable a waitlist, Configure payment plans. 
3. Copy a Division: This allows you to make an exact copy of a division, you can then take that division and make adjustments to that copy. 
4. Remove a Division: If your organization doesn't offer a division use the remove button to delete that division. At any point and time, you can bring this division back. 

If you've selected SAY Soccer as your affiliation type and your State utilizes Affinity as its State Database you may notice that your divisions auto-populate. 

There are 4 actions that can be completed for each division. 

1. Edit Division: Editing a division will allow you to enter the following: Entering Division Name, Entering Registration Start and End Date, Enter Season End and Start Date, Enter Age Requirements(This may be locked by your State association), Set up Division Price, and Select Division Gender.  
2. Advanced Settings: Each division has it's own Advanced Section where you can set up the following: Establish a Maximum number of participants who can signup for that specific division, Enter A division description,  Set up and Early Bird Discount, Set up an automatic late fee, Enable a waitlist, Configure payment plans. 
3. Copy a Division: This allows you to make an exact copy of a division, you can then take that division and make adjustments to that copy. 
4. Remove a Division: If your organization doesn't offer a division use the remove button to delete that division. At any point and time, you can bring this division back. 

If you've selected Pony Baseball and Softball as your affiliation type you may notice that your division auto-populate. 

There are 4 actions that can be completed for each division. 

1. Edit Division: Editing a division will allow you to enter the following: Entering Division Name, Entering Registration Start and End Date, Enter Season End and Start Date, Enter Age Requirements(This may be locked by your State association), Set up Division Price, and Select Division Gender.  
2. Advanced Settings: Each division has it's own Advanced Section where you can set up the following: Establish a Maximum number of participants who can signup for that specific division, Enter A division description,  Set up and Early Bird Discount, Set up an automatic late fee, Enable a waitlist, Configure payment plans. 
3. Copy a Division: This allows you to make an exact copy of a division, you can then take that division and make adjustments to that copy. 
4. Remove a Division: If your organization doesn't offer a division use the remove button to delete that division. At any point and time, you can bring this division back. 

If you've selected National Flag Football as your affiliation type you will get required to build out your divisions. 

To create a division from scratch you will need to complete the items below. 

1. Name your division 
2. Enter a registration open and close dates 
3. Enter a registration open and close times 
4. Enter Season Start and End dates 
5. Enter a minimum and maximum age range(Age range tips and tricks) 
6. Enter a Division Price
7. Select the Genders that can register for the division 

There are 4 additional actions that can be completed for each division. 

1. Edit Division: Editing a division will allow you to enter the following: Entering Division Name, Entering Registration Start and End Date, Enter Season End and Start Date, Enter Age Requirements(This may be locked by your State association), Set up Division Price, and Select Division Gender.  
2. Advanced Settings: Each division has it's own Advanced Section where you can set up the following: Establish a Maximum number of participants who can signup for that specific division, Enter A division description,  Set up and Early Bird Discount, Set up an automatic late fee, Enable a waitlist, Configure payment plans. 
3. Copy a Division: This allows you to make an exact copy of a division, you can then take that division and make adjustments to that copy. 
4. Remove a Division: If your organization doesn't offer a division use the remove button to delete that division. At any point and time, you can bring this division back. 

If you've selected Little League Baseball and Softball as your affiliation type you may notice that your division auto-populate. 

There are 4 actions that can be completed for each division. 

1. Edit Division: Editing a division will allow you to enter the following: Entering Division Name, Entering Registration Start and End Date, Enter Season End and Start Date, Enter Age Requirements(This may be locked by your State association), Set up Division Price, and Select Division Gender.  
2. Advanced Settings: Each division has it's own Advanced Section where you can set up the following: Establish a Maximum number of participants who can signup for that specific division, Enter A division description,  Set up and Early Bird Discount, Set up an automatic late fee, Enable a waitlist, Configure payment plans. 
3. Copy a Division: This allows you to make an exact copy of a division, you can then take that division and make adjustments to that copy. 
4. Remove a Division: If your organization doesn't offer a division use the remove button to delete that division. At any point and time, you can bring this division back. 

If you've selected Pop Warner Football and Cheer as your affiliation type you may notice that your division auto-populate. 

There are 4 actions that can be completed for each division. 

1. Edit Division: Editing a division will allow you to enter the following: Entering Division Name, Entering Registration Start and End Date, Enter Season End and Start Date, Enter Age Requirements(This may be locked by your State association), Set up Division Price, and Select Division Gender.  
2. Advanced Settings: Each division has it's own Advanced Section where you can set up the following: Establish a Maximum number of participants who can signup for that specific division, Enter A division description,  Set up and Early Bird Discount, Set up an automatic late fee, Enable a waitlist, Configure payment plans. 
3. Copy a Division: This allows you to make an exact copy of a division, you can then take that division and make adjustments to that copy. 
4. Remove a Division: If your organization doesn't offer a division use the remove button to delete that division. At any point and time, you can bring this division back. 

If you've selected None as your affiliation type you will get required to build out your divisions. 

To create a division from scratch you will need to complete the items below. 

1. Name your division 
2. Enter a registration open and close dates 
3. Enter a registration open and close times 
4. Enter Season Start and End dates 
5. Enter a minimum and maximum age range(Age range tips and tricks) 
6. Enter a Division Price
7. Select the Genders that can register for the division 

There are 4 additional actions that can be completed for each division. 

1. Edit Division: Editing a division will allow you to enter the following: Entering Division Name, Entering Registration Start and End Date, Enter Season End and Start Date, Enter Age Requirements(This may be locked by your State association), Set up Division Price, and Select Division Gender.  
2. Advanced Settings: Each division has it's own Advanced Section where you can set up the following: Establish a Maximum number of participants who can signup for that specific division, Enter A division description,  Set up and Early Bird Discount, Set up an automatic late fee, Enable a waitlist, Configure payment plans. 
3. Copy a Division: This allows you to make an exact copy of a division, you can then take that division and make adjustments to that copy. 
4. Remove a Division: If your organization doesn't offer a division use the remove button to delete that division. At any point and time, you can bring this division back. 

Each division has an Advanced Settings section where you can configure the following division-specific information:

• Waitlist
• Payment Plans
• Max # of Participants
• Early Bird Discount & End Date
• Late Fee & Start Date
• Tryout Fee
• Division Description
• Custom Division Fees
• Custom Division Discounts
• Free Agents (Available for Team Coach Registration only)

There are 4 major sections under the advanced section of each division. 

1. Basic Information 
2. Fees and Discounts 
3. Waitlist Option 
4. Configure Payment Plan 

Basic Information: This section allows you to limit the number of participants which can sign-up for this division as well as a division description. 

Fees and Discounts: Within this section, you have a number of different features. 

• Accept minimum payment: Turning on this feature will allow you to enter a minimum payment that a parent can enter when registering. 
• Early Bird Discount: This allows you to give a discount to parents if they register before a specific date. 
• Late Fee: This allows you to automatically to begin charging a late fee after a specific date during your registration. 
• Custom Division Fees and Discounts. This is the feature we covered in step 3 of the registration form. However, these fees and discounts will only apply to this specific division. 

Waitlist: In the basic information of the advanced section you can limit the number of participants which can sign up. If you remember in my example above I limited my division to 250 participants. If the waitlist is enabled the 251st player to register will go onto the waitlist. Your organization can then choose to activate a participant or participants from the waitlist. 

Configure Payment Plan: You can configure payment plans for you members to opt into. When a parent opts into a payment plan they will be locked into automatic reoccurring payments. 

When you are creating a payment plan you will need to first enter a plan name, and plan description. You will then want to make sure your payment plan is toggled to active so that users can select this payment plan. 

You will then want to enter due dates for your future payments. If you need to add more payments click the +Add  New button to add an additional payment. 

At this point, you should have completed the configuration of all of your division. Clicking the Finish button at the bottom of the page will complete your program set up. 

From the registration landing page, you can either build a new registration form or edit an existing form.