Club Billing registration has the option to be a free registration or a paid registration. When setting up club billing you need to create a minimum of one Fee/Group.
Login to your Club Account HERE
Select Club Role
Select “Programs” and then “Club Billing”
Step 1 - Create a Club Billing Program
- Select the New Program Button at the top right corner
- Name - This is the name of the program that will display to the end user.
- Example: South Valley Surf 204-25 Season
- Description - This is a short description of the registration that parents will see from within their parent account.
- Registration Open Date - This is the date that you wish the registration to open
- Registration Close Date - This is the date in which registration will close automatically.
- Status
- Active - Ready for people to register
- Inactive - Not public, you are still working on it
- Archive - Put it in your past programs to reference for later
- Program Type:
- Public - Allows anyone to register. This will be the default setting and will provide you a direct public link for registration.
- Private - Will provide you with a code for invite only to invite specific people
Be sure to select “Add Program” to save your program
Step 2
After creating the program, you will notice the sub-navigation on the left-hand side is now displayed. You will follow each of these steps in order to complete the setup for your club billing registration.
Groups/Fees - Each program will need a minimum of one group. Creating a fee group does not mean you need to add a fee, you will have the option to make it free. Each group will be based on the fee that you will offer that group. Within this group, you will have the ability to assign it to certain teams as well.
Examples: ECNL/RL Players, Academy Elders, Academy Youngers, 7v7 Players, and so on.
Select “New Fee” in the top right corner
Basic Fee Info
- Fee Name - This will be the name of the group that you are creating.
- Gender - This is only used if the program is gender specific. By selecting Female Only only female players can be registered.
- Max Players - Typically this is No, as most clubs don't limit the number of players.
- Age Range - An example is if the group is for youngers then you might want to add an age range. Otherwise, say No.
- Grade Range - This section is typically not used but if you would like to put grade range limitations on the registrants you may.
- Postal Code - This is typically used just for recreational programs that only allow for local players.
- Select next
Billing Information
- Are You Collecting Fees - Select “Yes or “No”
- If you selected “Yes” for collecting fees, it will ask if you accept Credit Cards and Mail In Payments. After making your selections, click “Next” which will bring you yo the Payment Structure/Plans. Enter the Fee amount and if the payment is due at the time of registration. Select “Create”
- Accepting Credit Cards - Yes or No. If yes you will be prompted to add your merchant account if you have not already.
- Does it have processing fee? - If yes, you will then enter the percentage that you wish to charge. Note this will show as a separate line item at checkout for the end user.
- Accept Mail-In Payments - If yes, you will fill in the details of where the payment will be sent.
- Select Next
Payment Structure/Plans
Here you will set up the payment options for the particular fee group you are working within.
Set Up a Pay in Full
- Payment Choices - Full Pay
- Fee Amount - Enter the amount that they will pay
- Due At Registration - If Yes, then they will pay at the time of registration. If No, you will need to enter the date that it is due. If they elect to pay with a credit card then they will be charged automatically on that date.
- Fee Name - This is an optional field
Set Up a Payment Plan
- Payment Choices - Payment Plan
- Fee Amount - Enter the full amount that they will pay over multiple payment dates
- Number of Payments - Enter the number of payment dates they will have
- First Payment Due At Registration - If Yes, then they will pay at the time of registration. If No, you will need to enter the date that it is due. If they elect to pay with credit card then they will be charge automatically on that date.
- Frequency - Select how frequent you would like the payments.
- Payment Dates - On Day, is where you will select a certain date of the month in which payments are due. (such as the 5th of the month) On The, is where you will select which week of the month and which day of the week it will be due. (Such As The First Tuesday of the Month)
- Fee Name - This is an optional field
- Select Create
Once the payment plan is created you have the ability to adjust the amounts and the dates. When you edit the amount it must equal the total amount at the bottom.
Assignment
Do you want to assign these fee(s) to the Team? -If No, there is nothing further you need to do. If Yes, you can select the Team Gender and then the check box next to each team that you wish to assign the team to. In doing this the system will generate a direct program code for that particular team. This is often used when players join mid-season and you don't wish for them to go through the tryout registration.
Discounts
Here you can create multiple types of discounts.
Code Discount:
- Select Add Discount
- Select the arrow for Code Discount
- Select Fees to Apply to: By selecting the Fee Groups these are the only Groups that will be allowed to use the discount code.
- Code Name: Here you will create the discount code. You can name it anything you like but you may not have any spaces. Example: Wellington24
- Percentage or fixed amount: Here you will select the type of discount you would like to offer. You will then fill in the percentage off or the discount amount that will be removed the fee.
- Limit the Date Range or Limit the Total Number of Time: This is optional but you can list when a discount needs to be redeemed by or who many times it can be redeemed.
- Select Save
Sibling Discount:
- Select Add Discount
- Select the arrow for Sibling Discount
- Select Fees to Apply to: By selecting the Fee Groups these are the only Groups that will be allowed to use the discount code.
- Percentage or fixed amount: Here you will select the type of discount you would like to offer.
- You will then fill in the percentage off or the discount amount that will be removed the fee for each additional Child.
- Note - The first child is pay in full.
Early Bird Discount:
- Select Add Discount
- Select the arrow for Early Bird Discount
- Select Fees to Apply to: By selecting the Fee Groups these are the only Groups that will be allowed to use the discount code.
- Percentage or fixed amount: Here you will select the type of discount you would like to offer. You will then fill in the percentage off or the discount amount that will be removed the fee.
- Enter the amount you would like deducted from the original amount.
- Start Date - When can this start to be redeemed
- End date: When would you like this to be disabled
Questions
You can create a new question by selecting “New Question” on the top right corner.
Standard Pre Set Question - Pre set questions that you can add by selecting the checkbox on the questions you would like to add and then clicking “Save”
Create Custom Questions - You have the option to create your own question and select how you would like your question answered.
Single Choice - Write your question and then create options. The registrant will only be able to select one option
Multiple Choice - Write your question and then create options. The registrant will be able to select multiple option
Dropdown - Write your question and then create options that can be chosen from a dropdown menu
Short Text Entry - Write your question. Registrant will be able to write a short entry with a max of 50 characters
Long Text Entry - Write your question. Registrant will be able to write a long entry with a max of 500 characters
Forms
This is where you will need to enter your agreement where the parents will sign electronically upon registration. This will created a digital record that you can later print. it will also be stored in the parent account and will have their digital signature on the document.
On the right you can select additional forms to collect at the time of registration.
Standard Pre Loaded Forms - Here you will find the US Club Medical waiver as well as Birth Certificate/Passport. You can make these required or optional.
Add Custom Form - Here you can upload additional forms that you would like to require. Be sure to fill in all items and then select save
Donations/Sponsorships
On the left, you can add a nice message for the families to read about why you are asking for donations and sponsorships. Some people even use the sponsorship as a Volunteer buyout. You can enable and disable any amount you would like.
Messages
These are automated messages that the system will send. We recommend costuming each message as well as editing the Message details using the cog wheel.
- By selecting the pen, you can edit the message
- By Selecting the cogwheel, you can edit
- If the message will be sent at all
- Email Subject
- Sent From name
- Reply Email
- If a Copy of the email will be sent to the registrar each time it is sent.
Banking
If you are collecting fees then this is your banking ledger that will show all transactions and also where you can issue refunds.
To issue a refund, you will click the arrow button to the far right of the transaction which will cause a flyout:
Comments
0 comments
Article is closed for comments.