Online Parent Registration ENGLISH MANUAL

Transcription

1 Online Parent Registration ENGLISH MANUAL Last Updated: July 22, 2013

2 Table of Contents TABLE OF CONTENTS... 2 DECIDE IF YOU WISH TO ACCEPT CREDIT CARD PAYMENTS... 4 ACTIVATING YOUR ONLINE REGISTRATION SYSTEM... 6 HOW ONLINE REGISTRATION WORKS... 6 PURPOSE... 6 CONFIGURATION... 7 RESULT... 7 CONFIGURING YOUR ONLINE REGISTRATION SYSTEM... 7 ADMINISTRATION... 8 SETTINGS Registration Season Limit Division to Age Denying New Members Multiple Registrations Duplicate Members Address Settings PAYMENT OPTIONS OFFICE WAIVER QUESTION SETS CREATING OR EDITING QUESTION SETS Creating a Tracking Item Question Creating a General Question ASSOCIATING A PACKAGE WITH A QUESTION SET QUESTIONS YOU SHOULD NOT ASK GLOBAL DIVISION MAPPINGS DIVISION MAPPINGS HOW TO MAP DIVISIONS OPEN TO ALL AGES GLOBAL DIVISION LIMITS ONLINE REGISTRATION PACKAGES WHAT IS A PACKAGE? CREATING PACKAGES PACKAGE TYPES QUESTION SET PACKAGE AVAILABILITY CREATING FEES Child Fitness Tax Credit APPLYING FEES TO A PACKAGE Fee Filters Fee Triggers DEFINING THE PACKAGE S DIVISION(S) AND POSITIONS SHOWING A MESSAGE UPON SUCCESSFUL REGISTRATION PROVIDING A DOCUMENT OR FILE TO DOWNLOAD UPON SUCCESSFUL REGISTRATION ACTIVATING YOUR PACKAGE

3 RECEIVING NOTICES ON NEW AND/OR RETURNING REGISTRANTS CONFIGURING A PACKAGE AS TO NOT BE COUNTED AGAINST FEE TRIGGERS REGISTRATION LIMITS SETTING GLOBAL DIVISION LIMITS SETTING PACKAGE LIMITS MULTI-PACKAGE LIMITS What are Multi-Package Limits? How do I setup Multi-Package Limits? Configuring a Package to Respect a Multi-Package Limit RESPECTING LIMITS WHEN MANUALLY PREREGISTERING A MEMBER IN THE HCR VERIFYING REGISTRATION NUMBERS AND LIMITS STAGGERED PAYMENTS WHAT ARE STAGGERED PAYMENTS? CONFIGURING STAGGERED PAYMENTS CREATING PAYMENT SCHEDULES HOW DO I CONFIGURE MY REGISTRATION PACKAGES TO USE MY PAYMENT SCHEDULES? HOW DOES THIS CHANGE THE CHECKOUT PROCESS ON THE ONLINE REGISTRATION WEBSITE? PUBLIC ONLINE REGISTRATION LOGIN/ACCOUNT CREATION MEMBER REGISTRATION CHECKOUT VERIFYING THE MEMBER S PRE-REGISTRATION REPORTS AND RECEIPTS

4 Decide if you wish to Accept Credit Card Payments The first decision you must make before you use Hockey Canada s Online Registration System is whether or not you are going to accept Credit Card Payments. If you do choose to accept Credit Card Payments, you will need to setup an Internet Merchant Account with our providers QuickEnrollment or Optimal Payments, this process could take up to 6 weeks to finalize. Hockey Canada DOES NOT ask for, or have access to, any credit card information. Using our Online Registration system is completely free for your association. However, there are administrative costs for an Internet merchant account that you pay to your credit card payment provider. As part of our continuing development and support of the HCR and its sister sites a 2$ Online Registration Fee will be added on top of your association s fees. This fee is only charged once per transaction (so a cart of 2 or more players will only be charged 2$ and not 4+$). Further, if you decide to use staggered payments (explained later on) the parents will only be charged on the first transaction and not each subsequent payment in the schedule. The balance of the fees will appear in your merchant account and are automatically transferred to Hockey Canada each month by your payment provider. This fee is only charged to the parents and not your association. There are three (3) main types of payment methods you can offer your membership: 1. Cheque 2. Money Order 3. Credit Card You can still continue with this document even if you choose to only accept cheques and money orders only. If you wish to setup an Internet Merchant Account for credit card transactions, you have a choice of 2 payment providers: QuickEnrollment Online Fee Collection Services (OFCS): Optimal Payments / Netbanx: If you have not received the Online Registration Information package from the helpdesk, please contact them to request it. More information on these providers will be provided to help you in your decision along with additional info on Online Registration. Once your Internet Merchant Account with one of these payment providers is ready to go, the provider will contact the helpdesk to enable your credit card option. You do not need to contact the helpdesk yourself to have it enabled. Helpdesk will not enable it until your provider says it is good to go. 4

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6 Activating your Online Registration System If you haven t done so already, you will need to contact Hockey Canada s Helpdesk to activate your MHA s Online Registration System. You can contact them by: helpdesk@hockeycanada.ca Telephone: You will need to provide them with the following required items by before your Online Registration System can be activated: 1. Your Hockey Canada Registry (HCR) username(s) that will be using or setting up the Online Registration System within the HCR. They only need the HCR username of every person that will need access to configure Online Registration for your association. 2. Your MHA logo in any image file format (gif, jpg, png, bmp, etc...). 3. Your MHA mailing address (this will appear on the website in the header on the top right) 4. Your MHA website 5. MHA contact name 6. MHA contact address or phone number to display for parents (this will appear on the website in the header on the top right) Once this information is provided, helpdesk will you to let you know that your Online Registration is ready to be configured and you can continue with this document. How Online Registration Works Here, we will summarize the purpose of pre-registrations and Online Registration, explain briefly how it can be configured, what to expect as the final results of a member being pre-registered, and how all this ties into the HCR. Purpose The purpose of pre-registering members is to: identify which members are interested in playing hockey within your association collect registration fees for playing hockey provide receipts gather information on the member such as addresses and contact information Simplify the task of adding members to teams in the HCR when it comes time to build your rosters. You can manually pre-register members in the HCR by adding a Pre-Registration record to the member's profile. This record mainly identifies the Association, Season, Division, Class, Category, and Position in which the member is interested in playing hockey. Online Registration automatically adds this record for you, eliminating the need to manually register kids yourself. It eliminates the 6

7 need to have in-person registrations, mailing out and handling registration forms, manual processing of payments, and ensuring they are entered in the HCR. Configuration The main aspect of Online Registration is configuring registration Packages, which is further explained later in this manual. Packages are what the parent will choose to register their kid into hockey. A parent can only choose ONE Package per member they are attempting to register. The Package will mainly identify: all the required aspects of the Pre-Registration record (Division, Position, etc) that will be added to the member's profile the fees to charge the parent the questions you need answered to gather additional information on the member, such as any Tracking Items and more The Package also contains numerous settings to further refine the registration process, such as: Imposing registration limits per Package Specifying Package availability dates Specifying when a fee is charged, such as only applying a certain fee for brand new members, making them mandatory or optional, applying discounts, etc. Files for parents to download Credit card payment schedules and more Numerous other settings exist to customize your Online Registration system, which will be discussed in greater detail in the rest of this manual. Result The ultimate results of an Online Registration include: adding the pre-registration record to the member's profile creating an Order on the member profile that identifies the fees and payments for accounting purposes and for providing receipts store member information provided by the parent such as addresses, contact information, Tracking Items, and other custom questions Configuring your Online Registration System Once Hockey Canada s Helpdesk has activated your Online Registration System, you are ready to access, setup and enable your MHA s Online Registration System. 7

8 To access your MHA s Online Registration System, log in to the HCR and click on the "Admin" button in the main HCR menu. Now click on "Online Registration Administration" menu item in the Admin section: Then, click on the MHA (Office) name for which you want to configure Online Registration. You are now presented with the "Online Registration Administration" page. Administration The first section on the Online Registration Administration page allows you to enable/disable the ability for parents to register their children into hockey by checking/un-checking the "Public Access Active" checkbox. Un-checking the box does not disable the website altogether, simply their ability to register members into hockey. They will always be able to login to access their account and receipts. 8

9 Only turn on the Public Access Active option when you are done configuring everything. This address is unique to your association. On the right side is your currently configured address and contact info. This information appears at the top of your Online Registration website, as shown below. This section can currently only be configured by the Helpdesk at Hockey Canada. If you need a change to this information please contact the helpdesk with the required info. This info includes an address and one piece of contact information ( address or phone number). The "Public Access Website Address" is the website address (URL) that parents will need to access your association's Online Registration website. You must copy this address from this page and publicize it on your MHA website or anywhere else. Do not click on the provided link in blue to copy the address from your browser since additional information may be appended to the address once loaded in your browser, which may cause issues if you publicize it with that additional information. Copy the address directly from the Administration section. 9

10 Settings PLEASE NOTE THAT SOME OR ALL OF THESE SETTINGS MAY BE ENFORCED BY YOUR GOVERNING HOCKEY BODY. IF SO, THE SETTING WILL BE DISABLED AND YOU CANNOT CHANGE IT. YOU MUST CONTACT YOUR GOVERNING BODY IF YOU HAVE ANY QUESTIONS ABOUT THIS OR IF YOU NEED TO CHANGE THE SETTING. Registration Season Select the season into which members will register. Limit Division to Age If you want to force the member to register only in the Division in which their age specifies, you must enable the "Limit Division to Age" option. If you want to let the user choose which Division the member will be registered in, leave it unchecked. For example, with this setting on, an Atom-aged player will not be able to register in any other Divisions than Atom. The age of a member is determined for the current playing season by the player s age on December 31 of that season. Leaving this option disabled will give the parent the choice of the Division in which they want to register the member. 10

11 Denying New Members To accept ONLY current members (members already in the HCR in any association) to register in your association, place a checkmark on the "Deny New Members" checkbox. You can further specify that you want to deny members of a certain age and over. Multiple Registrations The "Accept ## pre-registration(s) per member" setting allows you to define how many times a single member can register online within the season. You can choose from 1 to 7 registrations for a given member. Duplicate Members As you may be aware, it is common for a single person to have multiple member profiles in the HCR. Ideally, these duplicate profiles should be merged, but when a parent attempts to register a member, provides their info, and more than one member profile exists, this setting will determine what to do in this situation: Return Search results if found: if one or more duplicates are found, it will display them and the parent will choose which profile to use Use the lowest Hockey ID: The system will automatically choose the member with the lowest Hockey ID, which would be the first (or original) profile created. Use member with latest team history: The system will automatically choose the member with the most recent team history. Address Settings When a member is being registered, the user will be asked for their Resident (physical) address, mailing address, and Parent/Guardian address. By default, the addresses they fill out online will overwrite any existing one on that member s profile in the HCR. If you do not want to overwrite the existing address but instead add it to the member s profile, change the "Member s Addresses" setting from "Address overwrite" to "Address Append". 11

12 You may also specify if or when the member's mailing address is mandatory. If you'd like the address to be mandatory only when the member is a brand new member (no member profile exists in the HCR anywhere in Canada), select the "Yes, only to new members" option. By default, the Parent/Guardian address and contact information is optional. If you want to make them mandatory, place a checkmark beside each address and contact item that you want to be required. They will not be able to continue until that information is filled out. 12

13 Payment Options These settings allow you to select which payment method you will provide to the parent and accept. Please make sure that at least ONE option is selected! If, for example, the Cheque checkbox is not selected, the cheque payment option will not be available. For all payment options that are not Credit Card, a payment of $0.00 of that payment method will be added to their Order. This allows you to know what payment method you are expecting from that parent. The Credit Card option will only be active if you ve set up an account with QuickEnrollment or with Optimal Payments/Netbanx. Office Waiver You can configure your Online Registration so that a waiver/agreement appears for the parent to agree or disagree with. To edit your waiver, from the main Online Registration Administration page, click on the "Edit Waiver" link in the "Waiver" section: 13

14 Their acceptance to the waiver is saved as a Tracking Item on the member profile. The first waiver settings allow you to choose which Tracking Items to store their answer. You can choose a Tracking Item for when they do not accept the waiver and a different Tracking Item for when they do accept the waiver. However, the optimal Tracking Items in which you should store their answers are already selected for you: "Local Association Waiver Agreement". You generally do not need to change any of these. You now have text editing boxes available to you to enter and edit your Waiver information. You must fill in both the English version and the French version. If you only have it in one language, you can simply copy it to both fields since they are required. Once you have finished entering your waiver information, make sure you click the save button at the bottom of the page. Your waiver will be displayed in the online registration process. Should you need to delete your waiver, simply click on "Edit" to open your waiver settings page and click the delete button at the bottom of the page. Question Sets Question Sets allow you to specify one or more questions that you would like to ask parents. You can create as many Question Sets as you want. Question Sets are then assigned to registration Packages (discussed later) so that when a parent selects a Package, the parents will be asked all of the questions in the set defined in that Package. This allows you to have customized questions for different registration Packages. A set can contain 1 to 20 questions. You can only assign ONE Question Set to a Package. You can use the same Question Set for multiple packages. Each question and its answer are stored on the Pre-Registration record on the profile of the member. 14

15 Creating or Editing Question Sets Click on the name of the Question Set to edit an existing one and its questions. Click on "Add Question Set" to create a new Question Set. Supply a name for the Question Set. The name is solely for your purpose. It will not appear to the parent on the Online Registration website. All fields are required. On the next screen you will be able to add new questions to your Question Set or edit existing ones. Each question can be made mandatory or mandatory for brand new members only. Make sure you formulate your question in a way that they can properly fill in the information. QUESTION TYPES Questions can be of 2 main types: A Tracking Item question: Allows you to formulate a question for which the answer is stored as a Tracking Item on the member's profile. For example, if you need to know the member's Birth Certificate information, which is a type of Tracking Item, you can ask the question and configure it to store it as a Birth Certificate Tracking Item. A general question: A custom question that is not stored as a Tracking Item. A question of this type is stored directly on the member's Pre-Registration record. Both Tracking Item questions and General Questions can be viewed on the member's Pre- Registration record and can also be retrieved in a report using the "Pre-Registration" report in the "Reports" section of the HCR. QUESTION INPUT TYPES 15

16 Questions also have different input methods. This refers to the way the parent enters the information on the web page to answer the question. The different input methods include: Textbox only: Only the question and one textbox to type in an answer will be available Dropdown List only: Only the question and one dropdown menu to select an answer will be available. Text box AND a dropdown list: A text box to type in an answer AND a dropdown menu to select an answer will be available along with the question The options that appear in the dropdown menu are configurable by you for general questions, which will be explained a little later. The options that appear in the dropdown menu for a Tracking Item question is dependent on the Tracking Item type you choose and cannot be configured. The Question types and input methods are combined into one configuration dropdown called "Question Type". Creating a Tracking Item Question As explained previously, a Tracking Item question allows you to ask a question and store the answer in a Tracking Item on the member's profile. When you create a question using one of the 3 Tracking Item "Question Types", a new section called "Tracking Question" will be available which will allow you to select in which type of Tracking Item you would like to store their answer. 16

17 Which "Question Type" to use depends on the Tracking Item being used and how the parent should answer. Any Tracking Item Question Type that has "Dropdown" refers to the dropdown for that specific Tracking Item type. For example, if you choose "Birth Certificate" as a Tracking Item, the dropdown in this case would be the "Province", as shown above, which is the Province of birth. This means that a dropdown with a list of Provinces would appear to the parent for them to choose. What appears in this dropdown cannot be configured. In this example, you would also want a Text Box to appear so they can type in the Birth Certificate number, so you would choose a Question Type of "Tracking Item Dropdown and text box", as shown above. As another example, if you wanted to ask for the member's Social Insurance Number (SIN), you would choose "SIN" as the Tracking Item type. The dropdown for that type has a list to specify to 17

18 whom the SIN belongs. Since you are asking for the member's SIN, you would choose "MEMBER" in the list. Since you do not want the parent to have access to that dropdown and always store the answer as a member's SIN, you would choose a "Question Type" of "Tracking Item text box only". Only a text box will appear to the parent to type in the number and the answer will always be stored as a Tracking Item of type SIN for the "MEMBER". Creating a General Question As explained earlier, a General Question is a custom question you define that is NOT stored as a Tracking Item. General Questions and their answers are stored directly on the member's Pre- Registration record on their member profile. To create a General Question, simply choose one of the Question Types that do not have "Tracking Item" in its name. CUSTOM DROPDOWNS Unlike Tracking Item questions, if your question's input method includes a dropdown, you must define the items in that dropdown. So when you create a General Question that includes a dropdown, a new section is available for you to customize it. To add an item to the Dropdown, type in the English and French values in the appropriate fields and click on "Add New Dropdown Value". You can add as many values as you like. Ensure that you configure at least 2 items in the dropdown. 18

19 Once a dropdown value is added, it will appear in a list. You can choose to delete items. If you want to change an item, simply delete it and re-add it. Associating a Package with a Question Set Once your Question Sets are created, you can then configure a Package to use a particular Question Set. A Package can only be configured to use one Question Set. To do so, open one of your Packages and select the Question Set you would like that Package to use. When a parent chooses that Package to register their child, they will be asked all of the questions in that Question Set. Creating and configuring Packages will be discussed in the "Online Registration Packages" section. Questions You Should NOT Ask There are certain questions that you should not have to ask that are already asked during the normal registration process or that are already determined by other settings and Package settings. 19

20 For example, you would not ask a member what their address or phone number is since these are general questions already asked for all members during the registration process. You should not ask questions that the Package settings would already define for the member's Pre- Registration Record. For example, you should not have to ask what hockey position they would like to play since the Package they chose would already define the position in which they are registering (see "Defining the Package s Division(s) and Positions" on page 28). You should also not have to ask what Division they want to play in since the Package already defines that (see "Defining the Package s Division(s) and Positions" on page 28). Creating and configuring Packages will be discussed in the "Online Registration Packages" section. Also, you must be mindful of the questions you ask so that you respect provincial and federal laws and the member's privacy. As an example, it is illegal to ask someone for their Health Card number in Ontario. Global Division Mappings When registering a member, one of the most important criteria is the hockey division in which the member will be registering and playing. All Packages must define the registration division for the Pre-Registration record that will be added to the member's profile. Hockey Canada officially recognizes a pre-determined list of divisions and their age ranges as defined by its hockey rules. The Pre-Registration record must fall within one of the recognized divisions as it only supports these divisions. However, some provinces and organizations have unique divisions that are equivalent or similar to the Hockey Canada divisions, but are not named the same or the age range differs for their specific purposes. In order to accommodate these differences, the Online Registration system supports the ability to customize your divisions for your needs. However, your custom divisions must be mapped back to a recognized Hockey Canada division. The system supports this using what we call "Division Mappings". Division Mappings A division mapping means that you are linking (mapping) your custom division to a recognized Hockey Canada division. For example, if you create a division called "Timbits" and map it to the "Initiation" division, the Pre-Registration record for anyone who registers in Timbits will show as "Initiation". All packages will be configured to use your Division Mappings. How to Map Divisions Under the "Global Division Mappings and Registration Limits" section, you will see a list of divisions and their age range already in place. These are the recognized Hockey Canada divisions and their age range. You can modify these or add new divisions by clicking on "Add a new mapping". The "Mapped to" column indicates to which recognized division your custom division will be mapped. This will be the division in which the member's pre-registration record will fall. The custom division 20

21 name will appear to the parent on your Online Parent Registration website. They will not see the "Mapped to" division. If you would like to specify a division that includes the Class (minor/major) because you have specific limits for each, for example, you can create a mapping called "Minor Atom" and set its Division to "Atom" and its Class to "Minor", as shown in the figure. Someone registered in "Minor Atom" will have a Pre-Registration record on their profile that looks similar to the following: 21

22 Open to All Ages A division with both the "Min Age" and "Max Age" set to "0" (zero) means "any age", which means it would apply to everyone. Setting the Min or Max to zero means you do not care about the age. Global Division Limits Limits can be set on each of your Global Division Mappings by filling in the "Registration Limit" field. This will limit the amount of registrations you can accept within that division. See "Registration Limits" for more information on how limits are configured and how they work. Online Registration Packages What is a Package? Packages are what the parent will choose to register their kid into hockey. A parent can only choose ONE Package per member they are attempting to register. The Package will mainly identify: all the required aspects of the Pre-Registration record (Division, Position, etc.) that will be added to the member's profile the fees to charge the parent 22

23 the questions you need answered to gather additional information on the member, such as any Tracking Items and more The Package also contains numerous settings to further refine the registration process, such as: Imposing registration limits per Package Specifying Package availability dates Specifying when a fee is charged, such as only applying a certain fee for brand new members, making them mandatory or optional, applying discounts, etc. Files for parents to download Credit card payment schedules and more Basically, a single Package must identify every aspect of a specific type of registration. As an example, let's say you have specific fees for Minor Atom Goaltender players that have equipment versus those don't have equipment. You would create 2 separate packages and you would name them appropriately so that the parent knows exactly which one to choose. In this example, you would name one package "Minor Atom Goaltenders with Equipment" and the other "Minor Atom Goaltenders without Equipment". You would specify the fees for each, choose a Division Mapping that specifies the Division and Class, the Position, any registration limits for that specific Package, etc. Creating Packages Your list of existing Packages appears in the Packages section of the main "Online Registration Administration" page. To create a new Package, click on the "Create a new Package" button. To edit an existing Package, find it in the list and click on "Open" in the Actions column of the Package. 23

24 When creating a new Package, you first need to provide at least the Package Name and Description and click on "Create". The Package Name and Description will appear to the parent on the Online Registration website. Once the Package is created, the web page will then show all additional configuration options and settings, which means that the Package is now in Edit mode. If you clicked on "Open" for a specific Package in the package list, you are presented with the same page. Package Types The Package Type dropdown gives you 3 options: Participants Bench Staff Volunteer This allows you to separate/group different types of member registrations into these 3 groups. The Package Type is the first question asked when the Online Registration user registers a member. This way, if a user selects "Participants", they will never see Packages that are configured in the other 2 types and will only be provided a list of Packages configured as "Participants". Question Set The "Question Set" dropdown allows you to specify the Question Set to use for this Package. When a user selects this Package, they will be asked all the questions defined in that Question Set. Currently, a Question Set MUST be defined on a Package. If you don't have any additional questions you need to ask, simply create a Question Set without any questions and configure your Package to use that Question Set. See "Question Sets" for more information on creating your questions and Question Sets. Package Availability The "Package Availability" section allows you to specify the dates that a Package will be available as a selection. This is useful for Early Bird registrations, for example, where you have one set of Packages with special fees for early registrations. You can set these Early Bird packages to be available only during a certain date range. You would then have another set of Packages configured after this date 24

25 range. You can also use this for late registrations. The Package is only available as a selection within the date range. The End Date that you specify is not inclusive, meaning that the Package is NOT available on that date. For example, if today's date is February 21 and you have a Package that has an End Date of February 21, the Package will NOT be available. The Start Date is inclusive, meaning that the Package is available on that date. Creating Fees Before you can specify the costs associated with a Package, you first need to define your fees so that you can then configure Packages to use these fees. The fees you create are templates that can be reused in Packages and Orders. Click on "Admin", and then click on "Fees (for Orders & Packages)" under the Transactions section of the menu. You will be brought to the "Fees" listing page. If you ve already set up fees from previous seasons, those fees will still be listed and still be available for use in the current season. Click on any Fee name to edit that fee. If you change the name or amount of an existing fee here, it will NOT change the name of the fees already applied to Orders. To create a new fee, click on "Add a new Fee". Fill in the Fee information. Both the English and French fields are required. Child Fitness Tax Credit The "Fee Type" identifies if the fee is applicable for the Children Fitness Tax Credit for income tax purposes. Only fees paid for registration into hockey are admissible for income tax purposes so 25

26 ensure you only specify fees paid for registering into the sport as eligible for the credit. Fees paid for a jacket/jersey, for example, are not eligible for the Fitness Tax Credit as it is not a fee paid to register for hockey. Likewise, if you have implemented discounts (fees that are negative) for registration costs, such as 2 nd child discounts, make sure your discounts (negative fees) are also set to be eligible for tax credit since they are applied against the cost of hockey registration. Once a fee is created, it is available for use in Orders and Packages. Applying Fees to a Package The second section will allow you to choose which Fees you want to apply to this Package. Click on "Add" to select the fees applicable for the Package. A dialog will appear with a list of your predefined Fees. See the "Creating Fees" section for more information on creating your Fees. 26

27 Select the fees that you want applied to this package by checking the "Add" box. Select the "Mandatory" checkbox to make the fee always applicable. If you do not make a fee mandatory, it will be an optional fee that the user can choose to pay or not during the registration process. You must configure at least one fee on a Package. If you have free registrations, then add a fee with a value of $0.00. Fee Filters There are three types of filters that can be set on the Fee when adding them to the Package. These filters define the situation in which the fee should be applied within this Package. MEMBER FILTER New Members: The fee will only apply to brand new members (no profile in HCR across Canada). Existing Members: The fee will only apply to members that already exist (has a profile in the HCR). Don't Filter: The fee will apply to all members. TEAM FILTER Members with team history: The fee will only apply to members that have a team history (any season and in any HCR association across Canada). Member with NO team history: The fee will only apply to members that have never been on a team in any season. Don't Filter: The fee will apply to members with or without a team history. PREREGISTRATION FILTER Members with an existing preregistration: The fee will only apply to members that are already pre-registered in the current season. Members without an existing preregistration: The fee will only apply to member that are not pre-registered in the current season. Don't Filter: The fee will apply to members regardless of their current pre-registration status. If you specify more than one filter on a fee, all criteria must match before the fee will apply. Also, be careful not to create a situation where the fee will never be applied. For example, if you specify "New Members" for the Member Filter and "Members with team history" for the Team Filter for a single fee, that fee will never be applied because a brand new member would not have a Team History. Likewise, if you define a fee for a certain situation, you generally need to apply another fee for the opposite situation in the same Package. For example, if you have a specific fee set for "New Members" only, you should also be specifying a fee for "Existing Members". 27

28 Fee Triggers The "Fee Trigger" option allows you to specify when a fee will be applied. The number you select refers to the number of registrations the parent is at in their shopping cart. For example, if you set the Fee Trigger to "2", then the fee will only apply on the parent s second registration only AND as long as the Fee Filters apply. This is useful for discounts (which are simply negative fees) for 2 nd player discount, 3 rd player discount, etc. The fees that are triggered by this setting only appear upon checkout. Defining the Package s Division(s) and Positions The next step is to choose to which Divisions and Positions this package will apply. When choosing a Package, the member will be pre-registered in the Division and the Position that the Package defines here. In other words, their Pre-Registration record on the member's profile will be assigned to the Division and the Position that the Package defines. Place a checkmark on the Division(s) and choose the Position (Forward, Wing, Defense, Goaltender, etc.), Group (Tryout, Female, Body checking, etc.), and Category (A, AA, AAA, etc.) you want this Package to be applied. You can also select to let the user choose the Position they are registering by selecting the 28

29 "User Select" option under the Position dropdown menu. The list of Positions that appear with the "User Select" option cannot be configured. If you select multiple divisions for a single Package, the member will only be able to register in the division in which their age falls if the "Limit Division to Age" setting is configured. If it happens that they fall within multiple divisions, then the user will need to choose a division Showing a Message upon Successful Registration If you would like to show a message to the user upon successful registration, click on the "Add a Message" button when you are editing a Package. If a message already exists, the button will read "Edit Message". Fill in your message and click on the "Add" button. This message could be additional instructions for the user now that the registration is done. If you need to convey more information to the member, you can do so by attaching a file to the Package (see next section) and mentioning it in this message. 29

30 Providing a Document or File to Download upon Successful Registration If you have a document or other file that you want the Online Registration user to download at the end of the registration process, you could attach them to a Package by clicking on the "Add Attachment" button. This will allow you to upload your file to the Package. A file must be provided for both English and French. Click on the appropriate Browse button(s) and find the file(s) on your computer. Click on Add when you are done. 30

31 You can only add ONE English file and ONE French file per Package! For multiple files, you would have to ZIP them into one file and upload the zip file. You will then see the Attachment at the bottom of the page. Activating your Package The final step in creating your Package is to activate it. If you do not activate it, the Package will not be available to the user. To activate your Package, check the "Activate Package" checkbox in the "Settings" section and click on the "Save" button at the bottom of the page. Receiving Notices on New and/or Returning Registrants You have the option of receiving notifications when a member is successfully registered. This is a Package setting so you can choose to receive notifications for certain Packages and not for others. You have the choice of receiving two types of notifications: 1. New Registrant Notice: a member that did not exist in the HCR in the past 2. Returning Registrant Notice: an existing member in the HCR anywhere. It's important to note that this does not refer to a member that is returning specifically to your association. 31

32 You can select both, if you wish. NOTE: The notifications are sent to the address that you have specified in your HCR Options. You can add or change this address by clicking on Options at the top right of the HCR and then on Change . Click on "Save" at the bottom of the Edit Package page to save your settings. Configuring a Package as to not be counted against Fee Triggers With this feature you can decide whether or not the Package will be counted as a registration when determining when a Fee Trigger applies (see "Fee Triggers"). This setting appears under the "Settings" section of a Package. Place a checkmark next to "Do not count this package against Fee Triggers". For example, let's say you have 2 types of registrations: one for kids (Participant) and one for Bench Staff (see "Package Types"). Therefore, you would have a set of Packages configured for Bench Staff and a set of Packages for Participants. For the kids, you might have 2 nd child discounts, 3 rd child discounts, etc., which would be negative fees configured with the appropriate Fee Triggers. Suppose you have a user that registers someone as a Bench Staff and then a child as a Participant. Because the Participant registration would be the 2 nd registration in their shopping cart, without use of this setting, the 2 nd child discount would kick-in. In this scenario, you wouldn't want the child to get the 2 nd child discount since they are really the 1 st Participant in the cart, not the 2 nd. The 1 st registration is Bench Staff. The discount fee should only trigger on the 2 nd Participant registration. To have this scenario work properly, you would configure all of your Bench Staff Packages with this setting on. Registration Limits A registration limit refers to how many registrations you are willing to accept. There are different levels of limits that are configurable for your Online Registration. At each level, limits are placed per Division: Global Division Limits: A limit applied on an entire division within your association. All Packages configured for that division will never exceed its limit. Multi-Package Limits: A separate limit that can be shared between multiple Packages. All Packages configured to share a Multi-Package Limit will never exceed its limit Package Limits: A separate limit applied on a single Package. 32

33 These different levels of setting registration limits gives you the flexibility to satisfy different scenarios. Each level of limits allows you to specify a limit per division. All limits are optional. It's all up to you and how you need to limit the amount of registrations in your association. Setting Global Division Limits Each of your Global Division Mappings can be configured to respect a limit on the amount of registrations in that entire division. Setting a limit on the division will apply for the entire association and all Packages configured in those divisions. For example, if you set a limit of 25 in Atom, then the maximum amount of registrations in that division will be 25 preregistrations. Packages configured in the Atom division will be available as long as this global limit has not been reached. If an Atom Package itself is configured with a limit of 30, it will never reach that limit since the Global Division limit is set to 25. To set a limit on the entire division, open the Global Division Mapping you want to configure from the list of Division Mappings on your main Online Registration administration page, enter the limit in the "Registration Limit" box, and click Save. A limit of "0" (zero) means that you accept an unlimited amount of registrations in that division. Setting Package Limits Although you can set Global Division Limits (see the "Global Division Limits" section) that apply to an entire division, you can also set limits on Packages per division. For example, you may want to limit the amount of people registering to a Goaltending Package within certain divisions. 33

34 To set a limit on a Package, simply enter the number of registrations you are willing to accept in the "Limit" column. For unlimited registrations, enter a zero (0). Keep in mind that this limit is applied to the Division AND Position/Class/Category specified on that line. Multi-Package Limits A single Package can be set to respect a limit per Division (see "Setting Package Limits"). But what if you need multiple Packages to respect one limit so that the total registrations across those Packages never exceeds the one limit? This is where Multi-Package Limits will help. What are Multi-Package Limits? A Multi-Package Limit is an optional feature that allows you to set one limit shared by multiple registration Packages. In other words, the sum of registrations combined across those Packages will never exceed the one Multi-Package Limit. 34

35 For example, let's say that your association can only accept a maximum of 10 Atom goaltenders in total. Because your fees are different for members that have equipment versus those who don't in this example, you have to create at least 2 separate Packages to support the difference in fees: Atom Goaltenders with Equipment: the fees are $ with a limit of 10 Atom Goaltenders without Equipment: the fees are $ with a limit of 10 Each Package could be configured with a limit of 10 on the Atom division as described above, but then you could potentially reach a total of 20 goaltender registrations between the two. You couldn't configure each with a limit of 5 as to not exceed 10 because you don't know how many have equipment versus those who don't; you don't know what Package they will choose. What if 6 people don't have equipment and 4 do? You need those 2 Packages combined to never exceed 10 registrations. This is where a Multi-Package Limit addresses this type of scenario. How do I setup Multi-Package Limits? You can create Multi-Package Limits by clicking on the "Create a new Multi-Package Limit" button from your main Online Registration Administration Page. Provide a descriptive name and set the limits that this Multi-Package Limit will enforce on Packages. Then click the ADD button at the bottom of the page. 35

36 Your list of Multi-Package Limits will appear just under your list of Packages on the main Online Registration administration page. To edit or delete a Multi-Package Limit, click on "Open". Click the "Delete" button to delete it or modify it and click "Save". Configuring a Package to Respect a Multi-Package Limit To make a Package part of a Multi-Package Limit and respect it, open the Package in question, scroll down to the section where you configure the Package's divisions under "Divisions", and select the Multi-Package Limit in the dropdown. Click on the Save button at the bottom of the page to save your Package. It's important to note that the Multi-Package Limit does not replace the individual Package's limits if any are configured. All limits are respected. For example, let's say you configured a Multi-Package Limit to be 20 and one of the Packages itself is configured with a limit of 5, the limit of 5 will be respected. 36

37 Also, it is the same if your Package is configured with a limit of 100 and it is configured to use a Multi-Package Limit of 20, the limit of 20 will be respected. That Package would never reach anything higher than 20 even though it is configured with a Multi-Package Limit of 100. Respecting Limits when Manually Preregistering a Member in the HCR Limits are configured solely to limit the amount of registrations coming through the Online Registration website. However, there may come a time that you will need to manually pre-register someone in the HCR. You will want that manual pre-registration to be counted against the limits you have configured for your Online Registration so that you do not go over your limits. You can configure a Preregistration Record that was added manually in the HCR to respect your limits. Since limits are configured on Packages and Divisions, a member's Preregistration Record contains options that allow you to select which Package they would have chosen if they did it online. On a member's Preregistration Record, select the "Payment" checkbox. A new section will appear. Choose the Package for which this registration should respect its limit(s) in the dropdown labeled "Associate with this package". Because a Package can be configured for multiple divisions and limits, you must also choose the appropriate Division Mapping for which the registration should respect its limit(s). Verifying Registration Numbers and Limits The HCR has a report under the "Reports" section called "Online Registration Limits" to verify your current amount of registrations and the limits you have configured. 37

38 In the example above, the limit defined by the Multi-Package Limit was surpassed and the total shows in red. Generally, this means that a manual pre-registration was entered in the HCR, a warning message appeared to notify the HCR user that the limit was reached and that they will surpass their limit if they continue, and they continued to add the record to the member's profile. Staggered Payments What are Staggered Payments? Staggered payments allow the Online Registration user to pay for their total with multiple scheduled payments instead of the lump sum at once. This option is only available for credit card transactions. Using this option, post-dated credit card transactions are authorized with your merchant account provider as per the pre-determined schedule(s) selected by the user. The user's credit card is automatically charged equal payments on the dates specified by the schedule. For example, if the user's total is $ and the schedule specifies 4 payment dates, then $ will automatically be charged on each payment date. Configuring Staggered Payments You can setup staggered payments by creating what is called "Payment Schedules" within your main Online Registration Administration page for your organization. Once a Payment Schedule has been created, you can configure a registration Package to use one or more Payment Schedules. If a registration Package has been configured to use more than one schedule, the Online Registration user will be able to choose which schedule they prefer. Creating Payment Schedules Follow these steps to create your Payment Schedules: 1. In the HCR, click on [Admin] > [Online Registration Administration] and click on the association name for which you would like to configure Payment Schedules. 2. Scroll down the page to the section called "Payment Schedules", which is just below the "Payment Options" section, and click on "Create a New Schedule": 38

39 3. A new dialog appears. 4. Enter a name for your schedule in the Schedule Name textbox. For example, you could name it "Atom Weekly Payments" or whatever else you choose. This name is solely for your use and it will NOT appear on the Online Registration website. 39

40 5. Enter an availability date range. This date range specifies when the Payment Schedule will be available as an option to the user. These are NOT the payment dates. If the user chooses a Package that is configured with this schedule and the current date falls outside of the Availability date range, it will NOT appear to the user as a selection. The schedule availability date range must occur BEFORE all payment dates. 6. Enter an initial payment amount in the Initial Payment textbox. The amount you enter here must be paid by the Online Registration user immediately upon checkout. For example, if the user's total is $ and you want to force them to pay $ immediately, you would enter $ The remaining $ will be paid off by the post-dated payments and split equally among those scheduled payments. 7. To specify the payment dates for this schedule, you simply select a date using the handy calendar that pops up when you select the payment date box and then click on Add Payment Date: 40

41 8. You can add one or more payment dates. 9. If you attempt to select a date that falls within the schedule's availability date range, you will receive an error and you will not be able to add it: 10. Alternatively, if you attempt to change the Availability date period and a Payment Date falls within that period, you will not be able to save your Payment Schedule: 41

42 11. Once all your fields are entered and your Payment Dates have been entered, click the "Save" button. 12. You are done! You can create as many schedules as you wish. How do I configure my registration Packages to use my Payment Schedules? 1. Open the registration Package for which you would like to setup its Payment Schedule(s).h 2. Scroll down the page until you find the "Payment Schedules" section. This section will list the Payment Schedules you have created. 3. Select the schedule(s) you would like this package to use: 4. Scroll to the bottom of the page and hit the "Save" button to save your changes on the Package. 5. You're done! How does this change the checkout process on the Online Registration website? Once the Online Registration user is ready to check out their cart, and if they select the Credit Card option as a payment method, for each registration in their cart, they will be asked to either select a 42

43 Payment Schedule or to pay the balance in full. The appropriate schedules for each registration Package chosen will appear for each registrant. Remember that the Payment Schedules will only appear if they select the Credit Card option. Once the user clicks "Next", they will be directed to your credit card provider's website to process the transaction. Once the transaction is completed successfully, the Payment Schedule chosen will appear at the bottom of the member's Order in the HCR below the Fees & Payments sections. Public Online Registration Now that you have your settings and Packages ready, it s time to start registration. Login/Account Creation When the user first accesses your Online Registration website, they are brought to the login screen. The user will need to create an account to register members in your association. This account is a "family" account; they only need ONE account to register as many family members as they wish in any association. They only need to do this once. Their account can be used for any association across Canada in any season by accessing the site with that association's unique URL. To create an account, they would click on the "CLICK HERE TO CREATE AN ACCOUNT" link. 43

44 Then, they will be asked to choose their language. The next step is to read the provided information and to agree. 44

45 The next step is to provide some account information. This includes name, address, and contact information. This is the personal information of the account-holder. This is not a member/participant pre-registration screen. 45

46 Once the account is created, the user is brought to the main home page where they can see their shopping cart and previous registrations, access account options and register a participant. Member Registration To register a participant (member), they would click on any "Register a participant" button. They will be brought to the "Participant Selection" screen which is the first step of six. 46

47 They can either: Register someone they've registered previously with their account by clicking on "Register" to the right of the name of the person they would like to register under "Previous Registrations". If the "Previous Registrations" section does not appear, then they have not registered anyone in the past with this user account. Register a new person under the "Register a New Participant" section by entering in the member's required information and then clicking on "Register". A "new" participant in this case does not necessarily mean that it is a brand new member that has never been involved in hockey. It solely refers to the user not having registered them previously with this user account. If the member/participant being registered exists in a different association than your association, the register buttons will show "Unavailable". The user will then be required to contact you. The member/participant in question would need to be transferred to your association before that member can be registered online in your association. 47

48 If the member does not exist in the HCR and you do not deny new members, a new member profile will be created upon successful registration. If the member does not exist in the HCR and you deny new members, the user will be prompted to contact you. The next step is to choose the registration type. Only registration types for which you have packages configured will appear. See "Package Types". The next step is to select the division in which the participant will be registered. Only divisions for which packages have been configured will appear. If you have configured the "Limit Division to Age" option, only divisions in which the participant's age falls will appear. 48

49 The next step is to select the registration Package. Only Packages that have been configured in the selected division will appear. The name of the Package and its Description will appear to facilitate the user's decision. 49

50 On the next screen they will be prompted to enter the participant's personal information such as addresses, contact information, emergency contact information, the questions from the Question Set configured for the selected Package, and waivers. At the bottom of the screen, the fees configured for the selected Package will appear according to their Fee Filter settings. If any optional fees are configured, this is where the user will choose to pay for them. Keep in mind that fees configured with Fee Triggers or any Member Credits that may apply for this participant will only appear during the checkout process. At that time, adjustments will be made to their fees before the final checkout process. The last step before the checkout is to review all of the information that was entered. 50

51 If they re registering more than one person they can click on "Add to Cart" to add that registration to their shopping cart. They can then choose to register more participants. Items in the shopping cart can be changed or removed by clicking on the edit, delete or view buttons as indicated in the image below. Note: Participants are not registered until the user goes through the checkout process successfully. Registrations in a shopping cart will remain there until checkout even if they log out and come back later. Checkout Once they've added all the participants they would like to register in their cart, they'll click the checkout button to process their payment. 51

52 They will then be brought to the following screen where they can choose how they wish to pay. If they choose Credit Card and you have configured Payment Schedules for the selected package(s), they will be provided with a screen to choose the Payment Schedule they desire for each participant in their cart before they are redirected to your credit card payment provider's website to process their payment. 52

53 If they choose payment methods other than Credit Card, a payment of $0.00 will be logged on the member's Order along with its payment method. This tells you what type of payment you are expecting from the parent/user. Once they ve successfully completed the payment process, the registration will be complete. If you have configured the selected packages with messages and/or file attachments, it will appear on the page for them to read/download. 53

54 It is important to note that even though a registration has not been paid or not paid in full yet, they are still considered as pre-registered with your association in the HCR. They will have a Preregistration Record and their Order will show a balance owing. They will also appear in your Preregistration Report. Verifying the Member s Pre-Registration In the HCR, search for and open the new participant's member profile. You will notice that their information has exactly what was requested during registration. Their Preregistration Record is added to their profile according to what the Package defined: Opening this Preregistration Record will show you additional information, including the answers to the questions in the Question Set defined by the Package used to register that member. If any of those questions were Tracking Item questions, their answer will also appear in the appropriate Tracking Item on the member's profile. And an Order was created: 54

55 If you open up the Order, you will notice all of the fees that were applied during registration, including the payment method. If the payment chosen was something other than a credit card, you'll see a payment with a value of $0.00. Once you receive the actual payment, you will need to make sure you add it to their existing Order so that everything balances out. For more information on managing Orders, please refer to the main HCR manual found in the Help section of the HCR. Reports and Receipts The HCR has a number of reports to help manage your registrations under "Reports". The main report for Pre- Registrations is the "Pre- Registration" report. This report will give you a list of members in Excel that have a Pre-Registration record in the selected season and office. This means that it will include ALL pre-registrations: manual pre-registrations and Online Registrations. It includes the member's general information, the Package they chose, the questions and 55

56 answers to the related Question Set, their Order information, etc. As discussed earlier, you also have the "Online Registration Limits" report for you to keep an eye on your registration numbers and limits. Other reports related to their Orders are also available. Receipts for Orders that were completed from an Online Registration are always available to the user within the Online Registration website. They can login at any time to print an official receipt for tax purposes. Receipts can also be provided by using the "Receipts for Orders" report. This will generate one PDF file with all the receipts for each Order in the selected Office. This report is meant for you to print out on paper and mail out the receipts. This receipt can be used for income tax purposes to claim the Children Fitness Tax credit. You can also send a mass of receipts for everyone with an Order in your Office by clicking on Admin > Order Receipts by . The receipt sent by is simply an unformatted text that contains the details on the Order. It is for reference only. It cannot be used to submit with income taxes for the Children Fitness Tax credit. The government will not accept a printed as proof of payment for a sports registration. For more information on these and other reports, please refer to the main HCR manual found in the Help section of the HCR. 56