Registration on TeamSnap for Business

This article is intended to help organization administrators make the most of the new registration feature in TeamSnap for Business, providing a detailed overview of its features and how to set them up effectively.

Registration builder overview

You can easily create a new registration form for your organization by clicking the Registration tab in your account. Our easy registration builder will guide you through the process of form setup step-by-step.

If you need to pause and come back to your form setup at any time, you can easily do so by clicking the Save and Exit button in the upper right corner of the screen. You can also navigate to previous screens if needed.

General

The "General" section is where you will enter the form's basic information, like:

• The program and season that the form will apply to
• The name you'd like to use for the form (we'd recommend naming each form you create something different and identifiable for reporting purposes)
• Optionally, you can set the registration period if you'd like to have the form open and close automatically on specific dates. If you choose not to set dates, please be aware that you will need to manually open registration when ready.

Registration options

The "Registration options" section is where you set up the items for selection that will be presented to registrants. You can choose to create new options or populate the options from existing divisions or teams that you already have set up in the structure of your organization's TeamSnap for Business account.

Once options are added you can set the fee amounts for them, and add eligibility rules so that participants who meet the birthdate and/or gender settings you enter will be able to select those options, while those who do not meet them will see them, but be unable to select them.

Form builder

The "Form builder" section is where you begin arranging the questions for the information you need to gather from registrants. The form will be pre-populated with some default questions which you can reorder, edit, or delete. Some of these questions are required and cannot be removed because they are required for participants to be entered into the system.

There is also an option to set up digital agreements where you can enter information that registrants will be required to acknowledge in order to continue through the registration process.

Checkout settings

The checkout settings section only becomes visible if fees are added to registration options. Under "Checkout settings" you will be able to set up your merchant account for processing registration payments. Once you created, you can add multiple merchant accounts each with different deposit bank accounts associated if needed. This means that you can select a different deposit account for different programs so that the registration fees collected for a certain program are deposited into a specific desired account.

This is also where you will have the opportunity to create installment plans if you'd like registrants to have flexible payment options.

Confirmation message

The final section is "Confirmation message," which is exactly what it sounds like - you can enter a custom confirmation message that registrants will see once they have successfully completed checkout. This is a good place to include any additional instructions and information, next steps, and/or what to expect now that they have registered.

Key features and functionality

The registration feature was built to support functionality that can be set up in the way that works best for you. Below we'll cover some of the key features and functionality that can be implemented in different ways, along with our recommendations.

Questions & Logic

Questions are the fields on your registration form(s). There are two categories of questions:

• Default: These are questions included in all forms by default and can be shown or hidden based on your preferences.
• Custom: These questions are created and added to forms by you or your staff.

There are a couple of ways to manage questions and their attributes.

• Question settings - Click the settings gear icon on an existing form question to edit its attributes. Attributes include:

  • Question label - The text identifying the question that is visible to registrants.

    

    

  • Reporting identifier - a unique label assigned to a question to identify it on reports generated for the registration form. It can be used to assist you in reviewing data on specific questions. This does not appear on the form for registrants, and once set, it cannot be changed.

    

  • Question type - this is where you set whether the question is a short answer, dropdown, file upload, etc.

    

Question settings are where you can mark a question as optional or required, add custom rules, and/or set up response-based fees and/or discounts.

New custom questions are created by clicking the Edit Questions button. On the slideout that appears, you will see the Create a new question button at the bottom.

Question library

The question library is a catalog of saved questions that can be used in future forms.

When you view the Edit questions slideout screen, you will see a search bar at the top. This is so you can easily search for questions in the question library. You also have the ability to add your custom question(s) to the library if you'd like to be able to save them to be used in the future without creating them again.

The option to add a question to the library is available for custom questions after they have been created. In the Edit questions slideout, you can click the pencil icon for the desired question and select the checkbox "Sync changes to your question library".

Custom rules

Custom rules are logic statements that you can add to a custom question to dynamically display the field based on the rules you set up for the question.

To set up custom rules, you must base the rule on the answer to another question. This functionality can be used in combination with response-based fees to create flexibility in pricing and even just create conditional questions that only appear based on certain answers to other questions.

Custom rules can be set up with either AND or OR logic, but do not currently support using both statement types in the same rules set.

Some of the most powerful ways to utilize this functionality:

• Differentiate the data collected for different registrant types
• Offer volunteer buy-outs
• Include uniform purchasing with pricing based on size
• Include add-on fees for tournament participants
• Gather rostering-related information to help streamline team placements

Response-based fees and discounts

Custom questions can be set up to apply specific fees or discounts based on the answer provided by the registrant. New fee items can be added in the Fee/Discount dropdown, and a maximum can be set to manage how many times the fee item can be applied per participant.

Capacity limits and waitlists

Option-based capacity limits can be set for registration options, with the choice to enable waitlisting for options once they reach capacity.

On your registration form management screen, you can add the Waitlist Status column by clicking Manage Columns and selecting the checkbox for Waitlist Status. You can also filter your view for specific status types as needed.

Once participants are on waitlists and spots open up, you can easily manage the waitlist status for individuals from your registration form management screen. Participants on the waitlist can be assigned to a roster, so it is important to update the waitlist status in order to send the participant their registration invoice for payment.

Option-based deposit accounts

In order to process deposits into a bank account, you will need to set up a merchant account for your organization. Once this has been created, you will be able to add one or more bank accounts to your merchant account for the deposit of registration funds received. This allows you to assign a specific bank account to different registration options in cases where collected registration funds don't always go to the same place.

Installments

Payment flexibility can benefit registrants when the fees can be broken down into several payments. Multiple installment plans can be created to offer a variety of payment options. You can set the desired payment amount due at checkout, the total number of installments, the frequency of the installments, and the day of the week or month (depending on whether you select a frequency of weekly or monthly) for the installments to process.