Set Up Auto Rostering in Your Registration Form

Attention: This feature is currently in BETA status with limited release to select users. Keep an eye out for full access coming soon!

This article explains how to turn on and set up auto rostering in your organization registration form. Auto rostering allows you to identify divisions or teams that members should be rostered to in a pending state once they have completed their registration.

There are 3 different settings where you can turn on auto-rostering, each of which has it's own checkbox to activate auto rostering where you can select the rostering destination for your registrants. If you activate all three, the system will auto roster based upon your most specific selection. Let's go into this in more detail with how to set it up:

  1. Open your registration form in Edit Mode 
    1. Click the form name then Edit this Registration Form or click the Admin button and select Edit
    2. If you haven't created it yet you'll want to follow the steps in Start a New Registration Form
  2. Decide where you want your auto-rostering to take effect
    1. Form-level (where someone who simply completes the form will be rostered)
      1. Click Instructions & Activation
      2. Select the checkbox for Auto Rostering
      3. In the dropdown that appears, select the destination division or team where registrants will be rostered
      4. Click Save
    2. Fee-level (where someone who registers under the specified participant fee will be rostered AKA more specific than form-level auto rostering)
      1. Click Participant Fees 
      2. Click Edit (if you haven't created a program yet check out Add a Registration Participant Fee to set that up)
      3. Select the checkbox for Auto Rostering
      4. In the dropdown that appears, select the destination division or team where registrants will be rostered
      5. Click Save
    3. Participant Fee option-level (where someone who registers under the specified participant fee option will be registered, AKA the most specific selection)
      1. Click edit for the desired fee option (if you haven't created a participant fee or program options yet, jump to Set Up Registration Participant Fee )
      2. Select the checkbox for Auto Rostering
      3. In the dropdown that appears, select the destination division or team where registrants will be rostered
      4. Click Save
  3. Click Save

That's it! You can activate auto-rostering for multiple participant fees and fee options on the same form, all with different auto-rostering destinations. If you set up a rostering destination for the whole form, a participant fee, and a participant fee option, the system will auto roster a registrant who selects the fee option using the fee option auto-rostering specification.

Attention: Your registration form can create one roster profile per registration entry. If a registrant selects multiple fees that qualify for auto-rostering, their one profile will be assigned according to the first fee selected. To be assigned to more than one division or team, the participant will need more than one roster profile: one per team or division. 

What's Next

Once registrants complete their forms and submit, they will be automatically rostered to the destinations you have specified in a pending status. From there, you will need to Publish Pending Roster Assignments when you are ready for the rostering assignments to be activated. Please keep in mind that regardless of whether you are in Builder or Instant mode in the Rostering tab, auto rostered members will be placed in pending status and will need to be published to be made public. If you later decide to delete a team or division that was used as an auto-rostering destination before publishing your rosters, the pending member assignment will remain so that you can reassign them to an active destination.

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