Embedded Files
To begin, click the "Programs & Teams" drop-down menu on your organization management page. Options here are:
a) Program Management - View, Create, Edit, and Manage Programs
b) Program Members - To manage the participants involved in your programs.
c) Program Templates - set up base templates for your common programs to quickly create new versions in the future.
a) Program Management Page
If you already have programs, you will see them here. The page defaults to show "Active" programs. Use the "Program Status" drop-down and/or the "Search" bar to find a specific program if you have many.
The buttons at the top of the page (left to right) allow you to:
-Create a New Program
-Go to your Program Templates Page
-Go to your Program Members Page
-Return to your Org Management Page
"Actions" drop-down menu for each programs allows you to:
"Edit" the program to make any required changes
View the "Details" of the program on a page with a linkable URL for sharing
"Delete" the program (only possible if no participants are registered and no transactions associated)
View, Add, Edit, and Manage the "Contacts" for your organization
Add or Manage optional additional "Waivers" at the program level
Set the "Schedule" for this program
Create a "Template" of an existing program to be saved in your Program Templates for future use.
"Create Team" from participants within this Program
Quickly change the "Status" of the Program, example: "Open Registration", "Close Registration"
Reports and Exports for each program also available here
Creating / Editing a Program
drop-down to view fields
Creating / Editing a Program
drop-down to view fields
Program Name - Add a descriptive title for the program like "Senior Women's Hockey" or "Annual Club Membership"
Program Type - There are different kinds of Programs:
Regular - Most programs are "Regular"
Tryout, Tryout Fees, Skills - These are unique types set up to add special fees and discounts to program add ons
Memberships: If setting up a "Membership", choose whether individual, family, or organization.
Program Acronym - Create a unique program acronym of up to 8 characters - this will be used to automatically create a group email address for the program
Program Description - Add as much information here about the program as you wish. Lots of formatting options in the text box and embed options.
Start & End Dates - Required to set the start and end dates of the program
Season - consistently apply a season across programs, for example: "2025" or "25/26" or "Fall 2025" etc.
Registration Open & Close Dates - These AUTO open and close your program based on the dates chosen. Leave these blank if plan to open/close manually.
Regular Times - Optional, what you put here will pull into the title of the program when folks are registering, so they can quickly reference this to be sure they are signing up for the correct session.
Program Status - Use the dropdown to change a program status
Upcoming - New programs default to "upcoming" meaning they are visible to the public for info but not yet open for registration.
Registration Open - Program is open for registration and all eligible participants will see the option when registering.
Registration Closed - Shuts down registration, the program is still visible for info but no one is able to register for it.
Program Cancelled - If a program ends up not running, cancel it here.
Program Complete - When a program is over, mark it complete to archive it and clear away from your active programs list. You can always find these programs again by using the "status" drop-down at the top of the programs page to "Complete".
AGE
Age Type - choose whether to use "Age" which = Year of Birth (most sports calculate this way) or "DOB" where you select a date range within which participants' birthdays must fall allowing you to set it so they have to be a certain age by a certain date. This online age calculator can be helpful.
Age Range - if using "Age", set low range and high range like "3-6"
Age Group - Option to label the program by age group here, such as "Seniors", "Youth", "U11", "Family", "55+" etc.
Gender Restriction - Optional - only select if the program is specifically for male or female
Members Only - Check this box if only those with a paid membership to your organization can register for the program.
Auto Confirm - Check this box if you want every registrant to be immediately confirmed. If not checked, each participant will stay in a "Pending" status until they are manually confirmed by org admin.
Auto Waitlist - Check this on if you want to build a waitlist after the program confirms all available spots, must add "waitlist length" number below.
Auto Close - Check this on if you want the program to close when the cap and waitlist (if applicable) have been filled.
Maximum Members - This sets the cap for confirmed participants in your program (after which a waitlist or closing reg will happen if set to auto).
Waitlist Length - AutoWaitlist and AutoClose must be check on for this to work. Add the number of registrants you want to be on the waitlist before program registration closes.
Fee Amount - Set the cost of the program here, for example: 100
Admin Fee Amount - Optional, this is a non-refundable part of the fee
Discountable Fees - If the fees associated with this program are subject to discounts you've set up, this must be check on.
GL Account - If the organization has more than one account in their banking and funds for certain programs need to go to specific accounts, use this field to put the "general ledger account number" here. If not applicable please leave blank.
Payment Hours - Use only if you have a time limit within which payment needs to be received. If a someone is confirmed and not paid after this time has passed, they are automatically put on the waiting list and the next person is moved into the open spot.
Registration Questions - A page of additional waivers and questions will pop up after submission of a registration request. If you'd like to add some common questions here, you can "check" the box for: Allergies, EpiPen, Jersey (tshirt) size. Check the box for additional custom questions and type the custom question into the test box. The participant will get a required text field for the custom question during registration.
Advanced Registration Questions - Similarly, these optional questions can be created and asked during the registration process
b) Program Members Page
Here you will find a list of all active programs and quick view information about the way the program is set up and the number of participants of each status. Group email list address can also be found here for each program. Use the status drop-down to view other types of programs if needed. Use the search bar to find specific program if you have many.
Overview of Actions for each program:
a) Members Admin - where all management of members takes place, like changing their registration status in the program.
b) Confirmed Members - view a page of all confirmed members and use the "Export Confirmed & Paid Button" to download an excel doc of these participants
c) Details - of the program on a page with a linkable URL for sharing
d) Schedule - a quick link to create a schedule for this program
Members Admin
c) Program Templates Page
View all templates here and use templates to create new programs.
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