INTERPODIA ADMIN ONLY
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      Alpine Ontario Alpin (AOA) Clubs - Setup options (INTERPODIA ADMIN ONLY)

      AOA CLUBS - SETUP OVERVIEW

      Instructions for the 2025/2026 season

      1- AOA emails all clubs to inform about getting ready for next season

      2- AOA confirm club contact information (column A > C) in the AOA Memberships - Setup for 2025-2026 document by changing the 'Communication Status' column to Contact Info Confirmed by AOA

      3- SnowReg Team emails the club following the instructions below

      • Create a new ticket per club named: 
      • Contact club with template: Alpine Ontario (AOA) Clubs - Please submit your -YEAR- sanctioning application
      • Add link to Hubspot ticket G
      • Update communication status to Club has been contacted by SnowReg

      4- Club submit annual application

      5- SnowReg help club with configuration steps (see Option A / Option B detailed instructions below)

      6- Club is setup and ready, it gets added to club directory

      All AOA members MUST register through their club portal, so all AOA club must have a functional dashboard for the current season. They can pick between the 2 following setup options: 

      1. Using Snowreg to manage your club registrations and AOA memberships online: this option offers a seamless experience registering for your club and the AOA at once. If you choose this option, we will get back to you with the steps for setting up your club portal for the season.
      2. Managing club registrations outside of Snowreg: If you choose to continue to collect your club registration fees your own way, then your members will have to purchase their AOA membership online independently.
      1. SETUP Steps for OPTION 1
      2. SETUP Steps for OPTION 2
      3. For ALL clubs: Setup their custom SAIP report

      SETUP Steps for OPTION 1 (club using snowreg)

      A/ CS team setup tasks

      1- Add their application in the AOA Memberships - Setup for 2025-2026 (Event ID in column D, links in columns F and G)

      2- From the Club Menu, lookup the club name, and update the listing name to "CLUB NAME 2025/2026 - Alpine Ontario Alpin" membership process if needed - Please clean up any duplicate listing w/ no application linked to it 

      • As a reminder, a club cannot have more than one club dashboard per discipline per season, and no more than 4 in total: 
        • SNOWBOARD > linked to a snowboard MORG (PTSO) named  Club Name (Snowboard) - 20xx/20xx > must have an application
        • FREESTYLE > linked to a freestyle MORG (PTSO) named  Club Name (Freestyle) - 20xx/20xx > must have an application
        • ALPINE > linked to an alpine MORG (PTSO or DIVISION if AOA) named Club Name 20xx/20xx - Alpine Ontario Alpin > must have an application
        • ALPINE COACHES > linked to the ACA Canadian Ski Coaches MORG Club Name (Alpine Coaches 20xx-20xx) > those have no application linked to it

      3a- Make sure that on the LISTING TAB, the following dates are correct: 

      • Valid From and Valid To: 2025-07-01 > 2025-06-30
      • Event Start and End Dates: 2025-07-01 > 2025-06-30
      • Registration opens and close dates: 2025-07-01 > 2026-06-01

      3b- Make sure that on the CONFIGURATION > REGISTRATION CATEGORIES TAB, the Age Calculation Date is 2025-12-31

      4- Make sure that the EORG linked to the club dashboard is the same as the previous season (the name of the eorg is usually (club name - alpine)) > if not, update from Django HERE (open last season "event", and reuse Organization: ID from on the new "event")

      Have you checked that the EORG for this season matches that of the previous season?

      5- Setup their 'affiliation/club' tab HERE linked to their division membership process (node ids are available in column E of the setup document) - Tick "Auto add to cart"

      6- Add the proper processing fees on their eorg:

      B/ Setup followup contact

      Finally, email the club admin   w/ template Alpine Clubs - Club on-boarding email


      eg: if a club is from the LSDA division, then the membership rules must be LSDA membership only (DO NOT ADD AOA level or ACA level directly)

      All members are going through their club portal, and must be forced to pick from their division membership process (AOA / ACA membership are granted in cart).

      SETUP Steps for OPTION 2 (club not using snowreg)


      A/ CS team setup tasks

      1- Add their application in the AOA Memberships - Setup for 2025-2026 (Event ID in column D, links in columns F and G)

      2- From the Club Menu, lookup the club name, and update the listing name to "CLUB NAME 2025/2026 - Alpine Ontario Alpin" membership process if needed - Please clean up any duplicate listing w/ no application linked to it 

      • As a reminder, a club cannot have more than one club dashboard per discipline per season, and no more than 4 in total: 
        • SNOWBOARD > linked to a snowboard MORG (PTSO) named  Club Name (Snowboard) - 20xx/20xx > must have an application
        • FREESTYLE > linked to a freestyle MORG (PTSO) named  Club Name (Freestyle) - 20xx/20xx > must have an application
        • ALPINE > linked to an alpine MORG (PTSO or DIVISION if AOA) named Club Name 20xx/20xx - Alpine Ontario Alpin > must have an application
        • ALPINE COACHES > linked to the ACA Canadian Ski Coaches MORG Club Name (Alpine Coaches 20xx-20xx) > those have no application linked to it

      3a- Make sure that on the LISTING TAB, the following dates are correct: 

      • Valid From and Valid To: 2025-07-01 > 2026-06-30
      • Event Start and End Dates: 2025-07-01 > 2026-06-30
      • Registration opens and close dates: 2025-07-01 > 2026-06-01

      3b- Make sure that on the CONFIGURATION > REGISTRATION CATEGORIES TAB, the Age Calculation Date is 2025-12-31

      4- Make sure that the EORG linked to the club dashboard is the same as the previous season (the name of the eorg is usually (club name - alpine)) > if not, update from Django HERE (open last season "event", and reuse Organization: ID from on the new "event")

      Have you checked that the EORG for this season matches that of the previous season?

      5- Setup their 'affliation/club' tab HERE linked to their division membership process (node ids are available in column E of the setup document) - Tick "Auto add to cart"

      6- Add the proper processing fees on their eorg:

      7- ADD MEMBERSHIP RULES (all options from their division > verify their division HERE)

      8- Set the reg process live (advanced config), and listing to approved and visible

      B/ Contact Club Admin

      Finally, email the club admin   w/ template  Alpine Ontario (AOA) Clubs - Dashboard is ready (Option 2 - not using for registration)

      Custom SAIP Report Setup

      Step 1: Search Club to Update

      • Navigate to DJANGO EVENTS, search club by it's 2025/2026 club name
      • In the search bar, enter the club listing name for the 2025/2026 season (e.g., Norwesters Alpine Club 2025/2026 - Alpine Ontario Alpin).

      Step 2: Update Report Display Nodes

      • Open the event details.
      • Scroll down to the REPORT DISPLAY NODES section (use ctrl+f to locate it quickly).
      • Ensure that the only existing Report Display Node is the DIVISION MEMBERSHIP.
      Attention: If there is any AOA required/display node present, tag Marion as this indicates a setup error.
      • Replace last season nodes the following nodes by:
        • #13683 Node - Alpine Canada - SAIP Insurance   2025/2026  (Mark as is protected)
        • #13649 Node - Alpine Canada Membership 2025/2026     (Mark as is protected)

      You should only have a unique set of ACA level nodes. (past season reference should be deleted/removed)

      • Click SAVE to apply the changes.

      Step 3: Update Report Type Custom Application

      (For 1st time New Clubs ONLY)


      • Click SAVE AS NEW