Athletics Clubs: How to setup your club registration process(es)?

This document describes how to set up your club portal and create your club programs in the AthleticsReg System.

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IMPORTANT INFORMATION

• AthleticsReg is Athletics Canada's membership management platform, powered by Interpodia. You can follow the steps in this guide to set up your club dashboard to open registrations for your athletes, coaches, officials, and other members!
• Your dashboard may already exist for the current season, but if it is still in “configuration” status, then please follow the configuration steps listed below.
• Clubs are encouraged to work on setting up their registration process at least 3 weeks before the necessary registration opening date for the applicable program(s).
• In addition to eliminating all invoicing and provincial membership tracking/management steps, using CONFIGURATION OPTION A allows participants to complete their registrations at all 3 levels in a single process:
  
  • Registration for club activities;
  • Provincial membership (eg: Athletics Ontario);
  • Athletics Canada membership.

 

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1. CREATE A REGISTRATION PROCESS

1.1. What is a registration process?

A registration process can be tailored to a specific activity, season, or service category. Within this process, you have the flexibility to include different categories. For example:

 

Registration process	Categories
EXAMPLE 1
Winter season 2024	Recreative Benjamin : 150 $ Recreative Benjamin: 200 $ Recreative Cadet : 200 $ Etc...
EXAMPLE 2
Annual Competitive	Benjamin : 250 $ Cadet : 300 $ Etc…
EXAMPLE 3
Season 2024	Spring Recreative Benjamin : 150 $ Spring Recreative Benjamin : 200 $ Spring Recreative Cadet : 200 $ Summer Recreative benjamin … Etc…

1.2. Creating a New Process/Form

There are two ways to set up a new registration process (form):

• Starting from scratch (if you've never set up the required type of form before):  Follow our guide on How to Create a New Registration Process
• By cloning an existing process (to reuse and update forms from past sessions/seasons): Refer to our guide on How to Clone a Registration Process

 

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2. CREATE/ACTIVATE A PAYMENT PROCESSOR ACCOUNT

To use OPTION A on the platform and directly receive fees associated with your programs, setting up a payment processor account is mandatory. Please contact info@athleticsreg.ca for more information.

 

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3. SET UP YOUR REGISTRATION PROCES/FORM

Note: Before configuring your registration process, you must first have created it. See step 1.

3.1. General Information

Under the Dashboard - Home tab, review the 'finance and accounting' section to check the following information:

• Payment processor account name (if in doubt, contact info@athleticsreg.ca)
• Applicable service fees
• Service fee structure
• Tax Structure 
• Applicables taxes (on registration prices)

Under Club Listing tab:

• Go to the Details section of your registration page, and verify: 
  • Name
  • URL
  • Address
  • Categories
• Go to the Social Media Links section and add the links to your organization's social media (they will appear below the registration button on the homepage).

3.2. Dates 

Under the Configuration tab, go to the Summary sub-tab and review the following elements:

• Registration opening/closing dates (all categories combined) - You can adjust them as needed.
• Event start/end dates - You can adjust them as needed.

3.3. Customizing the Confirmation Email

Under the Configuration tab, navigate to the Content sub-tab and edit the section dedicated to the Confirmation Email:

^{Note: This step can be done later, once the service offer and additional options (if applicable) are set up.}

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4. CONFIGURATION AGREEMENT AND FEES

4.1. Main Content

Under the Configuration tab, go to the Content sub-tab and edit the Registration Page Description:

This information will be visible on the homepage of your registration process/form (see example below), allowing you to highlight important information to communicate to your members/participants before they start registering for your club activities.

4.2. Club Contact Information

Under the Configuration tab, navigate to the Contact sub-tab and add your club's contact details.

These details will be available on the club's homepage to allow your members or participants to easily contact you if needed _{(see example below)}

4.3. Custom Style

Under the Configuration tab, go to the Styling sub-tab to adjust the following elements:

• Theme color (button color)
• Configure default display information: Date / Logo / Address / Map.
• Change the name of registration buttons
• Update images: Logo / Background

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5. CREATE YOUR SERVICE / REGISTRATION OFFERING

To create a registration option, follow the five (5) steps below:

5.1.  Create one or more categories

Under the Configuration tab, go to the Registration Categories sub-tab and create a category:

Each category includes at a minimum its name and cost (price), and can also include additional options (description, age restriction...). To learn more, click here.

5.2. Apply a rule to define required memberships.

5.2.1. Important Things to Know About Membership Rules

• Rules are mandatory for all club programs and activities.
• A rule dictates which provincial membership must be held by the participant.
• It is the club's responsibility to ensure that the correct memberships are required for each category. If you need technical assistance, contact info@athleticsreg.ca. If you want to ensure that the correct memberships are required for each category, contact your regional development agent or provincial organization.

5.2.2. How to Require Membership 

Under the Configuration tab, go to the Registration Rules sub-tab.

You can require membership by applying a rule uniformly to all your categories (select Registration Rules for all categories) or, you can instead require different memberships for each category (select per registration category (overrides rules for all)).

1. Click on Add Rule (green button).
2. Click on Membership. Under "Organization" (Provincial Organization),
3. Select your provincial organization. Note:  if the name of your provincial organization is not available, please contact info@athleticsreg.ca
4. Under "Membership Type," select the required membership(s) to participate in the relevant category/categories. You can deselect as needed.
5. Click Save.

^{(Click on the Actions button to modify an existing rule.)}

5.3. Collecting Additional Information (Optional)

To collect additional information about your members, you can create additional questions from the Configuration tab, under the Collect Information sub-tab. A question group can be associated with all categories or specific categories _{(you can select the display option when creating a new question group - i.e., a new 'form')}.

Learn more: How to create and update a registration form?

5.4.  Adding Documents for Signing (Optional)

To collect digital document signatures, create documents to sign (e.g., Liability Waivers, Registration Terms, Refund Policy, etc.) from the Configuration tab, under the Mandatory Documents to Sign sub-tab. Documents can be associated with all categories or specific categories (you can select the display option when creating a new document).

Learn more: How to add/update documents for online signature (waiver/policy/code of conduct) in my registration process?

5.5.  Test Registrations

• When performing "test" registrations, ensure that your cart is empty.
• Do not click the Submit and Complete button
• If you accidentally click the Submit and Complete button, make sure that all "test" registrations are deleted.

 

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6. SUBMIT FOR REVIEW

 

 

Once you are satisfied with your configuration, click on the green 'submit for review' button in the yellow banner at the top right of your dashboard. The AthleticsReg support team will review your configuration, provide confirmation, and send you an email once the final configuration is approved _{(please allow 3 to 5 business days for the review process)}. 

 

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7. CONFIGURATION AGREEMENT AND FEES

All clubs will need to sign a configuration agreement (summary of configuration and associated fees). This agreement ensures compliance with configuration options, and confirms that the club has acknowledged the applicable fees on its registrations.

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These steps should guide you in configuring and customizing your registration process. For any additional assistance, feel free to contact info@athleticsreg.ca.