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Registration Management

An Association is responsible for managing the local settings that dictate Registration Management for their affiliates. Specifically, the Association must configure derived Registration Periods and Types using the framework set by the its governing State Body. Associations can also register their own members, either as part of an independent team or on behalf of their affiliated clubs.

State Users should perform the following tasks.

  • Check the details of the State level Registration Types and create any derived Types which will be required.
  • Check the details of the State level Registration Periods and apply any specific restrictions that are required.
  • Manage accounts and record the payments of child organisations.

Setting Derived Registration Types

A Registration Type is a means of categorising registrations into a specific group and defining the fee that must be paid when a player is registered. When an Association user creates a derived Registration Type they must select the parent Registration Type from which the new Type will inherit. The Parent Type will determine the broadest possible age restrictions for the new type and the fee that the Association must pay to the State Body for each player registered.

Before an Association user can create Registration Types the relevant State Body will need to configure the State level Registration Types. Any questions about the available Registration Types you be directed to the relevant State Body.

 

Navigation

Mode: Competition Management

Menu: Registrations -> Registration Types

 

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To create a new registration type Click on the Add Registration Type link:

This will open the Registration Type Edit page. 

To save the new type fill in the fields and click Update.

The following table describes each of the fields on this form:

FieldField Description
NameThe name of the Registration Type
DescriptionA description of the Registration Type
Parent TypeThe Registration Type that the new type will inherit from
Minimum AgeValidation criteria. The minimum age a player must be to have attained registration with this type (must be within range set by Parent Type)
Maximum AgeValidation criteria. The maximum age a player within this Registration Type (must be within range set by Parent Type)
ActiveDetermines whether or not the Registration Type is active. (Types that are no longer in use should be made inactive)
Default FeeThe fee that must be paid to the State Body for every player that is registered with this Registration Type
Financial TypeFinancial / Non-Financial

A Registration Type can be configured to apply different fees to different groups within the general age group specified by the Parent Type. This allows Associations to offer special prices to certain groups of members while retaining the registration structure set by the State Body.

A list of fees for this Registration Type is displayed at the bottom of the Registration Type Edit page.

To change the details of a fee click the corresponding Edit link.

To add a new fee to the Registration Type click the Add Fee button:

The following table describes each of the fields on this form:

FieldDescription
Age FromThe minimum age of a member that this fee will apply to
Age ToThe maximum age of a member that this fee will apply to
FeeThe price of registration for members who fall within this age range
Tax Rate

The rate of tax that applies to this fee (This will be included in the total) 

 

Setting Registration Period Restrictions

Before an Association user can modify a Registration Period it must first be configured by the State Body. Any questions about the available or active Registration Periods should be directed to the State Body.

 

Navigation

Mode: Competition Management

Menu: Registrations -> Registration Management

To edit a Registration Period click the corresponding Edit link.

This will open the Registration Period Edit dialogue box.

Information from the Parent Registration Period that cannot be edited is not available in this pop up.

The following table describes each of the fields on this form:

FieldDescription
DescriptionA description of the Registration Period
Open DateThe date that player registrations begin. No players can be registered before this date
Lock DateThe date from which changes to registrations (de-registration) can no longer be made
Close DateThe date at which player registrations end. No players can be registered after this date
ActiveIs this registration period active or not? Old registration periods should be made inactive
Allow inheritAllows child organisations to create derived Period Types
Default

Sets the Registration Period as the default for child organisations

How to Register Members on a Club's Behalf

Before an Association user can begin registering members on a Club's behalf, the Club's player data must be entered into the system via Data import, Bulk upload or manual entry.

 

Navigation

Mode: Competition Management

Menu: Registrations -> Registration Manager

 

To filter the list of members, make your selections and then click Search.


The following table describes the options that are available in the filtering section:

Filtering OptionFunction
Person RoleFilters the member list using the selected role / sub role
Person Name/IDFilters the member list using a full or partial name or ID (ID can be ResultsVault ID or 3rd Party ID that has been stored in ResultsVault)
ClubFilter the member list to display only members of the selected club
Registration PeriodFilter the list to show players that were registered in a particular Registration Period
Registration TypeFilter the list for members that have been registered with a specific Registration Type or who have not yet been registered at all
Registration ModeFilter the list for members who have been registered using a certain mode (Show all, Primary, Secondary, Conversion)

To Register or De-register players select the players from the search results, choose an action from the Actions list and click Perform Action.

To complete the registration choose the desired Registration Type then click Register Participants.

 

How to Register the Association's Members Directly to the State

Associations that run more casual competitions that involve independent teams that lack the central management of a club can register their members directly to the relevant State Body. This process can be done manually as described here or automatically by integrating registration into Online Member Sign up.   

 

Navigation

Mode: Competition Participation

Menu: Players -> Registration Manager

 

To filter the list of members, make your selections and then click Search.


The following table describes the options that are available in the filtering section:

Filtering OptionFunction
Person RoleFilters the database using the selected role / sub role
Person Name/IDFilters the database using a full or partial name or ID (ID can be ResultsVault ID or 3rd Party ID)
AssociationFilter the member list to display members registered to the selected parent organisation. (This will affect the Registration Types available for filtering)
Registration PeriodFilter the list to show players that were registered in a particular Registration Period
Registration TypeFilter the list for members that have been registered with a specific Registration Type or who have not yet been registered at all
Registration ModeFilter the list for members who have been registered using a certain mode (Show all, Primary, Secondary, Conversion)

To Register or De-register players select the players from the search results, choose an action from the Actions list and click Perform Action.

To complete the registration choose the desired Registration Type then click Register Participants.

Viewing Account Statements

 

Navigation

Mode: Competition Management

Menu: Registrations -> Account Management

To generate the Account Summary as a PDF file select the option from the Actions menu then press Perform Action.

To open the account details page for a child organisation click the corresponding View link:

To extract the data to Microsoft Excel 2007, Microsoft Excel 2003, Tab separated values (TSV) or Comma separated values (CSV) formats click the Download data link.

The following tables indicate the data fields included in the Download data extract.

Summary View

FieldDescription
entity_idThe ID of the entity that initiated the download
cp_entity_idThe ID of the child organisation
last_trans_idThe ID of the most recent transaction of the child organisation
curr_balanceThe current balance of the child organisation's account
last_amountThe amount of the most recent transaction
transaction_dateThe date the most recent transaction was recorded
entity_nameThe name of the child organisation


Detail View

FieldDescription
TransIDThe ID of each transaction
DateThe date of each transaction
TypeThe type of each transaction
DescriptionA description of each transaction
DebitThe amount debited from the account balance by each transaction
CreditThe amount credited to the account by each transaction
BalanceThe balance of the account after each transaction

Adjusting Accounts

 

Navigation

Mode: Competition Management

Menu: Registrations -> Payments Received

To adjust the account of a child organisation select it from the Affiliate Name list, enter the amount to be adjusted (positive values will be deducted from the account balance, negative vales will be added to it) from the account and a brief note in the journal section then click Submit.

Check Statement to State Body

 

Navigation

Mode: Competition Participation

Menu: Players -> Account Management

To view a detailed transaction list click on the corresponding View link:

To extract the data to Microsoft Excel 2007, Microsoft Excel 2003, Tab separated values (TSV) or Comma separated values (CSV) formats click the Download data link.

The following tables indicate the data fields included in the Download data extract.

Summary View

FieldDescription
entity_idThe ID of the entity that initiated the download
cp_entity_idThe ID of the child organisation
last_trans_idThe ID of the most recent transaction of the child organisation
curr_balanceThe current balance of the child organisation's account
last_amountThe amount of the most recent transaction
transaction_dateThe date the most recent transaction was recorded
entity_nameThe name of the child organisation


Detail View

FieldDescription
TransIDThe ID of each transaction
DateThe date of each transaction
TypeThe type of each transaction
DescriptionA description of each transaction
DebitThe amount debited from the account balance by each transaction
CreditThe amount credited to the account by each transaction
BalanceThe balance of the account after each transaction

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