Towards affiliated child organizations
At association level, an entity has the privileges of editing registration period, creating registration types and managing all subscriptions to its available offers by affiliated clubs/teams.
Setting up Registration Period
As an association administrator, am I required to set up registration period?
No. Period is set up at national level and available for view and limited revision at association level.
How to change and what period parameter can be revised?
Under menu mode Competition Management -->Registration --> Click on Registration Periods for viewing or editing the available period of registration.
Now you can see below list of available registration period set up by national organization. You could not change name of period, the duration of each registration period including Date From and Date To i.e the beginning and the end date of a registration. Apart from this restriction, you can revise all other parameters appearing on the new window when clicking on Edit.
On the above "Registration Period Edit" window, you can change such parameters as below:
Description -->Any name that sounds easier to remember to your association
Open Date -->Day you want to accept registration
Lock Date --> Deadline when existing logged activities i.e register/de-register could not be reversed anymore. They become official and associated obligations must be met - payment forwarded
Register End --> Deadline when no more registration is accepted e.g should be set at least 01 days prior to start of competition season.
Active --> Activate this period or not
Remember to hit Update for saving change or simply Cancel if you change mind at last minute.
How does this change impact other orgs in the chain?
All changes toward period of registration which an association administrator made would decide on when a child organization can or can not register/deregister or change actions.
Setting up Derived Registration Types
As an association admin, am I required to set up registration types?
No if you want to inherit all types set up by the organization in the higher hierarchy. However, it is handy for you either to edit or add new types of registration if need be.
What can I change and how to?
Still under menu mode "Competition management", go to Registration–> click on Registration Types you will be directed to the below page "Registration Type Management". On this page, you can see a list of all registration types offered by parent associations at national or state level, the associated age range, status and applicable fee structure.
You are empowered to edit all parameters and schemes available to your particular requirements by clicking on Edit. Or you can create new type using "Add Registration type"
For instance, we click on EDIT for "1 year senior membership" and jump to below "Registration Type Edit" page. You can now change all general parameters as follows:
Name --> Change to whatever you like yet should be consistent along the year and unique
Description --> Give more details about this type's characteristics
Parent --> Choose the type which it belongs to from drop down list. This is inherited from configuration by parent organization
Minimum Age --> You can change to higher number or keep it intact. However entering a smaller number than minimum range set by parent orgs is NOT allowed
...
Unlimited ranges of fees break down could be created by hitting "Add fee" as below example. Or you simply edit existing information to adjust to the new policy. Remember that the smallest "From age" and the biggest "To age" under Break down fee scheme section must go in line with general setting at the upper section.
Who would be affected by the change?
Clearly, all revisions to registration options by association would be visible or hidden from child organization. If it is active (visible) then club/team could register for their players or association can register for those players on club/team's behalf. Therefore, association is recommended to create ranges of registration types that are suitable with the different grade/division age ranges. Fee structure is recommended to establish based on the frequency of competition organized for a group of players or on the number of privileges attached. For example, it is reasonable to charge the group aging from 35 to 50 higher than the younger group as they may have higher income or more competitions held for them during the registration period, etc.
Managing Registrations
In order to manage registrations to your associations submitted by child organization, you go Menu mode Competition Management–>Registrations --> Click on Registration Manager you will see below window for "Player Registration Management"
Now you can see the entire list of players within your database if you do not want to refine the search list using criteria. Otherwise, you can select a club to check the list of their players with relevant registration status, type or duration (if any).
Can I register for players to available registration types on behalf of a club/child organization?
Absolutely yes. However, the action should be consented by or proposed by affiliated club/child organization as they need to know all associated terms and conditions especially payment terms.
How can I register for players to a specific registration type on behalf of a club/child organization?
You can follow below five steps to finish this task within seconds.
Upon finishing step 5 by hitting "Perform Action", you will be redirected to the below pop up window for choosing different registration alternatives.
Now I already finish registering for three players from Barwon Heads club to "1 year senior membership" under my association which is Netball Geelong. Simply repeat the above 7 steps for different clubs if you want to register or de-register any players.
What happens to club/child organization or relevant players?
Club/child organization needs to collect money from the newly registered players and forward the commission to current association as required.
View Child Organisation Statements and Record Payments
What information is available ?
All financial transactions related to a club/child organization are recorded instantly and displayed at both account dashboard and transaction history window. Association admin could view the below screenshot of account dashboard by going to Competition Management -->Registration -->Account Management. On this page, latest activity date, latest in or out cash flow and the current cash status (balance) are all demonstrated.
How to track down transaction history?
From above account dashboard, click on view link per one particular affiliated club name. Take Barwon Heads for example then the following transaction history window will appear.
History record can show the history of the last 24 months, 12 months, 6 months and last month. Transaction type can be selected out of 9 available options to narrow down the record. Details of each transaction types are elaborated at Legends.
Basically, each club/child organization history reflects its money flows in relation with players and association.
- Inflow (credit) - all money going into the club eg. payments from players
- Outflow (debit) - all money going out of the club eg. payments to associations, refund to players
- Balance - Difference between inflow and outflow.
An association can view registration type to check total money collected by a child organization from players and double check whether the child organization has already satisfied its financial obligations to association or not. Otherwise, how much is still being owed for further follow up.
Legends
There are 09 transaction types as follows:
Account adjustment - A debit item reflects money going out of a child organization's account to pay for association
Participant Registration - A credit item reflects money going into a child organization's account paid by players
Balance - Show the difference between all in and out cash flow of an account
Team Registration -
Player Clearance
Competition Fine
Participant Registration Reversal - A debit item reflects money going out of a child organization's account to refund for a player due to cancellation of registration
Team Registration Reversal
Player Clearance Reversal
Competition Fine Reversal
Towards parent organizations
From association level onward, entities can register its members to an organization of higher level in the sport hierarchy e.g. state or national governing bodies. These actions could be accessed from Competition Participation menu instead of Competition Management as above section.
How can I view available subscriptions offered by higher governing bodies?
Under Competition Participation menu–>Players --> Click on Registration Manager, you will be redirected to the following window which shows the list of higher affiliated governing bodies and relevant registration types being available.
Who could be registered to higher governing bodies?
Any person of any roles under your association such as Player, Umpire, Team official, Office Bearer, Subscriber or of even No role can be viewed their existing subscription status to a higher governing body. And their registration type should be "No type" which means they are unregistered.
How can I register/de-register for my members to/from higher governing bodies?
In order to de-register, all steps are required except for step 4.
How can I check our financial account in relation to higher governing bodies and players?
In order to check financial obligations to higher governing bodies, please go Competition Participation menu mode --> Players --> Account Management and a dashboard showing name of the higher governing bodies, latest activity, latest cash flow activity and the current differences (balance between out and in flow). Clicking on Details will show all detailed transaction history of current association towards a particular governing body and players.
Debit - An activity item reflecting money running out of the association's account e.g. Participation registration - paying for register to governing body
Credit - An activity item reflecting money running into association's account e.g. Participation canceled - receiving refunds from governing body
Balance - Reflecting the difference between inflow and outflow. Therefore, if it is negative number it means current association still owes that amount to associated governing body and requires to be paid off.
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.
Association Users should perform the following tasks.
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