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 and 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 to the Association 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
.
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
| Field | Field Description |
|---|---|
| Name | The name of the Registration Type |
| Description | A description of the Registration Type |
| Parent Type | The Registration Type that the new type will inherit from |
| Minimum Age | Validation criteria. The minimum age a player must be to be registered with this type (Must be within range set by Parent Type) |
| Maximum Age | Validation criteria. The maximum age a player must be to be registered with this type (Must be within range set by Parent Type) |
| Active | Determines whether or not the Registration Type is active. (Types that are no longer in use should be made inactive) |
| Default Fee | The fee that must be paid to the State Body for every player that is registered with this Registration Type |
| Financial Type | Financial / 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.
To add additional fee structures to an existing Registration Type click on the corresponding Edit link in the Registration Types management table.
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
| Field | Description |
|---|---|
| Age From | The minimum age of a member that this fee will apply to |
| Age To | The maximum age of a member that this fee will apply to |
| Fee | The amount price of registration for members who fall within this age range |
| Tax Rate | The rate of tax that applies to this fee (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.
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.
| Field | Description |
|---|---|
| Description | A description of the Registration Period |
| Open Date | The date that player registrations begin. No players can be registered before this date |
| Lock Date | The date from which changes to registrations (de-registration) can no longer be made |
| Close Date | The date at which player registrations end. No players can be registered after this date |
| Active | Is this registration period active or not? Old registration periods should be made inactive |
| Allow inherit | Allows 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 being 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.
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 Option | Function |
|---|---|
| Person Role | Filters the database using the selected role / sub role |
| Person Name/ID | Filters the database using a full or partial name or ID (ID can be ResultsVault ID or 3rd Party ID) |
| Club | Nominate the club from which members will be registered |
| Registration Period | Nominate the Registration Period that members will be registered for |
| Registration Type | Filter the list for members that have been registered with a specific Registration Type or who have not yet been registered at all |
| Registration Mode | Filter 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 action 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.
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 Option | Function |
|---|---|
| Person Role | Filters the database using the selected role / sub role |
| Person Name/ID | Filters the database using a full or partial name or ID (ID can be ResultsVault ID or 3rd Party ID) |
| Association | Nominate the entity that members will be registered to. |
| Registration Period | Nominate the Registration Period that members will be registered for |
| Registration Type | Filter the list for members that have been registered with a specific Registration Type or who have not yet been registered at all |
| Registration Mode | Filter 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 action list and click Perform Action
To complete the registration choose the desired Registration Type then click Register Participants
Viewing Account Statements
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
| Field | Description |
|---|---|
| entity_id | The ID of the entity currently being administered |
| cp_entity_id | The ID of the child organisation |
| last_trans_id | The ID of the most recent transaction |
| curr_balance | The current balance of the child organisation's account |
| last_amount | The amount of the most recent transaction |
| transaction_date | The date the most recent transaction was recorded |
| entity_name | The name of the child organisation |
Detail View
| Field | Description |
|---|---|
| TransID | The ID of each transaction |
| Date | The date of each transaction |
| Type | The type of each transaction. |
| Description | A description of each transaction |
| Debit | The amount debited from the account balance by each transaction |
| Credit | The amount credited to the account by each transaction |
| Balance | The balance of the account after each transaction. |
Adjusting Accounts
To adjust the account of a child organisation select it from the Affiliate Name list, enter the amount to be debited from the account and a brief note in the journal section then click Submit.
Check Statement to State Body
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
| Field | Description |
|---|---|
| entity_id | The ID of the entity currently being administered |
| cp_entity_id | The ID of the child organisation |
| last_trans_id | The ID of the most recent transaction |
| curr_balance | The current balance of the child organisation's account |
| last_amount | The amount of the most recent transaction |
| transaction_date | The date the most recent transaction was recorded |
| entity_name | The name of the child organisation |
Detail View
| Field | Description |
|---|---|
| TransID | The ID of each transaction |
| Date | The date of each transaction |
| Type | The type of each transaction. |
| Description | A description of each transaction |
| Debit | The amount debited from the account balance by each transaction |
| Credit | The amount credited to the account by each transaction |
| Balance | The balance of the account after each transaction. |
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