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.
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- 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.
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| 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 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.
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| 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 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.
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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.
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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
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| 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 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
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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 that initiated the download |
| cp_entity_id | The ID of the child organisation |
| last_trans_id | The ID of the most recent transaction of the child organisation |
| 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 |
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