Training Outline
This training plan will take you step by step through the initial setup process for Activity Registration. This guidance is designed for schools NEW to registration. If you had Activity Registration at your school this year and you are ready to copy it forward to the next academic year, this is not the correct flow to follow.
This training plan also provides the follow up information and resources you need to manage and promote Activity Registration in your community. Discover potholes to avoid and how Activity Registration sets Bound Messenger up for success.
The video's in this training flow have been adapted from a Webinar on Activity Registration. Therefore, they are snippets of a larger presentation that has been broken down here to make it easier for you to access and refer to the information presented.
Click on these links to jump to the content area listed:
Part 1 - Family View from the Public Page
Part 1 - Family View from the Public Page
A. Preview the Activity Registration Process from the Family View:
Watch this video to get a preview of the Activity Registration process in Bound from the Families Perspective. During the registration process you will:
Sign your students up to participate in the programs at your school
Collect contact information so that you can message them directly from the Bound platform
Capture important allergy and medication information that is directly available to coaches in the Bound app
Store your important registration documents in Bound's electronic filing cabinet
Collect Fees: While not required, you have the ability to collect fees for participation, equipment or team expenses during the registration process.
After getting a chance to see what your families will go through move on to setting up Activity Registration on your Admin site.
B. Help Doc - Registering Your Student for an Activity (For Parents and Guardians)
Our Help Center is filled with Help Docs that are available to you, your staff and coaches, and to your community.
Check out Help Doc: Registering Your Student for an Activity (For Parents and Guardians). Feel free to grab the url for this Help Doc and share it with your community as you provide information and resources to support them in their usage of the Bound Platform.
C. Complete Activity Registration in the Bound App
Activity Registration is now available in the Bound App on mobile devices.
If a Family Dashboard has already been created in a browser using the same email address to log in to the Bound app, that Family Dashboard will be displayed.
If a Family Dashboard has not been created the user will be prompted to do so after clicking Register for Activities.
Click on this link to learn more: Create a Family in the Bound App.
After a family has been created registration for activities can continue. Click the this link to view the help doc on Registering for Activities in the App.
Feel free to share these help docs with your families.
Part 2 - Setting Up Activity Registration
Progress through the following phases and tasks one by one and learn how to set up Activity Registration for the programs at your school. We'll provide a series of videos and help docs from our resource center to assist you in your set up.
Start by Navigating to the Student Database, the graduation cap, to set up and manage Activity Registration.
Click on "Registration" in the gray secondary taskbar
Remember to work left to right in the horizontal task bar when setting up modules in Bound. Start by clicking on the "Setting" tab.
Reminder, these are the initial steps you must take when starting registration for the first time:
Choose, set and save "General Settings"
Choose, set and save "Student Settings"
Collect all documents in digital format that your families must fill out and return to complete registration at your school.
Set up these Documents in the "Document" area to make them available to attach to each Registration at the Program level.
Set up "Questions"
Set up Yearly Activity Registration Fees or Tiered Discounts & Maximums and any Discounts that will apply to your Registration Process.
Create Registrations "Setups" for each program
Prepare to promote Activity Registration in your community by clicking on "Share Link" for the URL and a downloadable flyer with a QR Code that will direct your community to the proper place to register.
Please note that you will come back to the "Registration" page under the Student Database to enter cash payments or view registrations for your students in bulk. However, you will manage and clear students for participation from the Program of Choice Program > Students Page.
Step 1: Set General Settings
Watch this video to learn about setting GENERAL SETTINGS for your Student Registration. These General Settings will be applied to all program registrations in your organization.
1. Student Connection Settings:
First a school must decide how to populate their student database. Do you want to allow families to add their students manually to the database or does the school want to pre-populate the database through either a student import or through a SIS integration. (SIS Integration rates do apply)
There are pro's and con's to both methods of population.
When you allow families to manually add their students there are no road blocks to getting them signed up for participation. They add their student and proceed with registration.
When you allow families to manually add their students there is the potential they will create duplicate student profiles in your database that need to be merged by school staff.
When you allow families to manually add their students you have the potential for inaccurate student listings that do not match your SIS systems due to typo's on Student ID's or other fields.
If you upload/import your students you need a process to ensure all students are in the database so they can be discovered and claimed by their guardians. That upload needs to be repeated with incoming classes or transfer students.
If you upload/import your students your families will need to know how their name is spelled in your system with correct punctuation and/or their Student ID depending on your Student Search Method.
If families do not know their Student ID is your staff prepared to receive and answer those discovery phone calls.
If you would like to further discuss or learn more about population of your database choices please reach out to support@gobound.com, your Onboarding Lead or your Account Manager.
2. Student Search Method:
Choose either Allow Search by Name OR Require Student ID to connect to existing student records in your database.
When you choose "Allow Search By Name" the guardian will see all students in your database with the same last name that was entered when you added your child to your family dashboard.
We recommend you choose "Allow Search By Name" if you Allow Manual Student Creation.
OR
When you choose " Require Student ID to Connect" the guardian will need to enter the correct Student ID to discover and claim their student. Keep in mind guardians must know their students ID number and if they don't they will call the school to learn what it is. This is the most secure method for your student database but it can also trigger numerous questions to the office.
Customize the label shown to families during the initial family account set up to request the Student ID be entered. Bound recommends "Student ID" but feel free to change if your school uses a different name for this identification number.
3. Lock Students with Physical Documents:
When enabled, students with an uploaded physical document cannot be connected to additional families. This protects sensitive health information.
To allow a second family to discover and claim a student they must be invited by either the school or the primary owner of that student.
CAUTION: Schools should not upload pictures or scans of physicals or other documents until the student has been discovered and claimed by a guardian. If these scans are put in the students record before they are a member of a family dashboard/account the student record will be locked and an invitation will need to be sent by the school.
4. Restrict Student Settings:
A school has the choice to block student registrations for unpaid fees or eligibility issues.
A help doc showing theses restriction toggles as well as "How to Add Eligibility Issues for a Student" can be viewed by clicking on this link: https://intercom.help/boundhq/en/articles/14443027-setting-restrictions-in-your-registration-settings
5. Payment Processor Settings:
Choose the Stripe Account that registration fees will be disbursed to.
Toggle on the "Pass Processing Fees to Families" if you are upcharging or adding the fees on top of your set registration fee.
These settings must be in place before a registration can go live.
This settings must be completed regardless of whether you charge for registrations or not.
To learn more about setting up Bound Payees click on this help doc link:
https://intercom.help/boundhq/en/articles/12826524-setting-up-your-first-payee-and-adding-additional-payees
6. Cash/Check Payment Settings:
If your school plans to allow payment by Cash or Check Toggle this function on. Then fill in any relevant instructions for payment. Next enter the Cash Payment Due Date.
If you open all your registrations for the entire year at one time, consider putting individual season deadlines under the Cash Payment Instructions Field. Then set the Cash Payment Due Date for the final season of the year.
If you open your registrations one season at a time you can set and reset the Cash Payment Due Date by season as your registrations are ready to open throughout the year.
7. Grace Period Settings:
Schools choose when their registrations open and the amount of time they are open and accepting registrations. Setting up a Grace Period allows families who have started but not completed their registration to come back after the registration has closed and still complete the registration.
After the Grace Period has ended pending or incomplete registrations will expire and need to be removed by the family.
Click on this help doc to learn more about setting Grace Periods:
https://intercom.help/boundhq/en/articles/14060901-grace-period-for-an-activity-registration-setup
8. Complete the process of setting up your General Settings by clicking "SAVE SETTINGS" at the bottom of the page.
Make sure you click "SAVE SETTINGS" anytime you make changes to the General Settings page.
When you copy your Documents, Questions, Settings and Registrations forward to the next academic year you MUST "SAVE SETTINGS" for them to be valid in the new year.
Step 2: Set Student Settings
Watch this video to learn about setting STUDENT SETTINGS for your Student Registration. These Student Settings will be applied to all program registrations in your organization.
Student Settings are the questions or information that must be provided as a part of the registration process.
Choose from: Hide, Readonly, Request or Require on each question.
Hide: The field will be hidden from the registration and not seen by the families as they go through the process.
Readonly: The field will display data that has been previously entered and can not be changed by the family as they go through registration.
The most common Readonly field is the Student ID.Request: Is just that - a request for information. A family can proceed through registration without putting anything in that field.
Require: A field that is marked required will be marked with a red asterisk (*) and the information must be inputed. The family can NOT proceed through registration without putting data in the requested field.
A registration can not achieve the Green "Completed" status nor the the Green "Final" Status banner under a program>students page until the family has inputted data into all Student Settings field according to the rules above.
Refer to Bound's help doc on "Recommended Student Settings" by clicking on this link:
https://intercom.help/boundhq/en/articles/10925226-student-settings-recommended-for-activity-registration
Step 3: Setup Documents in the Global Document Area
Documents that require signature or submission in order for a student to register for participation at your school must first be set up in the Global Document tab under Registration on the Student Database Page.
Prepare to setup your documents by first collecting a digital copy. This may include digital copies in other languages as well.
Next navigate to "Documents" in the horizontal task bar on the Registration page under the Student Database to set up these documents. Once they are set they will be available to attach to each registration at the Program level or to attach to Camps.
Watch this video to learn more about setting up your Global Documents.
Refer to this help doc for guidance on how to set up your states physical validation rules when adding a physical document to your global library.
https://intercom.help/boundhq/en/articles/14232295-guide-to-my-state-s-physical-validation-rules
Step 4: Setup Questions
Bounds Activity Registration can accommodate custom questions your school may choose to ask.
Watch this video to learn about Questions and their setup.
Then click on the help doc for step by step directions on how to set up Question Groups and the Questions within these groups.
https://intercom.help/boundhq/en/?q=Questions
Where to View question answers: The answers to Questions that are asked during the registration process can be viewed in two places.
From a downloaded CSV file on the Program>Students page:
Navigate to the Program>Students page
Click on Manage Students in the top right corner.
Click on Download CSV file. This will download the information and question answers for each student listed on that Program>Students page.
2. From within the Program Registration Set up under the Questions Page.
Navigate to the Setups page under Registrations in the Student Database.
Click the Green Arrow in front of the program you wish to view the question answers for.
Click on Questions in the horizontal taskbar
Click the Down Arrow next to the question you wish to view the answers for.
The Questions feature is set in the same manner and is available for use under the following Bound processes:
Activity Registration
Ticketing
Stores
Camps
Step 5: Setup Registration Fees (Optional)
Fees for Registration are optional. If you do not charge Registration Fees to participate at your school please mark this step complete and move on.
If you do charge fees at your school Bound will streamline the collection of participation fees, equipment or team expenses and you have the ability to generate reports for reconciliation and see at a glance which students on your Program>Students page need to complete payment.
Fees can be assessed to your Registrations two ways. A school must choose which method of assessment they want to use. The two methods can be used simultaneously as long as discounts and tiered maximums can be applied to all types of registration fees.
*Example: If you charge a yearly registration fee and also charge an additional participation fee for football to help cover the cost of equipment. The football registration fee would be included in the discounts and maximums the system is allowing. If discounts and maximums should not be given on the additional football charge you can not use both collection opportunities at the same time. The additional football participation fee can be assessed and payed by the family in a separate manner.
1. Apply a Yearly Registration Fee
A yearly registration fee is charged only one time on a students first registration for that academic year and the amount of that charge does not change regardless of how many activities a student registers for and participates in.
The yearly fee is assessed to and paid from the Family Dashboard.
In the case of two household families where the student is connected on separate family accounts. The fee will be assessed and show up on both families dashboards until it has been paid in full.
To set up the Yearly Registration Fee, navigate to the Registration Page under the Student Database and click on "FEE" in the horizontal taskbar. This is the same place where you are setting up General Settings, Student Settings and the Global Library for documents.
Give the Yearly Registration Fee a name. For clear reporting purposes be sure to include the year in the name.
Enter the Dollar Amount
Choose the Stripe Account the Fees should be disbursed to
Decide if you will upcharge the processing fee. This means the family will pay the convenience fee on top of the dollar amount you set above. If you want to upcharge the fee, turn the toggle on.
2. Registration Fee by Program or Option
Registration fees can be set up on individual program registrations. The fee can be one price for anyone in the program, or the fee can be different and is set up at the option level.
Refer to this Help Doc to learn how to set up Fees at the Program OR Option Level:
https://intercom.help/boundhq/en/articles/13928517-setting-up-fees-in-activity-registration
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A school also has the ability to assess fees to a student(s) after they have registered for a program from the Program>Students page or at any time from the Student Dashboard.
These fees may be additional registration fees due to tryouts or due to the need for a participation fee on top of the yearly activity fee.
Cut Programs/Tryouts: Schools may choose to have a student register for a cut program and participate in tryouts with only a small tryout fee or for a free registration. Then after the team has been rostered the school can assess the actual participation fees.
This process helps to reduce the number of refunds needed on a cut program.
These fees may be assessed for equipment, transportation or other reasons.
Refer to this Help Doc to learn how to Assess Fees from the Program>Student Page. In addition you will learn how to view fees or apply cash and check payments from Student Database. The Help Doc finishes off by displaying these assessed fees on the Family Dashboard.
https://intercom.help/boundhq/en/articles/14604401-assessing-fees-to-a-student
Step 6: Setup Discounts and Tiered Discounts & Maximums (Optional)
Discounts, Tiered Discounts and Student or Family Maximums on Registration Fees are optional. If you do not charge Registration Fees to participate at your school please mark this step complete and move on.
If you do charge Registration Fees at your school and you offer discounts or Tiered Discounts and Maximums there is a multi-step process to set these up.
Specific or Specialty Discounts:
First you will set up any specific or specialty Discounts you offer. For example, you may choose to offer 25% off a registration for students of staff members.
Navigate to the "Discounts" page in the horizontal taskbar on the Registration page under the Student Database.
Next click Manage Discounts in the top right corner and choose +Add Discount in the drop down menu.
Click on this help doc and learn more about setting up individual Discounts:
https://intercom.help/boundhq/en/articles/14487472-setting-up-discounts-in-activity-registrationThere are two types of discounts:
Library Discount is one that can be "checked out" and applied to any individual program registration during the setup.
Global Discount is a discount that will apply to every registration setup in your system and does not need to be attached to the program registration setup.
Tiered Discounts and Maximums:
Tiered Discounts and Maximums can be set up in addition to regular discounts or in place of regular discounts. These are set by navigating to the "Registration Page" under the Student Database, then click on "Settings" in the horizontal task bar and "Tiered Discounts and Maximums" in the drop down menu.
Click on the this help doc link to learn more about Tiered Discounts and Maximums.
https://intercom.help/boundhq/en/articles/13917721-family-and-student-maximum-fees-and-discounts-within-activity-registrations
Family Maximums: Maximum total amount a family will pay across all students and registrations.
Student Maximums: Individual students will not pay more than the specified maximum amount across all their registrations in a school year.
How it works: When a family or student approaches their maximum, automatic discounts are calculated and applied to reduce the amount owed. Both limits can be enabled simultaneously - the system will apply whichever results in the greater discount for the family.
All registration fees whether yearly, or by program will be included. This includes fees that are accessed after tryouts from the bulk tool on the Program>Students fees. (For more information on assessing fees after tryout reach out to your Onboarding Lead or your Account Manager).
Multi-Activity Discount Settings: Configure discounts for students participating in multiple activities. The highest tier reached is applied evenly across all items in the cart.
Students receive discounts based on the number of activities they register for. The discount is split evenly across all items.
The scope of the discount can be set one of two ways:
Current Cart only: A good example of when to use this is if your school offers Buy One Get One Free when registering.
All Registrations in School Year: Use this choice to consider any registrations the student may do throughout the year. We don't want to penalize a student who registers for football and basketball and then decides to comeback and register for a spring sport.
A school must choose which registration to apply a 100% free discount too when this level is achieved. Do you give 100% free on the most expensive registration the least expensive registration.
Discount Tiers: Configure the discount for each tier. When a student reaches a tier, meaning they have that many activities in their cart, that discount is applied evenly across all their items in the cart.
Free and Reduced Lunch Discounts: Configure automatic discounts for students who qualify for Free and Reduced Lunch programs.
Free and Reduced applications and information is considered confidential and a Bound Admin User must be given the permission to view and manage that data specifically. This permission is not included in All Permissions"
Students must have a Free & Reduced type set on their profile to receive the discounts enabled under the Free and Reduced Lunch Discount heading.
>>Click on this link for a help doc on Setting Free and Reduced Lunch Discounts and how to granting Free and Reduced User Permissions to an admin user on your staff:
https://intercom.help/boundhq/en/articles/13917721-family-and-student-maximum-fees-and-discounts-within-activity-registrations
Step 6A: Free and Reduced Student Discounts (Optional)
Bound has added the ability to offer discounts to Free and Reduced students in your system and the information can be kept confidential through User Settings.
For students who qualify for Free and Reduced Lunch programs.
The students must have a Free & Reduced type set on their student profile to receive these discounts.
This designation is hidden except to the User with the permission to set and view this data.
Click on the help doc that details how to set up the user permission and how to set the Free & Reduced type on the students profile.
https://intercom.help/boundhq/en/articles/14488264-how-to-set-a-student-to-free-and-reduced
Next, under the Tiered Discounts & Maximums page in the horizontal taskbar under Registration in the Student Database a school must set the Free and Reduced Discount Settings.
How it works: Each student's Free & Reduced type determines which discount they receive.
Students with the Full type receive the Full discount.
Students with the Partial type receive the Partial discount.
Step 7: Program Registration Setups
The final phase in setting up Activity Registration is to configure the registrations under each program your school would like to offer registration for. Follow these steps to prepare and complete the configurations:
Decide on Open and Close Dates for each Program Registration:
Evaluate when you want to open registrations and make a list of when each program registration should start or open up and the end date. Start and End Dates represent the window of time during which your families can register for that particular program.
Some schools will start all registrations for the entire year on the same day and then close or end the registrations about two weeks after the first day of practice or shortly after the first competition.
This makes it possible for a student to register for all activities they plan to participate in that academic year at one time.
When a student starts a registration they are automatically connected to that program and their listing will show up on the Program>Students page. Their listing will show even if their registration is not completed and it's status is Pending, which is indicated by the red banner.
If you are collecting fees through Bounds registration process you may wish to open the registration closer to the start of that season.
Registration start/open dates and end/closing dates are at the discretion of the managing school. They can be reopened or closed at any time.
Bound also recommends that, if at all possible, you close all registrations for the current academic year approximately 30 days before you open up registration for the next academic years registration.
Setup each Programs Registration, Option(s), and attach Documents, Discounts and Questions as needed.
Here are the Steps to Follow:
1. How to Create Program Setups:
Under the Student Database>Registrations Page click on"SETUPS"
Click Manage Setup in the top right corner and click on +Add Registration Setup in the drop down menu.
The academic year is grayed out and should match the academic year you are currently working in.
"Status" should be set to active.
>Note: After setup if you are no longer using this registration setup and need to make it not visible to the public change the Status to Inactive and hit save at the bottom of the page.Program: Choose the correct program from the drop down menu.
After you have chosen the program the Registration Name will prefill. You can edit and change the name as needed.
Add a Description for this registration if you choose, though this step is not required.
Add a Disclaimer for this registration if you choose, though this step is not required. If you are charging for registrations Bound recommends that you list your refund policy in the Disclaimer section.
Set an Optional Passcode to limit registrants assess. If you do not want the registration to be passcode protected leave this field blank. (For more details on Passcode protection - watch the attached video)
Set the Open and Close Dates.
Set Registration Fee, Max number of registrants and choose the Payee from the drop down.
A registration fee set here at the program level acts as a default and will charge that amount if individual registration fees are NOT added to options.
If a registration fee IS set on a Option it will override the fee listed in this field at the program level.
Click Create Registration Setup
2. Saving Registration Setup:
After you have created the Program's Registration Set you must finish this step by verifying the information is correct and setting the Co-Op Visibility. When Co-Op Visibility is enabled, students from co-op schools can see and register for this activity under their HOME/Enrolled school and do not need to come to the Co-Op's host school registration page to register.
A blue checkmark indicates the Co-op Visibility is on.
Click Save Registration Setup at the bottom of the page.
3. Click on Options in the horizontal task bar:
Click +Add Option in the top right corner of the admin page.
Give the Option(s) a Name.
The name should be an identifier as to who should be registering and for what.
>ie: HS Girls Golf Registration (9-12)
>ie: You may have two options to sign up for Girls Volleyball:
>HS Girls Volleyball
>MS Girls VolleyballNote/Optional: Some schools will add an option for Team Managers to register and complete the necessary documentation.
Set any applicable Fees.
Set Max Registrants if applicable.
Click Save Option and repeat if additional options are needed.
Options are an "OR" - the student can sign up for one option OR the other,
A school can have more than one registration with an option under a program
For Example:
>Fall Cheer and Winter Cheer can be set up in two separate registrations under your Cheer Program.
>Fall Cheer will be one registration with two options: HS and MS
>Winter Cheer will be an additional registration with two options: Basketball OR Wrestling.
4. Attach Documents from the Global Library to the Registration
Click +Add Document in the top right corner
Select the Document from the Drop Down Menu
Attach the document to the correct option(s) by clicking on the option name and highlighting it green.
**The most common mistake made when setting up registration is forgetting to attach the document(s) the options. Make sure they option name is highlighted green.Click Save Document and repeat until all documents are attached to the options for this registration.
Verify what documents have been attached to the options and the document category and required status by looking at the Documents page under the Programs Registration.
5. Setup specific Discounts and Questions for a program as needed.
Discounts and Questions can be created from scratch under this registration or they can be attached from the Discount or Question Libraries.
When attaching from a Library choose the information from the drop down and then click on the option name and make sure it is highlighted green.
Repeat this process for each Program you wish to have a Registration for. This my seem cumbersome this first year. Keep in mind that next year you will be able to copy your registrations forward, proofread them and open them up.
Part 3: Schedule Review Call
Now that you have started your Activity Registration set up under each program. Please schedule a Review Call for your school with your Onboarding Lead or Account Manager.
We'll use this time to:
✅ Answer any new questions
✅ Review your General and Student Settings
✅ Review your Global Library of Documents and any Discount Setup
✅ Review the set up of each programs Activity Registration information
✅ Discuss population of your student database - what are your choices and how can we help.
💡 Most customers will get started on their set up and schedule this review for 1 day to 1 week later. This is a good way to hold yourself accountable to a time table of progress.
Part 4: Managing Your Students Registration Information
Learn How to Clear Students for Participation:
Now that you have data in your system you are ready to start clearing those students for participation. Watch this video to learn more on how to clear students for participation. Remember, from the Program>Students page, both you and your coaches will be able to view who's planning to participate, who needs to finish turning in their participation forms, or who has submitted payment to the school for their participation.
Follow this path when Clearing Students for Participation:
1. Bound recommends that you use Require Staff Approval on all "Request" documents.
View this help doc to learn how to Approve Request Document Uploads from the Student Database>Documents page.
https://intercom.help/boundhq/en/articles/12022916-approving-document-request-uploads
2. Next you will review your student registrations from under the Program page of each separate activity.
Navigate to the Programs page and click on Program under the activity, then click on Students in the gray secondary taskbar.
Click on this help doc to review additional information on Clearing Students for Participation:
https://intercom.help/boundhq/en/articles/12022862-clearing-students-for-participationAdditional Information on Clearing Students:
Review the "Understanding Status on the Program Student Page" help doc to learn about the Status column on the Program page and confirm the notifications that are sent to parents.
https://intercom.help/boundhq/en/articles/12005481-understanding-status-on-the-program-student-page
Rostering with Activity Registration
When a student registers to participate through Activity Regisgtration they are "signing up" to play. Only after they have been cleared for participation, and actually show up to practice can they earn their spot on the roster. Rostering is a separate step that is completed by either the coach or the Activities Office after practice for the season has started. Bound recommends that students not be placed on a roster until after 1 week of practice. This allows ample time for the the Activities Office to "Clear" the student(s) for participation.
Once a student has started the registration process their name and contact information will be connected to the program they have registered to participate in. That means the school can now communicate, through Messenger at the Program Level, with all students. This communication connection is valid even if the student has just started the registration and has not yet completed it. The communication connection is valid as soon as registration opens up and students start to sign up. See the next task for more information on Messenger.
Rostering is completed at the Team Level for a program. Click on the team, then click roster in the gray navigational bar. Next you'll manage athletes, choose the registration option and toggle on any athlete that is cleared for participation.
Check out this help doc for more specific directions.
https://intercom.help/boundhq/en/articles/10073355-managing-your-team-s-roster-school-uses-activity-registration
Accepting Cash/Check Payments for Activity Registration Fees
If you are accepting Cash/Check Payments for Registrations Fees connected to the Program Registration Setups please click on the link below and learn the process for Manually Entering Cash/Check Payments for Activity Registrations.
Merging Students in your Student Database
From time to time we have duplicate student profiles in our Student Database. If this happens you can Merge their profiles into one.
WARNING: This action can NOT be undone. So proceed with caution.
PRO TIP: The number one proofreading tip is to read out loud so that you actually hear what the words and letters say. Our Pro Tip is to read all names out loud as you are completing the merge process. This will ensure that you don't merge two names that are very similar.
Click the link below to view a help doc on Merging Students in your Student Database.
Part 5: Promoting Activity Registration in Your Community
Craft a Gameplan for promoting Activity Registration in your Community
Your Activity Registration will be successful if you take the time to craft a Gameplan to promote and educate your community on how and where to get signed up in Bound.
Consider a multi-pronged campaign that combines direct email messages to your parents and students, social media posts, flyers posted in key areas, newspaper articles, and reminders at parent meetings.
Include multiple releases of the Activity Registration information over a period of time.
Emails:
Consider adapting this generic email that you send to your community about your move to become a full partner with Bound.
https://docs.google.com/document/d/1wtZOHOSKE6GYRyNPF4krSSA-5C4J_iP_5B9Yw18xGS8/edit?usp=sharing
You might send a shorter email version, specific to Activity Registration and include this video link to give an overview of the Activity Registration process:
Be sure to include opening and closing dates or expectations.
Social Media Posts and Printed Flyers in Key Areas:
Consider using your school specific Activity Registration Graphic - complete with a QR code to promote signing up to participate.
Watch this video on Bounds Share Link feature that includes a printable graphic for you to use.
To find your link and registration graphic - navigate to the Registration Page under the Student Database and click on Share Link in the horizontal taskbar.
Additional Help Docs for Families
Bounds Help Center offers a variety of resources to support families as they navigate the registration process. We encourage you to review these articles to better understand the steps families need to complete.
These help documents, along with those listed earlier in this training, can also be useful to share directly with families when sending reminders or assisting them through registration. Using these resources proactively can help reduce confusion and improve completion rates.
How to Upload a Physical
https://intercom.help/boundhq/en/articles/8288335-how-to-upload-a-physicalHow to Add a Child to a 2nd Family
https://intercom.help/boundhq/en/articles/13687609-how-to-add-a-child-to-a-2nd-familyUploading a Replacement for a Rejected Document to your Family Dashboard
https://intercom.help/boundhq/en/articles/13861889-uploading-a-replacement-for-a-rejected-document-to-your-family-dashboardRegistering to Participate at a Co-op School
https://intercom.help/boundhq/en/articles/10087990-registering-to-participate-at-a-coop-school
Part 6: Caution: Pot Holes You can Create in Activity Registration
Caution: Assisting a student with registration on your personal or school device.
If you must assist a student with registration it is important that you do NOT let a student use your personal or school device to create an account and try to register. Registration information is specific to their families dashboard and you can get yourself connected to their family.
>Instead have the student use their own personal device or school issued device to complete the registration. But remember, Activity Registration is the process through which the students Parent/Guardian agrees and acknowledges they understand the risks of participation and certify they take responsibility for those risks. Therefore, assisting students with registering themselves is discouraged.
If you have questions on how you can assist students in unique situations, please reach out to Support@gobound.com for suggestions.
Caution: Do not encourage students to start their own family dashboards.
Activity Registration is designed for the parent/guardians to take responsibility for their students registration and sign off on releases as needed. Because of this, do NOT go to practice and instruct your students to start their family account. Instead communicate directly with their parents/guardians your expectations and just remind the students at practice to go home and work with their parents/guardians to get registered.
Caution: Make sure a Student has been "Claimed" before uploading a picture of a document.
When you upload copies of physicals or other documents you are adding confidential information to your students file. Do NOT upload a picture of a document, especially a physical if the student has not been "Claimed" by a parent or guardian that now has access to manage their student. If you do so, you will LOCK the account down and the guardian will not be able to access their student.
To check if a student has been "Claimed" and has a parent/guardian managing their account follow this path:
Click on the Student Graduation Cap to get to your Student Database.
Find the student and click on the green arrow in front of their name.
In the horizontal task bar, move your cursor to the right and click on "USERS".
>If the student has been claimed by a parent or guardian you will see their contact information listed there with the parent identifier.
>If you do not see Users listed there with the identifier of parent, do NOT upload a physical scan/picture. You will lock the account and need to send an invite to the guardian for access. You can upload a date, but do not upload a scan/picture.
Caution: Adding Students that Have NOT Registered to the Roster
If a student is added to the roster that has not registered they will automatically be added to the Program>Students page. These students will be listed as "pending" for participation on that Program>Student page and will not have a registration banner listed. You will need to clear them for participation as you do with other students. In addition you will need to change their roster status from "Pending" to "Active" or they will not show up on the public roster.
It is very important to education your coaches to NOT roster kids who do NOT show up as registered for their activity or cleared for participation. Even if the student is their star player. Instead the coach should encourage the student's family to get them signed up to participate and complete the needed documents for participation.
Part 7: Messaging is Available Across the Bound Platform
Activity Registration Sets Messenger up for Success!
Bound's Activity Registration product sets up coaches and administrators for success when it comes to messaging. During registration, contact information will automatically be connected to any program that student signs up for.
Coaches and administrators can message students and parents from various levels within Bound, beginning from the program level of an activity. Messaging from the program level lets you communicate with all students or their parents who have signed up for that program even before they have been rostered.
Coaches also have the choice to message from the team level. The group of followers at the team level would include all students and their parents rostered to just that team.
Lastly, your administrative team can message at the school's global level, which is found under the Student Database.
Click on the help doc below to view messaging steps at the Program Level, the Team Level and the School Level.
Create Custom Groups in Bound for Messaging
Bound allows you to create custom groups at the program level, the team level and from your entire student database. Some presets are already available, however, feel free to create custom groups to meet your needs.
After your coaches are added to the system they can be put in a custom group that allows you to message your entire coaching staff at one time. This Group of Coaches would be located under the Student Database.
Messages are sent to the community and family users three ways.
They will receive their messages by email.
If they put their phone number in their Bound account profile they will receive a text message.
If they are logged into the Bound App they will also receive a message notification in their app.
Messages are a one way, secure communication that does not share recipient information with others on the message. However, a recipient can return an email to the sender of the message.
Check out the help doc below to see how Custom Groups are created.
Part 8: Wrap Up your Activity Registration Set Up
Congratulations! You've completed "Activity Registration Set Up"!
This training was designed to get your school's Bound Activity Registration set up and ready to clear students for participation. Next steps for you include:
Continue using Bound daily, just like the students in your classrooms and on your courts you will improve your skills and get better everyday.
Ask questions or get help from Bound's Support Team using the Green B
Create a test student in your student database and then create a test family to manage that student. This will help you become more familiar with the process and help you answer questions from your community.
When completing the students information, do not use your schools admin account for the Test Students email. Use your personal email so that you can experience invites and communication as your students and their families do.
If you need assistance creating a test student reach out for assistance.
Your Onboarding Team and Account Managers are here to help! If you have questions or need assistance contact support@gobound.com and we'll get you moving forward.