Create a User Profile
Before the launch of your system, our Support Team will provide you with a username and password to grant Administrator-access to the system.
Change Login Credentials
Start in My Account
Make sure you are in the My Profile Information tab
Click on Manage Profile
Continue with the Manage My User Profile button
All User Profiles are managed in the same platform - allowing one universal login to all OTTO Sport-powered platforms you may utilize.
In the Login & Security section, you can:
Update Username
Change Password
Delegate Administrator Roles
Start in Settings > Permissions > Org Roles
Add Full Admin Users To Existing Roles:
Make sure the Full Admin Access option is highlighted
Click on Add User to Role button
Enter Login Email & Name
Add Limited Access Users To Custom Roles:
Click on Add New Role button in the User Roles section
Click the Create New Role button
Check off desired permissions for the new role
Customize your Default Registration Settings
It’s time to begin building your registration settings. These settings will apply to ALL programs and seasons unless otherwise customized in the Season Settings section. Once these are set, you shouldn’t have to return to this section unless you have updates.
Customize Your Registration Settings
Start on the Registration dashboard
Click on the Registration Settings tab
Registration Welcome Message: Registration Settings: Welcome Message
Default Registration Waiver: Registration Settings: Default Waiver
Past Due Payments: Registration Settings: Past Due Payments
Donation Settings: Registration Settings: Donations
Accounting Codes: Using Accounting Codes for Registration
Registration Payment Options: Choose the forms of payment your organization will accept. Note: If the credit card options are greyed out, it means your merchant account has not yet been set up. This usually takes a couple of days to set up on our end. Any inquiries about this can be sent to billing@ottosport.ai. You can also choose the accounting code to track processing fees paid with a specific code.
Registration Confirmation Message: Registration Settings: Confirmation Message
Registrations Outgoing Email Address: Registration Settings: Setting Your Outgoing Email Address
Registration Confirmation BCC: This feature allows an admin to set up email addresses that will be BCCed on ALL registration confirmation messages. If you wish not to receive these emails, please leave this default setting blank.
Manage Check/Cash Status: Options to decide if you prefer to have registrations that come in as cash/check registrations, but not yet paid, as either Pending Payment (default) or Active.
Volunteer Roles: Registration Settings: Volunteer Roles
Volunteer Opt-Out Fees: Volunteer Opt-Out Fee
Default Volunteer Message: Compose a custom message to display during the registration process to encourage families to volunteer, along with details about volunteer/team staff opportunities and related club policies. Similar to the registration welcome messages, there are two message levels available to customize: an overall site default and individual seasonal messages, which vary from season to season.
View Public Registration Link: When your organization is ready to accept registrations and/or donations, copy and paste these links into a member email and/or post them on your website.
Manage Team Type Values: Displays team types as determined and assigned by your organization.
Seasonal Data Synchronizations: Report of all programs/seasons that have been synced with another organization (e.g, your State Association/League). Run this report to view any synchronizations that have been established across your entire organization.
Set Accepted Payment Options
Start in Settings
Click on the Registrations > Participant Reg
Click on Registration Payment Options and select Edit Settings.
Check off the forms of payment your organization will accept
If the credit card options are greyed out, it means your merchant account has not yet been set up. This usually takes a couple of days to set up on our end. Any inquiries about this can be sent to billing@ottosport.ai
Setting up your Season
Now that you’ve set up your default settings that will appear for ALL members, regardless of what program/season they may be registering for, it’s time to customize some of your settings for specific seasons (which may override the general registration settings).
Create a Program
Start in Programs
Click on Add Program, then enter program information.
2. To Create a Season Within a Program:
Select a Program
Click on Season Info > click on the mini menu and select Add New Season
Enter the Season Name and set it as the current season
3. Customize your Season Settings
Start in Programs > choose your program and season
Click on Seasonal Setup
Seasonal Registration Settings
Seasonal Date & Time
Click on Edit Dates/Times
Set dates with the adjustable calendar function
Set specific times with hour/minute slider
Set a season-end date
Contact & Medical Info
Click on Edit Options
Select Y/N to collect parent information, additional emergency contact info, and medical insurance information
Seasonal Welcome Message
Click on the Edit Welcome button
Type the message content directly to appear for the welcome message
Seasonal Confirmation Message
Click the Edit Confirmation button
Type the message content directly to appear for a confirmation message
Seasonal Waiver
Click the blue Edit Waiver button
Enter seasonal waiver. If no seasonal waiver is entered, then the domain default waiver will be used for the season.
Included Printable Forms
Click Edit List to add/manage forms
These Printable Forms will be included during registration
Installment Payment Options - if applicable
Click on the Edit Payments Options button
Select up to 15 total installments
Choose between default dates & custom dates
Default Dates: Payments depend on the initial registration date
Custom Dates: Every registrant pays on the same date
Pay by Date: Site Admins can select a specific day to charge the installment.
Multiple Registrations Option
Edit Option button
Allow multiple registrations for this season from the same registrant
Deny multiple registrations for this season from the same registrant
Financial Aid - if applicable
Click the blue Edit Options button
Toggle button ON to allow registrants to apply for financial aid
You can approve/deny requests as they come in
Previous Season
Option to automatically add players and teams based on assignments from a previous season. If set to yes, there is also an option to automatically add the player’s previous uniform number.
Seasonal Data synchronization
Click Add a Seasonal Sync
Choose programs/seasons to be synced with another organization (e.g, your State Association/League).
Set your Seasonal Fees & Discounts
Within the Seasonal Registration Setup, switch to the Fees & Discounts
Click on Add Registration Fee
Click on Add Discount Item
Customize Season Structure
Within the Seasonal Registration Setup, click on Groupings & Settings
Click the Edit button on the Season level
Check off Allow for Multiple Grouping Registrations if you would like participants to be able to register for several groupings/programs at once in a single registration (a good solution for camps and training programs).
Add Level defines how your season is structured, such as gender > age group > division or location > date > time
Click the Add button on the Season Node to add a Grouping
Click the Edit button on any of the grouping nodes created
Create custom open and close dates for a specific grouping - if applicable
Edit eligibility and fees specific to this grouping - if applicable
Make grouping invite-only - if applicable
Set user permissions for limited access to grouping management and team building - if applicable
Construct your Registration Forms
Set a form for a specific season
Within the Seasonal Registration Setup, switch to Player Form
Click Add Basic Form Item to customize a form from scratch
Click the Add From Template button to access a pre-made form
Edit Form Items
Hover over the form item you wish to edit and click the Edit button
Move From Items
Hover over the form item you wish to move
Click and hold the arrow button to drag items around the form
Create a form template
Start on the Form Builder dashboard, Form Builder Templates tab
Click the green Add New Template button
Click the Add Basic Form Item to customize a form from scratch
Click the Add From Template button to access a pre-made form
Edit form items
Hover over the form item you wish to edit and click the Edit button
Move form items
Hover over the form item you wish to move
Click and hold the arrow button to drag items around the form
Volunteer/Team Staff Settings
Within the Seasonal Registration Setup, click on Team Staff Reg
Click the Edit Roles button to include/exclude certain roles
New roles added under Registration Settings
Click the Edit Fee button to include opt-out fees - if applicable
Opt-out fees added under Registration Settings
Click the Edit Message button to customize the volunteer message
Customize your Volunteer/Team Staff Form
The same process as building participant forms
View your Public Registration
Once your settings have been adjusted to your liking, you’ll be able to preview the public registration process from the perspective of your registrants.
Preview the Public Registration
Start in Settings > Registrations > Participant Reg
Select View Public Registration Link
Click the Public Registration Preview button
After you’ve previewed your registration settings, please contact your Onboarding Specialist to double-check your settings before opening the registration to the public.