If you are a Site Administrator, you can create a customized season structure in Participant Reg to match the setup of your program exactly.
Customizing the Season Structure
1. Within the Season Registration Setup, click on the Structure tab.
2. Click on the edit icon at the season level.
3. Select Add Level to start defining how your season will be structured. The most common structure for programs is Season > Gender > Age Group, but it can vary depending on organizational needs. See examples below:
A typical Rec league may have levels that look like: Season, Gender, Age Group.
A typical Competitive league may have levels that look like: Season, Gender, Age Group, Division, Team.
Note: Competitive age groups are usually based on Year of Birth. You will map each age group to the proper state association age group upon sync.
A typical Camp or Training program may look like: Season, Location, Course, Week/Time.
4. Next, select the Required Fields tab. Check the boxes if you would like to make participant photos and/or birth certificates required for all registrants to submit along with their registration. (Optional but recommended for competitive programs.) Photos will sync to the state system for player carding.
Note: OTTO Sport has imported the Proof of Birth verifications for your players from your state system. If the player’s proof of birth = YES, the birth certificate will NOT be required, even if this box is checked.
Building out the Season Structure
1. Within the Season Registration Setup, click on the Structure tab.
2. Click the Add button at the season level to add a gender grouping. (i.e. boys, girls, co-ed.)
3. Once the gender groupings are created, click the Add button for each gender grouping for each age grouping within the gender grouping. (i.e., 2016, 2017, U9, U10)
4. Click the edit icon on any of the grouping nodes created to:
Create custom open and close dates for a specific grouping (if applicable).
Edit eligibility based on gender, date of birth range, or custom eligibility.
Note: If you are using team invitations for your Competitive Program, the eligibility step is NOT NEEDED.
5. Add grouping-specific fees (if applicable). Note: You can apply different fees to different groupings by selecting one or more of the fees previously set up under the Fees & Discounts tab. You’ll need to make sure the “automatically apply fee to all registrations” setting is first disabled on the fee.
Once your structure is complete, you can edit the seasonal groupings to add eligibility, tie fees to the grouping, set up invite lists, add seasonal grouping admins, and more.