Administrators are able to move registrations across programs/seasons seamlessly within Participant Reg without having to refund and re-register players.
Once a registration has been created in one season, the Administrator can log into the system and transfer that registrant to a different existing season.
Within the Orders tab, Administrators can edit the Registration Info for Registrants and/or Volunteers.
When editing the information, the Administrator can choose a new Destination Program and Season.
If Teams have already been created within Registration Management, Admins can also select from available Groupings and Teams when transferring a registrant.
The System auto-generates a "map" that matches the existing Item IDs from the original completed registration form to the new season's questions. If the Item ID from the original season matches the Item ID for the destination season, the fields will link and appear in grey.
For example, when asked for "Shirt Size?" on the original season's registration form, the registrant responded "Small." The System will automatically locate the identical/similar question on the new season's form with the same Item ID ("Shirt Size?") and match the response ("Small").
However, if a question was asked on the completed form and was not addressed on the new season's form, the question will be highlighted, and the Administrator must decide whether to "Orphan" or "Delete".
In case there are saving issues during this process, review all highlighted mapping questions and ensure all required fields are completed. Unanswered mapping questions can prevent the system from saving changes.
A question should be set to Orphan when the current season's answer is relevant to the destination season. Selecting Orphan will create a new column under the destination season's Registration Management. Any field that cannot be mapped will default to Orphan.
Should orphaning fail to save, confirm that all required fields and mapping questions are appropriately addressed, and save each category individually.
If the question is set to Delete, the current data will not be transferred to the destination season.
If a registrant and volunteer are placed on the same order and the Administrator moves one to a new season, a pop-up reminder will appear prompting the Administrator to also move the associated record.
Additionally, when moving a player to a new program, scroll to the bottom of the 'Move Player' page to locate and complete any 'Map to Destination' questions before saving.