Default registration settings apply across all your programs and seasons, giving you a central place to configure the baseline experience for every registrant. Manage all settings under Settings > Registration > Participant Reg.
Note: Some of these settings can be overridden at the season level. Where applicable, this is noted in each section below.
Registration Welcome Message
The Welcome Message is the first thing registrants see when they log in to the registration system.
Navigate to Settings > Registration > Participant Reg > Registration Welcome Message.
Click the Edit icon to open the text editor.
Format your message using the editor, or paste text from a third-party source using the Paste as Plain Text or Paste from Word buttons.
Click Save.
Tip: You can add hyperlinks to documents on your website or another site, and use the Source button to add custom HTML if needed.
Default Registration Waiver
The default waiver is presented to all registrants during the registration process.
Navigate to Settings > Registration > Participant Reg > Default Registration Waiver.
Click the Edit Waiver button.
Enter or update your waiver text and click Save.
Override at the season level: If a waiver is set up within a specific season, it will override the default waiver. Only the season-level waiver will display to registrants for that season.
Past Due Payments
If enabled, Admins can set a grace period for registrations with past-due payments, which sends an email informing them that their payment is now considered past due, along with a link to log into their accounts and resolve the outstanding balance.
Click here for more information about configuring past-due payment settings.
Donation Settings
Allow registrants to make optional donations during the registration process.
Navigate to Settings > Registration > Participant Reg > Donation Settings.
Click Edit Donations and toggle donations on or off for your organization.
Enter an optional custom message to encourage donations.
If you've set up accounting codes, assign one to track donation funds in your reports.
Click Save.
Tip: If you haven't set up accounting codes yet, you can come back and assign one at any time.
Accounting Codes
Set up accounting codes so your organization can track and manage how much money has been received (grouped by the respective accounting code) during the accounting reconciliation process.
Click here for more information about using Accounting Codes.
Registration Payment Options
Configure which payment methods your organization accepts for registration.
Navigate to Settings > Registration > Participant Reg > Accepted Payment Options.
Select the payment methods you'd like to accept: credit card, cash, and/or check.
Assign an accounting code to track processing fees if applicable.
Click Save.
Note: If the credit card options are greyed out, that means your merchant account has not 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
Registration Confirmation Message
The confirmation message is sent to registrants via email after they complete their registration. It includes payment receipts and program details.
Navigate to Settings > Registration > Participant Reg > Registration Confirmation Message.
Click Edit Message.
Use the text editor to create your message, or paste from a third-party source using the Paste from Word button.
Click Save.
Override at the season level: You can add a separate confirmation message within a specific season's Setup. Seasonal confirmation messages are appended to the global confirmation message; they do not replace it.
Note: The Registration Welcome Message and Confirmation Message serve different purposes. The Welcome Message appears when a registrant selects a program to register for. The Confirmation Message is sent by email after the registration is completed.
Registration Outgoing Email Address
This is the email address used as the sender for all registration-related emails, including confirmations and notifications.
Navigate to Settings > Registration > Participant Reg > Registration Outgoing Email Address.
Click Edit Email.
Enter your organization's outgoing email address and click Save.
Registration Confirmation BCC
Allows an Admin to set up email addresses that are BCC'd 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.
Tip: If you allow the public to register online and indicate they will pay via cash/check, consider putting them in a “pending payment” status with this feature to avoid team placement until payment is received and the registration is “active.”
Click here for more information about managing check/cash statuses for your registrations.
Manage Coaching License Values
Track which members of your Volunteers/Coaches hold a Coaching License by adding license types. When licenses are added, admins can then enable seasonal volunteer/team staff registrations in Season Setup.
Click here for more information about coaching license configurations.
Volunteer Roles
Define the volunteer roles available across your organization. These roles are then assigned to specific programs within each season's settings.
Navigate to Settings > Registration > Participant Reg > Volunteer Roles.
Click Add a New Role to create a new role.
Default roles: Three roles are built in and cannot be deleted: Assistant Coach, Coach, and Team Manager. You don't have to use these defaults if they don't apply to your programs.
Custom roles: Add as many custom roles as needed. Custom roles can be edited or deleted at any time. Once your roles are set up here, assign them to your seasons under each season's volunteer settings.
Volunteer Opt-Out Fees
Charge a fee to households or participants who choose not to volunteer. This is commonly used as a "work bond" to encourage volunteer participation.
Navigate to Settings > Registration > Participant Reg > Volunteer Opt-Out Fees.
Click to create a new fee or edit an existing one.
Key configuration options:
Collect upfront: Check this option if you want to charge the opt-out fee to all households at the time of registration, regardless of whether they volunteer. Organizations typically use this to collect the fee upfront and then refund or credit it once the member has fulfilled their volunteer commitment.
Choose the frequency:
Once per Household per season: Charged every season, but only one time per household within the same season
Once per Household for ALL seasons using this fee: Charged once across multiple seasons that share the same opt-out fee. Ideal for organizations that want to charge once per year across both Fall and Spring seasons. Apply the same fee to both seasons under their volunteer settings.
Once per Participant per season: Charged every season for every participant, even if they're in the same household
Once per Participant for ALL seasons using this fee: Charged once per participant across multiple seasons sharing the same fee
Important notes about cloning:
If you clone a season and want to reset the opt-out fee so it charges again, create a new opt-out fee for the cloned season instead of reusing the existing one
When moving from one seasonal year to the next (e.g., Fall to Spring of the next year), you may want to create a new fee so households are charged again for the new year
When staying within the same seasonal year (e.g., Spring to Fall), you may want to clone the fee so households aren't charged twice
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's email and/or post them on your website.
Manage Team Type Values
Admins can create and manage custom team types for teams across all clubs and/or programs and seasons. Team types can be created per each organization’s requirements or seasonal needs. If associated with a state association, this area will display team types as determined and assigned by the association.
Click here for more information about creating and managing team types.
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.
Credit Card Service Fee Message
Customize the message registrants see about credit card service fees during the Review and Pay step at checkout. This is a good place to explain why the fee is applied and what it covers.
Example fee message during registration:
