It’s time to begin building your registration settings. These global 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 global updates to make.
Customizing Registration Settings
From the navigation, select Settings > Registrations > Participant Reg.
A list of settings will appear for you to configure for your registration. Settings in this area are global and will be seen by all registrants regardless of the type of program they are registering for. An overview of each setting can be found below:
Registration Welcome Message: This custom message is the first screen that all members will see when they first log in to the registration system, regardless of what program/season they may be registering for. This message should be a generalized message that applies to all members and all programs.
Default Registration Waiver: This is the default waiver that will be shown to all members during the public registration process. Members will not be able to complete their registration until they check off and acknowledge the waiver here. Note: There are also options to create season-specific waivers when managing any season within season settings.
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.
Donation Settings: If this feature is ON all members will be presented with the donation screen during the registration process. They can choose a default donation amount, a custom amount, or choose not to donate at this 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.
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: Message displayed once registration has been submitted. Note: If you wish to customize a separate confirmation message at the program/season level, you can do this within the Season Settings while managing any of the seasons for your current programs.
Registration Outgoing Email Address: This is the email address that will be listed as the "from" address for all system-generated emails, including the registration confirmation message, automatic payment reminders, automatic payment confirmation emails, etc.
Registration Confirmation BCC: This feature allows an administrator to set up email addresses that wish to 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. 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.”
Volunteer/ Team Staff Roles: There are three system-generated staff roles: Coach, Assistant Coach, and Team Manager. You can also set up and manage as many custom roles as your organization might need. (e.g. snack coordinator, AGC, field help, parent volunteer, etc.) Note: Only team staff members with the role of Coach, Assistant Coach, and Team Manager will sync to the State Association.
Volunteer Opt-Out Fees: Set a fee for households who opt out of volunteering within the organization. Click the article link for more information about creating and managing your Volunteer Opt-Out Fee.
Default Volunteer/Team Staff 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 competitions, 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.
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.