Adept Software Online Family Registration

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1 Adept Software Online Family Registration Contents Adept Software Online Family Registration... 1 Embedding Registration Package into Club Website... 2 Primary Contact and Family Medical Information... 3 Player Information... 4 Picture and Document Upload... 5 Add or Modify Players in Family... 6 Register Players with Club... 7 Purchase Merchandise... 9 Waivers and Consents Invoice and Payment Options Paying by Credit Card Logon after Creating Account Password Recovery Match-Apt Integration Club Member Information in Match-Apt Bulk Registration to SRO/USA Rugby using Match-Apt SRO Register Page SRO Register Page SRO Register Page Transferring Funds to Club Bank Account Registration Setup Parameters Team Dues Definition How to Sign-up for AdeptSoft Online Family Registration Technical Details: Embedding into a Club Website AdeptSoft Online Family Registration Page 1

Embedding Registration Package into Club Website The registration software package can be embedded

However it is actually running on the AdeptSoft.com server using HTTPS (secure encrypted connection).

See at the end of this document for more information.

2 Embedding Registration Package into Club Website The registration software package can be embedded into a club website so that it appears to be part of the same site. However it is actually running on the AdeptSoft.com server using HTTPS (secure encrypted connection). The Foreground and Background colors can be specified to match the enclosing website color scheme. See at the end of this document for more information. The remainder of this document shows snapshots taken while running standalone with a light grey background color with no Club logo visible. AdeptSoft Online Family Registration Page 2

Primary Contact and Family Medical Information When a Registrant (parent or guardian) is using the system for the first time, i.e. have selected option 1 on the first page, they are asked to enter the above information.

3 Primary Contact and Family Medical Information When a Registrant (parent or guardian) is using the system for the first time, i.e. have selected option 1 on the first page, they are asked to enter the above information. Items marked by an asterisk (*) are required. The address becomes their login id and a password must be entered for data security. The Guardian s birth date is required to help ensure that an adult 18+ years old is entering the information and to comply with the COPPA act. A secondary contact may be entered but is not required. After entering this information and agreeing to an indemnification waiver notice, the Next Button (Green Right Arrow) is clicked to create the account and to go to the player information page. AdeptSoft Online Family Registration Page 3

Player Information If the account has just been created then the registrant is asked to enter the above information about the first child, otherwise a list of previously entered children in the

4 Player Information If the account has just been created then the registrant is asked to enter the above information about the first child, otherwise a list of previously entered children in the family is displayed (see below). After clicking the Next (green right arrow) button the information is saved and a record about the child is created. AdeptSoft Online Family Registration Page 4

5 Picture and Document Upload After the child has been created in the system, the registrant can submit a photo and a copy of a birth certificate and school ID to comply with league requirements. AdeptSoft Online Family Registration Page 5

6 Add or Modify Players in Family A list of players (children) is displayed if any have been defined. The registrant can update the information about them, create new one using the Blue Plus Button, or delete them. To move to the next page the Next (green right arrow) button should be clicked. Clicking on the Back (green left arrow) button will go back to the Primary Contact page. AdeptSoft Online Family Registration Page 6

Register Players with Club This page is displayed after the Players in Family page and is created using the parameters the

If a parent Club is accepting registrations for multiple clubs under their control, then the registrant has the option of

In the example above the North County Youth Rugby Club allows registrations for either San Pasqual HS or North County YRFC.

7 Register Players with Club This page is displayed after the Players in Family page and is created using the parameters the Club administrator has setup in the Match-Apt System (MA). If a parent Club is accepting registrations for multiple clubs under their control, then the registrant has the option of selecting which club to register to. In the example above the North County Youth Rugby Club allows registrations for either San Pasqual HS or North County YRFC. If there is only one club then the dropdown list does not appear. The club name and logo is displayed at the top followed by an optional link to a document that can be downloaded and has information for the parent and/or child. The contents of the document are maintained by the club and hosted on the club website - not on AdeptSoft s site. Note: This document is typically just general information and not documents that need to be signed. See later in the document about how waivers are processed. AdeptSoft Online Family Registration Page 7

8 All players are listed and the appropriate dues for each player are displayed. The registrant can decide not to register one or more players by checking/unchecking the dues checkbox. Sibling discounts can be specified by the club and can apply to all siblings on the same invoice or excluding the first sibling on the invoice. Other discount options can be specified that are not related to siblings. Any volunteer positions are displayed next and it is possible to specify a monetary penalty for not volunteering for any of the positions. Donations from $5 to $500 are requested, and the registrant can add a note to the club administrator. As each option is selected the totals are recalculated and displayed on the right and bottom of the page. Clicking on the Next (green right arrow) button will take the registrant to the Purchase Club Merchandise page. Clicking on the Back (green left arrow) button will go back to the Register Players in Family page. AdeptSoft Online Family Registration Page 8

Purchase Merchandise The Club administrator can define merchandise that can be purchased

The registrant clicks on the green Add to Cart button, enters the quantity and sizes

Many clubs use this for incidental purchase of stock on hand and does not preclude the

Clicking on the Next (green right arrow) button will take the registrant to the Waivers

9 Purchase Merchandise The Club administrator can define merchandise that can be purchased during registration. The registrant clicks on the green Add to Cart button, enters the quantity and sizes (optional), and the ordered items appear in the shopping cart at the top of the page. Many clubs use this for incidental purchase of stock on hand and does not preclude the club from using any other online clothing merchant (e.g. see Spirit Wear Click Here in the embedded example on page 2). Clicking on the Next (green right arrow) button will take the registrant to the Waivers and Consents page. Clicking on the Back (green left arrow) button will go back to the Register Players page. AdeptSoft Online Family Registration Page 9

administrator) USAR CIPP waiver (if setup by the region administrator) The example above is the North County Club

10 Waivers and Consents The system presents waivers to be signed by the Registrant on behalf of minor children. The waivers are presented for each child in the order of: Club waiver Region waivers (if setup by the region administrator) USAR CIPP waiver (if setup by the region administrator) The example above is the North County Club waiver and includes a checkbox (not shown) after the Code of Conduct section. AdeptSoft Online Family Registration Page 10

The example below shows some of the waivers required by the region.

filled in from data previously entered during registration and just requires an electronic signature.

completed can click the Next button to move to the Invoice page.

11 The example below shows some of the waivers required by the region. It can have the participant name, birth date, parent/guardian name, relationship and date automatically filled in from data previously entered during registration and just requires an electronic signature. The registrant can press the TAB key to move through all the required items and once it is has been completed can click the Next button to move to the Invoice page. A PDF copy of the signed waivers is immediately ed to the registrant and it is also accessible inside the Match-Apt system (see sections below). AdeptSoft Online Family Registration Page 11

12 Invoice and Payment Options This page displays the registration invoice and the detail is made visible in Match-Apt as a Pending invoice. The registrant can print the invoice or it to their registration address. If the registrant pays by cash or check, then the club registrar (or administrator) can add line items payments to the invoice manually. The registrar can mark the invoice as Completed when paid. AdeptSoft Online Family Registration Page 12

Paying by Credit Card The above page is displayed when the

Once credit card companies verify the credit card, the invoice is

13 Paying by Credit Card The above page is displayed when the registrant choses the Buy Now option. Once credit card companies verify the credit card, the invoice is marked as Completed and is accessible to the club registrar/administrator in Match-Apt. The club Balance is increased by the Net Amount of the invoice (i.e. Total minus Handling Fee). AdeptSoft Online Family Registration Page 13

Logon after Creating Account Once the account is created the registrant can log in

registrant can select option 3 from the first page to go to the password recovery

14 Logon after Creating Account Once the account is created the registrant can log in at any time to register a player or update personal information by selecting option 2 from the first page. Password Recovery If the password to the account has been forgotten, then the registrant can select option 3 from the first page to go to the password recovery page. The password will be ed to them after entering the address that they used to create the account. AdeptSoft Online Family Registration Page 14

Match-Apt Integration The invoices created in the preceding examples can be found after the club administrator logs into Match-Apt and looks for Individual

When a cash or check payment is received the administrator can click the Paid button to Complete the invoice.

Note that the balance of the club account is shown and in this case has just been increased by $258 the Net amount of the invoice.

15 Match-Apt Integration The invoices created in the preceding examples can be found after the club administrator logs into Match-Apt and looks for Individual Registration invoices in the Account page. This shows that the invoice (created in the previous sections above) has been paid. When a cash or check payment is received the administrator can click the Paid button to Complete the invoice. If payment is by credit card then this is not necessary, as the invoice is automatically updated. Note that the balance of the club account is shown and in this case has just been increased by $258 the Net amount of the invoice. This amount can be used to pay for bulk registrations to the Region &/or USA Rugby, or transferred to the Club Bank Account. If multiple clubs are using the same bank account setup in Match-Apt, then the balance is the total of ALL the multiple clubs payments received. AdeptSoft Online Family Registration Page 15

Club Member Information in Match-Apt Below shows

SBRO/Youth Rugby Organization and USA Rugby (bulk

Also shown is the Individual s Registration Invoice

16 Club Member Information in Match-Apt Below shows the registered player information in the Club Members page. The player can now be bulk registered to the local SBRO/Youth Rugby Organization and USA Rugby (bulk registration page shown below). Also shown is the Individual s Registration Invoice # and the season the registration was for (Registered # HS). AdeptSoft Online Family Registration Page 16

17 The image below shows the ID picture that was uploaded by the registrant, and the waivers that were signed during the registration process. The club administrator can click on any of the PDF icons to see the waiver information (in this case they are all contained in a single PDF file). AdeptSoft Online Family Registration Page 17

paid to the club ($180) and can now be registered to the SRO and to USA Rugby.

18 Bulk Registration to SRO/USA Rugby using Match-Apt The club administrator can see on the Initial Bulk registration page that Frodo Baggins dues have been paid to the club ($180) and can now be registered to the SRO and to USA Rugby. SRO Register Page 1 SRO Register Page 2 AdeptSoft Online Family Registration Page 18

SRO Register Page 3 Note that bulk registration using automatic debit causes funds to be deducted first from the Club Balance (above: From Current Balance of $933), then from the club bank account.

19 SRO Register Page 3 Note that bulk registration using automatic debit causes funds to be deducted first from the Club Balance (above: From Current Balance of $933), then from the club bank account. The club is responsible for ensuring that money is available in the bank account should it be necessary, otherwise there is a $20-$25 fee for Non-sufficient Funds or other rejection by the ACH banking system. AdeptSoft Online Family Registration Page 19

Transferring Funds to Club Bank Account The Club Administrator or Registrar can transfer excess funds held as their AdeptSoft Balance using the Transfer-out region

20 Transferring Funds to Club Bank Account The Club Administrator or Registrar can transfer excess funds held as their AdeptSoft Balance using the Transfer-out region on the Account page. Enter the amount to transfer and click the Plus button. This action creates a Transfer Out invoice. AdeptSoft Online Family Registration Page 20

21 This Invoice is Pending Direct Credit Processing, but the funds should appear in the club bank account within a few working days. Note the first transfer could take a little longer due to bank verification of account information. AdeptSoft Online Family Registration Page 21

Merchandise and Volunteer Positions Above is a snapshot of the Products Match-Apt page used in the Registration sections.

purchase. Discounts can be used to discount registration fees.

Merchandise sizes are defined by entering a comma separated list of available sizes where the size can be just the size code or

Size1: Description1, Size2: Description1, If sizes are defined, then a drop-down list of sizes will appear in the shopping cart.

22 Merchandise and Volunteer Positions Above is a snapshot of the Products Match-Apt page used in the Registration sections. It currently has three categories of product: Volunteer Positions available for volunteers Merchandise Products available for purchase. Discounts can be used to discount registration fees. The above volunteer position Our family is unable to help carries a $50 opt out fee (this fee is optional). Merchandise sizes are defined by entering a comma separated list of available sizes where the size can be just the size code or include a colon followed by the description: e.g. Size1: Description1, Size2: Description1, If sizes are defined, then a drop-down list of sizes will appear in the shopping cart. The current number of items in stock can be entered. The # in Stock is decreased for every item sold. When this number reaches zero, then the item will not be displayed. Note that this applies to Volunteer items as well as Merchandise items. Do not enter zero unless you have no items on hand. AdeptSoft Online Family Registration Page 22

Registration Setup Parameters Once a club has been approved to use the Individual Registration software package, an extra section of information will appear in the Family Reg. MATCH-APT page.

23 Registration Setup Parameters Once a club has been approved to use the Individual Registration software package, an extra section of information will appear in the Family Reg. MATCH-APT page. Registration Enabled Check this box to enable Parents to register to your club. Uncheck it when registration is closed. Registration URL This is the link you will use to embed on your website or send by or FaceBook etc. The ClubID parameter is important in that it ensures that the registrant is not given an option to register to other clubs. Notification Notifications of registrations paid by credit card are sent to this address. Cash/Check Policy This text will appear after the club name & contact information on the Family Registration Invoice. It can include html tags e.g. <br /> for a line break, <p /> for paragraph break. AdeptSoft Online Family Registration Page 23

24 Document URL The web address (URL) of a document that is included on the Register Players with Club page. e.g. Document Instructions Instructions to appear next to the document on the Register Players with Club page. These could also just be instructions on what to do on this page if there is no document specified. Volunteer Position Description Specify a statement to appear above the volunteer positions on the Register Players with Club page. Required Uploads Checking these boxes requires that a parent must upload the appropriate photo and/or documents before they can complete registration. Note that this does NOT guarantee that the uploaded files are acceptable to the league, and can delay registration if the parent is not sufficiently tech savvy to upload images from their device. Fee Option Fees are charged based on the setting of the dropdown list. The options are: No Fee No fee is charged for registration. Flat Fee same fee charged regardless of age, team, or school grade. Age based on the age of the player on August 31 School Grade based on the school grade (K-12) of the player Team charge different amounts based on team registered to (see Team Dues). Flat Fee Amount $ Amount of fee charged when Flat Fee option above is selected Disable Donations Do not display the donation options. Fee Description Description of the fee charged e.g. Club Dues, includes shorts and socks Sibling Discount $ A dollar amount to discount when more than one child is being registered on the same invoice. Apply to first sibling The sibling discount will normally apply to the second and subsequent children on the invoice. Check this box if you want to discount the first sibling as well. Age/Grade Fee Definition Indicate age/grade ranges with a hyphen from lower to higher value. Add a colon between ranges and amount. Separate each specification with a comma. Indicate Gender (optional) with M or F prefixing each specification. Whether the ranges apply to age of school grade is determined by the Fee Option Parameter above. E.g. 0-6: 180, 7-9: 200, F10-12: 220, M10-12: 250 Explanation: zero to six = $180, seven to nine = $200, Female ten to twelve = $220, Male ten to twelve = $250 AdeptSoft Online Family Registration Page 24

25 Team Dues Definition If the club sets the Fee Option to Team, this means to charge different amounts based on actual team registered to. To do this the amount of the fee and description of the team must be set in the MATCH-APT Teams page. This information is used to create a dropdown list in the Register Players with Club page that displays the most appropriate team at the top based on the players age. The team selected is transferred to the MATCH-APT members information, but the club is always able to change the team assignment of any player in the club. AdeptSoft Online Family Registration Page 25

26 How to Sign-up for AdeptSoft Online Family Registration Log into Match-Apt as a club administrator and go to the Club Detail page. Your club should be the default one selected already, and below the club logo, in the Documents and Waivers section, click on the button that says AdeptSoft Club/Merchant Agreement. This will open an agreement to fill in and sign. AdeptSoft Online Family Registration Page 26

Fill out the agreement with the information requested. If you don t require direct debit for bulk registration fees, then just enter the information in the top section.

27 Fill out the agreement with the information requested. If you don t require direct debit for bulk registration fees, then just enter the information in the top section. Your club is then bound by the merchant agreement that is included. This also explains our obligations to you. After you click the Next (right arrow) button the waiver is complete, and a copy will be sent to you and also to AdeptSoft. A copy of the agreement is stored inside Match-Apt for your reference. AdeptSoft Staff will contact you for information needed for your initial setup. AdeptSoft Online Family Registration Page 27

28 Technical Details: Embedding into a Club Website. In the example on the first page of this document, embedding is done using similar html as below: <frameset rows='200,*' frameborder='0' framespacing='0' > <frame src='reghead.htm' frameborder='0' framespacing='0' /> <frame frameborder='0' framespacing='0' src=' /> </frameset> *Note the value in ClubID is a unique value provided to the club by AdeptSoft.com after the setup for the club has been completed. To use an iframe instead of a frameset: <iframe src=' > </iframe> If not embedded, the package can be run standalone by simply providing a hyperlink on the website: E.g. <a href=' target= _blank >Register for the 2013 Season</a> *Note target= _blank will open a new tab in the browser. AdeptSoft Online Family Registration Page 28

SCYR Individual Registration

SCYR Individual Registration For Parents/Guardians and Club Administrators 2014-2015 Table of Contents INTRODUCTION 3 ACCOUNT SETUP 3 LOGIN TYPE 3 FIRST TIME USER 4 LOGON AFTER CREATING ACCOUNT 5 PASSWORD