Welcome to Bonzi Registration!

Transcription

1 Welcome to Bonzi Registration! This tutorial will show you the family perspective of the registration process and walk you through the steps you need in order to successfully manage registration. It will also touch on financial management and easy member communication. Not all information in this tutorial will be needed by all clubs, however it covers a large variety of topics and features to make sure that all CYO clubs are prepared for success as they begin a new process. As always, if you have any questions please reach out to our support team by chat, , or phone Monday through Friday, 8 am to 5pm PST using the contact information listed below! Bonzi Support Team support@gobozni.com Phone: option 1

2 Table of Contents REGISTRATION MANAGEMENT... 3 Updating Registration Fees... 3 Early Discounts & Late Fees... 3 Family Discounts... 4 Updating Registration Forms... 4 Waivers... 4 Confirmation Opening & Closing Registration... 5 Open Registration... 6 Close Registration... 6 Add Registration Event to your Website... 6 THE REGISTRATION PROCESS... 6 Boundary Maps... 6 Player Registration (What the Family Sees)... 6 Volunteer Registration... 9 REGISTRATION FINANCIALS... 9 Making Payments... 9 Member Pays with Credit Card... 9 Club Admin Posts Payment... 9 Adjustments Refunds Cash and Check Refunds Credit Card Refunds COMMUNICATION Quick Click Group s Reporting and Custom Lists CONTACT BONZI SUPPORT... 13

3 Registration Management Club staff is responsible for the management of their registration event and adhering to the registration requirements set in place by CYO. The following topics will show you how to manage fees and registration settings, while also outlining the CYO requirements that should not be edited or removed. Updating Registration Fees Clubs are responsible for their own fees and discounts. Registration base fees are set to $1 by default for all playing categories. You will need to update these fees before opening registration. 1. Select the name of your registration event in your folder tree so it is highlighted yellow 2. Choose the grey Registrants tab below the quick click buttons 3. Click the Edit button in the top left box next to Event Name & Settings 4. Scroll to the bottom of the page 5. Edit the fee amounts listed next to each playing category 6. Click the grey Update All Categories button to save your fee updates Early Discounts & Late Fees Do you award discounts to those who register early? Do you increase fees for those who register at the last minute? If so, follow these steps to add early and late in bulk to each playing category: 1. Select the name of your registration event in your folder tree so it is highlighted yellow 2. Go to the menu option Registration > Administration > Registrant > Edit All Categories 3. In the New Fee/Discount box choose a type, add dates, and include the appropriate amount 4. Click Add when done 5. IMPORTANT: Click Update to save your changes

4 Family Discounts Do you award discounts to those registering more than once? This can be included in the form of a per-person discount, or a family maximum. If this applies to your club, please follow the steps below: 1. Select the name of your registration event in your folder tree so it is highlighted yellow 2. Go to the menu option Registration > Administration > Registrant > Family Discounts 3. Choose if you want to award a discount by Number of Children or apply a Family Maximum a. Number of Children - Choose the child where the discount is activated b. Add the discount amount c. Click Add i. If that discount is applied for all future children, then you are done ii. If that discount amount is increased or decreased as the number of children registered increases then add additional amounts with the corresponding child number iii. If the discount ends at a certain point, enter an amount of $0 with the corresponding child cut off number d. Family Maximum Add the maximum amount a family will pay for registration 4. IMPORTANT: Click Update to save your changes IMPORTANT: Once even a single player has registered for the event, the family discount cannot be changed or updated. Updating Registration Forms The default form verbiage and fields are required by CYO. If you have additional information or form questions you would like included the Bonzi support team can create those form additions at your request. An example of form additions might include: uniform information, volunteer buyouts, coach and friend requests, etc. You can preview all forms by going to your Forms Library. To visit your forms library, go to the menu option Registration > Administration > Forms Library. Waivers The CYO required waivers and notices have already been added into your Bonzi system. Do NOT edit or delete these waivers. However, if your club has additional waivers and notices to include you may add those on your own. 1. Select the name of your registration event in your folder tree so it is highlighted yellow

5 2. Choose the grey Registrants tab below the quick click buttons 3. Click the Edit button in the top left box next to Waivers/Notices 4. Add a title and paste your waiver verbiage into the text box 5. Choose if you would like to include this waiver in the registration printout the copy of registration data that is ed to your families with their confirmation 6. Click Add when you are done Confirmation The confirmation that is sent to your family members has been drafted by CYO and should NOT be edited or deleted. However, clubs can add additional information into the confirmation using the steps below: 1. Select the name of your registration event in your folder tree so it is highlighted yellow 2. Choose the grey Registrants tab below the quick click buttons 3. Click the Edit button in the top left box next to Confirmation 4. Add information BELOW the CYO default content a. Create links by clicking the Insert option b. If you wish to share documents with your members, upload them to your document library, and link to them for easy document sharing 5. Click Update when you are done Opening & Closing Registration When your club is ready to open registration, it is the club s responsibility to open and post registration on the club website. Registration events will automatically close and be unavailable to members when they have reached their close date. However, in the instructions below, clubs can manually close all categories at once.

6 Open Registration 1. Select the name of your registration event in your folder tree so it is highlighted yellow 2. Choose the grey Registrants tab below the quick click buttons 3. Click the Edit button in the top left box next to Event Name & Settings 4. Scroll to the bottom of the page 5. Click Open All Categories and confirm your decision 6. NOTE: Confirm that the open date is correct for the categories listed above Close Registration 1. Select the name of your registration event in your folder tree so it is highlighted yellow 2. Choose the grey Registrants tab below the quick click buttons 3. Click the Edit button in the top left box next to Event Name & Settings 4. Scroll to the bottom of the page 5. Click Close All Categories and confirm your decision Add Registration Event to your Website Use the Registration List widget to add a Register Now button to your website for each open registration event. Before you use this widget, make sure all registration events are set to open and have reached their open dates. The Registration Process Families and volunteers will visit your website in order to sign up online for the new sport season. A button or link on your website will begin the registration process for your members. Boundary Maps CYO Boundary maps will be on every club website and will be the first item parents see when they begin the registration process. All families must register with the appropriate club to successfully register for the season. Player Registration (What the Family Sees) Each family will need to create an account the first time they register using Bonzi. After they have created their new member account, parents will then fill out family details, fill out a player

7 form, agree to any waivers and notices, then pay any required fees to complete the registration process.

8 Upon completion of the registration process, families will be ed a confirmation and a copy of their registration details. IMPORTANT: Parents can always return to their member account at any time to review past registration details, review receipts, or make a payment on any remaining balances.

9 Volunteer Registration Coach and volunteer registration is very similar to the player process. Coaches and volunteers will also need to create an account for registration if they do not already have a family account created. They will fill out their own coach/volunteer form and agree to waivers. Coaches and volunteers do not pay fees in the Bonzi system, but volunteers will need to agree to a background check. Background Checks, required certifications, and coach/volunteer final approval for participation will be managed by the CYO office. IMPORTANT: Communication with coaches/volunteers and the management of coach and volunteer data is controlled by the club staff. Registration Financials IMPORTANT: The following instructions are only for affiliate clubs who manage their own financials. CYO club financials are managed by the CYO office and CYO club staff do NOT have permission to access the following payment features. Making Payments If a member has a remaining account balance, either the family can pay their balance online with a credit card or affiliate club staff can administratively post a payment to the family s account. Member Pays with Credit Card 1. The member will visit the club website and log into the member account they used to register their player(s). 2. They will click a bright green Pay Now button displayed next to the remaining balance on their account. 3. The member will enter their credit card details and choose an amount in which to pay, up to the full balance amount. IMPORTANT: Credit card information is never stored in the Bonzi system for added security. Club Admin Posts Payment 1. Click the green Find button above your folder tree 2. Search for a player

10 3. Click the green money icon to the right of the player listing 4. Click either the grey Cash or Check or Credit Card button depending on the payment type 5. Fill out the required fields and click Submit to post your payment

11 Adjustments Adjustments to a family s account are used when you want to increase or decrease a family s balance. This is not a payment, but a correction or addition to their account financials. Examples might include: financial aid, equipment fees, volunteer buyout fees, etc. 1. Click the green Find button above your folder tree 2. Search for a player 3. Click the green money icon to the right of the player listing 4. Click the grey Adjustment button depending on the payment type 5. Fill out the required fields and click Submit to update the balance Refunds Cash and check refunds are handled outside of Bonzi, however notating the refund in the system helps keep financial data accurate. Credit cards transactions can be refunded through Bonzi. Cash and Check Refunds 1. Click the green Find button above your folder tree 2. Search for a player 3. Click the green money icon to the right of the player listing 4. Click the grey Cash or Check button 5. Choose the Refund to Registrant option 6. Fill out the required fields and click Submit to update the balance Credit Card Refunds 1. Click the green Find button above your folder tree 2. Search for a player 3. Click the green money icon to the right of the player listing 4. Click the grey Credit Card button 5. Choose the Refund an existing transaction option 6. Fill out the required fields and click Submit to update the balance IMPORTANT: Visa and MasterCard will only allow initial transactions to be automatically refunded. If you are attempting to refund a secondary transaction then you will need to refund them via cash or check. Communication It s easy to communicate in Bonzi! There are quick group options and additional features that allow you to make custom recipient lists. IMPORTANT: Bonzi does NOT come with a complete inbox. Our reports will show you who sent the , when, and to how many. However, it will not automatically save the content of the or the direct addresses the was sent to. If you want to save the content of an , either send yourself a copy of the or choose the Save option in the editor before sending your message and you can reuse the content and review.

12 Quick Click Group s 1. Select the name of your registration event in your folder tree so it is highlighted yellow 2. Click one of the Group options: All, Players, Coaches & Volunteers 3. Draft your and send when you are ready! Reporting and Custom Lists 1. Go to the menu option Reports 2. Select a type of report in the variety of report options below a. Each report has different data and filter options b. Filters are how you create custom lists. Popular reports include: i. Registrant Detail Report Can create a recipient list based on registration data and registration financials ii. Participant Detail Report Can create filters based on registration data and parent data. Filtering is the most robust in this report. iii. Account Balances Allows you to a copy of the remaining account balance (invoice) to family members 3. Choose display items and set any applicable filters 4. Click the button on your report to open the Editor 5. Draft your and send when you are ready!

13 Contact Bonzi Support On top of all of the features in your Bonzi software, you also have full and unlimited access to our Bonzi support team! Our Bonzi staff are experts in the field of sports and technology! Reach out to our team by chat, , or phone Monday through Friday, 8 am to 5pm PST using the contact information listed below! And don t forget we also help your members, families, and volunteers! Feel free to click forward on any requests for help on any software support s! Bonzi Support Team support@gobozni.com Phone: option 1