NEW: Automatically Roster Players to Previous Team

Automatically Roster Players

Does your organization guarantee a roster spot for registered players who wish to return to the same team next season? If so, Demosphere has a solution for you! You can now automatically roster registered players to the same team as the one they were on in the previous season. This is especially useful for Recreational programs where players want to continue playing with their same team throughout the years.

Simply clone the previous season and teams and turn ON the option to automatically roster players to their previous team. That’s it!

automatically roster clone season

automatically roster players
 
Public Registration Process to Return to Previous Team

Once this feature has been turned on, players who were on a team in the previous season that was cloned will see a message during public registration. This message will let the player know our system has detected they are a returning player. They will then see an option to return to the same team. The default setting will be YES. The user can indicate that they do not wish to return to the same team if desired.

automatically roster previous team

After completing the registration, the player will automatically roster onto the same team if they indicated as such. 

This new feature will greatly reduce the administrative workflow and time spent on team building! We hope the option to automatically roster your players to a returning team benefits your organization. We look forward to hearing your feedback. Please email us with any questions or suggestions.

Demosphere Tip of the Week: Managing Payments/Refunds

Have you ever had a member ask you to make a change to their current balance due? Or, maybe you have a pile of cash/checks to record, a refund to process, or even a change to make to an upcoming payment due date? Requests for managing payments and refunds from your members are not uncommon. The Demosphere system will ensure a smooth and simple workflow for managing payments, refunds and payment schedules within just a few clicks.

Managing Payments

To record a payment in the Demosphere system, first navigate to the household and pull up the registration order in question from within the Registration Order History tab. The order overview section will display the remaining balance due for each order. If a member hands you a check or cash, the payment can be recorded by clicking the record payment button located in the upper right hand corner.

record a payment

 

Note: You may have members who ask if you can record a credit card payment on their behalf. If both of you are comfortable with doing this then you, as a site administrator, will be able to enter the credit card information and process the payment.

You will enter the payment details on the Record Payment screen. You can either click the box to make the payment in full, or type in a custom amount you wish to record. Within the Total Payment Amount field you will see the total amount being recorded. Under Additional Payment Details choose the payment type: check, cash, credit card, external credit card (e.g. onsite POS or card reader), or financial aid from the dropdown. Choose the payment date and record any remarks, then click Save.

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Note: If choosing credit card you will be taken to the payment screen where you can enter the credit card details.

Once the payment has been recorded, you will be directed back to the Order. You should now see the recorded payment under the order transaction history section.

recordpayment3

Managing Refunds

For any order that has a payment already applied to it, a pink refund button will appear at the top of the order. If your organization decides to honor a refund request, you can click this button to record a either a partial refund or a refund in full.

refund

 

You will be taken to a screen that looks similar to the screen where you recorded the payment. In the refund amount column, enter the amount the you wish to refund the member. You can leave a remark, which will appear next to the refunded amount under the order. Continue to the refund review, double check to be sure everything is correct, and finalize the refund.

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Within the order items section, you will see the refund amount total and the refund remarks. You can also find the changes under the order payment schedule section. Any payments that were made via credit card, when refunded, will be automatically credited back to the original card.

refund3

 

Managing Payment Schedules

Now that we have reviewed managing payments and refunds, let’s look into adjusting payment schedules and amounts due. This is done under the Manage Unpaid Payments button on the order.

manageupp

There are a couple of things we can do. Let’s say for example you refunded too much. No worries! Simply adjust the refunded amount by adding the difference back to the New column. We can see within the adjusted column how much has been refunded and within the New column we can add however much we need back to the total balance due. There is also an option to make an Adjustment Note. Click save.

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Note: Keep in mind, whenever saving a change that has been made, such as recording payments, issuing refunds, adjusting payment due dates or the amount due, an email will be automatically sent to the household admin’s email on file.

If you would like to change the due date for an upcoming installment, simply click on the payment date at the top, and click the Edit this Date button on the right. From this screen you can also adjust the amount due for any payment date. Simply click into the New cell and type the new amount due.

managing payments

Have more questions about managing payments and refunds? We have plenty of knowledge base articles that can be found in our Support Center to help guide you further. Click here or give us a call – we’re happy to assist!

Demosphere Tip Of The Week: Custom Registration Eligibility

A good online registration system will provide you tools for setting up the eligibility criteria for each of your programs to ensure your members are able to participate in the programs that are appropriate for them based on things like their age and gender. The Demosphere Registration system provides robust tools for setting up custom registration eligibility criteria, which can be easily utilized in conjunction with standard eligibility options for gender and age.  Administrators can use this feature for custom data fields such as: 

  • Region
  • Grade
  • School
  • Program Codes
  • And more!
Create a Custom Data Field

To add a new custom data field to track for custom registration eligibility purposes, click on the Custom Data Management tab under the Data Reporting & Management dashboard to setup any number of unlimited fields:

Custom Data Management 2

Continue reading

Build Teams with Ease Using Previous Team Feature

Looking to build teams and rosters with ease? Demosphere’s online registration solution makes it easy! Users can form teams based on any prior season’s roster.

When managing any season, select the previous season for which you wish to display the prior team for all registrants:

Set Prior Season

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Once the previous season has been set in the Season Settings, a new column for “Previous Grouping/Team” will appear in Registration Management. This will allow you to quickly sort/filter all the players on a team from the prior season. Then, simply select and drag the players onto the roster for the current season:

Previous Team

 

 

 

 

 

 

 

 

 

 

As always, our goal is to help streamline your administrative workflow so you can focus on what you do best: create and run programs that develop our youth through sport!

We love user feedback! Let us know your thoughts and ideas by emailing us at support@demosphere.com!

If you’re not yet familiar with the most robust and user-friendly integrated registration system available to youth sports organizations, what are you waiting for? Contact us today!

Discounts to Create? Demosphere Can Help!

Looking to provide registration discounts for your members? Demosphere can help! With Demosphere’s flexible online registration system, there are several options.

One option is to set up a discount code within the season settings. You can then communicate this code to members to enter during registration.  Another option is to create a unique discount for a specific player or family.  This option will automatically apply the discount during registration. 

The steps below outline how this process works:
  1. From the main dashboard, navigate to the RosterPro > Household Management tab. Search for the name of the household in question.  Click on the name of the household in the “Household Name” column to go the the Household’s profile:1
  2. While on the “Household Information & Members” tab, scroll down and click on the green “Add New Discount” button2
  3. Enter in the following items in the dialog screen:
    • Title – the name of the discount (this will appear on the registration receipt)
    • Amount – this will be the amount the household will receive off of their registration
    • Associated To (optional) – the member of the household to whom the discount should apply (if no member is chosen, the discount can be applied to any family member)
    • Remark (optional) – notes or details you’d like to document (this will appear on the registration receipt)
    • Season – choose the relevant season.  Please note, you must associate the discount with a particular season for it to apply.
    • Send email checkbox – check this box if you’d like to email a notification to the admin(s) of the household.3
  1. When the household registers for the selected season, the discount will be automatically applied to the registration.  The household will see it listed in step 2.7 and 5.1:

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Demosphere’s goal to create the most robust, customizable and user-friendly registration system for youth sports organizations. Contact us today to learn more: sales@demosphere.com!