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.

recordpayment2

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.

refund2

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.

manageupp2

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: Collecting Donations

Collect donations for your organization using Demosphere’s Donations feature. By placing the donation link on your public website, existing members and new sponsors will be taken to your secure donations page, where they can log into an existing account or create a new one. The user will immediately be directed to the donation step of the public registration process so they can quickly and easily make their contribution. The organization will then have access to various reports to track donation amounts by members and sponsors.

Continue reading

Demosphere Tip of the Week: Scorekeeping and Team Advancement

Looking for the best workflow to handle scorekeeping and advance your teams to the next round of a tournament/event? Follow these easy steps below:

  1. Scorekeeping: First enter all scores for the first round of games using one of these options:
    1. Use the PhoneItIn mobile option (yourdomain/phoneitin), or call-in option, using the game # and season PIN. Generally, this is the best workflow for team admins reporting scores from the field.

      Scorekeeping
    2. Click “Edit all blank scores link” from the Scheduling Admin element to edit all scores at once. This is the typical workflow for Site Admins looking to update scores for all games:

      Scorekeeping
    3. Edit all scores for an entire division at once – this is a good option for either Site Admins or Division Managers:

      Scorekeeping
  2. Scorekeeping and Team Advancement: 

    Use the steps below to enter scores and advance teams to subsequent rounds:

    1. Click on Elements and choose Scheduling Administration
    2. Select your season
    3. Under the Audit Reports section, click on the Scorekeeping and Team Advance link:

      Team Advance
    4. Choose your age group.  The divisions in that age will load at the bottom of the screen.  You will see division names and a list of all game dates.  Each cell under the game date shows the number of games on that date (any value in parentheses lists the number of games missing scores).
    5. To enter scores for any game, click on the number for the game date in question, and the games on that date will load, with an option to enter scores:

      Team Advance
    6. To advance teams to the next round of play, click the blue plus sign next to the name of the placeholder in the schedule.

      Team Advance

      1. The system will make its best guess to pre-select the team for you from the dropdown.
      2. If the system cannot make a determination (ex. In the case of a “wildcard” placeholder) then you can select the appropriate team from full list of teams.
      3. If the system chooses the wrong team, then you can modify it by selecting the right team from the dropdown.
      4. Lastly, if any of the prior rounds have scores missing, the system will warn you and prompt you to enter all prior scores before advancing teams to the next round.
      5. Once you are satisfied with the selected teams press the Save button.
    7. Notes:
      1. Even if you have chosen a team and saved it, you can always use the blue plus sign again to replace it with a different choice for that placeholder as needed.
      2. The team advance feature does not automatically choose the team and update the information publicly until you verify that the prior scores have been entered properly. Similarly, you should confirm all tie-breakers have been taken into account (especially ones the system may not know about such as coin flip, PK’s etc). However, once you review and approve the teams, the schedule will be updated automatically on your public website upon saving the screen above.

Finally, if you need additional support, please contact the Demosphere Support Team:

Chat: accessed from your Admin dashboard
Email: support@demosphere.com
Phone: (800) 949-9440, Option 2

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!