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. Below are the steps to utilize these tools:

1. Donations Setup
  1. From the Registration dashboard, go to the Registration Settings tab
  2. Click Donations Settings
  3. Click Edit Donations                    Donation Settings
  4. Set “Donation Collection is currently” to ON, insert customized donation message, select appropriate Accounting Code from drop down menu (codes are defined via the Accounting Code settings under Registration Settings) then click Save.         

Note: A clear message reminds the donors of the importance of their contribution and why they should be compelled to donate. It also presents them with a clear value proposition. Non-profit organizations should remind donors that their contributions are tax deductible, including the legal name and tax ID for tax purposes.

Edit Donations Collection Option

2. Post Donations Link

From the Registration Settings tab, go to View Public Registration Link and copy the URL under Donation Only and place link in desired location on your website.

Donation Only Link

3. Collect Donations Online

Members and sponsors will enter their information and donation amount via a secure login process:donation

4. Donation Reports

To access donation reports, go to the Financial & Banking tab and click Run Financial Reports

Financial Reports

 

 

 

 

 

Select from various reports including the Discount Codes Report, Accounting Reporting by Code and the Payment Transactions Historical Data.

The Donations Data report provides admins with donations that have been paid and deposited. In this report you can view donation details such as Deposit Date, Order Date, Order #, Amount, Remark etc.

The Accounting Report by Code will provide details such as Sales Amount and Totals for the corresponding accounting code that was selected in step 4 of the donations setup.

The Payment Transactions Historical Data report can be filtered by the “DONATION” Item Type to view all donations within a defined Order Date range. This report will allow admins to see Order Date, Household Name, Item Type, Item Amount, Item Amount Paid, Item Amount Due, as well as Remarks.

To start taking advantage of this feature on your website, contact us at sales@demosphere.com.

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!

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:

4

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!

Coaches: Send Invitations for Recurring Events!

coaches recurring event

Coaches: The moment you’ve been waiting for! We’ve listened to your feedback and we’re happy to announce a new feature for coaches using the Demosphere TeamNet app to communicate with their teams.

Coaches can now send invitations for recurring events. This is a great option for events like regular weekly practices.

Additionally, your members can now update their availability status for all events, including recurring events, on behalf of themselves and their child.

Now, when you are creating or editing a recurring event, you’ll see the familiar “Invitees” field to invite any/all members of the team to the event:

 

Selected invitees will get an invitation email and a push notification on their device upon saving the event. Invited members can then set their availability for all or each individual event from the team view after signing in to Demosphere TeamNet app. Parents can also update the availability for their child from their own dashboard.

NOTE: Remember to update your TeamNet mobile app via the App Store or Google Play to ensure you and your members can take advantage of this new feature!

We value your feedback! Please comment below with any feedback you have about this feature, or any additional features you’d like to see added!