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.

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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.

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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.

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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.

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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.

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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:

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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!

Communication Is Crucial: 8 Steps to Improve

Good communication is one of the most important ingredients of running a successful organization and Demosphere has several tools to help you master the gift of gab!

Demosphere’s fully integrated Club and League solution provides many important tools for streamlining communication; from professionally designed websites, robust online registration features, league scheduling tools and our latest addition, the Demosphere Team Communication app.

Check out our 8-Step Guide for improving communication within your organization:

Step 1: Update Your Website’s Homepage

First, create an enticing welcome message front and center on your website encouraging members to join your organization.

register nowShare a list of member benefits, along with important info they will need to join; such as program options, fees and dates.

Demosphere also recommends including a Register Now button that is easily visible on your website to allow members to start the registration process within one click of your home page.

Looking for a customized Register Now image? Demosphere can help!

Step 2: Registration Season Setup

unnamedBe sure to set up a registration outgoing email address within registration settings that is regularly monitored to help parents to stay connected with your organization. Keep in mind, this address can be an alias that forwards to multiple people within your organization. This will ensure your members can quickly reach you with any questions about their registrations, fees, team placement and other instructions.

If you’re setting up a program for youth registrations, you will want the parents to be involved in team communication, so make sure you set “collect parent information” ON within your season settings. By default this setting is ON, but if you were setting up an adult program, or do not want to collect parents’ information, you can always turn it OFF. Just one example of many customizations you can make within the Demosphere solution!

Step 3: Spread the Word!

This is a crucial step to ensure a successful registration season. Be sure to communicate registration instructions via various channels.communication

Notify your members via email and text message. Demosphere’s Club and League solution includes both broadcast email and SMS tools within the Communication Center. You can also opt to use email marketing solutions like Constant Contact or Mailchimp.

Don’t forget to update your facebook, twitter and other social media feeds to ensure your members receive your updates, no matter their channel of choice.

If you are not yet using Demosphere’s integrated broadcast communication tools, now’s your chance to try them out! With robust filtering and custom distribution lists for both email and SMS text messaging, you can easily communicate with specific target audiences.

Step 4: Data Integrity

Protecting-Data-and-Privacy-in-the-CloudWhen communicating registration information with your members, please remind your members to use their existing Demosphere login if they’ve previously signed up! Demosphere has a universal login system that helps users maintain one login for the many organizations who are using the Demosphere platform. When a user doesn’t remember their password, post clear instructions about resetting their password following the “forgot my password” link.

We understand it is not always that simple; that is why we have data merge tools for you to tidy things up later.

Members should first create the unique login details for their own account, using their email address, then they will register their child. Instruct your members to then enter BOTH parents’ email addresses during the registration process, where applicable. This will ensure both members receive important updates from your organization. Step-by-step instructions for navigating the public registration process can be found and shared via this link.

Step 5: Building Balanced Teams

Every communication is very important for the team and its players. Even before registration finishes it is important to keep families informed so that they can be assured as the registration closing date approaches. Once registration comes to a close, you may access Demosphere’s registrationteam roster management area to review registration data, participant and volunteer counts, and build teams and rosters within the system.

Everything you need to build your teams can be found on one screen – toggle between player and volunteer data, edit registration form data, search/sort/filter on all of your registration data to view the data set with which you want to work (including the ability to sort by player rating, zip code, city, school, age group, or any other custom data field you add). From there you may drag and drop players on to teams to build those team rosters, while viewing participant counts to ensure teams are formed evenly.

Step 6: Team Staff Assignment

coach volunteerOnce you have finished building the player rosters for each team, you will also want to ensure Volunteers/Team Staff members are added to each team. As soon as your rosters are complete, you can sync the teams over to the Demosphere Team Communication app (available in iTunes and Google Play) to send email requests to all team members, including parents, to join the team!

All members with Coach, Assistant Coach and Manager roles will receive administrative permission for team communication and calendar management purposes.

Step 7: Send Teams to Demosphere’s Team Communication App

Demosphere TeamEverything looks good, you have followed all the checklist items mentioned above, so go ahead click that button to sync your teams to Demosphere’s Team App at any level (all teams in the season, teams within a single grouping or just an individual team). You’ll first see a summary of how many teams, staff and players will be synced to the app. All team members, parents (if collected), along with team staff and game schedules (if applicable) will be created within the Demosphere Team App.

Is that all? Not quite. Do you want to view the teams you have synced to the Demosphere Team App? After the initial sync, click the Update Team icon again for any team and you’ll see a link to “view the team”. All Club Administrators with registration management permissions will be able to view every team that’s been synced to the team app.

Don’t forget to close the communication loop with your coaches and other team staff to let them know their teams has been pushed to the Demosphere Team App. Your members will have access to several support documents for frequently asked questions, as well as the ability to send you support emails directly from the app.

Step 8: Create and Post Schedule

schedulingIf you plan to use Demosphere’s powerful tools for scheduling league games, it is time to generate and sync your team schedules.

Because Demosphere’s registration, scheduling and team solutions are fully integrated, your organization’s teams, rosters and schedules will be synced across all tools. Best of all, any schedule changes made on the master schedule will automatically update within the Demosphere Team App. Just another way Demosphere helps organizations streamline communication!

 

If you are interested to learn more about how Demosphere can help improve communication within your organization, contact us today!