Claim Your Free Custom RosterPro® Reports All November Long!

Kick off the holiday season with an early present from Demosphere – the Top 10 Most Requested Custom Reports for your RosterPro® Registration System!

The Demosphere Team has put together the ten most requested custom-built registration reports from 2015, ranging from Deposit By Competition to Volunteer Buy Out to help organizations track registration data like never before during the upcoming season.

Take full advantage of your registrant data with these reports:

1. Deposit By Competition

Sort your organization’s registration deposits by competition (sport) using the Deposit By Competition report! This report includes Competition Name, Item Type, Item Payment Total, and Deposit Date.

2. Registration By Gender

The Registration By Gender report breaks down how many male and female registrants signed up for each program using the Program Name and Participant Gender categories.

registration-by-gender

3. Program Email Addresses

Interested in exporting email addresses from certain programs with the same keyword in the Program Name? Take advantage of the Program Email Addresses report and export the registrant email addresses from Programs containing a specific word. To use this report, filter the Program Name upon your keyword and set the report to show any Registration Date after your timeframe.

4. Custom Form Responses

Using the Custom Form Responses report, administrators are able to browse the answers to all custom data fields from each registrant. Filter on a specific Season’s form responses and the comprehensive report includes Participant Name, Registration Date, Status, Custom Data, and the full list of Form Responses.

custom-form

5. Payments By Team

The Payments By Team report categorizes payments made by individual registrants according to Season and Group Name. The report also includes Household Name, Order Item, and Amount.

6. Fee By Participant

Fees are broken down by Registrant Name and Amount Paid in the Fee By Participant report. Group fees based on Registrant Name, Season Name, Competition, or Group.

7. Form Responses By Household

The Form Responses By Household report allows administrators to browse through Households, filtered by their Seasonal Form Responses. The report includes Household Name, Participant Name, Form Responses, Order Amount Due and Paid.

8. Form Responses By Team

The Form Responses By Team report, filtered upon a particular season, showcases the Registrants Name, Email, Team Name and Form Responses. 

9. Export To Governing Body

Does a Governing Body require specific information from your database each year? Utilize this report to organize the necessary categories.

export-to-gov

10. Volunteer Buy Out

The Volunteer Buy Out report shows a concise list of Opt-Out Volunteer Fees. The quick report displays Household Name, Item Type, and Team Name.

Interested in using these reports for your organization?

Current RosterPro® System users can claim all ten reports at no additional cost throughout the entire month of November! Contact your Account Representative or sales@blog.demosphere.com to claim your custom reports!

New to Demosphere’s registration system? All new members joining the RosterPro® family during the month of November will receive the bonus package of all ten of the most requested custom reports to start off the registration process on the best foot possible!

Schedule a free demo with the Demosphere Team to get more information on the RosterPro® Registration System and download the bonus package of custom-built reports at sales@blog.demosphere.com.

Enhanced Financial Tracking With New Accounting Codes

Demosphere is streamlining the administrative process even further for administrators with the latest RosterPro® Registration System update.

Administrators are now able to track how much money has been received (grouped by code) during the accounting reconciliation process by creating and assigning Accounting Codes.

Accounting Codes

Once the Site Administrator has created their desired Accounting Codes and Descriptions, those codes can then be assigned to Programs and Fees – allowing organizations to track revenue by Accounting Code for reporting purposes.

Accounting Codes can be added to the Program level or to specific Seasonal Fees. The Accounting Code field for Seasonal Fees will default to the code assigned to the Program, unless otherwise set by the Administrator.

After the Accounting Codes are linked with the desired Programs and/or Seasonal Fees, Administrators can then take advantage of a new report, Accounting Report by Code. 

Accounting Report By Code

The report displays the total amount of money attributed to each Accounting Code – including Donations, Volunteer Opt-Out Fees, Merchant Fees, Chargebacks and all other Accounting Codes setup by the Site Administrator – for a specific deposit date range.

For more information on how your organization can take advantage of the new Accounting Code feature, reference the Updates Log on the RosterPro® Registration System dashboard or contact Demosphere’s Support Team at support @ blog.demosphere.com.

How Did They Do That: Invitees

Competitive and travel programs that require players to tryout before being added to the roster are designed to compile the best players in each age group.

After conducting tryouts, the Administrator will want to create a list of players who have been selected to participate in the program. Only those selected will have the ability to register.

In order to implement this tryout to travel scenario in your own organization, follow one of the three methods listed below using the RosterPro® Registration System:

Method One

Create the invitee list at the seasonal level. Only players on this list will see this special season as an option during public registration.

1. When managing the season, under the Season Settings tab, locate the blue Edit Eligibility/Limit button.

Season Settings Tab

2. Select the Season Invitees tab within the dialog window and turn the feature “ON” to create an invite list.

Invitee List On

3. Invite players using the + Invite Player button. Choose the Program/Competition the players will be selected from (i.e. Tryouts) and the Season. Check the box next to the players that you wish to add to the invite list.

Add Invitees

To add additional players from another program or season, repeat steps 1 through 3.

 

Method Two

Create the invite list within the season structure for any/all of the seasonal groupings.

1. When managing the season, under the Season Structure tab, find the grouping that you would like to make an invitee-only group and click the blue edit button next to the Group Name.

Season Structure

2. Navigate to the Group Invitees tab in the window. Turn the Invite feature to “ON”.

Invitee Only List

Administrators can only add a group list for seasons that don’t already have a Seasonal Invite list created for the entire season (Method One). To add group lists for various groupings, you must first turn off the season invitees feature in the Season Settings.

3. Click the + Invite Player button and choose the desired players.

Add Invitees

If you create an invite list for one of the groupings using this method, only players on the list can register for that grouping. However, other players that are eligible to participate in one of the other groups of that season will still be able to register for those groupings.

 

Method Three

Create a custom code for accepted players to input during the Public Registration Process.

1. Begin by creating a custom data field in the Data Reporting & Management tab under Custom Data Management.

Custom Data Management

When creating a custom data field to be used as an exclusive code, only the text input option should be used for this purpose.

2. Connect the new custom data field with the eligibility settings at the season level by selecting the Edit Eligibility/ Limit button in Season Management. Within the Eligibility Settings tab, check the Custom Data option and select the Code option.

Season Settings Code

Once the code has been created, only registrants that enter this specific code will see the program listed as an option during the public registration process.

3. Custom eligibility can also be set through the Season Structure tab. After locating the group in need of custom eligibility, choose the edit button next to the Group Name.

Under the Grouping Eligibility Settings, check the box next to Custom Data and input the code.

Seasonal Grouping Code

Interested in more information about the RosterPro® Registration System or how to create your invite-only program? Reach out to Demosphere today at sales @ blog.demosphere.com for a free demo!

New Custom Eligibility Settings Available

The latest enhancement to the RosterPro® Registration System allows administrators to further customize seasonal/program eligibility.

The RosterPro® System has always allowed for eligibility to be set based upon age and gender for seasons and seasonal groupings. With the addition of the new feature, administrators are now able to take eligibility customization one step further by creating custom data fields.

For example, seasonal/grouping eligibility can now be determined by custom fields such as:

  • Grade
  • School
  • Zip Code
  • Region/State
  • Special Code
  • And More!

If an organization has certain programs that are only offered to registrants in a certain region, for example, they can create custom eligibility by creating a custom data field in the Data Reporting & Management tab.

Custom Data Management

When creating a custom data field, administrators can choose an input style of text, dropdown, checkbox, or memo. To use a custom field for eligibility restrictions, only the text and dropdown options can be used.

Custom Attribute

All custom data fields created in the Data Management section will appear in Step 2.1 during the public registration process.

Registration Step

Administrators can connect the new custom data field with the eligibility settings at the season level by selecting the Edit Eligibility/Limit button in Season Management. Within the pop-up window, check the Custom Data option and select the corresponding accepted value. Multiple values can be selected using the Ctrl/Command key.

Edit Season Settings

If the settings are set to Region: Northeast for example, only registrants that identify with the northeast will see this season listed as an option during the public registration process.

Custom eligibility can also be set through the Season Structure tab. After locating the group in need of custom eligibility, choose the edit button next to the Group Name.

Under the Grouping Eligibility Settings, check the box next to Custom Data and choose which items to include.

Edit Season Structure

Following either process listed above, administrators can also include codes as custom data fields. For exclusive or travel programs, create a custom code and distribute it to desired registrants. Only registrants who enter this code during the public registration process will see the season/program available for selection.

For more information on this updated eligibility feature, contact Demosphere’s Support Team at support @ blog.demosphere.com.

Update Gives Coaches Direct Roster Access

As Site Administrators form and update teams within the RosterPro® Registration System, coaches can now log into the system and view the most up-to-date version of their rosters.

Coaches are able to view their rosters, export team information, and communicate directly with their teams – streamlining the communication process between team contacts and players.

Within the My Profile Information Dashboard, Team Administrators can navigate to the My Household Information tab and select the “View My Household Info” button to access the Household page.
Household

After arriving at the Household page, locate the Search Volunteer Data tab to access the complete list of Volunteer registrations for the household.

Clicking on the linked Team Name column within the Volunteer table redirects the Administrator to a report page displaying team roster information.

The Season Name column values are no longer linked for Team/Household Administrators.

VolunteerData

The Team Report page, titled “Team Roster: [TEAM-NAME],” presents a detailed table with Team Name, Player contact information, and Parent contact information. This report page includes standard print and export capabilities.

Clicking on the orange Return To Household button will return the Team Administrator back to the Household page.

Team Roster

This updated feature will not be available to Team Staff added manually to Teams via Seasonal Registration Management. Only Team Staff who registered as Volunteers through the Public Registration process will be able to access this data, as they must be linked to the Household.

Need help taking advantage of this new feature? Contact Demosphere’s Support Team for more information.