To set up a League, first the user must start a new group this is accomplished by hitting the green “Groups” tab on top of any page in EZFacility. Once inside the “Groups” tab simply hit the grey “New Group” button located on the upper right of the section, as seen below.
This is the screen that should be visible now for the user.
Revenue Category This is where the user can attach a revenue category, they have already set up, to the group to help track the revenue. For more info on making a Revenue Category please click on this link - How to set up a Revenue Category
Group Status This allows the user to make this group either “Active” (The group has yet to begin, is currently in progress or has just recently been completed) or “Completed” (Marks the group to be archived and not display when you click on the Groups link at the top of your account).
Auto Archive This Group After This allows the user to set a date that the system will automatically make this group completed.
Group Name Enter the name of the group that is being created, try to be specific, include dates times whenever possible to avoid confusion. IE “2016 Summer Lacrosse League Mondays@6:30- 8:30 am”. The reason for being very descriptive in this area is because this is the title of what will show when we get to the online registration for this group.
Description - Additional detailed information of the new group which will be used for the user’s records. This will also show up on the client’s invoices for this group.
Session, Sport and Age/Division - These are all tags the user can create that will fit the events that they offer at the facility. An example could be session (fall, winter, spring and summer), sport (football, baseball, softball, lacrosse) and age/division (12u, 25 over coed, etc...)
Each Subgroup is a… - When making a group for a league the majority of the time you will just put “Team”, because usually for a league the user is just really registering people for a team that will be in the league.
Contact Person This does not need to be the person creating the group it should be the name of the person running the league the group is about.
Contact Email This should be the email of either the person running the league or the person who will be fielding emailed questions from clients about the league this group is being made for.
Price This is for the users’ records and should be the price of what it would be to register into this group. This is used for the manual registration of a client into the group.
Max Individuals The total number of clients the user will allow to register into this group.
Max Subgroups The maximum number of subgroups allowed for this group.
Allow Waitlist - Depending on the users’ selection as default option, they can override it to either not allow or allow a waitlist when a Max Individuals has been set.
Save & Continue - Saves the new group and keeps you in the new group to continue adding subgroups or register clients.
Save & Return - Saves the group and takes the user back to the group list. The user will now see the group listed among active groups. The group can be accessed by clicking on the group name itself or the edit (pencil icon) on the far right. The red “X” can be used to delete the entire group.
Cancel Does not save the group info and the system acts like nothing was filled out and the group was never made.
Trainer Tip - Deleting the group does not void any billing for those registrants within the group
An example of what a filled out “Group Details” page would look like is below.
Once filled out it is recommended that the user hits the “Save & Continue” button located at the bottom of the page. Once done they have saved the group and the user can now work in the group using the new sections located under “Group Details” on the left side of the screen, as shown below.
Group Details: Register Member
This is the field to choose if the user needs to manually register a client into the group.
Simply either put the clients name into the search box, if they are already in the system, or hit the “New Client” button to quickly create a client page in the system. The system will begin the invoicing process once the user hits the “Add to Cart” button, as seen below.
Once invoicing has been finished the user can now see the clients’ name listed under the “Group Members” section of the “Group Details” page, as seen below.
Trainer Tip - However even though the client is registered manually you must still put them into a team for the league manually
Group Details: Online Registration
This is the field to choose when the user wants to set up an online registration or OLR for the group. This is a great way for the user to take some of the burden of constantly having to manually enter clients into the group. In the OLR the user will be able to set up a URL that can be made into a hyperlink and placed onto the users’ website for easy access for the clientele that would be interested in what the group would have to offer.
The first thing to do is make sure the user is still in the proper group while setting up this OLR. This is done simply by making sure the group that is highlighted on the side of the page is the proper group. Then just click into the “Online Registration” field on the top left side of the page.
Once inside the user can start to fill out the OLR from top to bottom as they wish, shown below is the first part of the OLR.
Online Registrations / Enabled for this group This is where the user can make the OLR enabled, or turned on, for this group. Be aware that the first time the user goes to set up an OLR they must set up fees or the group will not be able to be enabled.
Close Date for Registration In this box the user can set a date for the OLR to automatically close. If left open the OLR will be open ended and not have a date where clients can no longer register into this group.
Notification Emails If the user leaves the box checked the system will default to the groups OLR email set up in the default OLR settings (Default OLR Settings). Or uncheck it and add one or more emails that the user would like to receive a notification when a new registration happens via the OLR.
Fees This should be the first step the user completes, until a fee is added the group will not be enabled for online registrations. To set up a fee simply hit the grey “+ Add New Fee” line and the following will appear.
Type the kind of fee you will be charging your clients
- Individual Just for this client to be part of this group (most common used for camps/clinics)
- With a used when group has subgroups (such as teams) to choose from, lets client put themselves in specific subgroup
- New lets client register a new subgroup to the group.
- Description - The description of this fee. This will be shown in the list of fees a registrant has to choose from.
- Amount to Bill - The amount the registrant will be billed if they choose this fee, before taxes.
- Deposit - An optional amount of the registration fee that is due immediately upon registration. (To use deposit you must have “Disallow partial credit card payments” unchecked)
- Payment Schedule - An optional pattern that will be used to generate the payment schedule for the registration invoice. Example of this would be to set up the first payment on August 1st, every 2 weeks, for 2 payments.
- Enable Auto-Pay w/Schedule - Determines if auto-pay will automatically be enabled for the invoice of new registrations when this fee has a payment schedule.
Once the user has filled out all needed fields they just need to hit the grey “Add” button on the bottom to save the fee.
Payment requirements These are the settings that the user can choose from on how the clients will pay the fee to be registered into these group, choices are seen below.
- Use the default option for this location an option that can be set up on the back end that will make all groups automatically default to it. How to set up your Default Online Registration Settings
- Allow registrants to pay later Allows for either Credit Card info to be entered or the option to pay later. Pay later does not collect any billing, but the customer will receive an invoice showing the registration cost as owed.
- Require immediate online CC payment This disables the pay later option and requires that a credit card be used. The card is charged immediately (if you have an integrated merchant account) or it is saved to the clients billing page within their client profile, allowing you to charge it manually through a physical terminal. (To make sure the entire fee is paid immediately chose this option and make sure “Disallow partial credit card payments” is checked.
- Require CC info but do not charge or Pay Later - Credit card info can be entered, but will not charge the card (acts like the require immediate CC option where you do not have integrated processing, even if you do have it) OR the option to pay later. Pay later does not collect any billing, but the customer will receive an invoice showing the registration cost as due.
- Require CC info but do not charge - Requires that the credit card info be entered, but will not charge the card (acts like the require immediate CC option where you do not have integrated processing, even if you do have it)
Disallow partial credit card payments - Prevents the customer from changing the amount to be paid when the registration is submitted.
Force Storing of CC info This is where the user can decide if they want to force store the clients credit card for future use. This can be set up as a default setting or when using a payment schedule or not using a payment schedule.
Online Description - Use the text editor toolbar to create and format your information in the empty white space. This information will be displayed on the first page view when a client clicks on a registration link.
Registration URL This is the link for the online registration of this group. This can be placed on the users’ webpage to make the registration public, it is suggested you make the link into a hyperlink and name it the actual group name so clients know what they are registering into.
Preview This button shows the user a preview of the online registration site that their clients will be using.
Once all settings are filled out the user simply must hit the grey “Update” button to save.
To see what your clients will be registering in with simply hit the “Preview” button and the user will see what the clients will see when the client hits the OLR link. An example of the League group that was just set up will be shown below.
The opening page will look as such, the client will have to check off the circle next to the option that fits how they will be registering for this league, as seen below. The first option we will look at is “I am individual registering”.
Once checked off the rest of the registration shows up for the client to complete. The first section is “Registrant Information”, this is where the registrant must fill out all pertinent information that he user has set up. All information will be automatically transferred into the users’ EZFacility TMS account. Mandatory fields are marked with a red star. To make other field mandatory please click on the following link - How to change Contact Preferences for OLR
The next section the client will have to fill out is the “Notes And Comments” section. This section is a way for the client to communicate anything extra they feel the user will need to know about the client registering for this group, as seen below.
The “Payment Information” section is next and depending how the user set up how they wish the clients to pay the fees will depend on what the client will see in this section. Again anything with a red star is a mandatory field to be filled out.
The final section is the “Registration Agreement”. In this section the user will have to either agree or not agree with the terms for this group, type in an image code to prove they are not a robot and then hit the grey “Submit Registration” to complete the registration, as seen below.
The second option we will look at is “I am registering for a Team”, the only difference in this registration is that the user must chose a team that is in the group to put themselves into, as seen below.
The final option is the “I am registering a new Team”, this allows the client to register a team into the league for a higher price and they can also fill out their roster. The higher price is due to this not being a single person registration but rather a coach registering their entire team at once.
Once this option has been chosen the client will have to give the team they are registering a name and then fill out all mandatory fields that have been set up for this league and the payment option for this league. Same as the other types of registrations.
After the client has submitted the registration for the team they will be given the following screen. On this screen there will be an option where the client can now begin to fill out their roster for the team that was just registered into the league.
Once clicked the following screen appears and the client can now fill out the rest of the roster for the team if they choose too.
Once the client has filled their roster out completely they can now close out the window, the information they just filled out on all of the players on the team is automatically transferred to the users EZFacility system. All players will now also be clients in the user’s system.