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Sports League or Club Registration or Management

Sports Registration and League/Club/Team Management
Everything a League needs to manage and communicate online

Category Key Word(s)
 
General
 What does spappz stand for?
 
Data Maintenance
 How do I deal with a duplicate registration?
 
Seasonal Registration
 How can I reprint a registration confirmation?
 
Security
 The Player Reminder email process includes a link, user name and password. Is this a security concern that could be exploited by a hacker?
 What are the different levels of access?
 
Payment Processing
 What is a Communications Error after trying to process a credit card transaction and how can this transaction be re-processed?
 How do I move someone off the waitlist (seasonal system)?
 How do I activate a waitlisted registration in the Event based registration system?
 
Events System
 How do I process a refund for an event registration?
 
CRC - Criminal Record Check Processing
 How does the Criminal Record Check processing work?
 
History
 How much history is kept?
 How can I reprint an old registration confirmation?
 Can I compare registration number for prior years?
 
Rich Text Editor
 What is the Rich Text Editor?
 How do I add a hyper link in the SpAppz Rich Text Editor?
 I am having problems pasting content from word to the rich text editor. What should I do.
 
General
What does spappz stand for?
 spappz is short for "Sports Applications".
 
Data Maintenance
How do I deal with a duplicate registration?
 We try our best to enforce a one contact record per person no matter how many divisions/programs they are in. But sometime people will create a duplicate record by changing the last name or first name or date of birth.

First, if both profiles are active, one must be cancelled.

On the cancelled profile we need to change the first name to include the code *duplicate*. So if the first name was john, then change it to jo*duplicate*hn. The code can be anywhere in the name but by putting it in the middle these duplicate records won't show up in searches for 'John'.

Also, profiles with the code *duplicate* in either the first or last name will not show up in the users profile.

Once the cancelled record's name is changed to include the code *duplicate*, you can fix the first name and/or last name and/or birth date of the other record.

These profiles will eventually be purged.
 
Seasonal Registration
How can I reprint a registration confirmation?
 Several answers here...

1. A user can login to their profile, choose the player (if multiple players) and view or resend the confirmation via email for the year of their choosing.

2. An Administrator or agegroup coordinator can access the player record and do the same thing.

3. For non-current members (did not register in the prior year), you can still generate an old receipt using this link:

https://secure.millsoft.ca/{your_club_code}/webapps/spappz_live/reg4?appid=wvsc&p_refno={c_refno}&resend=view&year_suffix=_{year}

You can find the old players c_refno by using the Player History Dump.
 
Security
The Player Reminder email process includes a link, user name and password. Is this a security concern that could be exploited by a hacker?
 Given the right hacker tools, timing and effort, any email could be intercepted.

Some clubs think this feature is the best thing to reduce registration calls and problems. It is no different than using the forgot login/password process except how it is initiated.

To date, we have never had a user hacker issue. There is no valuable information that a hacker would want on an individual basis.

For those clubs that do not want to send Registration Reminders (that include login and password), they would simply use the Player Email page (for the prior year).

Disabling the 'Forgot login/password' request would increase the amount of Administration Support by the clubs and inconvenience the user. There has been no request to disable the 'Forgot login/password' recovery method to date.

This recovery method seems to be common in other Internet applications/systems as well.
What are the different levels of access?
 Many times there is just one Administrator who does everything. For larger clubs and to spread out the workload, a login can be assigned a 'process' level which gives them access to a subset of menu items.

In addition to the login levels, division and agegroup restrictions can also be used to limit access to their division(s) and agegroup(s) only (often for division and agegroup coordinators).

For an Event Administrator, you can also include event restrictions so that person can administrate only specified events.

Here is a list of the different login levels.
AdminAdministrator
CoordAge Group Coordinators
Coord2Age Group Coordinators 2
inaCoordInactive Coordinator
Pay_divAccounts Receivable (div)
PaymentsAccounts Receivable
EventEvent Administrator
TournamentTournament Coordinator
OfficialReferee
refcoordReferee Coordinator
CoachCoach
ScoutScout
lostfoundLost and Found Coordinator
FieldsFields Coordinator
HeadcoachHead Coach
crcCRC Admin
EquipmentEquipment
volunteersVolunteers Coordinator
ExecutiveBoard of Directors
sitemgrWebAppz Manager
galleryPhoto Gallery Manager
docsDocument Manager
linksLink Manager
newsNews Manager
calendarCalendar Manager
faqFAQ Manager
newsletterNewsletter Manager
banneradBanner Ad Manager
custom1Web Content and Events
custom2Web Content and News
 
Payment Processing
What is a Communications Error after trying to process a credit card transaction and how can this transaction be re-processed?
 A Communications Error can happen for two reasons...

1. There was a problem connecting to the credit card gateway server (moneris or beanstream). This could happen if there is an internet problem between our servers or if one of the gateway server is down (possibly for maintenance?). This happens very infrequently.

2. There was a credit card error (e.g. declined) and then the status was changed to something other than credit card error and an attempt was made to reprocess the transaction.

It is always a best practice to check your moneris or beanstream account to see if the transaction went through or not.

If the transaction did go through (rare), set the registration as paid and add payment notes detailing the issue.

If the transaction did NOT go through, then set the status to credit card error and UPDATE the registration. Now you can click on the 'Reg.' link and reprocess the registration and credit card transaction.
How do I move someone off the waitlist (seasonal system)?
 You should NOT increase the waitlist threshold as this will allow the next person(s) registering to bypass the waitlist.

To get someone off the waitlist...

1. go to Registration Payments and find the waitlisted player you wish to make active.

2. change their status from wait to pend.

3. Post your change.

4. Click the Reg. link in Registration Payments for this player and finish off the registration.

If they had chosen credit card, the system will attempt to charge their credit card.

If there is a problem with their credit card, you may need to contact them to confirm the credit card details, get a new credit card or have them resolve the issue their credit card company.
How do I activate a waitlisted registration in the Event based registration system?
 
  1. Go to Event Maintenance.
  2. Click on status for the event in question.
  3. Change the status filter to waitlisted and post to get a list of waitlisted registrations only.
  4. Optional - Click the email address to send the registrant a message to confirm that they still wish to participate.
  5. If the waitlisted player does NOT want to participate then change the status from wait listed to cancelled (post). No more action required here.
  6. If the waitlisted player wishes to participate then change the status from wait to pending. (post)
  7. Now find the registration again (by name) and edit then finish the registration. On completion, a confirmation email will be sent to the email address on this registration.

    If needed you can increase the waitlist maximum for this event now.
 
Events System
How do I process a refund for an event registration?
 Some clubs wait until a certain time and do all refunds at one time.

For cheque payments, the club would write out a refund cheque.

For credit card payments, some clubs still write out refund cheques but more and more the refunds are done via the Bambora/Moneris portal. From the Bambora/Moneris portal, you can find the payment and refund all or a partial amount.

After the refund has been finalized, you would go to Event Payments Maintenance and find the event/player being refunded and change the status to refund issued and add notes (refund amount/date/reason).

POST.

If you wanted to batch all refund requests to process at a future date, you would change the status to refund requested and then when you are ready to process all refunds, you find all registrations with a refund requested status and process as above.
 
CRC - Criminal Record Check Processing
How does the Criminal Record Check processing work?
 

The CRC process allows you to track and communicate with team staff, club staff, referees and scouts about there current Criminal Record Check Status.

You can add/change/delete the statuses to work with your CRC processing method as needed.

To add/change/delete statuses go to the Tables Maintenance menu option and find/edit the crc_statuses table. To turn off the status, just delete all crc_statuses from the crc_statuses table.

To see All records with no crc done, you can check the 'Incomplete Only' checkbox.

By default, this process only shows coaches that are assigned to teams. You can click the 'Unassigned' checkbox to get other staff who are not assigned to a team.

Different clubs wanted to use the date differently so there are two methods.

There are two System Settings for CRC Processing.

CRC Use Expiry Date

If this is checked, method 1 is used otherwise method 2 is use.

CRC Expiry Term

This is the number of months that a CRC will expire. This is for Method 2 only.


Method 1.

With the Crc Use Expiry Date checked on, the system takes the expiry date as the date when the crc expires. The label for the date is 'CRC Expiry Date'

Method 2.

With the 'Crc Use Expiry Date' Unchecked, the date is the start date of the CRC. The label also changes from 'CRC Expiry Date' to 'CRC Date'. In this case, the Crc Expiry Term is used. This is a month value (e.g. 60 months = 5 years).

The 'Expires' dropdown (using expired or expires in x months) will always include those CRC records that have already expired plus any that are to expire within x months. (for either method).

Calculation is based on months. You can choose the number of months up to 12 months.  The CRC selection will include the current month plus the number chosen in the 'Expires in x months' dropdown box.

 
History
How much history is kept?
 We keep up to 10 years of history but only the current year and prior year are fully available. There is a prior history dump (in payments menu area) where you can produce an excel spread sheet for a whole year.

Also, as part of the player profile (accessible to the user, administrator and Age Group Coordinators, are reprints of registration confirmation for every year a player has registered.
How can I reprint an old registration confirmation?
 For non-current members (did not register in the prior year), you can still generate an old receipt using this link:

https://secure.millsoft.ca/{your_club_code}/webapps/spappz_live/reg4?appid=wvsc&p_refno={c_refno}&resend=view&year_suffix=_{year}

You can find the old players c_refno by using the Player History Dump.
Can I compare registration number for prior years?
 Yes. The Registration summary report will allow you to review registration summaries for as long as you have used SpAppz.
 
Rich Text Editor
What is the Rich Text Editor?
 The rich text editor (RTE) is used for adding formatted content (html) to web pages and email. All content can be entered using the RTE without knowledge of html. The RTE includes many icons to help format your page and to add hyperlinks and images.

For advanced users, the 'Toggle to HTML' icon allows users to edit the html directly.

Note: If you toggle to html mode, be sure to toggle back to rich text mode before you post or extra line breaks will be added to your content.
How do I add a hyper link in the SpAppz Rich Text Editor?
 The simplest way of inserting a hyperlink using the rich text editor 'Insert Hyperlink' icon ''.
To revise an existing link, you can delete the old link and add a new link using the insert hyperling icon or you can toggle to html mode (using the icon) and update the html directly.

When the 'Insert Hyperling' icon is clicked, a dialog box will pop up. You will need to insert the hyperlink address in the box to the right of the box containing 'http://'.

Notes:
  • Always enter any link address without the http:// as the process will add this automatically.
  • If the link is to another website, enter the full address (e.g. www.techsys.tv)
  • If the link is to one of your pages, enter /{pageref} where pageref is the internal code for your content page.
  • If the link is to an internal application use one of the following;
    • /admin - Your main access to the back-end
    • /logoff - logoff link (put on website so admins and users can logoff when finished [system does time out after 20 mins])
    • /register - Link for users to register
    • /player_maint - link for users to update their profile
    • /team_contacts - page where users can find contact info for teams
    • /tournament - link to tournament (requires tournament id)
    • /event - event registration or data form (requires event id)
    • /events - all open events on one categorized page (event categories must be setup first)
    • /calendar - link to calendar
    • /coach_app - link to coach application (team staff can fill this in to create a coach/assistant coach/manager record)
    • /official_app - official application form (officials can fill this in to create a system official record)
    • /contacts - contact us form
    • /doc - document management user page (by category)
    • /faq - faq management user page (by category)
    • /gallery - photo gallery user page (by category)
    • /link - link management user page (by category)
    • /lost_found - lost and found user page
    • /buy_sell - buy and sell user page
    • /news - news archive user page
    • /newsletter - news letter user page (subscribe/unsubscribe and view current/previous newsletters)
I am having problems pasting content from word to the rich text editor. What should I do.
 Cutting and pasting from word is hit and miss...

Firstly... when using the Rich Text Editor (RTE) you should not use internet explorer. Use chrome or firefox for best results.

When you paste from word, there is so much 'Word' garbage that gets pasted too and depending on what type of formatting is done in word (and what version of word), it may not format correctly.

These extra (hidden) word formatting may also cause issues with different email clients.

If you are going to cut and paste, it is best to paste only the content, not the formatting. After pasting the non-formatted content, then format using the RTE formatting.

Or you can simply enter your text completely via the RTE.

This may be more work but then you will get consistent text formatting.

To paste content only, click the toggle to html icon , paste the content (this should remove the hidden formatting), then click the toggle to html icon again and now format the document using the RTE formatting options.

You can also paste into notepad as this will remove all hidden formatting. Then copy and paste from notepad to the RTE and do your formatting.