Byga Team Invite Registration Management Workflow Document

Please click the link for Byga Team Invite Registration documentation.

Here are the main points of this document:

Section 1: Managing Registration Workflows Setup

• Introduction: Byga manages competitive team registrations, a complex workflow requiring appropriate permissions (Section 4).
• Getting Started: Access player registration workflows via the "Admin" menu, then "Players Registration" to create or edit registrations.
• Viewing, Managing, or Creating Registrations: Existing workflows can be viewed, new ones created, settings edited, or existing registrations copied.
• Copying or Creating New Registration:
  • Season Selection: A season must be selected when creating a new registration and cannot be edited later. New seasons should be created before registrations if needed.
  • Cloning Seasons: Existing seasons can be cloned with "Teams only" or "Teams and players" options to simplify team and roster creation for new seasons.
  • Copying Existing Registration (New in 4Q2024): An existing "Team Invite Registration" can be copied, preserving most content like payment accounts, accepted payment methods, fees/discounts, waivers (non-team-specific), donation settings, custom messages, and notification settings. Installment plans, deposit/registration fees, and team-specific metadata are generally not copied. A wizard guides the process, and a review step summarizes what needs to be added manually.
• Registration Settings - Basic:
  • Descriptive Name and Season: The descriptive name can be edited, but the season cannot.
  • Placement Acceptance Flow: An optional initial phase to get player commitments before full registration, allowing for deposit collection and showing team names (if desired). Transition to the Registration phase is done via a button.
• Registration Settings - Payments:
  • Installment Plans: Can be created (not applicable to Placement Acceptance), for specific teams or all teams, and can include minimum/maximum invoice amounts.
  • Accepted Payment Methods: Options include Credit/Debit cards (Visa, Mastercard commonly supported), eChecks (ACH, about 5000 institutions supported), and Personal checks (offline payment). Coordination with Byga is required for initial payment processing account to accept Credit/Debit and eChecks.
  • Payment Plan Details: Defines payment plan names, minimum/maximum invoice amounts, initial payment, and installment dates. Processing fees are calculated on the initial invoice and distributed equally. Players are registered after initial payment. Missed installments flag the player as ineligible. A test button helps verify plan availability for various invoice amounts.
• Registration Settings - Waivers:
  • Types: Waivers can be club-wide or team-specific.
  • Content: Can be a PDF document or text entered directly.
  • Timing: Users sign waivers in either the placement acceptance or registration phase. If a waiver is added after enrollment, the user sees it in the registration phase. Team-specific waivers are only for the Registration phase.
  • Editing Restrictions: Once acknowledged, waiver contents cannot be edited, but selected teams and acknowledgment methods can be. Waivers can be added or disabled for new registrants.
• Deposits and Fees:
  • Placement Acceptance Settings - Deposits: If Placement Acceptance is enabled, global or team-specific deposits can be added. These cannot be edited once placement acceptance is live.
  • Registration Settings - Fees: Global fees (itemized or not) apply to all teams. Team-specific fees apply to certain teams and can be itemized using the "Advanced" tab (New 1Q2024). Negative fees can be used for discounts or prorating. Fees cannot be edited once a player registers with them, but new fees/discounts can be added.
• Registration Settings - Donations:
  • Options: Fixed donation amounts can be offered, and users can specify their own amount.
  • Acknowledgement Email: A customizable email can be sent to users who donate.
• Registration Settings - Teams: Used to activate teams for registration. Players' contacts receive notifications to accept/decline offers and pay deposits (Acceptance phase) or register and pay fees (Registration phase). Teams cannot be enabled without an applicable fee.
• Registration Settings - Messaging:
  • Components: Consists of Messages (custom invite emails, landing pages, thank yous, invoice notes), Variables (standard and custom team-specific variables for messages), and Team Metadata (values for custom variables).
  • Messages: Customizable messages for Placement Acceptance (Invitation email, Instructions, Thank you) and Full Registration (Open registration email, Welcome message, Thank you email). Variables like player, team, coach, coach email, and $team_metadata are available.
  • Messaging Variable Management (New 2Q2023): Summarizes and allows management of standard and custom team-specific variables.
  • Team Metadata Configuration (New 2Q2023): Configures team-specific values for custom variables, view standard variables, and allows bulk upload. Custom variables can be linked to documents.
• Registration Settings: Notifications tab: Configures users to receive daily emails with registration updates (players added, removed, registered).
• Custom Form Questions and Fees: Available upon request from a Customer Success manager.

Section 2: Monitoring and Running an Active Registration

• Workflow Stages: Outlines the progression from season and registration setup to active registration, including player placement, acceptance/decline, reminders, and full registration with payment processing.
• Registration Summary Dashboard: Provides a high-level overview, including:
  • Team Registration Status: Per-team summary of registration progress.
  • Player Eligibility Warnings: Lists players with payment or information issues who can be marked ineligible.
  • Ongoing Installment Plans: Reminders sent to users before due dates, and payments processed automatically.
  • Player Registration Warnings: Identifies issues like players moving teams with different fees.
  • Roster & Contact Warnings: Shows players whose primary contacts have not logged in.
• Registration Team Status: Provides detailed registration information per team, including registered/unregistered players, payment info (expected, other, adjustments, billable, collected, balance), and links to team fees. Per-player status includes links to invoices, receipts, adjustments, re-invite, and player notes. Special cases for "No longer on team" and "Not returning to team" are indicated.
• Registration Status - Player View: Displays player payment information, allows searching and filtering (All, Registered, Unregistered, Not returning (New 4Q2024), Not on live team), and sorting. Menu options include viewing invoice/receipt, adjusting, re-inviting, and marking as "Not returning" (New 4Q2024), and adding notes.
• Not Returning: Players can be marked "Not returning" in their profile, which is useful for future season team creation.
• Registration Status - Placement Acceptance Status: If enabled, shows placement acceptance status by team (Accepted, Declined, No response), deposit collected, and options to manage player status and re-invite.
• Registration Player Notes: Allows adding general private notes or registration notes to a player, with specific role-based permissions for access.
• Adjustments Tab: Enables adding deposit discounts (enrollment phase only) and registration adjustments (enrollment or registration phase) for individual players. Bulk adjustments are available via Byga Support. Adjustment categories (defined in Financial Center) and an edit mode are available (New 1Q2024).
• Registration Status - Invoice View: Allows searching and sorting invoices by various criteria (invoice number, email, status, date created).
• Registration Status - Payment View: Enables searching payments by email or name, displaying detailed payment information (amount, fees, refunds, disputes, net amount, method), and sorting options.
• Registration Status - Stats: Provides various dashboards and graphs, including player registration progress, invoice breakdown, payment method breakdown, registrations per day, upcoming and charged installments, and expected future revenue.
• Registration Status - Reports: Offers various financial and status reports (Transaction, Payment, Invoice, Line Item, Team Financial, Player Financial, Payment Plan Details), which can be temporarily saved for download.

Section 3: Invoice Management

• Invoice management capabilities are detailed in a separate document. Placement Acceptance deposits are reflected in the Registration Invoice, deducting processing fees.

Section 4: Miscellaneous

• Permissions: Various permissions are available for different roles (e.g., Registrar, Treasurer, Controller) related to viewing status, managing settings, fees, adjustments, invoices, and reports. These can be customized.
• Process Considerations: Key decisions include whether to use the Placement Acceptance phase, controlling payment management permissions, ensuring players are only in one live team, ideally sending placement offers to final teams, and using document management tools for workflow language.
• Alternative uses to Registration Workflows: Can be used to collect registration data without requiring payments.