Player Signup Ongoing Management

This section covers the tools provided to manage the Program entries.

Program Summary

Form submissions statistics have been revamped to provide additional summary statistics.

• Messaging of filtered groups (All, Placed, Paid) is available from this tab. Clicking on one of these messaging options will also provide an option for Not placed and Not paid submissions.
• Quick Access: provides players that need additional review.
• Some demographics (e.g., birth year and gender)
• A graph showing signups per day

Managing Player Registrations

The Players tab has 2 standard views.

1. Payment status and invoice management view
2. Form submission information management view

Separately from the Summary tab, 3 warning filters are also provided for managing certain submissions.

1. Players disconnected from contact
2. Incomplete entries
3. Entries with duplicate players

Payment status and invoice management view

In the Payment status and invoice management view the following is available:

1. Payment status
   1. Green rows have a paid invoice
   2. White rows have an unpaid invoice
   3. Red rows are invoices with declined payments. Note a registration may be shown as paid and subsequently turn unpaid:
      1. On occasion, an eCheck payment may be declined ~5 business after the payment
      2. A refund is made with the option to mark the payment as unpaid (e.g., player registered for the wrong program or changed their mind)
2. • Add button enables player to be added to an existing Program team. The player’s teams can be switched by removing a team (red (x)) and adding a different team.
3. Upload or Download submissions: download includes Player ID and User ID for submitter to correlate regardless of player or user name changes / corrections.
4. Per entry Menu on the right
   1. Use “Send invoice” link to resend the invoice to the form submitter (e.g., if the invoice is unpaid or declined).
   2. Use “Show form response” to view the submitter’s form submission details
   3. Delete will delete the form entry. Form entries with paid invoices can not be deleted.
5. Click on the player or User to link to the Player or User details.
6. Sort options
   1. Sort by player last name (alphabetical or reverse order)
   2. Sort by user last name (alphabetically or reverse order)
   3. Sort by “Add on” date in earliest or latest registration submission
7. Click on the invoice to go to the invoice where a full set of invoice management capabilities are available. For example, if the family pays offline, a club admin can mark the invoice payment as completed via offline payment when payment is provided.
8. Filter options:
   1. Paid entries (also marked in green)
   2. Unpaid entries (typically white)
   3. Placed (if on a team associated with the program)
   4. Not placed (if not on a team associated with the program)
   5. Paid but not placed
   6. Placed on multiple teams (depends on program if this is relevant)
   7. Warnings
      1. Disconnected users (player contact needs invitation from existing contact)
      2. Unreachable (typically a bouncing email)
      3. Duplicate players (this finds duplicate submissions for the same player)

Form submission information management view

In the Form submission information management view the following is available:

1. Left and Right menus
2. Use “Send invoice” link to resend the invoice to the form submitter.
3. Use “Show form response” to view the submitter’s form submission details
4. Delete will delete the form entry. Form entries with paid invoices can not be deleted.
5. Click on the player or User to link to the Player or User details.
6. Use the Pools cell to view the various pools the player has been included. You can view the pool that the player was assigned to by clicking on the blue (i) when in one or more pools.
7. Use “+ Add” to add the player to one of the Program’s teams and click on the (i) to view the teams the player has already been added to.
8. Click on the red (x) to temporarily hide columns that are irrelevant to the team formation.
9. Use the Blue drop down to toggle between Read-only mode and an Editing mode

In the Editing mode, the user’s form entry can be corrected / edited if the user needs to change the entries. Radio button, dropdown and checkbox entries can be edited.  Club fees and invoice necessary invoice adjustments may be warranted based on changes that affect the program fees.

Adding players to player pools: For each player entry, pools can be edited (added to existing pools or removed from a pool) using the edit icon in the pools column.

Player ID is available in the second view and in the download.

Warning Filter: Players disconnected from contact

Players disconnected from contact refer to submissions for an existing player by someone other than an already existing player contact. The impact is that when these users login to Byga, the player will not appear in their account until an existing player contacts invites them as an additional player contact.

Warning Filter: Incomplete Entries

When users fill out a form based registration form but do not submit the invoice page, these form submissions are captured allowing the administrator to send an invoice (adjusted or not) to the user to complete the registration.

In addition, an option is available to email users that submitted incomplete entries.

Warning Filter: Entries with Duplicate Players

Users sometimes submit a registration form with the same player. These can be found using the warning filter. Unnecessary duplicate & unpaid entries can be reviewed and deleted. Duplicate paid entries can be reviewed and refunded if needed.

Creating Teams and Associate them with the Program

Create teams and associate them with this specific Program.

1. Create a new team or add a previously created team that is not already associated with another program. When a new team is created, the Team Settings are defined.
2. Use the green Manage Rosters button to use the graphical rostering tool (available for Programs that do not support multi-team rostering).
3. Clicking on one of the teams results in a filtered list of players on that team displayed in the Players tab.
4. Use “To to team” to navigate directly to the team page.
5. Use “Team settings” to change various team settings.
6. Use “Team staff” to view and add team staff to the team.
7. Use “Remove from program” to disassociate the team from this program.
8. Use “Delete permanently” to remove the team from the club list of teams. Players assigned to the team will be unassigned.

Messaging Player Pools

1. Message pools: Pools can be selected for messaging. An option to message paid or unpaid entries will be provided.

For more information, please reference Programs Registration Management