Sports Registrations with Permissions

Access: Menu Administrators

Schools and Clubs can set up sports registrations and payments, collect permissions and other information, and include links to sports websites and draws using the set up described in this document.

On your shop site it will look something like this:

Users will see the service name ‘Sports’ on the home page. Or the service icon on the bottom of the home page.

If they click on Sports, all the categories and items you have set up under that service will display.

Under the service icon, are the categories you have added, e.g. Rugby, Netball, Hockey.

You can enter as much information as you need, including:

·        a summary -This information will show up under the name of the item on the screen for your families. Enter important information in the summary field.

·        a description - Caregivers will see this information when they click inside the item’s box.

 

Information can be copied and pasted from other documents, you can include links to websites, shared pdf files, and you can format the appearance of the information such as bold, italic or bullet points.

The user can add to cart by clicking on the child’s name and completing the online registration form that you set up.

Users are not able to pay and register until they have answered all the questions you set as compulsory (*).

 Once the form is completed, the item will be added to their cart, and they can continue to the check out.

 

You can check for Sports Registrations daily or at the close of the registration period, and there reporting options which will show you answers to the form questions, e.g. Download simple excel workbook.

Creating the listing (Menu Administrator)

All set up is done on our partner website:  https://partner.tgcl.co.nz

1.       On the partner site, select Item Editor and check you are operating as the correct supplier.

 

2.      Select Add new.

 

3.      Add your new category name to the pop-up box, e.g. Basketball. Untick Has daily order cutoff (that function is only for food services). 
         Select Done.

4.      Select Add new item.

 

Start entering the information for your Basketball items, each step is numbered in the picture below.

5.      Enter the name of your item, e.g. Basketball Yr 5 and 6.

6.      Enter the price.

7.      Enter the General Ledger code, this won’t be visible to users but will be visible on your internal reports.

8.      If you need to, add any other details you need on your reports into the Remarks field. (Optional).

9.      Add an image. Clicking here will bring up the image upload box. You can add jpg, bmp, gif & png files but they must be under 5MB.

10.   Ensure that the item is available for purchase every day (click to change if not).

11.    Enter important information in the add summary field. This information will show up under the name of the item in the Kindo Shop.

Information can be copied and pasted from other documents, you can include links to websites, and you can format the appearance of the information.

You can create your own template for all your sports. This Template might include: Training days, Tournament Dates, Sports Uniform, Sports Equipment, Coach and Manager Information, Code of conduct or Fair Play Agreement.

12.   If there is more information you’d like to add, enter it in the add description field. Users will see this information if they click anywhere inside the item’s box.

Information can be copied and pasted from other documents, you can include links to websites, and you can format the appearance of the information.

If using the add description field, add the words “click here for more information” somewhere in the add summary field to prompt users to access the additional information.

13.   If you want anything to be printed onto the electronic receipt that gets sent, enter it in Detail to print on electronic receipt. For example, ‘Thank you for registering.’ The electronic receipt will automatically include information about the item, the cost and who it was for.

Available quantity - If you have a limited number of items, e.g., sports uniform, select the pencil icon next to Available Quantity: unlimited to update the stock numbers. For more information, please visit Using the stock function.

14.   Create your permission form by entering questions or statements that the customer needs to answer under Form Questions.

·        Question ID - this is for your reference only. It will print on your internal reports but will not be seen by the customer.

·        Question - enter your question or statement here - this is what the customer will see and respond to.

·        Answer - select the type of answer you require from the dropdown menu. Choose between Yes/No, Text (the customer writes in their answer) or Date (e.g. date of birth).

·        Compulsory - tick this if the customer must answer the question before continuing.

You can change the order of your questions by using the grab handles to the left of each question and dragging up or down.

For more examples of the questions you can ask, please see our article on Sports Questions on our online Knowledge Base.

 15. Select the tick next to the price when you are happy with all the details and questions for your item.

Duplicate item

 

1.      To create another item similar to the one you have just created, e.g. Basketball Yr 3 and 4, select Duplicate item to create a copy.

2.      Edit the name, price, and any other details for the new listing. Most details will be copied from the original listing to the new one, however you will need to upload an image.

3.      Once you have created listings for all your items, select Save & Publish to save your items and make them live for your families to view, or Save Draft, to save your changes but not yet make them visible to families.

You can then move the duplicated copy to a different category – Netball or Rugby.

Creating the home page service icon (Service Administrator)

All set up is done on our partner website:  https://partner.tgcl.co.nz

1.      On the partner site, select service manager.

2.      Click on Add new.

3.      Enter the service name (if not already set up) in the pop-up box, e.g. Sports, and click Done.

4.      The choose icon pop-up box will appear. Choose one of our icons by clicking on it or click on the Upload new icon button to upload your own picture.

If you are uploading your own picture, it must be a jpeg file and less than 5MB.

5.      Select add / remove categories.

 

6.      The add/remove categories pop-up box will appear. Choose the Supplier and then select the Category, e.g. Basketball, that you created earlier. Repeat for each supplier & category you want to appear in your Sports Service. E.g. you might also add Netball.

 

7.      Under Availability set the dates for your service.

For sports, you might choose to have the service open for the whole year, especially if you are also selling sports uniforms.

Alternatively, you may choose to just have it open for a few weeks at a time while registrations are open and just hide the individual sports when close off dates differ for each sporting code.

8.      Click Save & Publish at the top of the page to make your items visible on your shop site (or Save Draft to save your work, but not yet make visible to families).

9.      Finally, click Generate Shareable Link. This will bring up a window where you can copy the special link that will take families straight to this service once it’s published.

Use this link in any electronic document, newsletter, or webpage where Sports is mentioned or advertised to make it easy for families to register.

 

Hide a sport without losing it (Service Administrator)

To temporarily ‘hide’ an individual sport, without deleting it, use the enable & disable items function.

This is useful for seasonal sports where you don’t want to delete the sport, just hide it for a few months whilst you are not taking registrations, or for example, when registration closes for Basketball, but Netball registrations are still open.

1.       Go into the service that holds the categories with the items you want to hide. Click the little arrow next to the category and supplier name.

2.      This will bring up the enable & disable items screen. Untick any items you want to hide temporarily. Ticked items are enabled/visible. Taking the tick off disables/hides the item.

 

3.      Save & Publish to make the changes visible on your shop site. When you want to add them back to your service, follow the same process and tick the items to unhide them.

Checking registrations (Order Administrator)

All reporting and registration checking is done on our shop site:  https://shop.tgcl.co.nz.

1)      Select the Order Status page on the shop site.

2)     Define the dates you want to check registrations for.

3)     Click View orders.

4)     Use the filter options under Category to see only the orders for the category Sports.

5)     Download or print your report. The best reports to use when using Form Questions (for permission slips or registrations) are:

·        Download Excel Workbook: Generates an excel file which contains all information and can then be downloaded for flexible sorting and viewing. 

·        Download Simple Excel Workbook: An excel file which contains Student name and room, items purchased, and account holder details.

·        Print to A4 (all details): PDF containing multiple orders per A4 page. Report has all the same items grouped together.

All of these reports listed above, contain answers to questions and Options and Choices are visible.

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