Creating a Program

Programs allow for slightly different registration setups and program management; there are currently seven program types offered: Club, League, Event, Tournament, Camp, Classes, & Bookings.   To get started on your new program, head to the main dashboard.

 

If you have already created your program, this article covers the options present on the Edit Details page of your program.

Step 1: Getting Started

From your Management Console Dashboard, under Quick Links, click Create a new program

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From the available program types, select the one that fits your program best.

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Program Types

Leagues, Events, Camps, and Clubs all operate the same way aside from a few terminology changes.  Tournaments and Classes offer specific features outlined below:

 

League

Basic Program Functionality

Event

Basic Program Functionality

Tournament

Best for team registrations.  Advanced team/division management and scheduling options.

Camp

Basic Program Functionality

Club

Basic Program Functionality

Class

Allows users to register for multiple 'classes' at once. 


Step 2: Program Details 

Once you've selected your Program Type, you are taken to the Program Details page.

 

Program Configurations

Program Configurations can be customized to meet the need of the organization. There are classic, grouped (multiple sub-programs under one master program), and session-based (multiple sessions under one master program), where players can choose multiple sessions to sign up for in a single registration.

  1. Classic: A single program that can accept Staff, Individual, Team, or Team Player registrations.

  2. Grouped: One master program, with sub-programs housed under the Master.  The sub-programs will have the classic functionality.  This is a good choice when dealing with multiple Age Groups, Locations, Divisions, or any other grouping under the same program title.
  3. Session-Based: Session-based programs allow a registrant to select one or multiple "Sessions" during the registration process and pay for them all at once. First create a Master Program, then you will be prompted to add at least one session.  For example: A Four Week Skills Clinic, with the option to attend only one week or all four weeks; the Master Program would be Four Week Skills Clinic with four different sessions grouped under it, one for each week.

 

Program Details

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League Type:

  • Who is registering?  Parents or Staff Members registering child players?  Choose Youth/Family Accounts.
  • Adults registering themselves as players?  Choose Adult
  • If you don't see this option, your site mode is set to one or the other.   If you need both options, please contact support@leagueapps.com and ask for your site mode to be switched to Mixed.

Sport: Choose the sport that best fits the Program.

Season: Choose the Season.  This is a site-level customizable term that you can edit by going to Settings > Terminology.  For example, some people have renamed this to Region, defined the available places their programs take place, and use it for program reporting.

Level: Choose the Level.  This is a site-level customizable term that you can edit by going to Settings > Terminology.  For example, some people have renamed this to Age Group, defined the available age groups their programs allow, and use it for program reporting.

Gender: Specify the Gender. 

Visibility: Choose whether or not you want this program Public or Private.

  • Public:  It will show on your registration listings page (yoursite.leagueapps.com/events)
  • Private: It will only be accessible when directly linked to.

Note: If you choose grouped or session-based, some of these settings will be configured at the sub-program or session level.

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Name: The name of your program.  Tip:  Include the Season and/or Year in your program titles to keep reports clean as years go on.

Program Code: Optional Field, used for reporting.  This is hidden from your members.

Sponsor: Optional Field.  Visible from the Program Registration page.

Activity Start Date:  Required Field.  When the program should switch from Upcoming to Live

  • You can choose to keep this hidden from the member portal by unchecking the Date is visible box. 
  • Checking Start date is tentative will add a "tentative" label next to your start date on the Program Registration page.

End Date: Optional.  You can choose to keep this hidden from the member portal by unchecking the Date is visible box. 

Registration Start: Optional.  If left blank, registration will be immediately open.  Input a date to auto-open registration in the future. 

Registration End:  Optional.  If left blank, registration will remain open indefinitely.  Input a date to auto-close registration in the future.  Once this date passes the Register button will be removed from the Program Registration page.

Important: Registration will open at 12:00 AM on the Registration Start date, and will close at 11:59 PM on the Registration End date. Times are based on the specified time zone of your site. Make sure that your site's time zone setting is correct under Settings > Site Settings. 

 

Registration Status 

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There is a special control that allows admins to manually adjust the registration status for a program, on top of the automatic registration availability described above.  There are a number of options that can be selected for "registration status".  The effect of each option is described below.


Open Soon: Disables the registration button, replacing it with a gray button that says "Opens Soon" on the specified registration start date.

  • Adds a yellow "Open Soon" Label in the program listings on the public site. 
  • Automatically changes to "Open" when registration start date is reached.

Open: Ensures that the registration button is accessible, provided that the criteria is met for registration being open.

Sold Out: Disables the registration button, replacing it with a gray button that states "At Capacity".  If team registrations are enabled, there is a link displayed under the button to allow team player registrations.

Limited Spots: Has no functional effect.  Adds a yellow "Limited Spots" label in the program listings.

Accepting Waitlist: Has no functional effect.  Adds a yellow "Accepting Waitlist" label in the program listings.

Accepting Free Agents Only: Adds a yellow "Accepting Free Agents Only" label, and only shows Free Agent pricing, in the program listings.  When registration button is clicked, only the Free Agent option is presented.

Accepting Male Free Agents Only: Adds a yellow "Accepting Male Free Agents Only" label, and only shows Free Agent pricing, in the program listings.  When registration button is clicked, only the Free Agent option is presented.

  • As the registrant steps through the registration workflow, they will only be accepted if they are a male.


Accepting Female Free Agents Only: Adds a yellow "Accepting Female Free Agents Only" label, and only shows Free Agent pricing, in the program listings.  When registration button is clicked, only the Free Agent option is presented.

  • As the registrant steps through the registration workflow, they will only be accepted if they are a female.

Accepting Team Captains Only:  Adds a yellow "Accepting Team Captain Only" label in the program listings.  When registration button is clicked, only the Team Captain option is accepted.  Other options have "Closed" displayed underneath each.

Accepting Team Players Only:  Adds a yellow "Accepting Team Players Only" label in the program listings.  When registration button is clicked, only the Team Player option is accepted.  Other options have "Closed" displayed underneath each.

Accepting Team Players and Free Agents Only:  Adds a yellow "Accepting Team Players and Free Agents Only" label in the program listings.  When registration button is clicked, both the Team Player and Free Agent option is accepted.  Other options have "Closed" displayed underneath each.
  • This registration status is specifically for when you want to lock the number of teams in your program but still want team players and free agents to join. 

Cancelled:  Disables the registration button, replacing it with a gray button that states "Canceled".  Also, adds a yellow "Canceled" label in the program listings.

 

Location, Days, and Times

The last set of fields are optional, but can provide more information to your members about where and when the program will be taking place. 

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Location: This drop down pulls from the locations you have pre-loaded under Manage > Locations.  This 

This program takes place on: Check none or all days that the program will take place.

Between times:  Optional. If the times vary based on the day, it's best to manually enter the details in the Description editor.

League Format: Optional, visible from Program Registration Page.

Description: A content editor for you to write out any additional information, attach files, or insert images pertaining to the program.

 

Once you hit SAVE your program will be created.  However, you still have some set up to do around who can register, how and if they pay, how much, etc. 

 

Learn about these Registration Options in our Registration Options Guide

 

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