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Association Registration Setup Guide

This article provides association admins with an overview of each key PlayHQ admin task to ensure their association and affiliated clubs/team are ready to take registrations in PlayHQ.

Important links:

WATCH - PlayHQ Association Registration Webinar


Initial setup of basic association information 

My Organisation > Overview > Details tab 

  • If you have an existing website for your club or association, enter the website URL; otherwise, leave blank
  • If you have your own association policies/terms and conditions page on your website, enter the URL of this; otherwise, leave blank.  This link will appear on association registration forms, as well as affiliated club/teams forms.
  • Enter your club’s abbreviated name that appears on fixtures (e.g. For Titans Basketball Club, enter Titans); this will form the default prefix to team names (e.g. Titans Swish) 

My Organisation > Overview > Contacts tab 

  • Enter contact information that you want visible on your PlayHQ association website
  • Ignore the vouchers tab for now

My Organisation > Overview > Payments tab

  • To be able to process payments within PlayHQ for your association, you will need to submit your organisation's payment details via the 'Payment' tab. Once submitted it will be reviewed and processed by the PlayHQ team and the payment provider Stripe.

Managing administrator access to your association’s database

My Organisation > Admins > Invited Users tab


It is recommended that only individual email addresses (club or personal) be used because it is harder to revoke access, in the case that someone leaves the committee, if shared committee email addresses are used.

To find out how to give somebody admin access, view this helpful support article - https://support.playhq.com/article/95-inviting-new-administrators-to-your-organisation


Competition Setup

Adding Competitions

Competition Management > Add/View Competitions

Firstly, you'll need to create a 'Competition' which is a collection of grades that run for one or more seasons.

Click to view more information about adding anf managing competitions - https://playhq.kayako.com/article/61-managing-competitions

Adding Seasons

Competition Management > View Competition > Add/Edit Seasons

After creating your competition, you'll need to set up your season prior to setting up grades.
More details about creating and managing seasons can be found here - https://playhq.kayako.com/article/62-managing-seasons

Adding Grades

Competition Management > View Competition > View Season > Add/Edit Grades

Once you've created your season, you can begin to set up your Grades.

Further information about creating and editing grades can be found here - https://playhq.kayako.com/article/64-managing-grades

Registration Setup

Setting up custom fields 

Registration tab (within applicable competition season) > Custom Fields

Custom fields can be created and added to registration forms to collect additional information from association and/or affiliated club registration forms.  

More information on how to create and manage custom fields can be found here - https://playhq.kayako.com/article/204-configuring-participant-custom-fields

To view and/or edit custom fields, there are two options:

  • View Reports > Participation Report.  Download report and the custom field information will be against the individual/registration.
  • View Participants > search for the participant and view their Registration History to see the custom field details.

Setting up family discounts 

You can set a percentage off all subsequent registrations to the same competition season by the same account holder.

For example, if your standard price was $100 and your family discount percentage was 10%, the first registrant would be charged $100, the second would be charged $90, the third would be charged $90, etc.

More information on how to set up family discounts can be found here - https://playhq.kayako.com/article/203-configuring-family-member-discounts-for-registering-players

Setting up discount vouchers

My Organisation > Overview > Vouchers tab

You can configure discount vouchers that can be distributed to players/parents to discount the amount payable (applicable to the association fees only) at the point of payment.

More information on how to manage discount vouchers can be found here - https://playhq.kayako.com/article/98-managing-vouchers-for-your-organisation


Setting up Merchandise
Merchandise > Products

Merchandise allows products to be created, managed and offered for purchase to participants and teams during the registration process.   The new Orders Report will assist Administrators to track orders and manage fulfilment and the Transaction Report will display purchases.

More information can be found here - https://support.playhq.com/article/228-configuring-merchandise-and-adding-them-to-registration-forms


Setting up Registration Forms

Competition Management > My Competitions tab > View the competition season you want to work with > Registration tab

There are a number of different scenarios for participants registering to associations.  They include players registering directly to the association, and the association will allocate those player to the relevant team (Participant to Season form).  Another scenario is Association allowing teams to be registered (Team to Season form), which will then create a unique registration URL for players of the teams to register to directly (Participant to Team form)  Find below support articles on how to configure each form:

Club Management Settings

Competition Management > My Competitions tab > View the competition season you want to work with > Registration tab > Club

This section is where association’s can invite clubs to participate in the season, as well as any advanced settings to apply to clubs, including:

  • Club team allocation dates - configure the dates whereby club admins can allocate teams to grades for this season.
  • Association Registration fees to be applied within club registrations
  • Add Association T&Cs
  • Manage Custom Fields (see above)

Post-Registration Tasks

Viewing participant list
Participants tab (within applicable competition season) 

Once a participant has registered, they will appear in this list.

Creating teams and allocating participants 

Teams tab (within applicable competition season) 

Association and club admins can add a team - https://playhq.kayako.com/article/65-managing-teams

Once a team has been created, players can manually be allocated to the team.  

More information can be found here - https://playhq.kayako.com/article/106-allocating-participants-to-teams


Allocating teams to grades
Grades tab (within applicable competition season)

Once teams and grades exist in a season, teams can be allocated to grades. This article provides an overview of this process - https://playhq.kayako.com/article/66-allocating-teams-to-grades


Finding your association’s PlayHQ fixtures/ladders and registration pages URLs 

Each association and club has their own PlayHQ website that contains a fixtures/ladders page and a registration page. It is recommended that you link your website, Facebook page, etc. to these pages. Once you have done this, participants will be able to directly access this area via your website or Facebook page. If you choose to use these universal links (season, competition and association independent), you will not need to change these links on your club website season to season.

www.playhq.com  

  • Click on discover an association or club
  • Find your association and click on it
  • This is your association’s universal fixtures/ladders page; you can copy this URL and link your website to here
  • Click on the Register tab
  • This is your associations universal registration page; you can copy this URL and link your website to here




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  1. Matt S

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