Byga Program Registration Management Document

Please click the link for Byga Program Registration Management documentation.

Here are the main points of this document:

• Shareable Form Based Registration Management: This document guides managing rosters and ongoing signups for Shareable Form Registrations, which are publicly accessible and link-based, typically used for supplemental programs or open recreational programs.
• Getting Started & Setup:
  • Program registrations are accessed via Admin → Player Registrations.
  • New registrations can be created or existing ones copied.
  • Key program settings include: Program name, multi-team placement allowance, public accessibility, email verification, payment requirement, thank you messages, and email notifications (including PDF receipts for payments, new in 4Q2024).
  • The "Form," "Payments," "Inventory," and "Notifications" tabs are used for detailed setup, with "Custom Forms Documentation" referenced for the form tab.
• Player Pool Management:
  • Player pools organize player submissions into subgroups for team sorting.
  • Pools are created in "Registration Settings" by selecting input items like birth year, gender, and form questions.
  • Entries can be re-classified and refreshed to view player counts in each pool.
• Program Management Access: Specific groups can be granted limited access to manage player entries for a program without access to settings or financial data.
• Player Signup Ongoing Management:
  • Program Summary: Provides statistics on form submissions, quick access to players needing review, demographics (birth year, gender), and signups per day.
  • Managing Player Registrations (Players Tab):
    • Offers two standard views: Payment status and invoice management view, and Form submission information management view.
    • Provides warning filters for "Players disconnected from contact," "Incomplete Entries" (with an option to email users), and "Entries with Duplicate Players".
    • Allows adding players to existing program teams, uploading/downloading submissions, sending invoices, viewing form responses, and deleting entries (if unpaid).
    • Includes options to edit player pools for each entry and to correct/edit form entries.
• Creating Teams and Associating them with the Program: Teams can be created or added and associated with the program. The "Manage Rosters" button provides a graphical rostering tool.
• Messaging Player Pools: Pools can be selected for messaging, with options to message paid or unpaid entries.
• Manage Rosters: Graphical Roster Workspace Management:
  • Available for programs with one team per player.
  • Allows managing multiple "Roster Workspaces," each including selected Player Pools (multi-select pools, new in 1Q2025), a set of teams, a submission form filter, and displayed form fields.
  • Provides controls for workspace selection, copying, deletion, form filtering, player pool filtering, and team selection.
  • Team Placement Area: Includes an "Unassigned Group" and "Teams," with controls for adding/clearing teams.
  • Players Controls in Team Placement Area: Allows selecting display fields for player cards (including player profile parameters, new in 2Q2022, and team staff roles, new in 3Q2022) and filtering players.
  • Players can be dragged between the "Unassigned" pool and teams.
  • Search functionality for placed players (by name/contact) and unplaced players (by form content) is available (new in 4Q2024).
• Copy and Preserving Pools & Workspaces: Recreational Programs can be copied to a new season, preserving teams, team staff, and roster management workspaces, with options to rename teams.
• Invoice Management: Capabilities are available and documented separately. Program receipts are available in the user's billing tab and the invoice admin menu (new in 4Q2024).
• Viewing Teams and Rosters: Program teams can be viewed and managed (edit, add staff, email parents/staff) from Admin → Teams → Program specific team group tab. Team calendars and rosters can also be viewed, with options to add/import players and export rosters.
• Messaging: Comprehensive messaging tools are available for team contacts, coaches, and staff.
• Parent Access: Parents on a program can access "Schedule," "Profile," "Preferences," "Payments" (to view invoices), and "Messages" tabs. They can also invite other player contacts.
• Program Use Considerations: Discusses different registration options (Custom Form with Payment, Shareable Link Registration, Invite Based Registration), family management (Byga web/mobile app access, FAQ links, communication norms), and form design recommendations for session-based camp registrations.
• Miscellaneous:
  • Permissions: "Manage Programs" and "Manage Program entries" are club-wide permissions for form-based registrations.
  • Sports Specific: Includes information on USA Lacrosse Membership Verification.