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Event Manager

Online Registration for Camps, Classes, and Events.

Creating an Event:

Log in

Click Event Manager in the left navigation to begin

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Click Create

A blank event page will open

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Event Name: Enter the name of the event

Create this Event For:

Select the District League and Club that is conducting the event*.

*This determines who the event belongs to and where any monies collected should be distributed.

Event View Mode:

Determines who can apply to the event.

Select ‘Open to the Public’ to allow any one to sign up

Select ‘Restricted’ to only allow users with a profile on the Affinity system to sign up

Calendar Type Name:

Determines what the event is for and what options are available. Most Youth Events will fall under

“Camps” most license clinics will fall under “Coaching Education”

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Check box options:

Requires registration must be checked for the event to be registered to

Check requires payment if fees will be collected online

Check Auto Accept to have the system accept applicants automatically and send an acceptance email

Attendee View Mode:

Determines whether or not the general public and or attendees can view the list of persons signed up

for the event

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Event Start Date:

The date the actual event starts

Event End Date:

The date the actual event ends

Start Accept Application Date:

Date when applicants can begin registering

End Accept Application Date:

Date on which applications are no longer accepted*

*Enter the date after the last day you wish to accept applications

Age Calculation Date:

The date used to calculate the applicants age according to the soccer season. For seasonal registration

events this date will always fall on 8/1/XXXX of the current registration year

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Enter the Event Description using the content editor. This description will appear on the public page.

Create a new location or choose from previously entered locations.

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Enter an Event Admin, their name and contact information will appear on the public page.

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Click Create

Once the event is created you will be returned to the main event tab page and have access to additional

tabs

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Custom Fields is a sub tab under event that allows you to create custom questions for information

gathering.

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Event Session:

The system automatically creates one session when the event is created

Additional sessions can be created as needed

Session Name:

The default session keeps the same name as the event and can be updated

Min Attendees:

The minimum number of attendees that need to register for the event to take place and not be

cancelled

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Max Attendees:

The maximum number of attendees that can register to the event session before it is automatically shut

off and applicants can no longer register*

*System default is 0. In order for applicants to register to the even this number must be updated prior to

publishing the event

Session Start Date:

Date the session starts, must fall within the event start and end dates. For the default session the event

start date will automatically pull in.

Session End Date:

Date the session ends, must fall within the event start and end dates. For the default session the event

end date will automatically pull in.

Age Calculation Date:

The date used to calculate the applicants age according to the soccer season. For seasonal registration

events this date will always fall on 8/1/XXXX of the current registration year. For the default session the

age calculation date will automatically pull in.

Recur every week on:

Optional. If this is session will cover the same day of the week for multiple weeks this can be checked.

Description:

Text box for a brief description of the specific session.

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For coaching education courses the additional Certification license level is available in each session.

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Registration tab

Fees:

Select Registration fee from the new fee type drop down and enter the desired amount to create a

registration fee.

The other option can be utilized if additional fees or a different fee name are desired.

Fees can be Mandatory (M) Optional Select (OS) or Optional Non Selected (ON)

Mandatory (M) fees must be paid during the registration process

Optional Select (OS) fees pull into the applicants order and show as part of their total but can be

unchecked and not paid.

Optional Non Selected (ON) fees appear on the payment page but do not pull into the total and the

applicant has to check the fee option to purchase the “product”.

Once a fee is created it will appear in the edit a fee type drop down and can be edited/updated.

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Payment:

Allows for the selection of what types of payments to accept. Credit Card, E-check, or Manual deposits

such as cash, check, cashiers check, money order, free, scholarship etc.

These selections must be configured by an Affinity Sports representative.

ELA (electronic legal agreements):

ELA (Electronic Legal Agreements) such as online liability waivers, code of conduct, and refund policy;

require players (parent/guardian for minors) and coaches to electronically agree to terms and

conditions. The waiver is time/date stamped and is stored in the users account for easy print access at

any time.

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Age Group:

Configure age groups as desired to limit the ages accepted to an event or session.

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Online Flow:

Use new checkbox:

Allows the user to choose between the old event manager public process and the new process. The new

process is the default and the old process will be disabled completely once all events that were utilizing

the old flow have ended.

Click here to configure link:

Provides the user with the ability to edit each page of the online registration process.

Copy all:

Allows the user to copy online registration configurations from another event. To copy enter the event

id number and click the copy n apply button. The event id number is found on the event info tab of

every event.

Each configuration page of the online registration process will have three links, edit, previous, and next.

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The “edit” link provides the user with a content editor and allows them to add instructions and

information on each page of the online process.

The “previous” and “next” links allow the user to go back and forth from page to page.

On several of the pages additional options are available that allow the user to make items shown,

hidden, or required.

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Messaging:

Template

Emails are automatically sent to applicants upon registration and upon acceptance of their application.

These automatic emails can be customized through templates.

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From Address:

Email address of the person or organization the email is sent on behalf of

From Name:

Name of the person or organization the email is sent on behalf of

Subject:

Email subject line

Message:

Email message

Macros (custom fields and standard fields):

Allow customized information to be automatically pulled into the email template. Click within the body

of the message then click the desired macro to utilize.

Hide sender:

Allows for the senders name and email to not be shown to the applicant, this is not advised due to a

higher probability that the email will end up as spam or junk mail.

Delay time:

Allows the user to configure the emails go out after a specific amount of time has elapsed instead of

immediately.

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The event preview page shows the user a preview of how the main page will appear to the public.

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Publish event allows the user to adjust the status of the event and make it available to the public.

Once the event is “Active” (published to the public) a URL will appear. The url links to the public page for

registering to the event and can be placed sent out or placed as a link on the users website.

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Applicant tab:

The applicant tab provides search capabilities, email functionality, financial information at a glance, and

links to applicant records for details on the individual applicants.

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Each order number links to an order detail page providing the user with payment information details on

each applicant.

Additional links provide information on the individual applicants, custom information, any signed

electronic legal agreements and a link to their record where a league/club application can be created.

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Scoring coaching education courses

Search by desired session

Check the applicants

Click Update Grade

Enter score and result

Click Update Grade

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Applicant Attendee Report:

Various attendee reports are available including attendee list labels and all fields’ reports.

Select the desired report from the report drop down

Click the printer icon to view/print/export the report

Add Attendee:

Attendees can be added to the event internally by the event admin

Click the Add Attendee tab

Select the desired session(s)

Click the ‘Add Attendee’ button

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Click the find and register a member who is not your family button

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Enter either the first name, last name and date of birth or the id number of the person being registered.

Click Find

Check the desired record

Click Submit selected

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Either click Find and register.... to search for another attendee or click register to proceed with

registering the individual.

Confirm and fill in any required information

Click Save

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User can then click to return to the event manager pages or click the create order to enter a payment.

Clicking create order allows the event admin to enter the payment or advise the attendee to log in and

enter payment.

Click the order number to open/edit the payment order detail page

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How to apply discounts in Event Manager

Click Event Manager

Next Search for your Event Name at this screen

and then click search

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Click on Event to open.

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This is what it will look like when you open it. Click the REGISTRATION TAB from this screen.

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Once you are under REGISTRATION click on DISCOUNT tab from this screen.

Once you click discount it will bring you to this page. Type in your PROMO/DISCOUNT code and then

expiration date for the code. Remember to use all CAPS for the code.

Make sure your discount is entered in as a NEGATIVE amount and then click CREATE.

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