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3 Components of a Registration

3.1 Standard Registration Fields

Each registration has standard fields that are collected regardless of the event. These fields are divided into three areas of the “Update Registrant” window.

s

Figure 6. Standard Registration Fields in Other Info Tab of Update Registrant Window (Continued)

Field Useage

Field Name

Data Type

R3

P4

Description

Instructor(s)

instructor

text

 

 

Name of the main instructors at the school, academy, club, or gym

School Name

school_name

text

 

Y

Name of the school, academy, club, or gym of the registrant. A predefined selection list for this field can be created in the “Update Tournament” window. The value for this field can be from the predefined selection list or from a manual entry.

School Address

school_address1

text

 

 

Street address of the school, academy, club, or gym.

School City

school_city

text

 

 

City of the school, academy, club, or gym

School State

school_state

text or selection

 

 

State of the school, academy, club, or gym. There is a pull down menu for USA states, otherwise type in the state.

School Area

school_state

text

 

 

District or Region of the school, academy, club, or gym. The field for State holds this value if the State is not applicable.

School Postal Code

school_zip

text

 

 

Zip code or postal code of the address for the school, academy, club, or gym.

School Country

school_country

selection

 

 

Country of the school, academy, club, or gym.

School Email

email_school

email address

 

 

Email address of the school, academy, club, or gym.

School Telephone

telephone_school

text

 

 

Main phone number of the school, academy, club, or gym.

School Other

fax_school

text

 

 

This field can hold any text value related to the school, academy, club, or gym.

Coach 1 Name

coach1_name

text

 

Y

Name of registrant’s first coach at the event.

Coach 1 Phone

coach1_phone

text

 

 

Phone of registrant’s first coach at the event.

Coach 1 Email

coach1_email

email address

 

 

Email of registrant’s first coach at the event.

Coach 2 Name

coach2_name

text

 

 

Name of registrant’s second coach at the event.

Coach 2 Phone

coach2_phone

text

 

 

Phone of registrant’s second coach at the event.

Coach 2 Email

coach2_email

email address

 

 

Email of registrant’s second coach at the event.

Emergency Contact 1 Name

emergency_contact1_name

text

 

 

Name of the first emergency contact.

Emergency Contact 1 Phone

emergency_contact1_phone

text

 

 

Phone of the first emergency contact.

Emergency Contact 2 Name

emergency_contact2_name

text

 

 

Name of the second emergency contact.

Emergency Contact 2 Phone

emergency_contact2_phone

text

 

 

Phone of the second emergency contact.

Figure 7. Standard Registration Fields in Payment Tab of Update Registrant Window (Continued)

Field Name

Data Type

R5

P6

Description

Registration Type

selection

 

 

Indicates how the registration was entered in the system. The value “Manual” means that it came in as a manual entry in the Administration Software. The value “Import” means that it was imported into the Administration Software. The value “Online” means it came in from the online registration form. This field is read-only and cannot be imported.

Registration Date

date

 

 

The default value is the date that the registration was entered into the system. For online registration forms, the default date is when the registration was submitted. For manual or imported entries, the default date is when the registration was added into the Administration Software. This date qualifies the registration for category prices, combination prices, and promotion codes, all 3 of which affects the value in “Calculated Total Amount”. If you change this date so the registration would qualify for a different price, click on the “Recalculate” button. The time zone in which this field is displayed is that of your local computer.

Paid Registration Fees

checkbox

Y

 

When enabled, the registration fees have been paid. This field is automatically enabled when the pending registration is approved, even if the value of Paid Amount is less than the value of “Calculated Total Amount”. This field is also enabled if you manually enter a value in the “Paid Amount” that is equal to or more than the amount of “Categories Amount”. This field is disabled if you manually enter a value in the “Paid Amount” that is less than the amount of “Categories Amount”.

Categories

list

 

 

This is a list of all the categories and combination prices that are applied to the registrations. Discounts from promotion codes are not yet applied to these prices. If you have recently changed the selection of categories, but this area has not been updated, then save and close the “Update Registrant” window and click on the “Reload” button at the bottom of the registration list. When you re-open the “Update Registrant” window, you will see the latest categories. This area is read-only and cannot be imported.

Category Amount

float

 

 

This is the amount calculated by the sum of all prices from individual categories and combinations. The value is zero if there are no divisions configured. This value has 2 digits after the decimal point. If you have just changed the registration date, click on the “Recalculate” button to recalculate this value based on the pricing of the registration date. This field is read-only and cannot be imported.

Paid Amount

float

 

 

This is the amount paid for the registration. If the registration was done online, this field is automatically populated with the amount paid online. If the registration was manually entered, imported, or using the “Offline” payment method, the default value is set to zero. This value has 2 digits after the decimal point. When you manually enter a value into this field, the “Paid Registration Fees” checkbox is enabled or disabled, depending on the comparison to the “Categories Amount”. This value is displayed on the Registration Confirmation email.

Store Purchase Amount

float

 

 

This is the amount due for the purchase of optional store items from the event’s website. This amount is relevant only when the registrant purchases store items in addition to his registration fees. This amount is used to derive the value in “Calculated Total Amount”. This field does not contain the amount of store purchases if the buyer does not also register for the event. This field is read-only and cannot be imported.

Payment Method

selection

 

 

Indicates how the total amount due on the registration was paid. The value can be one of 5 values (VerusSage, PayPal, Cash, Check, and Credit Card). For registrations with online payments through the STRONGVON Credit Card Service, the value is “VerusSage”. For those with online payments through PayPal, the value is “PayPal”. For all other registrations (including online registrations that use the “Offline” payment method), the default value is “Cash”. All registrations can have its “Payment Method” changed to “PayPal”, “Cash”, “Check”, or “Credit Card” at any time, except for approved registrations that have been marked “VerusSage”.

Promotion Code

text

 

 

Holds the promotion code that is applied to the registration. If the registration qualifies for the promotion code, the value in the “Discount Amount” is subtracted from the “Categories Amount” to derive the “Calculated Total Amount”. If the registration does not qualify, or the promotion code does not exist, an error results at the time the promotion code is applied.

Discount Amount

float

 

 

Holds the amount that results from applying the promotion code. This field is read-only. This field is empty if the “Promotion Code” field is empty. This field is read-only and cannot be imported.

Calculated Total Amount

float

 

 

Holds the amount derived from the formula “Categories Amount” plus “Store Purchase Amount” minus “Discount Amount”. This amount is adjusted every time the “Update Registrant” window is opened or the “Recalculate” button is clicked. This field is read-only and cannot be imported.

Shipping Address 1

text

 

 

This field is the main shipping address selected by the online registrant. To enable the fields on the online registration field, you must enable the “Collect Shipping Address” checkbox on the “Cost” tab of the “Update Tournament” window.

Shipping Address 2

text

 

 

This field is the secondary shipping address selected by the online registrant. To enable the fields on the online registration field, you must enable the “Collect Shipping Address” checkbox on the “Cost” tab of the “Update Tournament” window.

Shipping City

text

 

 

This field is the shipping city selected by the online registrant. To enable the fields on the online registration field, you must enable the “Collect Shipping Address” checkbox on the “Cost” tab of the “Update Tournament” window.

Shipping State

text

 

 

This field is the shipping state selected by the online registrant. To enable the fields on the online registration field, you must enable the “Collect Shipping Address” checkbox on the “Cost” tab of the “Update Tournament” window. The default value for this field is the State specified for the event location in the “Update Tournament” window.

Shipping Area

text

 

 

This field is used if the “Shipping State” field is not used. To enable the fields on the online registration field, you must enable the “Collect Shipping Address” checkbox on the “Cost” tab of the “Update Tournament” window. The default value for this field is the State specified for the event location in the “Update Tournament” window.

Shipping Zip

text

 

 

This field is used if the shipping ZIP or Postal code selected by the online registrant. To enable the fields on the online registration field, you must enable the “Collect Shipping Address” checkbox on the “Cost” tab of the “Update Tournament” window.

Shipping Country

text

 

 

This field is used if the shipping country selected by the online registrant. To enable the fields on the online registration field, you must enable the “Collect Shipping Address” checkbox on the “Cost” tab of the “Update Tournament” window. The default value for this field is the Country specified for the event location in the “Update Tournament” window.

Trans Code

text

 

 

This field displays the approval code of an online payment made through either PayPal or the STRONGVON Credit Card Service. This field is read-only and cannot be imported.

Trans Memo

comment

 

 

This field displays the message received from the “Memo” field of secure payment page. The default value of this field contains the registration ID, registrant’s name, and the name of the event. The registrant can override the default value with special instructions regarding his registration. This field is read-only and cannot be imported.

Refund Amount

float

 

 

This is the amount refunded to be refunded to the registrant. You can use this field only if the payment has been processed through the STRONGVON Credit Card Service. If you click the “Send Refund Request” button, a request for a credit card refund is sent to STRONGVON. When the refund has been approved, the registrant receives an email to notify him of the refund. The credit card holder will receive a credit on his next credit card statement, and the final event payout will be deducted by the refunded amount. The credit card processing rate for the original amount is not refunded. This amount cannot be more than the original charged amount. This field cannot be imported.

Refund Reason

comment

 

 

This field contains the reason for requesting the refund. A reason must accompany a refund request before it can be approved, so ensure you are descriptive about why you want the “Refund Amount” refunded to the card holder’s credit card. This field cannot be imported.

Refund Trans Code

text

 

 

This field contains the status of the refund request. The refund is not processed until this field displays “APPROVED”. This field is read-only and cannot be imported.

Notes

comment

 

 

This field can be used to track important information about the registrant.

3.2 Configuration of Categories

In addition to the “Registrant”, “Other Info”, and “Payment” tabs in the “Update Registrant” window, there is one tab for each category. You can create as many custom fields as you require to ensure proper placement within a division. Figure 8 shows an example of the “Update Registrant” window for a tournament with 5 categories. The category “MEN” has three custom fields that determine which bracket the registrant belongs, and 2 custom fields to collect additional information related to his ability to compete.

If the competitor is registered for a category, the “Check here to register” checkbox is enabled at the top of the category’s tab. If this check is not in place, then nothing you configure on this tab affect the registration.

The selections of the fields on this tab (such as Belt, Age, or Weight) determines the precise bracket. Fields that appear in red were configured to be required fields. You can also configure other field types such as checkboxes, radio buttons, and text fields to collect extra information for the category.

Figure 8. Update Registrant Window with Tabs for Multiple Categories

 

If a category is enabled, but not all fields that determine the division are selected, then the Administration Software cannot determine the precise division. In this case, the competitor’s name will appear in orange in the “Non-Placed” list on the “Bracket” tab. A name appearing in orange on this list indicates an incomplete registration that cannot be placed.

A registration can have one or more categories, so more than one category tab can be enabled. The registration price is adjusted on the “Payment” tab each time you add or remove a selected category. For each category selected, the competitor’s name will appear in a specific bracket in the “Bracket” tab. For example, the registration in Figure 8 has displays the “Payment” tab of Figure 9 when only “MEN” category is selected. If you’ve later enabled the “JUVENILE” and “Absolute” categories, then the “Payment” tab could change to Figure 10 where the “JUVENILE” and “MEN” have a combination price, while the “Absolute” category has the individual price.7

Figure 9. Payment Tab for Single Category

 

Figure 10. Payment Tab for Multiple Categories

 


1. Restriction Field. This field can be used for setting the qualifications for selecting a specific field item in the custom fields for brackets. If the qualification is not met in the online registration form, the form cannot be submitted. If the qualification is not met in Administration Software, the registration will be flagged in red.

2. Promotion Field Qualifier. This field can be used for setting the qualification for a promotion code. If the qualification is not met in the online registration form or Administration Software, the discount will not be granted.

3. Restriction Field. This field can be used for setting the qualifications for selecting a specific field item in the custom fields for brackets. If the qualification is not met in the online registration form, the form cannot be submitted. If the qualification is not met in Administration Software, the registration will be flagged in red.

4. Promotion Code Qualifier. This field can be used for setting the qualification for a promotion code. If the qualification is not met in the online registration form or Administration Software, the discount will not be granted.

5. Restriction Field. This field can be used for setting the qualifications for selecting a specific field item in the custom fields for brackets. If the qualification is not met in the online registration form, the form cannot be submitted. If the qualification is not met in Administration Software, the registration will be flagged in red.

6. Promotion Field Qualifier. This field can be used for setting the qualification for a promotion code. If the qualification is not met in the online registration form or Administration Software, the discount will not be granted.

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