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5 Adding or Modifying Registrations

5.1 Cost of Adding Registrations

The cost to add registrations depends on how you choose to add them to your account. The cost structure of adding registrations is as follows:

Visit www.strongvon.com or consult STRONGVON Sales for the latest prices for these costs.

5.2 Manual Registration

A manual registration is when you create the registration directly from the Administration Software. All manual registrations have the selection “Manual” for the “Registration Type” field. When you create manual entries on the “Registrations” tab, the registrations are saved only on your local database; only after you synchronize will the new registrations be saved on the server. When you create manual entries on the “Server” tab or the web version, the registrations are saved directly on the server and email notifications can be sent out as required; when you synchronize or reload the event, the new manual registrations will be downloaded to your local database.

5.2.1 Adding from Registrations Tab

To add a manual registration in the Administration Software to your local computer’s database:

    1. 1. Select the tournament into which you wish manually add registrations from the upper right pull down menu of existing tournaments. All your tournaments are loaded, but ensure that the correct tournament is selected. The latest tournaments should appear towards the bottom of the pull down menu.
    2. 2. Click on “Registrations” tab. You do not have to be logged into the server to access this tab.
    3. 3. Click on the “New” button located at the lower right. This opens the “Add Registrant” window.
    4. 4. Enter the competitor’s information. The first and last names are required. You may continue to fill out the fields on all tabs as required.
    5. 5. Click on the “Update” button to close the “Add Registrant” window. You should see the new registrant inserted at the top of the Registrant list on the left side.
    6. 6. Repeat steps 3to 5 for each new manual registration.
    7. 7. Click on the big “Save” button at the top of window to ensure that the new registrations are saved to the local database.

Each new registration is assigned a temporary ID in the “ID” field within the local database. The temporary ID will be converted to a permanent ID after you synchronize. Only the central server can assign permanent ID numbers.

5.2.2 Adding from Server Tab or Web Version

To add a manual registration in the Administration Software directly onto the server’s database:

    1. 1. Run the full version, or run the web version (java installation required for the browser).
    2. 2. Log into the server. If you are using the full version, click on “Server” tab.
    3. 3. Click on the word “Tournament” from the left side. This displays the list of events on the right side.
    4. 4. Select the event where you want to add new manual registrations from the right side.
    5. 5. Click on the word “Registrant” from the left side. This displays the existing list of registrations on the right side.
    6. 6. Click on the “Add” button located at the bottom of the approved registration list. This opens the “Add Registrant” window.
    7. 7. Enter the competitor’s information. The first and last names are required. You may continue to fill out the fields on all tabs as required.
    8. 8. Click on the “Submit” button to close the “Add Registrant” window. You should see the new registrant inserted at the top of the approved registration list.
    9. 9. Repeat steps 6 to 8 for each new manual registration.

When created directly on the server’s database, each new registration is immediately assigned a permanent ID in the “ID” field. The new registrations will be downloaded to the local computer’s database after synchronizing or reloading from server. You must run the full version to download registrations to the local computer.

5.2.3 Simple Tab

You can simplify the data entry for new manual registrations with the use of the “Simple” tab of the “Add Registrant” or “Update Registrant” windows (shown in Figure 14). The “Simple” tab is a minimized collection of standard registration fields that are important for your event. You select which fields you want to include in the “Simple” tab, and those who manually enter new registrations can see which fields are minimum fields for the registration. When you enter the values for fields on the “Simple” tab, you do not need to enter those values on the “Registrant” or “Other Info” tabs.

Figure 14. Simple Tab

 

For example, you may select the fields “First name”, “Last name”, “School”, “Weight” and “Gender” to be the minimum fields for a registration, so you select them to appear in the “Simple” tab.

The “Simple” tab is used only in the Administration Software and appears only if you include a field from the “Update Tournament” window. The “Simple Form Fields” area of the “Update Tournament” window (shown in Figure 15) is where you select which standard registration fields will appear in the “Simple” tab. If you choose to use the “Simple” tab, the minimum fields required are the “First Name” and “Last Name” fields because they are required for every registration. You cannot include category fields in the “Simple” tab.

Figure 15. Selecting Fields for Simple Tab

 

To add, edit, or remove standard registration fields on the “Simple” tab:

    1. 1. Run the web version or full version of the Administration Software.
    2. 2. Log into the server. If you are using the full version, click on the “Server” tab.
    3. 3. Click on “Tournament” on the left side to display the list of events on the right side.
    4. 4. Double click on the event from the right side to open the “Update Tournament” window. Alternatively, click on the event once and click on the “Edit” button at the bottom.
    5. 5. Select the “Tournament” tab and scroll down to the area called “Simple Form Fields” as shown in Figure 15.
    6. 6. Click on the “Edit” button to open a selection window of all the standard registration fields that you can add to the form.
    7. 7. Add, edit, or remove fields from the selection list on the right as required. You must ensure the “First Name” and “Last Name” fields are in the selection list on the right.
    8. 8. Click on “Ok” to submit the changes and close the field selection window
    9. 9. Click on the “Submit” button to save the changes and close the “Update Tournament” window.
    10. 10. If you are working off the local database on the full version, synchronize or reload the event so the changes to the “Simple” tab can be visible on the local database.

5.3 Online Registration

Another way to add registrations to the system is through the online registration form. The online registration form is created when you create the event in the system, regardless of whether or not you want to use it. If you choose to use the online registration form, you can use the Administration Software to modify the form and enhance the website.

Registrations that are submitted from online registration form are saved directly onto the server. This is the most convenient way for you to enter a registration because the competitor directly types in his information from your registration website. The data is collected and stored on the STRONGVON server. When you synchronize using the full version of the Administration Software, new approved online registrations are downloaded into your local database on your computer. Figure 16 shows an example of an online registration form.

Figure 16. Online Registration Form

 

Each new registration is immediately assigned a permanent ID in the “ID” field when added from the online registration form. When a registration is approved (automatically or manually), it will be downloaded to the local computer’s database after synchronizing or reloading from server. You must run the full version to download registrations to the local computer.

5.3.1 Accessing Event Website

The online form is part of the event’s website, which is automatically created at the time you create the event. To access the event’s website, the minimum fields that need configuration are:

5.3.2 Choosing Standard Registration Fields

If you created the event from “Blank” (no template or copy), there is a default set of registration fields that is collected on the online form. You can change the fields as required from the “Add Tournament” or “Update Tournament” or window. Figure 17 shows where you can change the registration fields of the form.

Figure 17. Configuring the Registration Fields of the Online Form

 

5.3.3 Approval of Pending Registrations

When registrants submit their online registrations, their registrations are immediately marked pending and put into the pending list. These registrations remain in the pending list until they are approved. Pending registrations cannot be used for any STRONGVON function (such as export, bracketing, and publishing) until they are approved. There are two ways that a pending registration is approved:

Read the document “Offline Payment Methods” for details on how to approve pending online registrations that use the “Offline” payment methods. Read the document “PayPal Integration” for details on how to approve pending online registrations that use the “PayPal” payment method. Read the document “STRONGVON Credit Card Service” for details on how to approve pending online registrations that use the “Online Credit Card” payment method.

5.4 Downloading New Registrations to Local Database

New registrations that are created on the server (either by the registrants themselves through the online form, or by you while logged into the Administrative Software) must be downloaded to your local database on your computer before they are available for other functions such as bracketing, printing, or publishing.

To download new registrations for your event to the local database on your computer:

    1. 1. Run the full version of the Administration Software.
    2. 2. Log into your STRONGVON account.4 The web version will not allow you to download new registrations to your local database.
    3. 3. Select the event from pull down menu at the top right of the Administration Software.
    4. 4. Click on the “Sync” button from the main button row.
    5. 5. When prompted with the “Select a Sync Option” window (shown in Figure 3), select “Sync Current” to synchronize the current tournament, which downloads changes from the server while uploading changes you made to the local database. Alternatively, you can select “Reload Current” if you prefer to reload the all of the event’s data from the server, overriding the event’s data in the local database.

The synchronization process takes about 15 to 60 seconds depending on the size of your registration list and whether or not you have images and bracket data. After synchronization is complete, you will see all the new registrations at the bottom of the registration list.

5.5 Modifying Existing Registration

5.5.1 Modifying from Registrations Tab

To modify a registration in the Administration Software to your local computer’s database:

    1. 1. Select the tournament into which you wish manually add registrations from the upper right pull down menu of existing tournaments. All your tournaments are loaded, but ensure that the correct tournament is selected. The latest tournaments should appear towards the bottom of the pull down menu.
    2. 2. Click on “Registrations” tab. You do not have to be logged into the server to access this tab.
    3. 3. Select the desired registration to modify by clicking on it so that the registration is highlighted in blue.
    4. 4. Click on the “Edit” button located at the lower right. This opens the “Update Registrant” window.
    5. 5. Modify the competitor’s information as required. To add a category to the reigstration, place a checkmark at the top of the category’s tab and complete the field requirements.
    6. 6. Click on the “Update” button to close the “Update Registrant” window.
    7. 7. Repeat steps 3 to 6 for each registration that requires modification.
    8. 8. Click on the big “Save” button at the top of window to ensure that the new registrations are saved to the local database.
    9. 9. Perform a Synchronization (Sync Current option) with the server if you are done with all changes to your tournament.

5.5.2 Modifying from Server Tab or Web Version

To modify a registration in the Administration Software directly onto the server’s database:

    1. 1. Run the full version, or load the web version (java installation required for the browser).
    2. 2. Log into the server. If you are using the full version, click on “Server” tab.
    3. 3. Click on the word “Tournament” from the left side. This displays the list of events on the right side.
    4. 4. Select the event where you want to add new manual registrations from the right side.
    5. 5. Click on the word “Registrant” from the left side. This displays the existing list of registrations on the right side.
    6. 6. Select the desired registration to modify by clicking on it so that the registration is highlighted in blue.
    7. 7. Click on the “Edit” button located at the bottom of the approved registration list. This opens the “Update Registrant” window.
    8. 8. Modify the competitor’s information as required. To add a category to the reigstration, place a checkmark at the top of the category’s tab and complete the field requirements.
    9. 9. Click on the “Submit” button to close the “Update Registrant” window.
    10. 10. Repeat steps 6 to 8 for each new manual registration.
    11. 11. If you need to work offline on your computer, then perform a synchronization with the server (Synch Current or Reload Current options). When modified directly on the server’s database, each modified registration is immediately updated on the server.

5.6 Importing Registration

Another way you can add registrations to the system is importing. The Administration Software allows you import a list of registrations from a tab-delimited text file. You can import both standard registration fields and category configurations. Importing is a function that can only be done on the full version of the Administration Software, and you must be logged into the central server.

5.6.1 Format of Import File

The format of the imported file must be tab-delimited text. Ensure that the file has the following properties:

5.6.2 Importing Configuration of Categories

You can import almost all of the standard registration fields (see Section 3.1) plus the configuration of the category fields. If you are importing the category configurations, then you must use division codes.

The category fields must have the following properties:

Figure 18 shows an example of an import file that has the categories “Adult”, “Open”, and “Kid”. Notice that each category has its own field in the import file. Registrations can have one, two, or three categories enabled.5

Figure 19 shows an example of an import file with a single category “Adult” that has a checkbox field “Willing to” with 2 possible checkboxes and an input field “Free Child”.

Figure 18. Sample Import File with Multiple Categories

 

Figure 19. Sample Import File with Survey Questions

 

5.6.3 Procedure for Importing

To import a file of registrations by doing the following:

    1. 1. Run the full version of the Administration Software and log into your STRONGVON account.
    2. 2. Click on the “Registrations” tab.
    3. 3. Click on the “Import” button located at the bottom of the main window, below the list of registrants. This opens a browser window as shown in Figure 20. The top of this window displays the number of registrations that you have available for import. If you don’t have any credits for the import option, you will be warned that you cannot import any registrations.
    4. 4. Select the import file. Ensure that the import file has the properties described in Section 5.6.1 and Section 5.6.2. Also ensure that you have enough credits on the import option to import all the registrations on your import file. If you have more registrations on the import file than you have credits, then the software will stop importing registrations after it has imported the available count.
    5. Figure 20. Selecting Import File

       

    6. 5. Click on the “Import Registrants” button. This opens the “Header Mapping” window, as shown in Figure 21. On the left are all the column headers from the imported file, and on the right are all the fields into which you can import data from the file.
    7. 6. Click on the left side, and arrange the imported headers as desired. To move a header up or down, click on the item and click on the up or down arrow. To remove a field from import, double click on the field, or click on the field and then the minus button (“-”) in the middle. If you wish to put back a header that you’ve removed, click on the plus button (“+”) and then select the headers that you want to restore.
    8. Figure 21. Header Mapping for Import

       

    9. 7. Click on the right side, and arrange the available database fields to match up with the headers of the import file. For example, Figure 21 shows the database fields on the right matched up line for line with the import headers on the left. To move field up or down, click on the field and then on the up or down arrow. To remove an unwanted database field from the import, double click on the field, or click on the field and then the minus button in the middle. To put back a header that you’ve removed, click on the plus button (“+”) and then select the headers that you want to restore.6
    10. 8. Click on “Ok” to initiate the import process. Once the import is done, you should see the imported registrants at the top of “Registrations” tab, with each registration having a temporary ID assigned.7
    11. 9. If you are happy with the import, click on the “Save” button to save the imported names to your local computer. If you are not happy with the import, exit and re-run the software and do not the click on the “Save” button.

5.6.4 Synchronizing after Importing

The newly imported registrations are immediately available for use in the bracketing, printing, and publishing functions. However, they will not be assigned a permanent ID number until you synchronize. When you synchronize, each imported registrant will be uploaded to the server and assigned a permanent ID number, and the previously assigned temporary IDs are no longer used.8 When you are ready to upload the imported registrants with the server, click on the “Sync” button and select “Sync Current” from the “Synchronization Options” window (see Figure 3).

You must synchronize an event with newly imported registrations before you can import more registrations on another event, even if you still have unused credits remaining. The Administration Software will prevent you from importing again on another event until you synchronize the last event that has new imports.

5.6.5 Credits for Import Option

The Import option is a paid option that allows you to import registrations into the Administration Software. You can purchase any number of credits for the Import Options at any time, and you can use import credits on any event that you have on the STRONGVON system. The maximum number of registrations that you can import must be equal to or less than then number of available credits for the Import option. Unused credits after an import are available for use later on the same event or on any other event.

Figure 22. Purchasing the Import Option

 

You can purchase credits for the Import Option either from the full version or the web version of the Administration software, but you must be logged into the server. There are the 3 places where you can initiate the purchase of import credits:

After each import, the count of available credits is deducted by the number of imported registrations. If you have no remaining credits, you will be unable to import again until you purchase more credits.

5.6.6 Re-Doing an Import

If you made a mistake in an import, or you are testing the import function, you can re-do the import if you have not yet saved the local database or synchronized the event with the new imports. To re-do the import, exit and re-run the Administration Software without saving or synchronizing; the local database will be cleared of the imported registrations, and the available credits before the import is restored.

Alternatively, you can restore a back up of the local database before the import. Ensure that you are not restoring undesired registrations or that you are losing registrations that were not on the backup database. When you restore a backup database, no registrations that were on the server can be deleted unless it was manually entered.

The Administration Software will no allow you to delete imported registrations to restore the available credits, so ensure that you are happy with the import before saving the local database or synchronizing.


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