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Gymnastics Ontario

 

Overview

Uplifter's participant database is directly connected with Gymnastics Ontario gymnast database. With this connection we can offer our Gymnastics Ontario affiliated clubs the ability to quickly and easily submit gymnasts to Gymnastics Ontario for membership submissions.

Please note, these tool are under development. Please refer back to this article or reach out to support@uplifterinc.com for information about new features as they become available.

 

Getting Your Club Ready

In order to connected with the Gymnastics Ontario database you will want to ensure you have the core elements on your site setup.

Verify Your Gymnastics Ontario Number

It is likely that you supplied your club's GO number during sign-up. However, if you did not, or if you are unsure if you did, please feel free to forward your club GO number to us here at support@uplifterinc.com.

 

Gymnastics Ontario Fees

With each new Gymnastics Ontario season (July 1st - June 30th) you will want to ensure your club has a new Gymnastics Ontario fee ready and available to attach to invoices. The number of Gymnastics Ontario fees you create may vary based on the type of memberships you offer. However, most clubs will only create one or two fees per year. More information on best practices when creating multiple fees can be found in the Multiple Fees Per Year section, below.

Create Your GO Fee

  1. Navigate to Products & Programs > Products & Subscriptions
  2. Select Add-L.gif Add new from the toolbar
  3. Enter your product settings
  4. Select to make your product a subscription
  5. Select a Gymnastics Ontario season for duration and the desired season
  6. Use the Discipline, Level, and Role drop downs to assign your membership type
  7. Select Save
You can expedite your membership upload process by setting your membership SKUs to emulate GO's SKUs. Ex. Offering a recreational membership in 2019? Set your SKU to 2019-REC-ATHLETE.
To create your newest (or first) Gymnastics Ontario fee please navigate to Products & Programs > Products & Subscriptions. Select Add-L.gif Add New from the page's toolbar. Your Gymnastics Ontario fee is set up like any other subscription (see: Products, Tickets & Subscriptions) with a few specific requirements:
  • Each Gymnastics Ontario subscription/membership fee should be set to Mandatory.
  • Each Gymnastics Ontario subscription/membership fee should use the Gymnastics Ontario Season option from the Duration of Subscription drop down.
  • Each Gymnastics Ontario subscription/membership fee should be set to Apply To "Participant", under Product Information.
  • Each Gymnastics Ontario subscription/membership fee should have no filters applied in the Tag Filters section unless otherwise required (see: Multiple Fees Per Year)

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Each membership you create within a single GO season should have a unique selection from the Discipline, Level, and Role drop downs. This selection dictates what type of membership you are offering and, eventually, submitting to GO.

For instance, you may offer a Recreational Athlete membership. In that instance, you would need to select Level: Recreational and Role: Athlete. Note that Discipline was not selected in this example. This is because this example membership applies to all of my recreational participants. However, if I had different costs for my General vs Rhythmic, for instance, I could then use the Discipline drop down to differentiate.

You only need to get as specific as your memberships dictate.

Help! The New Season Isn't Listed!

We pull our season list directly from Gymnastics Ontario's database. Because of this, there may be instances where you wish to create your upcoming season's Gymnastics Ontario fee but the season does not populate in the list of options. In this instance you will want to use the Effective Start and End date options, running from July 1st to June 31st (of the applicable years). Then, be sure to check back as the season approaches. Once the season populates you can clear the Effective Start and End date options and select the Gymnastics Ontario Season drop down option. This will affect your subscription purchases retroactively.

Multiple Fees per Year

Some clubs, depending on the membership types they offer, will need multiple Gymnastics Ontario fees per year. This is most often done when clubs offer an array of membership types like Recreational, Competitive, etc.

This can also be a solution for clubs who have differing costs for varying circumstances. For instance, if your Competitive program costs include the GO fee already whereas your Recreational program costs do not. In these instances, there are two main factors you will need to ensure:

  1. There are no circumstances where a participant can register and not receive a Gymnastics Ontario fee (if they should receive one).
  2. There are no circumstances where a participant can qualify for two Gymnastics Ontario fees at the same time.

When creating two separate fees you will want to use the Link To tool under Registration Checkout Filters section to apply filters to the subscription. Using these filters you can split your fees by, say, Category:

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In this way, you can then set one Gymnastics Ontario fee to be $0 and another to be $35, for instance. Please note, though, that the system will automatically account for other memberships. It will do so by considering the Weight of the membership. Please see below for further information.

Membership Weight

In order to capture the requirements of Gymnastics Ontario's unique "most expensive only" membership costs, we have introduced the concept of "weight". When creating your Gymnastics Ontario membership fee you will notice that each drop down option as a weight noted beside it.

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Each membership that you create should have a unique selection of Discipline, Level, and Role. This selection will generate a weight. For instance, if I had a "--, Recreational, Athlete" membership it would have a weight of 6. Additionally, I may have a "--, National, Athlete" membership with a weight of 10.

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When a membership of a greater weight has already been purchased, any further memberships (though applicable and added to the invoice) will be reduced to $0.

For example, if I were to register as a competitive athlete I would have the competitive athlete membership (at a weight of 10) added to my invoice at full cost. Later, I decide I would also like to join your club as a recreational athlete and join one of your rec programs. I would see the Recreational Athlete membership added to my invoice, but since it's weight is less than my previous membership (6 vs 10) I would see the Recreational membership reduced to $0 automatically.

 

Gymnastics Ontario Memberships

Now that you have at least one Gymnastics Ontario membership ready and available for purchase it will begin to apply to participant's invoices. Once a participant purchases a Gymnastics Ontario fee from your club they can be submitted to Gymnastics Ontario.

Submitting Your Memberships to Gymnastics Ontario

Be sure to keep an eye out for our future releases that make this process even easier!
  1. Navigate to GO's How To Register Individual Participants section and review the process as well as the SKUs of the memberships you offer.
  2. Log into your Uplifter site and navigate to Reports
  3. Select the Product/Subscription Purchase Reports report option.
  4. Filter the report by your membership(s) under the Product filter (one at a time is best).
  5. Noting the field requirements set by GO, use Columns To Display to select your desired information.
  6. Select Excel to pull a report from your system.
  7. In your Excel report, add the column header "SKUs"
  8. In the SKUs column, begin adding your Membership SKUs, where appropriate, as noted by GO. If you are doing one membership type at a time, this will be quite quick.
  9. Save your spreadsheet and follow the steps outline by GO to submit your memberships.

Submitting your memberships to GO will involve pulling a report on the memberships you've sold, formatting that report to suit GO's standardized template, and then submitting them via the Individual Import tool. Many of the required steps are diligently outlined by Gymnastics Ontario on their How To Register Individual Participants page.

 

Camp Setup

Camp Setup Overview

This setup recommendation is for clubs who offer week long camps where users can choose individual days (AM, PM, or Full) or whole weeks (AM, PM, or Full)

Create Your Categories

  1. Navigate to Setting > Categories
  2. Add your Camp Category
  3. Add Your Camp Category Levels

To begin your camp setup, you will want to ensure you have created/reviewed your categories. This is done via Settings > Categories.

It is likely that most of your camps function similarly, so you will only have to set up your categories once and then review them thereafter to ensure they capture your needs moving forward.

To begin, create a Camp category. Within this category you will want to add the following category levels:
  • Full Week Full Day
  • Full Week AM
  • Full Week PM
  • Individual Day Full Day
  • Individual Day AM
  • Individual Day PM

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See our article Categories for more information.

Create Your Season

  1. Navigate Products & Programs > Seasons
  2. Create a Camp season
You can enter in your holidays for the whole year and this will stop events from generating on days you are closed.

Many gymnastics clubs will adhere to the standards that the GO fee is not required for the first 3 days of camp. Once the user registers for their fourth day they will then require the fee. If this is true for your club you will want to make a single, all encompassing "Camp" season. This season should start at the beginning of the GO season and end at the end of the GO seaon (July - June) Be sure to add the year(s) before or after, like "Camp 2021" or "Camp 20-21".

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If your club does not adhere to this policy you can feel free to make a season for each camp you offer.

See our article Seasons for more information.

Create Your Programs

  1. Navigate to Products & Programs > Programs
  2. Create 1 program for each option in your camp

For full member autonomy, you will want to ensure that each of their options are created as a program. That means you will want to create 1 program for Monday (Individual Day Full Day), Monday (Individual Day AM),and Monday (Individual Day PM). This will also be required for each week. As such, each week of camp you create (with full selection options) will generate 18 programs.

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Be sure to take advantage of the copying and duplication tools Uplifter offers. For instance, if you have created a program for Week 1 AM you could use the Copy feature to quickly duplicate the settings and create your Week 1 PM program. This is a great way to rapidly make your first week.

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Once your first week is in place, you can take advantage of the Season Copy feature. This is found via Products & Programs > Seasons. Here you can select the season you wish to work with (your current camp season)

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Create Your Camp-Specific GO Fee

  1. Navigate to Products & Programs > Products & Subscriptions
  2. Create your camp-specific GO Fee

NOTE: For clubs that have not yet done so, please be sure to create your GO Fee(s) as needed. Note that if you are also pursuing this camp setup that you will need to edit your GO Fee(s) so that they are tagged to apply under the appropriate circumstances. This can be done through tagging - please ensure that your Camp category is not tagged in your standard GO Fee(s).

As noted in the Gymnastics Ontario Fees section, you'll want to create another GO Fee for your club. This fee will be nearly identical to your standard GO Fee(s), save that you will want to set a Camper Fee pricing and that the fee will be tagged with your Camp category only.

Create Your Days/Weeks Discount(s)

Generally speaking the series of programs you create for your camp will capture the varying pricing offered for a single day, a week, etc. However, it may be true that you would like to discount pricing if users indirectly match another purchase option (buying all 5 single days in a week gets 1 week pricing instead of 5 day pricing), or that you would like to discount other scenarios (buying all weeks receives a discount). It is at this point that you can introduce these types of discounts into the system.

An example discount that looks for 5 singles days (of the same week) and reduces the cost accordingly:

Multi-Day_Discount.png

An example discount that looks for all weeks being purchased and reduces the cost accordingly:

Multi-Week_Discount.png

Create Your GO Fee Discount

The final step is to introduce a discount that reduces the cost of the Camper fee under 2 conditions:

  1. The participant has already paid a GO Fee otherwise
  2. The participant is joining for 3 days or less

To ensure this discount functions as desired the first step is to make sure that any/all GO Fees (as well as your Camper fee) have the same season set for their discount considerations. This can be done by selecting to Edit the fee as follows:

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To capture this we will want to create a discount with 2 benefits. Benefit 1 captures our first requirements:

Camp_Fee_Discount_1.png

Our next benefit will capture our secondary requirements:

Camp_Fee_Discount_2.png

 

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