SNOWREG- How to manage my sanctioning process

Please find below all the information you need to follow up on any of your club / event sanctioning application

Find my clubs renewal links

The renewal links to be sent to your club admins are to be found in the "permit reports" section of your club sanctioning membership organization. 

2- Open your club sanctioning organization, and go to the report tab.

Scroll down to the ‘permit reports’ section, and you’ll be able to download the application report (one report per permit type: for-profit/not for profit)

3- Keep in mind that report are showing up club application of all time (since it’s a single process we reuse year after year) - to get only your current season listings you have to download your ALL TIME report and filter on the newly added “listing valid from” and “listing valid to” date (columns F and G) that represent the “club membership” validity date (those dates also being the dates the listing is showing up in your directory). So if you filter the valid from date to be ‘2020-07-01’ then you’ll have only your 2020-2021 season clubs. 

Then on the very last column of that report you'll find a column names Renewal Links: those are the unique link (per club) to share with your club admins. 

 

1st step: communicate with your members

If your organization is responsible for approving event/club sanctioning, you need to keep the relevant people informed of the process. 

1- Email the known members with the information they need

• Sanctioning link: if you don't remember your sanctioning link, please contact your account manager for more information 
• Instruction on how to start an application process, here is a guide that can help them get started:

2- Have the link available from your membership organization landing page

You can add a button that will direct anyone looking for club or event sanctioning to the correct process, such as below:

Here is an article on where to go to update your landing page: 

If you're not sure how to create/add a button using HTML language, please contact your account manager. 

2nd step: manage your permit/application queue 

1- How to access my queue

Once login on your account, go to tools -> dashboard and then "permits".

2- Manage my list of existing applications

In your permits/applications menu, you'll have access to all the on-going application for your PSO

To access specific applications, you can use our filter function 

Permit/Application status:

There is 3 main status you will see:

• Incomplete: it means someone started an application but did not finish it yet, or did not complete the payment / It's up to you to decide if you want to follow-up with applications that have been incomplete for a while
• Waiting for approval: the application has been paid for a submitted / It's now up to the PSO to review it
• Approved: Once you have reviewed the application, write in the admin comments box if the sanction is approved. Once added the NSO will complete the approval process by updating the permit status to approved.

3rd step: Review an application 

By clicking on the small arrow on the right side, you'll access an overview of the application

PTSO review

To review the entire application, follow "permit/application details":

From there, you have access to the permit status, you also have the option to add a permit/application pending status with explanatory notes. 

1- Permit/Application management tab: what to review

From there you can: 

• Resend confirmation email:
  

• Check the listing information: 

• Check the permit/application information 

• Check the applicant information (who submitted the permit/application)

• Check if any applicable waiver has been signed

• Add supporting documentation if relevant 

2- Permit/Application tab: question answers

From that tab, you'll be able to check all the information that the applicant gave during the application process. You can either generate a PDF if needed, or edit any answer.

NSO review

Once PTSO admin added the approved comment, you can review the application on your NSO side. Once it's all good for you need to: 

1- Update the general status

• You can send a notification email to the applicant directly from the application process - if you have regular follow up email you send each time you can save them as a template

Once you've selected a template, just select "compose email" to finish writing the email, it will trigger an email pop-up window: