In order to register members in bulk, they can be added to a Roster, and either manually added to certain registrations by an Administrator, or invited to manually sign-up through a mass e-mail.
Rosters can be configured from the ROSTERS sub-menu, found on the left hand-side of your admin dashboard.
Roster Permission Levels
Please note that rosters have two permission levels :
- Administrator - Can add/remove participants to, as well as configure and delete rosters.
- Registrar - Can view rosters and bulk-register roster members to events. They cannot edit the roster.
Admin - Roster Creation
To create a Roster, head to the ROSTERS section of your Dashboard.
Click Create New Roster.
Give the Roster a name, type, category and a start and end date, then click Save.
Admin - Roster Name
In the Roster Name section, click Edit to edit the Roster's name.
Doing so will show you the editor for all versions of the Roster's name. The toggle switch to the right of English and French will let you display only one language, if necessary. Click Save to save your changes once completed.
Admin - Roster Details
Click the Edit button to the right to update the Status, Category and Start/End Dates in this section.
Admin - Roster Permissions
To allow other Administrators to edit the Roster, or to give Registrars the needed permissions to handle bulk registration, click Add Users.
Doing so will show this Add users window. Select the Permission type you want to grant, then search or scroll the list of Users until you find the desired Registrar or Administrator. Tick the box to the left of their name, then Save.
Removing Administrators / Registrars
As the creator of a Roster, you can remove Registrars by selecting them in the list of Users, and clicking Remove from Roster.
Admin - Participants
To add Members as participants to the Roster, click Add Participants.
This will show the Add Participants list below. Search or scroll the list for the desired Member, tick the corresponding box and click Save to add them to the Roster.
Dynamic List / Dynamic Roster Management
The option Is dynamic list active? will allow you to control the criteria needed for Members to be added as Participants within a Roster.
With the option enabled, you can click the Update dynamic list criteria button to see the Dynamic List Settings window :
You can then select what combination of Membership Organization, Status and Types needed for a Member to become a Participant within the Roster.
NOTE : ALL criteria must be met in order for a member to be automatically added to the Roster.
Registrars - Bulk Registering Members
As a Registrar, only the Participants section of the ROSTERS section of the Dashboard will be available, seen below. It will either allow the addition of participants manually, or the edition of the criteria needed for automatic addition of participants.
Registrars, however, have access to the BULK REGISTRATIONS section of the Dashboard.
Click the Create New Bulk Registration button then search the Roster you wish to bulk register to an event. Select the roster and click NEXT.
Then, search and select the desired event and click NEXT.
Select a billing contact who will be charged for the bulk registration. Fill in or select their billing address and click Confirm and proceed.
Once created, you can view the Details of a bulk registration by selecting it in the BULK REGISTRATIONS section of the Dashboard.
Within the details, you can :
- View the payment group by clicking View Payment Group button. To manage them, see our Managing Payment Groups guide.
- Add members to the bulk registration manually by clicking Add Registration.
- See the Details of a participant, or Remove them from the bulk registration by clicking the appropriate button.
Once all requirements such as Waivers, Registrations, Transactions and any Additional Requirements, the Bulk Registration is completed and then charged to the selected payment group.