Setting Up Memberships

Overview:

Membership Categories are labels and fees (though they can be $0.00 if needed) that can be required in order to register for programs on regular registration forms. When a membership is required on a registration form's program, the registrant will be charged the membership fee if they do not already have the membership. When new participants register, they would not have a membership, so they would pay the registration fee as per their desired program plus the membership fee. If the participant is a returning player, coach or referee, they will be checked at the time of registration and will only be charged the membership fee if they have not purchased it already. Multiple memberships can be setup. These memberships can be created as "upgradable" which would only apply the difference in fees for different memberships. A membership can be set to "disable membership substitution" (or force purchase in other terms) which would charge the full membership fee regardless of any other memberships the participant has previously purchased. (Upgradable memberships and non-substituted memberships must be configured on a per organization basis, contact support@goalline.ca to enable.)

Why Would I Need Memberships?

Memberships allow more than one merchant account to receive funds for one transaction. If membership fees should be paid to a governing body while registration fees for programs should go to the association, memberships allow the participant to process one registration transaction through GOALLINE while the fees are separated into the appropriate merchant accounts.

Many organizations like governing bodies require memberships to be purchased in order for participants to be considered eligible for events. Required memberships ensure that these membership fees are paid before the participant can register.

How Can Two Layered Memberships Be Handled?

In a GOALLINE network of sites where there is a top level governing body and one or more additional layers of organizations (for example a National body, Provincial/State body and club/asssociation), memberships can be set at the top and then the second level can create their own memberships that map to the top level memberships. A club could then offer registration for an event and require that both the provincial and national membership fees be paid at the same time. The club receives their program fee while the provincial and national bodies receive their portion of the membership fees.

How Do I Enable Memberships?

Contact GOALLINE's support team to enable required memberships.

How Do I Set Up My Membership Categories? First, create your form.

1. From the Master Menu, People section, click "Individual Registration Forms"
2. Create a form called "2015 Membership Categories"
   Leave the "Type" of the form as Player.
   Please note - This form is set as a "Player" form, but the categories created are available to all types are participants. This form is strictly used for the purpose of creating membership categories and will not be published for participants to view.
3. Click to create the new form.

Next, configure the form's settings.

1. The form will open to edit with 5 steps.
2. In Step 1, edit the form's expiry date to be the last day of your membership season (for example, if your membership season goes from April 1-March 31, the expiry date should be March 31).
3. Set "Is this a Membership Form?" to Yes
4. If using a Two Layer membership, select the appropriate governing body membership form from the dropdown for "Pull Memberships From Form?" Otherwise, select No Memberships Required from the drop down list.
5. Save Step 1 and move to Step 2

Then, add your memberships and prices.

1. Add each membership as a program
2. Edit each program to indicate the details to display on the receipt and the amount of the membership.
3. If using Two Layered memberships, you will see a dropdown for the membership categories set at the governing body level above you. Select the appropriate membership.
4. If the membership must be paid in full regardless of other memberships previously, select "Forced Puchase."
5. If the memberships expire on a specific date, enter the Membership Expiry.
6. Save Step 2 and move to Step 4

Finally, select the payment gateway.

1. Select "No" to collecting offline payments
2. Select "Yes" to collecting online payments
3. Use the dropdown to select your payment gateway
4. If you do not already have a gateway in the list, reach out to support to get started.
5. Save Step 4 and return to your forms list.

Important Notes:

1. This Membership form is never published - it is a form used to create the memberships in the system.
2. Your payment gateway must be verified
3. Allowing offline payments for memberships is not recommended. Memberships must be paid in order to be recognized during subsequent registrations.

What's Next?

1. Create or edit registration forms as needed
2. On Step 1, select your membership categories form when asked "Pull Membership Requirements From Form?"
3. Select "No" when asked "Is this a Membership form?"
4. (edit form as needed regarding information collected, person type, etc.)
5. Save Step 1
6. Add or Edit a program on Step 2
7. Select the required membership from the dropdown in the program details
8. Save the program
9. Repeat for all programs that require memberships.

For more information on managing registration forms, search our FAQ or check out the links below.

• How to create an individual registration form (step 1)
• How to create a team registration form (Step 1)
• Webinar Recordings