How to create an add-on (buy item) and add it to a registration program

An add-on is a buy item, such as a uniform, a fundraiser or a fee, that families buy with a registration. Create the item once on Programs > Configurations > Buy Items/Add-Ons, then add it to each program with Add Add-On on the program's 2 Configuration page, where you choose whether it's optional or required.

Applies to: Org admins · All plans (Allow Rebuy and Add Rebuy Until: Enhanced, Elite and Enterprise) · All registration programs

Where: Programs > Configurations > Buy Items/Add-Ons; Programs > Manage Programs > (program) > 2 Configuration > Add-Ons

Step 1: Create the buy item

Go to Programs > Configurations > Buy Items/Add-Ons and click Add Buy Item. (On a program's 2 Configuration page, Manage Add-On opens the same list.)
Enter the Item Name (up to 50 characters) and the Item Description. Families see both, with the price.
For a fixed price, leave Variable Cost at No and enter the Item Cost. To let the buyer choose how much to pay, for example for a donation, set Variable Cost to Yes and enter a Lowest Cost and a Highest Cost.
Item Image starts with a placeholder picture. To use your own, click Remove, click Select and choose a JPG, PNG, GIF, BMP or HEIC file (up to 10 MB). To use a stock picture, click the Choose from Library icon, click a picture and click Select. A square picture works best; it's saved at 270 x 270 pixels.
For choices such as sizes or colors, set Variation 1 to Yes and type what the choice is, for example Size. Use Variation 2 for a second choice, such as Color.
To have the buyer type something, such as a name or number for a jersey, set Text Input to Yes, type the prompt (for example, Name on Jersey) and, if you like, a Max Length from 1 to 100 characters.
Optional: Special Instructions (up to 300 characters) print under the item on the order confirmation email, for example pickup details. Order Copy To takes email addresses, separated by commas, that get a copy of every order that includes this item.
Click Save.

What you'll see: "The Buy Item has been added." If you turned on a variation, the item's Variations tab opens so you can add the choices. To open an item later, click its Edit icon (pencil) on Buy Items/Add-Ons.

Step 2: Add the variation choices

On the item's Variations tab, enter a Variation Name (shown to families, such as Youth Medium) and a Variation Value (a short code for reports, such as YM).
In Cost Differential, enter what this choice adds to the Item Cost, such as 5.00 for an extra-large size. Leave 0 for the same price, or enter a negative amount for a choice that costs less.
Click Add, and repeat for each choice. Drag rows to set the order families see them in; the red X deletes a choice.

Families see each choice with its difference, for example "Adult XL ($5.00 addl.)". Variable Cost items have no Cost Differential.

Step 3: Add the add-on to a program

Go to Programs > Manage Programs, open the program and click 2 Configuration.
Under Add-Ons, click Add Add-On.
In Offering, choose All or one offering. In a Youth Camp program, also choose the Session(s), or leave All Sessions.
In Enrollment Type, choose who buys it, such as Player or Volunteer. The field is hidden when the program has only one type.
In Buy Item, choose the item.
In Required?, choose how it's charged (see the table below).
In Allow Multiple, choose Yes to let families enter a quantity (up to 100) instead of checking a box.
If you see Allow Rebuy, choose Yes to let a family buy the item again after they already have it.
Click Add.

Required?	What families get
No	Optional: they check Add, or enter a Qty, if they want it.
Yes	Already checked on every registration, and they can't uncheck it.
1 per Order	Checked and locked on the first registration in the cart; unchecked on the others in the same checkout.
1 per Season Year	Charged once per person per season, across your programs with the same Season Year that use this item. Someone who already bought it that season doesn't see it. To charge it once across a fall program and the following spring program, give both programs the same Season Year.
1 per Account per Season	Charged once per family account per season, across programs and checkouts that use this item.

What you'll see: the add-on in the Add-Ons list with its Offering, Enrollment Type, Buy Item, Cost, Required and Multiple settings. Drag rows to change the order families see add-ons in. The red X removes an add-on from the program. It takes the add-on off that row's offering only, so new registrations there no longer offer it, and the buy item itself stays on Buy Items/Add-Ons.

For a family fee charged once per season however many children register, see How to charge a family fee once per season (1 per Account per Season).

What families see

When they register, a section titled Add-On To This Enrollment shows each add-on's picture, name, price (for example "$25.00 Per Item") and description, then a list for each variation, a box for any Text Input, and any terms they must accept for the item. They check Add:, enter a Qty: (Allow Multiple) or enter an Amount: within the range shown (Variable Cost).

Waitlisted families see no add-ons unless the program collects fees at registration and Enable Required Addons for Waitlist is Yes on 1 Setup; then they see only required add-ons.

Using a negative Cost Differential

A negative Cost Differential lowers only the price of that choice of the item, and never below $0. It can't lower the registration fee.
To take money off a registration fee, use a coupon. Coupons don't discount add-ons; to waive an add-on for one family, give them a Misc - Credit. The article Why doesn't a coupon discount an add-on fee? (use a Misc - Credit) shows how.
The $0 check runs when you add a choice, against the Item Cost at that time, one variation at a time. If you lower the Item Cost later, or use negative amounts on both Variation 1 and Variation 2, check that no combination comes to less than $0.

If it doesn't work

"Item Name is required.", "Item Description is required.", "Item Cost is required." or "Item Image is required." Fill in the field named.
"Buy Item already exists." Another buy item has that name. Use a different name.
"Item Lowest Cost cannot be equal or larger than Item Highest Cost." Make the Highest Cost larger.
"If you select Yes for Variations, you need to enter a value in the Variation Description field." (or the Text Input version) Type what the choice or prompt is next to the Yes.
"Cost Differential cannot cause Buy Item cost to decrease below $0." The negative amount is larger than the Item Cost.
"Duplicate 'Variation Name' and 'Variation Value' combinations are not allowed." That choice already exists.
"To add an Add-On, you need to select a value from the 'Buy Item' list." (or the 'Offering' or 'Enrollment Type' list) Choose a value in the list named.
"Duplicate 'Offering', 'Enrollment Type' and 'Buy Item' combinations are not allowed." The item is already an add-on for that offering and type. With Offering set to All, you'll see "Duplicate 'Offering' and 'Buy Item' combinations were not added." and the other offerings still get it.
"Allowing Multiple for 1 per Account per Season is not supported." Similar messages appear for 1 per Order, 1 per Season Year and Variable Cost items. Set Allow Multiple to No.
Families see "Quantity field is required for (item name)." They chose a variation or typed text for an Allow Multiple add-on but left Qty blank. They enter a quantity, or clear their choices to skip the item. Other family messages: "Please select a (variation)." and "(prompt) field is required."
The item isn't in the Buy Item list. Create it on Buy Items/Add-Ons first. Buy items for facility reservations are set up separately and aren't listed.
Add Add-On is missing or grayed out, or add-ons have no red X. The program is archived, or your admin role can't edit program configuration.
The buy item's red X is grayed out. An item can't be deleted while it's an add-on on any program, archived programs included, or is on your Store or Donations page.
A family doesn't see the add-on. Check that its Offering and Enrollment Type match what they registered for. A 1 per Season Year or 1 per Account per Season add-on isn't shown once it's been bought that season.

Good to know

One buy item can be an add-on in any number of programs and also a Store or Donations item, or only a Store item. Changes to it apply everywhere it's used; orders already placed keep the price paid.
Copy Buy Item on Buy Items/Add-Ons makes a new item from an existing one, with its pictures and variations: enter the new Item Name, choose the Buy Item to copy and click Add. Inventory and terms aren't copied.
Choosing All for Offering adds the item to each offering the program has now. An offering you add later needs its own add-on. Add it for that offering, or add the item again with All, which skips the offerings that already have it.
An add-on in the list can't be edited. To change its Required? or Allow Multiple setting, delete it with the red X and add it again. Families who already bought it keep it on their orders.
After registering, families can buy add-ons under Available Add-Ons on My Account > Enrollments while their offering is open for registration, or until the program's Add Rebuy Until date on 1 Setup (purchases stop at the start of that day). You can add one for a family at any time with Place Order > Add Add-On. There's no way to add an add-on to existing registrations in bulk.
Other places that copy order emails: Order Copy To on the program's 1 Setup page, on Programs > Configurations > General (all program orders) and on Administration > Configurations > General (all orders).
The item's other tabs: Additional Images adds extra pictures shown on the item's page in your Store; Inventory tracks stock (Enhanced, Elite and Enterprise plans); Terms and Conditions adds terms buyers must accept (Enhanced, Elite and Enterprise plans). You may also see GL Account or Payment Gateway on the item, depending on your plan.
Card payments are charged in full when they're made; TeamSideline can't place an authorization hold on a card. So a refundable deposit collected as an add-on is charged when the family checks out, and you return it later with a refund.
To remove and refund an add-on a family paid for, cancel it on the order (View Order) and refund it with Add Transaction, as the partial refund article explains. For an add-on bought in a quantity of 2 or more, use that way rather than the enrollment's Cancel tab.

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