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How to register a participant or place an order for a customer (admin Place Order)

  • Updated

To register someone yourself, or to sell a customer an add-on, Store item, reservation or membership, open their account and click Place Order. Add the items to the cart (for a registration, Add Enrollment), click Checkout, complete each enrollment page and record the payment. You can register people in any program that isn't archived, even one that's hidden, closed or full; most eligibility checks only warn you.

Applies to: Admins whose role includes Place Order · All plans (Add to Roster: Enhanced, Elite and Enterprise; Add Reservation: Facility module; Add/Renew Membership: Membership module) · All registration program types

Where: Customers > Account Management > Search > (customer) > Place Order

Before you start

  • The person must be a member of the customer's account. If the family has no account, click Add Account on the Search page. On youth sites, add a child on Account Overview with Add Player (the button uses your organization's participant name).
  • Place Order doesn't offer payment plans. To spread what a family owes, use Add Payment Plan on Account Overview after the order (Enhanced plan and up).

Register someone (Add Enrollment)

  1. Go to Customers > Account Management > Search, find the customer and click the account holder's name to open Account Overview.
  2. Click Place Order, then Add Enrollment.
  3. In Enrollee, choose the person. On youth sites, if a child isn't listed, click Add Enrollee to go back to Account Overview and add them.
  4. In Enrollment Type, choose your participant type (such as Player) for a child, General for an adult participant, Volunteer for a coach or other volunteer, or Sponsor. Only the types this person can enroll as are listed.
  5. Choose the Program and the Offering. For a Youth Camp program, also tick the sessions under Session(s).
  6. In Enrollment Selection, choose the volunteer role or the sponsorship (Not Applicable for players and adult participants).
  7. In Registration Period, choose Regular, Early or Late (Early and Late appear when the offering has those dates). The fee is that period's price, whatever today's date is. Tiered Pricing programs list their tiers here.
  8. Optional: check Sibling Discount to take the program's Sibling Discount Amt off this registration, or Late Registration Fee to add the program's Late Registration Fee. Neither is applied unless you check it.
  9. If a Waitlist box ("Add enrollment to the waitlist.") appears, check it to waitlist the person instead of enrolling them over the limit.
  10. Click Add. You'll see "The enrollment has been added to the cart. If this is the last enrollment, click the Checkout button." Repeat for anyone else.

Add other items

  • Add Add-On: adds an add-on, such as a uniform, to an accepted registration the person already has. Choose the Enrollee, Enrollment, Add-On, any Option, Option 2 or Text, and the Quantity. Add-ons already bought aren't listed unless the add-on allows rebuying.
  • Add to Roster: puts a player on a team in a Team Registration plus Roster program (Enhanced plan and up).
  • Add Reservation: books one of your facilities (Facility module).
  • Add Store Item: sells a Store item. Choose the Item, any variation or text, and the Quantity (or Amount when the buyer sets the price). It appears when your Store has items.
  • Add/Renew Membership: choose the Enrollee, Membership, New/Renew and Offering. When a program requires a membership the person doesn't have, Add Enrollment adds one to the cart for you.
  • Add Balance Payment: charges a card for money the account already owes. It appears only when the account owes a balance, has no minimum amount, replaces anything already in the cart and is checked out on its own.

Click Add in each panel. To take an item out of the cart, click the red X next to it.

Check out

  1. Click Checkout.
  2. If the program collects photos, a photo page opens first. Upload the photo, or click Next to continue and add it later on the registration's Photo tab.
  3. Complete each enrollment page: enrollment fields (required ones must be filled in), add-ons and, if your organization shows them, terms. Internal Comments are for your staff. Click Next on each page.
  4. Optional: click Apply Coupon, choose a Coupon Type (Coupon Code to type a code, or Assigned Coupon to pick one assigned to this account) and click Apply.
  5. In Payment Method, choose Credit Card, Check, Cash or Other (Terminal too when your card gateway has a card reader). For a check, you can enter the Check #.
  6. Amount Paid starts at the order total. Enter less to leave the rest as a balance. To record no payment now, choose Other and enter 0.
  7. For a card, check the Billing Information (filled in from the primary account holder) and enter the card under Credit Card Information.
  8. Optional: add Payment Comments. The customer can see them.
  9. Under Additional Options, check Send Confirmation Email to Customer if the customer should get a receipt.
  10. Click Place Order (Send to Terminal for Terminal).

What you'll see: the order, with "Customer order completed." If you checked the email box, the message adds that a confirmation email was sent to the primary account holder (and, on youth sites, any other parents on the account). Unpaid amounts show as a balance on Account Overview.

What Place Order lets you override

  • Every program that isn't archived is listed, including hidden programs and those whose registration dates have passed or haven't started.
  • Full programs and offerings show [Full] but can still be added, with a warning such as "This program is full." The registration is accepted over the limit unless you check Waitlist.
  • Age, grade and gender restrictions only warn you, even when the offering is set to Prevent.
  • An address outside your boundaries only warns you ("The primary account address is not in the organization boundaries."), and an offering's non-resident fee is still added. To skip the check for one family, set Boundary Check Override to Enabled in Account Settings on their Account Overview.
  • Required add-ons start checked, but you can uncheck them, and you can continue past a required photo.
  • Terms appear only when Show T&Cs is Yes under Programs > Configurations > General > Admin Checkout, and you aren't required to accept them.
  • Balance Block doesn't stop you from placing an order for a family who owes money.
  • Tick Pre-Paid on Add Enrollment to add the registration at $0, for example to put a player on a second roster without a second charge. It isn't offered for Variable Pay programs.

If it doesn't work

  • A program isn't in the Program list. It's archived, or it doesn't match the Enrollment Type: adult programs are under General, children's under your participant type. Team Registration plus Roster rosters use Add to Roster.
  • "There are no available programs to enroll in at this time for this enrollee." No program that isn't archived has an offering, volunteer role or sponsorship for this member. Add one to the program first.
  • "Please select an Enrollee.", "Please select a Program.", "Please select an Offering.", "Please select an Offering Session." or "Please select an Enrollment Selection." Fill in that field.
  • "You cannot apply Late Registration Period fee and a Late Registration Fee to the same enrollment." Use the Late period or the Late Registration Fee box, not both.
  • "You cannot mix Registration Periods in Cart." In a Tiered Pricing program, every registration in one order must use the same tier.
  • "The enrollment selected cannot be combined with the other items in your cart. Continue with your current order, and then place another order with this enrollment afterwards." The item goes to a different payment gateway, such as another associated organization's. Place it in a separate order. For an add-on, Add Add-On shows "The enrollment add-on selected cannot be combined with the other items in your cart. Continue with your current order, and then place another order with this enrollment add-on afterwards." At checkout this shows as "There are items that cannot be placed together on the same order in the cart. Place separate orders for items."
  • "Balance Payment(s) must be processed separately. Remove all other items from the cart before proceeding." Take the balance payment in its own order.
  • "Amount Paid must be greater than zero for Cedit Card orders." Enter the amount to charge, or choose Other to record no payment.
  • "The applied amount is different than the order amount." When Amount Paid is less than the total of an order with several items, an Amount To Apply column appears. Split the payment among the items so it adds up to Amount Paid.
  • "The Primary Account Holder must have an email address to process this payment." Add an email address to the primary account holder, then try the card again.
  • "The coupon code "(code)" is not valid for any of the items in your order." The coupon covers nothing in the cart; registration coupons don't discount add-ons. "The coupon code "(code)" has already been redeemed." means a single-use code was used, and "The coupon code "(code)" is invalid." means the code doesn't exist.
  • The Waitlist box doesn't appear. The program's Enable Waitlist is No, or neither the program nor the offering is marked [Full].
  • Place Order or an Add button is missing. Your admin role doesn't include Place Order, or that item type isn't set up or on your plan (see Add other items).

Good to know

  • Your cart is tied to your own browser session. The family never sees items you add, and nothing is registered until you complete checkout. To leave the whole amount for the family to pay, check out with Other and 0: it then shows as their balance.
  • The Send Confirmation Email to Customer box keeps the choice from your last order and is unchecked until you first check it. Look at it every time.
  • Multiple Payments on Checkout records several check, cash or other payments for one order, each with an Amount, Check Number and Comments. Card payments can't be split this way.
  • If the account has a credit, Checkout shows "Available account credit" next to Amount Paid but has no box to apply it. Enter only what the customer pays now; the credit offsets the new charges.
  • If your site passes the processing fee to customers, choosing Credit Card adds a Processing Fee line and the Amount to be Paid.
  • "The enrollment added has been previously ordered. To view existing enrollments, click the Enrollments tab." means the person already has that registration. It's still added; click the red X if it's a mistake.
  • Add Add-On doesn't check whether a once-per-season add-on was already paid this season. Check the family's orders first.
  • Youth Camp sessions: a full session is added as a regular registration over the limit, with a warning, and no Waitlist box is offered for it. Don't check Waitlist for a session that has room: that waitlists the camper anyway. To waitlist a camper for a full session, have the family register on your website.

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