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How to create a private registration program with a Program Access link

  • Updated

A private registration program is hidden from the public, but anyone you send its private link to can still register. Keep the program hidden (red eye icon), add an access code in the Program Access section of its 2 Configuration page, then email the link from Send Communication.

Applies to: Admins · All plans (Section: Program Access permission) · All registration program types except Youth Camp Registration

Where: Programs > Manage Programs > (program) > 2 Configuration > Program Access

When to use a private program

  • Early registration for returning players before registration opens to everyone.
  • Invite-only or members-only registration.
  • A team fee for players selected at tryouts: run the tryout as one program, then create a second program for the team fee, keep it private and send its link only to the selected players.
  • Keeping a program hidden until public registration opens.

How it works

  • A hidden program isn't listed on your public Registration page or in the list of programs families can choose when they register.
  • The private link opens registration with the hidden program already selected. It works for anyone who has it, however they received it, so send it only to the people you want to register.
  • The access code is just a name for the link (for example, Returning Players). Families never type it.
  • Each access code has its own link. You can add several codes to one program, one per group, and delete one to turn off only that link.

Step 1: Make sure the program is hidden

  1. Go to Programs > Manage Programs. A program you add with Add Program or Copy Program starts hidden.
  2. Find the program's eye icon (Toggle Visibility). Red means hidden and green means visible. If it's green, click it once so it turns red.

Step 2: Open the program's registration dates

The link only works while the program is open for registration. Because the program is hidden, opening its dates doesn't open it to the public.

  1. On Manage Programs, click the program's name.
  2. Click 2 Configuration (2a Team Configuration for Team Registration plus Roster programs).
  3. In Offerings, click the Edit (pencil) icon for an offering.
  4. Set Reg. Duration so that Starts is now or earlier and Ends is when registration should close (times must be on the hour), then click Save. Repeat for each offering families should be able to choose. Tiered Pricing programs have no offering dates; set them in Registration Pricing Tiers on 1 Setup.
  5. On 1 Setup, check that the Program Duration Ends date is later than today.

What you'll see: on Manage Programs, the program's Pgm Status and Reg Status both show Open.

Step 3: Create an access code

  1. On the program's 2 Configuration page, scroll down to Program Access (below Coupons).
  2. Click Add Access.
  3. In Access Code, type a name for this link, up to 25 characters (for example, Returning Players).
  4. Click Add.

What you'll see: the code is listed under Access Code. It's added to the editor's Links list right away. The red X next to a code deletes it.

Step 4: Email the private link

  1. Go to Communications > Send Communication, select the recipients and click Next.
  2. On Create Your Message, click in Email Message where the link should go.
  3. On the editor toolbar, open Links, point to Program Access, then to your program (shown as its name with the season in parentheses), and click the access code.
  4. Finish the message, click Next and send it.

What families see: if they're signed in, the link opens the registration cart with your program selected. If not, they see "Please sign in or create a new account to access the registration page." They sign in or create an account, then click the link again.

Families registering more than one participant

The link selects the private program for one registration at a time. After a family adds the first participant to the cart, they click the link again to register the next one. What's already in their cart stays there. The private program also drops out of the list if they switch to a different family member before adding the first one, and clicking the link again brings it back.

Open registration to everyone

  1. Go to Programs > Manage Programs.
  2. Click the program's red eye icon so it turns green.

The program appears to everyone while its registration dates are open. Private links keep working until you delete their access codes.

If it doesn't work

  • "Program access code is not valid." The access code was deleted, or the link was copied incompletely. Add a new access code and send its link.
  • "Program is not open for registration." The program's Pgm Status isn't Open: no offering's Reg. Duration has started yet, the Program Duration on 1 Setup has ended (a program closes once its Ends date arrives), or the program is archived. Fix the dates (Step 2) or un-archive the program.
  • "There are no available offerings to enroll in for the enrollment type and program selected." No offering is open to that participant: check each offering's Reg. Duration, whether it's full (Max # of Enrollments with no waitlist), age or gender restrictions, and Customer Access.
  • The private program isn't listed for a second participant. The family clicks the link again (see above).
  • "Access Code is required." Type a name in Access Code before you click Add.
  • There's no Program Access section on 2 Configuration. Youth Camp Registration programs don't have it, and your admin role needs the Section: Program Access permission.
  • "You cannot show this program because there are no Offerings configured." Add an offering before you make the program visible.
  • The eye icon is grayed out. The program's Pgm Status is Closed (its Program Duration has ended), or your admin role doesn't allow changing program visibility.

Good to know

  • Access codes belong to one program. Copying a program doesn't copy its access codes, so add new ones to the copy.
  • Deleting an access code stops its link right away. Enrollments already made aren't affected.
  • Offering rules still apply to families using the link: only offerings with open registration are listed, and capacity, age restrictions and Customer Access are checked as usual.
  • Customer Access (organizations with Multi-Org Registration) is a different feature: it limits a program or offering to customer accounts associated with the organizations you select. It doesn't hide the program and doesn't create a link.
  • Admins can still enroll someone in a hidden program from the customer's account with Place Order.
  • The Private Registration link works for Team Reg plus Roster for Manager's registering Teams, but you must make the program visible so that players can still register onto the roster. The Private Registration link does not work for players registering onto a team, the program must be visible for them to register.

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