Screenshots are from pre-release code and may not reflect some visual changes.
Summary of Changes:
- User registration split into User Profile Creation (one-time details: name, email, & contact info) and User Volunteer Registration (seasonal volunteer preferences)
- Streamlined and re-wrote workflow for new user & family creation process; added context-sensitive recommendations (e.g. add a second family member if none exists; add a child record if none exists)
- Added several seasonal options for previously hardcoded volunteer requirements, e.g. # of volunteer codes required per family; option to accept coach or ref volunteer as always satisfying requirement; added options to require selection of coach and referee volunteer divisions
- Show seasonal volunteer requirements during volunteer registration if the volunteer's family has not yet satisfied those requirements
- Redesigned Family Profile:
- More mobile-friendly & responsive
- Replaced adult/player/team assignments tab with "cards" (similar to inLeague home page with team assignments and other widgets) all on one page; made better use of screen space
- Added tabs for multi-season support (concurrent registration)
- Added context-sensitive notifications regarding registration status (open/closed/open but ineligible, with ineligibility reason)
- Added support for Eligibility Rules to Registration (assigned via Season manager)
- Replaced old medical release form with e-signed archive forms, when available
- Entry point URLs for registration updated (old URLs will redirect)
- Coach Volunteer division selection removed from player registration form; retired old mechanism of linking coaches to divisions via "who wants to coach this child" question
- Added division selection for up to three divisions for head coach and assistant coach
- Head Coach and Assistant Coach now have separate division preferences
- Removed referee-specific fields: Highest Division, Highest CR, Highest AR
- Replaced "auto-promote" division preference selector for referees and coaches with pre-selection of division(s) with your players
- Re-write of significant back-end functions relying on coach & referee volunteer data to use new divisional format
Outstanding Issues:
- (Done) Convert existing Referee and Coach divisional preferences to the new volunteer preferences system (ETA 3/30/17)
- (Done) Some administrative tools (e.g. User Editor) need to be updated to reflect new volunteer preferences. (ETA: 4/1/17)
- "Old" Family Profile admin tools to move users and players between families need to be ported to the new family profile (ETA: 4/10/17). "Old" Family Profile will remain available for administrators until this is done.
- Additional testing for referee user experience & insuring that the scheduler and other ref utilities respect new divisional prefs system (ETA: 4/10/17)
Testing: A demo instance is available at https://demo.inleague.org/inleague/index.cfm/Registration/regStatus. You may use the test credit card number 4111111111111111 on the payment page
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Detail Changelog:
Form Redesign: Responsive Updates and Better Validation
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The player registration form is unchanged. The volunteer-related portion of the registration process and the family profile user interface have been redesigned.
User Experience:
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Entry point into inLeague
Registration Status Page (Optional)
If you previously used the registration status page at /inleague/registration/pre-pre-register.cfm, there is now a similar portal page that will display registration status for current seasons as well as any registration period due to open within the next month. We have removed the two questions regarding returning or new players, as the new workflow addresses routing new versus returning users already.
The The URL for this page is /inleague/index.cfm/Registration/regStatus and this page replaces /inleague/registration/pre-pre-register.cfm (which will now forward to this page).
Returning vs. New Families Page
The 'front page' for parents coming to inLeague for registration now offers several features to guide users to the correct place:
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The URL for this page is /inleague/index.cfm/User/Check and this page replaces /inleague/registration/pre-register.cfm (which will now forward to this page).
User Experience: New User, Edit User, Add User to Family
Previously, the new user and edit user pages combined static user details (such as name, street address, phone number, and email address) with volunteer preferences. These functions have been separated to behave more like players:
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- If there is only one user in the family, the system will solicit (but not require) the addition of a second contact
- If there are no players in the family, the system will prompt the user to add a player record.
- If there are player records in the family, the system will provide a link to the updated Family Profile
Family Profile Redesign: Compacting adult, player, and assignments tabs; adding support for concurrent seasons
The Family Profile has been rebuilt from scratch with two major goals:
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Additionally, the medical release option in the family profile will now retrieve a player's e-signed forms from the AYSO archive if they are availbale.
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Volunteer Preferences (or 'Volunteer Registration')
While users are still required to review their contact information every season, the mechanism through which this is accomplished is now focused much more on their volunteer status than on their contact information:
Registration Requirements – Opening Registration
Registration start and end dates are configured in the Season Manager (Utilities → Control Panel → Season Manager tab). Multiple seasons may have registration open simultaneously. The Registration Season setting in the control panel is an additional indicator to inLeague of your "primary" registration season; for instance, if most of your families are registering for Spring 2018 but you want to open Fall 2018 early, you would set the Fall 2018 Registration Start date to today's date, but on the main control panel page, set (or keep) Spring 2018 as the Registration Season; all this does is set some default assumptions for the user experience. Because only one season at a time can be 'the' Registration Season, it is not required to set this value to open registration for any season; it is recommended to set it to the season for which most of your families will be registering.
Registration Requirements – Divisional Caps and Waitlists
The key concepts for how inLeague manages waitlists and division caps:
- Wait-list registrations for inLeague are still fully paid, active registrations; they are merely flagged as waitlisted and not transmitted to AYSO National until they are either manually removed from the wait-list, or assigned to a team (which automatically removes them from the waitlist). Consequently, the National Fee is not charged for waitlisted players.
- There is a season-wide "wait-list" date, after which all registrations will be flagged as wait-listed, regardless of division.
- Every division has an optional cap for the number of players allowed, as well as an action to be taken when that number is reached. The division may be closed, which forbids any additional registration once the cap is reached, or it may roll over to wait-list status (whether or not the season-wide waitlist date is in effect); or the system can just ignore the cap and continue to register. Note that every division has a unique value for every season, both for the cap and the action to be taken, such that caps and close action need to be set for every new season. By default, inLeague will clone the previous season's caps and close actions.
- Roster embargo dates work similarly to wait-list dates: There is a season-wide setting in the season manager after which coaches and parents may view rosters, but this date may be overridden on a per-competition, or even a per-competition, per-division basis. The system will always use the most specific value, e.g. a Fall 2018 B10U player in the competition Travel Program will check first for a B10U/Travel embargo date, then a Travel embargo date, and then a Fall 2018 embargo date.
Registration Requirements – Player Eligibility
Every Season now has several additional registration-related options, configurable from the Season Manager in the Control Panel:
- Volunteer Requirement per Family: You may select 0, 1, or 2 volunteer codes required per family as a pre-requisite to register players
- Head Coach/Ref satisfies requirement: You may (optionally) specify that any user selecting a head coach or referee volunteer role will satisfy the requirement (e.g. if you require 2 codes per family but one user selects Head Coach, that will satisfy the requirement even though only one code is selected)
- Enforce Coach/Ref Division Preferences: If these options are enabled, any user selecting a coach or referee role will be required to select at least one division preference. If these options are disabled, a user may select a coach or referee role without specifying a division preference (and they will subsequently appear on volunteer reports "without a division preference").
- Eligibility Rules: You You may assign an eligibility rule created in the Report Builder to a season. Only reports of volunteers may be used for registration; eligibility is determined according to whether or not any family member appears in the target eligibliity report (e.g. a report of users that were coaches or referees in the previous season assigned as an eligibility rule would allow for a Priority Registration period in which only families containing those users could register).
If a family does not meet any of the requirements, a notification will appear at the top of the family profile page, and also as popup text over the registration button.
Volunteer Preferences (or 'Volunteer Registration')
While users are still required to review their contact information every season, the mechanism through which this is accomplished is now focused much more on their volunteer status than on their contact information:
Registration Fees
The fee schedule for registration is still maintained by inLeague staff and requires their assistance for modification. This is done for several reasons:
- Interface: While a simple fee-setting utility is trivial, there are so many variables and types of conditional fee changes that the interface to manage them all would be very cumbersome while inLeague staff can usually make the required changes very quickly.
- Security: Your fee schedule will only be changed when an authorized user (commissioner or registrar) makes a request in writing. We ask that these requests be made with 2 business days' notice, though we are often able to accommodate them very quickly.
- Testing: inLeague Staff are able to test each use case for your fee schedule before it goes live.
Registration Form Customization
While the standard AYSO registration form is fixed by inLeague staff, each league may add one or more custom questions or text via the Registration Configuration utility on the Utilities page. Questions and individual response options may be linked to one or more specific seasons, or gated based on the player's age, or even a custom field pre-set by a league administrator. Your fee schedule may then be tied to one or more oft these custom questions, but please contact inLeague staff before making changes to any fee-sensitive questions.