Basics Tab
Field | Definition |
Program ID | A unique ID given for your program. |
Program Link | Customer-facing program link. |
Program Year | Enter the Program Year. |
Program Name | Full, formal name of the program. |
Program Group |
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Available | If toggled on...
If toggled off...
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Tryout Cost | If a tryout program, this is the tryout cost excluding fees. Changing once approved will send an email to Program Admin. Division and Team Cost will override this field. |
Total Tryout Cost | Price displayed during registration. Includes Tryout Cost and PF Platform fees. Installment fees shown separately. |
Show Program Cost During Tryout Registration | If enabled, the Program Cost will display instead of the Tryout Cost, during tryout registration. |
Program Cost | Does not include fees. Changing once approved will send an email to Program Admin. Division and Team Cost will override this. |
Total Program Cost | Price displayed during registration. Includes Program Cost and PF Platform fees. Installment fees shown separately. |
Logo Image | The image shown on the program's registration page, to the right of the Register button. |
Activity Type | The program type. This may be visible to customers on the front end. |
Seasons | The season(s) during which this program will run. This may be visible to customers on the front end. |
Category | Used to group programs into Categories. Customers can filter by this when viewing programs. You can select/add up to 5 categories for a program. |
Primary Location | Select the primary location the program takes place at. Ensure this is a real location (do not put a test or non-existent location). |
Display Primary Location | If enabled, the Primary Location will be displayed on public pages and lists for customers. |
Secondary Locations | Search and select up to 20 secondary locations for your program. |
Display Secondary Location(s) | If multiple locations are set and the field is enabled, "Multiple Locations" will be displayed on public pages and lists. |
Default Time Zone | Select the default time zone for your program. |
Enable PF Pay | If your program has products that will be sold on PF Pay. Once enabled, the PF Pay Start Date and PF Pay End Date will display. Once saved, the PF Pay Access Code will display. |
PF Pay Access Code | Login code for the POS device. This field will display after the Enable PF Pay field is toggled on, and the program page is saved. |
PF Pay Start Date | The date and time at which PF Pay will be start being visible. If not selected, the start date of the program will be used. |
PF Pay End Date | The date and time at which PF Pay will be stop being visible. If not selected, the end date of the program will be used. |
Admin Approval | The date the program was approved and the approver's name will display here. |
Operations Approval | The date the program was approved and the approver's name will display here. |
Expenses Approval | The date the program was approved and the approver's name will display here. |
Permissions
Field | Definition |
Scores and Schedules | If enabled, coaches and team managers will be able to edit schedule and scores for their teams |
Jersey # Required for Scoring | Enable if Jersey Number should be required when scorekeepers are logging scores. |
Manager Preview | Enable to allow coaches and team managers to view their team pages when the team pages are not public. |
Roster Privacy |
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Promotion
Field | Definition |
List Name | The program name that will be displayed on any Program List. |
List Info | A very short description for the program. This will display on any Program List. |
Promo Text | Very short promotion for the program that will be shown on the Program Page header. |
Long Promo Text | Longer promotion for the program that will be shown on the Program Page header. 100 character limit. |
Display Event Dates | These dates are pulled from the Event Start and Event End fields on the Reporting tab. If enabled, the dates for the program will be displayed. |
List Image | The image for the program that will be displayed on any Program List. |
Design Tab
Field | Definition |
Program Color | - |
Add-On Description | A short description for when this program is an add-on to another program. |
Team Page Heading | This text appears at the top of all team pages belonging to teams associated with this program. |
Product Page Heading | This content appears on the top of the program's front-facing product pages. |
Registration Tab
Field | Definition |
List Publicly |
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Access Code | For use when the program is Not Listed or Code Required for Registration. |
Tryouts | Enable the field to make this program a tryout program. |
Split Invoice Payment | Allow team coordinators to split payment due across a team roster. |
Jersey Numbers | Enable the field to roll over jersey numbers for returning players. |
Gender | Select the gender(s) the program is for. |
Adult Program | Enable this field is the program is for adult athletes only. |
Start Accepting Rosters | The date and time when athletes can start accepting their roster spots. This setting is superceded by the division specific setting of the same name. |
Stop Showing | The date and time at which the program, including registration, related teams, and public & private webpages will go offline. |
Invoices Due Days Before Event | How many days before an event invoices will be due by default. |
Start Showing Tryouts on Website | The date and time when this program will be viewable on the website via public or private link. |
Tryout Label | Custom label for your tryout to be known by, other than default "Tryouts". |
Waitlist Registration After | The date and time after which all program registrations will be added to the waitlist. |
Registration Limits | Set a limit on the number of registrations for the entire program. |
Available Registrations | Number of registrations before all divisions within the program are marked as Sold Out or begin waitlisting. Set to 0 to mark all divisions within the program as sold out immediately. If the Registration Limits field is set to Unlimited Registrations, the field will not be editable. |
Available Waitlist | Number of waitlist registrations before all divisions within the program are marked as Sold Out. If the Registration Limits field is set to Unlimited Registrations, the field will not be editable. |
Registration Button Text | Customize the registration button label for special events like Tryouts or ID Clinics. |
Program Directors | Assign Program Directors. These users will have access to all teams/registration information for the program. |
Recruiting Profile Required | Require users to fill out their recruiting profile during registration if the field is enabled. |
Email Registration Confirmations To | Email addresses listed here will receive an email every time someone registers for this program. Separate multiple emails with a comma. |
Receipt Footer Type | Any information you want included on the bottom of a users' receipt. Options are default (website setting) or custom (program specific). |
Disable PlayerFirst Registration | When this date passes, registration in PlayerFirst will not be available. The user will see a pop-up instead (text specified below). |
Disabled Registration Pop-Up Message | Leave a message for custumers to read explaining why registration is closed (may include links). |
Internal Notes | Will display above program registration details, to be used for internal needs only. |
Reporting Tab
Field | Definition |
Event Start | The date and time that the program/event starts. |
Event End | The date and time that the program/event ends. |
Year | Fiscal Year for the program. |
Season | Fiscal Season for the program. |
Classing | The class code for the program. |
Tear Sheet ID | This value is assigned by finance for tracking during budgeting. |
Indoor/Outdoor | Is the majority of the program indoors or outdoors? Used for insurance offers. Only required for EVT and LGE programs. |
Tryout Year | Fiscal Year for tryouts. |
Tryout Season | Fiscal Season for tryouts. |
Tryouts Start | First typical tryout date. |
Tryouts End | Last typical tryout date. |
Program Specifications
Field | Definition |
What Platform Handles Registration? |
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(AES) 3rd Party Platform Program ID | Insert your AES Event ID and select AES as your registration platform to enable registration sync. |
(AES) Auto-Create Invoices | If unchecked, an operator will have to manually trigger the creation of each invoice from the AES status page. |
(AES) AES Invoice Email Message | Message included in the email sent when an AES invoice is created. |
(AES) Message Placement | Where in email to place the AES Invoice Email Message. |
(Other) If Other, Write in the Platform | Displays if Other is inputted in the What Platform Handles Registration field. |
How Many Days Will an Individual Athlete Participate? | Number of days an athlete is participating in sport. |
Does Registering for this Program Include Participating in Sports? | Select No if registering for this program does not directly mean participating in sport (Apparel, tournament fees, hold program, etc.). |
Is this Program Sanctioned by a 3rd Party? | Select Yes if there is an outside group or governing body that is involved with or has to give approval for this program to operate. |
If Yes, Write in the 3rd Party | Displays if Yes is selected for the question above. |
Is that 3rd Party Providing Insurance for this Program? | Displays if Yes is selected for the Is this Program Sanctioned by a 3rd Party field. |
Is this an Overnight or Day Program? | Overnight applies to when we host athletes overnight (e.g. dorm or camp ground). |
Exposure
Field | Definition |
Exposure Event ID | If you're scheduling in Exposure, add your Exposure Event ID in this field and click Save. |
Incoming Updates | Enable to automatically sync scores and schedule changes from Exposure to PlayerFirst. |
Outgoing Updates | Enable to automatically send added/deleted team updates to Exposure. |
Budget Tab
Program Budget/Targets
Field | Definition |
Number Registered | Expected number based on program budget. |
Invoiced Amount | Expected amount invoiced based on program budget. |
Max Discount + Scholarship Amount | Discount/Scholarship limit based on program budget. If blank, uses brand-level percent setting, which is based on the invoiced amounts. |
Tryout Number | Expected number of tryout participants. |
Tryout Invoiced Amount | Expected amount invoiced based on expected tryout participants. |
Housing
Field | Definition |
Require TTS/TravelFirst Housing? | Select Yes or No based on whether or not this is a Stay to Play event. |
Expected Stay to Play Teams? | Add the expected number of stay to play teams. |
# of Estimated Rooms per Peak Night | Add the number of rooms expected to be needed on your event's peak night. |
Previous Pickup History (Total Room Nights) | Total Room Nights actualized the previous year. |
VIP Team Early Access? | Select Yes or No. |
General Housing Open Date | Date you would like housing to be available to the General Public. |
Waivers Tab
Field | Definition |
Preferred Roster Waiver Type | Which waiver to send a user to by default, displays in the Access App, and other locations.
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Registration Waiver Text |
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Waiver Questions | Add custom waiver questions that are asked to customers during registration. |
Add-Ons Tab
Add add-ons for your program that are displayed during a customer's registration flow.
Team Check-In Tab
Field | Definition |
Roster Submission Opens | If left blank, the default is always open. This field is when you want teams to begin submitting rosters. |
Roster Submission Deadline | The end date and time for rosters to be submitted. |
Maximum Team Roster Size | The maximum amount of athletes that can be added to a roster. |
Default Agreement Text for All Divisions |
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Program Specific Confirmation Message After Roster Submission | Any additional information that should be added to the confirmation message after a roster is submitted.
Will display below the site-wide setting. |
Double Roster Athletes | If enabled, players in the program will not be flagged as double rostered. |
Roster Submission Deadline | If enabled, coaches will be sent a reminder email 24 hours before their first game to submit a roster. |
Attendance Required | If enabled, attendance will be required in the Access App before starting games. |
Divisions Tab
Edit Division
Field | Definition |
Division Link | Customer-facing division link. |
Division ID | A unique ID given for your division. |
Division Name | A division is a master category that someone will register under; it can also be used to group together sessions (ie: Divisions: Boys, Girls) |
Session Name | A session is a category nested under Division Name that someone will register under (this is NOT required); (ie: Divisions: Boys, Girls // Sessions: U10, U11, U12 (under Boys), Sessions: U9, U11, U13 (under Girls)) |
Group Name | A group name is a category nested under Session Name that someone will register under (this is NOT required); (ie Sessions: U10, U11, U12, Group Names Fall, Winter) |
Order | Assign a number for which this division and session will be ordered on the registration page. 1 being first. Order of divisions is assigned by the following hierarchy: Order, Gender, Selected Age Groups, Selected Experience Levels, Division Primary Name, Division Session Name, Division Start Date, Division Cost |
List Publicly |
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Split Invoice Payment | Set this division to override the program's split invoice payment setting. Allow team coordinator to split payment due across team roster. |
Access Code | This code requires the special link below and will only take affect if the program is public. Using a code on the program and division at the same time is not supported. |
Division Cost | Overrides Program Cost. Does not include fees. Changing once approved will send an email to Program Admin. |
Total Customer Cost | Price displayed during registration. Includes Division Cost and PF Platform fees. Installment fees shown separately. |
Override Program Roster Privacy | Setting a roster privacy designation here will override the roster privacy set for the entire program. |
Override Program Tryouts | Set this division to override the program's tryout setting. If the program is set for a tryout, you can disable registration for this division, or vice versa. |
Registration Target | Expected number of division registrations. |
Financial Target | Will be auto generated by statistical budget. |
Adult Registration |
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Dates and Times
Field | Definition |
Start Accepting Rosters | Choose date & time to start accepting roster spots (correspond to roster link validity). |
Stop Accepting Rosters | Choose date & time to stop accepting roster spots (correspond to roster link validity). |
Division Start Date | Add to this field if the Division Start Date is different than the Program Settings. |
Division End Date | Add to this field if the Division End Date is different than the Program Settings. |
Time Note | Use this section to provide any times, dates, or information specific to this division/session. |
Teams Public After | Choose date and time for team links to be accessible publicly (based on program visibility settings). |
Participants
Field | Definition |
Age Groups | Used to suggest additional programs on a current player's team page, when suggested programs function is turned on. |
Minimum Eligible High School Grad Year | The latest graduation year an athlete must belong to in order to be eligible to participate in this division/session. |
Eligible Oldest Birthdate | Set the oldest birthday an athlete is allowed to have in order to be eligible to participate in this division/session. |
Override Double Roster Athletes | Allow Athletes to be double rostered within this division/session. Players will not be flagged as double rostered when this is allowed. |
Experience Levels | Recommended experience level to participate in this division/session. |
Gender |
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Registration Limits | Set a limit on the number of registrations for this division. |
Available Participants | Number of registrations before a division is marked as Sold Out or begins waitlisting. Set to 0 to mark division as sold out immediately. |
Available Waitlist | Number of waitlist registrations before a division is marked as Sold Out. |
Team | Enable if registration is for Full Team by a Team Representative only |
Maximum Team Roster Size | The maximum amount of athletes that can be added to a roster, if different than the Program Settings. |
Auto Assign to Team | Automatically assign individual registrations without a team to a team called 'Participants' |
Division Tryouts
This information is only applicable when there is a separate registration for tryouts that requires a separate payment. If tryout and program registration are a single registration or tryouts don't apply to this division, leave this information blank.
Field | Definition |
Tryout Date/Information | Information regarding the division tryout. |
Tryout Registration Closes | The date and time the division's tryout registration closes. |
Tryout Cost | Overrides Program Cost. Does not include fees. Changing once approved will send an email to Program Admin. |
Total Tryout Customer Cost | Price displayed during registration. Includes Tryout Cost and PF Platform fees. |
Tryout Numbers | Enable to generate tryout numbers for participants. |
Confirmation Information for Invoice
Any additional information that should be included in the invoice message.
Create New Question
Create any division-specific waiver questions.