Below is a step-by-step walkthrough to create a program.

You must have the correct Permissions to create Programs.

Program Settings

Programs are at the core of what your organization does. From Summer camp and Holiday tournaments to the competitive and rec seasons, programs are the way to facilitate the play of your sport(s). In this step, you will get started by telling us the basics of your program.

  1. Sign in to your SportsEngine HQ.

  2. In the left navigation menu, click Programs.

  3. Click Add Program.

  4. Click Get Started.

  5. Enter the details of your program into the spaces provided. Include the following information:

    • Program Name

    • Program Type

    • Start & End Dates

    • Sport (if the organization has multiple Sports)

  6. Click Done.

Participation Options

Setting participation options will determine who is participating in your program, and what they are signing up for; eg – players signing up for the 12U age group.

  1. Click Get Started.

  2. Select which participants will sign up for the program.

    • One program signup is created per participant type, which can be customized during later steps.

  3. Create the participation options by entering the Name and Price of what people are signing up for.

  4. Repeat step 3 for each of the participant types.

  5. Click Next.

Participation Limits

Participation Limits ensure people sign up for the right option. Optionally, input Age and Gender limitations so members only see options available to them.

  1. Click Get Started.

  2. Select whether you would like to restrict who can sign up for each option based on Age or Gender.

  3. If Yes is selected for either of the restrictions, input the criteria participants must meet to signup for that option.

    • NOTE: These parameters ensure only those with profile characteristics eligible to participate in each option see them.

  4. For Age parameters, select Born on or before, Born on or after, or Born between, then input the required date(s).

  5. For Gender parameters, select Boys or Girls.

  6. Click Next to move on to the next group of participants.

  7. Repeat steps 2-5 for each of the participant types.

  8. Click Next.

Electronic Documents

Electronic Documents are used if your Athletes, Coaches, and Volunteers need to sign forms prior to participating with the organization. Common electronic documents include waivers, codes of conduct, or consent forms.

  1. Click Get Started.

  2. Check which participants need to sign electronic documents. Click Next.

  3. Select from any existing Electronic Documents your organization has added, or add a new document.

    • When adding a new document, fill in the required fields and click Add. The document will be created and added as a required document for your program.

    • You can also edit and manage existing documents.

  4. Click Next to move on to the next group of participants.

  5. Repeat steps 2-4 for each participant type.

  6. Click Next when finished adding electronic documents to finalize the signups.

Signup Settings

Based on the program type, sport, and who is signing up, signup(s) are created as needed. You can customize the signup based on the available settings.

  1. Click Get Started.

  2. Optionally, change the name of the signup.

    • This will display within HQ and to participants when signing up.

  3. For Player signups, select How players sign up.

    • Guardian signs up on their player's behalf.

    • Players sign themselves up.

    • Both Guardians and Players can sign up.

  4. For Camp and Clinic signup, choose if Players or Teams can sign up for multiple options.

  5. Click Next.

  6. Select who pays the processing fees and click Next.

    • Organization Pays Fees - Online processing fees are added to the total of each sale, and the organization collects the sales total before fees.

    • Customer Pays Fees - Online processing fees do not change the total of the sale, and the organization collects the total minus fees.

  7. Select the Signup Open Date and Close Date (Close date is optional), and click Next.

  8. Should someone be emailed about new signups? Choose Yes or No.

    • If Yes, enter the email(s) of those that should be notified, and click Next.

  9. Repeat steps 2-7 for each of the participant types.

Signup Fields

Based on the program type, sport, and who is signing up, signup(s) are created as needed.

  1. Click Get Started.

  2. Review the information being collected during the sign-up.

  3. On the right side of each information category, click Edit.

  4. Check the box(es) to include or remove the question(s) in the form and click Save.

  5. Click Yes, Create Sign Up!

    • If any information is missing, click No, something is missing to provide Feedback.

  6. Click View Your New Program.

Share your Signup Link

  1. Click on the Signup tab to share.

  2. At the Signup Information, click the three dots icon > Share.

  3. Click Copy to Clipboard > Done.

  4. Send the link out to members or post it on Social Media to direct people to signup.

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