Tryout programs are a little more complex to set up than non-tryout or camp programs. Because of this we have compiled some helpful tips to help you get things set up for your tryout program.
Helpful Tips for Tryout Programs
Naming Your Programs and Divisions
Program Names should be kept consistent with the year, and then season if applicable, coming first. This is important for Reporting purposes, Listing of Program Names, etc, because it will keep all of your programs in the correct order chronologically.
Ex:
2011 Spring Rec Soccer
2011 Competitive Soccer
2011 Fall Rec Soccer
Filling out the email sections
Be sure that when creating a new Tryout Program you carefully enter the Tryout Fee Order Confirmation Email, Division Price Order Confirmation Email, Participant Acceptance/Club Policies Email, Participant Rejected/Not-accepted Email, and the Participant Acceptance/Club Policies Contract as these will all be used throughout the process and will be the best place to give your parents information about the league.
- Try-out Fee Order Confirmation Email
*This email will be sent to the participant after they have paid their try-out fee during the registration process.
- Division Price Order Confirmation Email
*This email will be sent to the participant after they have accepted their position and paid their Division Price Fee. A participant will not be considered accepted until the Division Price Fee is paid.
- Participant Acceptance Email
*This email will be sent to the participant when the Admin chooses the option to send Try-out Acceptance Emails to selected players. This will include a link for the participant to click on, in order to log back into the registration site and accept or decline their position.
- Participant Rejected Email
*This email will be sent to the participant when the Admin chooses the option to send out Participant Rejected Emails. The “Try-out Acceptance Button” will not be visible to the participants until this email is sent.
- Participant Accepted/Club Policies Contract Email.
*This email will be sent after the participant has accepted their position and agreed to the Club Policies Contract.
* Note: We have added in the following steps to the "Participant Acceptance/Club Policies Email:" to make it easier on your set-up (these steps will automatically show to the user even though they do not show in the Edit Program screen). Feel free to add any custom messaging which will appear below these steps.
Easy Steps to Accept Tryout Position:
- Go to your website (enter your website address)
- Click on Login
- Enter your username and password (you created this when registering for tryouts)
- Click on "TRYOUT ACCEPTANCE" right by the Player's Name
- Continue through to checkout and submit payment!
**NOTE- if paying by credit card you will see a charge from Blue Sombrero**
Working with the price
When creating your Divisions, be sure that you enter the entire amount of the season's cost in the PRICE field (Fall and Spring only). You can then add a DEPOSIT AMOUNT for the cost of the Fall Season so that your players have the choice of paying for Fall Only at this time and the Full Season cost. Should they choose to pay the deposit amount, they will be able to log back into their account next season and pay the balance of their fees. You will also want to enter the cost of the Tryout in the field called TRYOUT FEE AMOUNT.
Checking the dates
MISC: Be sure to always check your dates when entering other fields in the Division Level as this will determine what your parents will see as available when they register. You can always submit a case to your Account Manager at adminhelp@bluesombrero.com when you have created your new Programs and Divisions so that we can spot check them for common mistakes.
