A program or tryout is a series of calendar events that registrants pick when they sign up. You choose whether picking one signs them up for every event in it, or lets them tick the events they want, so you don't need to add anyone to events by hand. You can also choose who is allowed to pick each tryout or program, and cap how many people can sign up.
These features are only available in registrations that use the Programs and Tryouts types. To pick a type, see Create a registration form.
Before you start
Accounts: registrants need a 360Player account to be added to events, so saving your first program or tryout turns on Require a 360Player account for the registration.
Some are already set up: when you create a Tryouts registration, it starts with one tryout for each team you picked. A Programs registration starts with one called Your first program. You can edit these and create several more later if you want to.
Create a program
Create a new registration and select the Programs step.
Click Create program.
Fill in the Title and Location, and optionally a Description.
Pick the Group the events are created in. You can't change the group after you save.
Under Eligibility, choose who can pick the program, or leave it open to everyone. See Choose who can pick a program or tryout.
Under Organizers, click Select organizers to add the people who run every event.
In Participant limit, enter the maximum number of people who can sign up, or leave it empty for no limit. See Limit how many can sign up.
Open Applies to all events to set the meet time, participant visibility, event visibility, and whether the events show on your website.
Under Events, pick every date the program runs on. Set the times once, then change any day that's different.
Under Which events people join, pick All events included or People pick events. If your club takes payments, choose Free or Fixed price under Pricing. See Choose which events people join and what they pay.
Click Save.
Create a tryout
Create a new registration and select the Tryouts step.
Click Create tryout. If some tryouts already exist, click Create new tryout instead.
Fill in the Title and Location, and optionally a Description.
Pick the Group the events are created in. You can't change the group after you save.
Under Eligibility, choose who can pick the tryout, or leave it open to everyone. See Choose who can pick a program or tryout.
Under Organizers, click Select organizers to add the people who run every event.
In Participant limit, enter the most people who can sign up, or leave it empty for no limit. See Limit how many can sign up.
Open Applies to all events to set the meet time, participant visibility, event visibility, and whether the events show on your website.
Under Events, pick every date the tryout runs on. Set the times once, then change any day that's different.
Under Which events people join, pick All events included or People pick events. If your club takes payments, choose Free or Fixed price under Pricing. See Choose which events people join and what they pay.
Click Save.
For both programs and tryouts, the events are created on the group's calendar, and each one shows which registration it's part of. If something is missing when you click Save, the editor says what, for example Title is required, Location is required or Select a group.
Choose which events people join and what they pay
Under Which events people join, pick one:
All events included: people join the whole program or tryout and are added to every event.
People pick events: people choose which events to attend and are only added to those. This suits a camp where people book single days.
Then, under Pricing, choose Free or Fixed price. With Fixed price, enter the Price and choose a Tax rate. When people pick events, the price also has a unit: click it to choose Per event or Per program. The box under the price always says what people will pay:
Your choice | What people pay |
All events included, fixed price | The price once, and they're added to every event. |
People pick events, per event | The price once for each event they pick. |
People pick events, per program | The price once, however many events they pick. |
Free | Nothing. They're added to every event, or to the events they pick. |
Switching to People pick events changes a fixed price to per event by itself, and switching back to All events included changes it back. Pick per program if you want one price for any number of events.
Check the price before you save. Once a price is saved, it can't be changed, and neither can whether it's per event or per program. A program saved with a price per event also stays on People pick events.
Pricing only shows if your club has payments set up. Only payment admins can set a price: everyone else sees it greyed out, with Only payment admins can set a price for a program.
Choose who can pick a program or tryout
Use Eligibility, under Group in the editor, to limit a program or tryout to a birth year or a gender. Left at All ages and Mixed, anyone can pick it.
Age: click All ages to open Select age. Under Operator, choose Year and pick a Birth year, or choose Between and pick a From and a To date of birth. Click Save age. The field then shows the year (for example 2017) or the dates. To remove the rule, click the cross.
Gender: choose Boys, Girls or Mixed. Mixed means anyone.
If you set both, a person has to match both. If someone's gender or date of birth isn't known, that part of the rule doesn't stop them.
Note: A program for players born in 2017 is still for players born in 2017 next season, so check it if you reuse a registration next year!
You can change the rule at any time. People who have already signed up stay signed up, and the new rule applies to people who register after you save. The card in the editor shows Age when you've set an age, and Gender when you've chosen Boys or Girls.
Product bundles have their own Eligibility setting, which works on the answers to the registration's questions. You'll find it in the Products step.
Limit how many can sign up
Enter a whole number in Participant limit to set the maximum number of people who can sign up for a program or tryout. Leave it empty for no limit.
Set it on the program or tryout: not on its calendar events. It's applied to every event that hasn't started yet.
Nearly full: registrants see a grey label saying X spots left when there's not many spots left.
Full: when the limit is reached, the card shows a red Full label and can't be picked. Other programs and tryouts in the registration can still be picked.
Changing it: you can raise or lower it later, but not below the number of people already signed up. If you try, you'll see Participant limit must be at least X.
Note: There's no waiting list. Once a program or tryout is full, nobody else can pick it until you raise the limit.
Duplicate a program or tryout
Click the copy icon on a program or tryout. The editor opens a copy with the same settings, eligibility, participant limit, organisers and upcoming dates. Change what you need and click Save. Nothing is created until you save. The price is only copied if you're a payment admin.
Delete a program or tryout
Click the bin icon on it and confirm. Its upcoming events are deleted too. Past events stay on the calendar.
What registrants see
The registration shows a Select your programs or Select your tryouts step. Registrants click a card to pick it, and can pick more than one. The price of each one they pick is added to their cart. Each card shows labels with its age (for example Age 9) and gender (for example Mixed).
When a program lets people pick events, its card shows the price per event if it has one, and ticking the card opens a list of its dates. Registrants tick the dates they want, and the card shows how many they've chosen and the total. Next stays greyed out until they've ticked at least one.
To check all of this before you open the registration, click Preview in the workspace. See Preview the registration.
Program or tryouts can't be picked for a few reasons:
Full: participant limit has been reached.
Already started: one of the events has already started.
Dates not set: it has no dates set yet.
Already registered: this person has already signed up for it.
A program or tryout where people pick events works a little differently. It stays open after its first event, marked Ongoing, and people can tick the dates that haven't happened yet. The participant limit counts per date: a full date is marked and can't be ticked, and the card only shows Full when every upcoming date is full.
Programs and tryouts that someone can't pick because of their age or gender aren't shown to them at all. If none fit, they see Not eligible for any program (or Not eligible for any tryout). Once every program or tryout in a registration has started (or finished, for ones where people pick events), it can no longer be submitted.
How age and gender are checked
A member of your club is checked against the gender and date of birth in their profile. Someone who isn't a member yet is checked against the date of birth on their account.
If the registration asks for gender or date of birth, those answers count instead, and they're checked again when the person moves on from the questions. If something they picked no longer fits, a Programs no longer available window lists it, and they can carry on without it or click Edit answers. If nothing fits any more, the window says No programs match these answers.
Follow up after the registration opens
Open the registration and go to its Programs or Tryouts tab. It lists each one with how many people registered, its events, its group, how much is paid and past due, and its age and gender rules.
Click one to open its own page. The Overview tab shows registrations and payments, sessions, details, organisers and participants. The Schedule tab shows its events.
Troubleshooting
I can't create a program or tryout. Your club needs payments set up, and you need permission to edit registrations. Ask your admin.
Save doesn't work. Read the message under the fields, then check there's a title, a location, a group and at least one date, that no date is in the past, and that the participant limit is a whole number of at least 1.
I can't change Which events people join. The program was saved with a price per event, so it always lets people pick events. To offer it with all events included, create a new program.
A registrant can't see a program or tryout. Compare its Eligibility with the person's date of birth and gender, in their profile or in their answers on the registration.
Someone is signed up who no longer fits. Changing the eligibility or the participant limit never removes anyone who has already signed up.