Configure program registration limits

Applicable to: ALL Administrators
Application(s): Admin Portal > Program Management > Programs


This article will cover the following:

  1. Registration Limits menu / page
  2. How to configure season registration limits
  3. How season registration limits are enforced
  4. How to configure group registration limits
  5. How group registration limits are enforced

Related articles:

Overview

This article describes how to manage the several aspects of program registration limits in a season. Program registration limits can be used in local programs or by organisations participating in a shared program to set registration limits, by role, for:

  • a season of a program
  • a program group offered (visible) on a registration form

These limits will prevent a participant from registering where the limit has been reached.

 

Registration limits menu/page

The registration limits functionality, both for a season and groups, appears in the Registration>Registration Limits menu of a Program Season. As noted above, this tab is only available to those organisations offering a local program or participating in a shared program. That is, the option is not available to shared program owning or managing organisations. 

 

A few things to highlight about this page:

  • A column is available for each Role available in the program (e.g. player, coach, etc...). For each role:
    • A REG column exists which shows the current number of participants registered (to season in the case of season limits) or allocated (to group in the case of group limits)
    • A LIMIT column exists which shows a limit that an administrator has entered for the role.
  • Season limits are always present and appear as the top row in the table.
  • Group limits appear dynamically, as rows, based on the groups created/deleted in the program season.

Screen_Shot_2023-03-10_at_10.08.52_am.png

 

By default, all season and group limits are set to be Unlimited. This means that the rows will need to be edited to enforce a limit. The sections below demonstrate how this is done / the implications of configuring these limits.

 

Configuring season registration limits

As noted above, the top row on the registration limits page will always be designated for season limits. The edit button  Screen_Shot_2023-03-10_at_10.16.32_am.png can be selected to update these limits. Once pressed, the Edit season registration limits page displays. If you are clicking the edit button for the first time in a season, you will see each role set to "Unlimited":

 

Screen_Shot_2023-03-10_at_10.17.32_am.png

 

To set a season limit, simply untick the Unlimited box and enter the registration limit number you would like to enforce for the role:

Screen_Shot_2023-03-10_at_10.22.25_am.png

 

Once you save the update, you will see the Limit set on the registration limit page:

 

Screen_Shot_2023-03-10_at_10.23.15_am.png

 

Season registration limit enforcement

When a season registration limit for a role has not been reached, a participant will be able to register as per normal. When a participant registers, you will be able to see both the REG number increment on the Registration limit page...

 

Screen_Shot_2023-03-10_at_10.39.00_am.png

 

As well as the Amount Registered increment on the Edit season registration limits page

 

Screen_Shot_2023-03-10_at_10.40.07_am.png

 

When a limit has been reached for a role, a registering participant will see that role reflected as "Full" on the Choose Role page of the registration flow

Screen_Shot_2023-03-10_at_10.42.04_am.png

 

If all roles are full, the participant will not be able to continue with a registration to any role

 

Screen_Shot_2023-03-10_at_10.44.38_am.png

 

Once a registration limit is reached, the season registration limit edit screen will indicate it by stating "Limit reached"

 

Screen_Shot_2023-03-10_at_10.45.48_am.png

 

Configuring group registration limits

A group row on the registration limits page will display for every group that is created at the participating org in the season. The edit button Screen_Shot_2023-03-10_at_10.16.32_am.png can be selected to update these limits. Once pressed, the Edit group registration limits page displays. If you are clicking the edit button for the first time, you will see each role set to "Unlimited":

 

Screen_Shot_2023-03-10_at_10.48.49_am.png

 

To set a group limit, simply untick the Unlimited box and enter the registration limit number you would like to enforce for the role:

 

Screen_Shot_2023-03-10_at_10.49.31_am.png

 

Once you save the update, you will see the Limit set on the registration limit page:

 

Screen_Shot_2023-03-10_at_10.50.19_am.png

 

Group registration limit enforcement

A group registration limit will only be enforced for Visible groups. If a group is not visible on a registration form, the defined limit will not be enforced. 

 

Screen_Shot_2023-03-10_at_10.52.01_am.png

 

When a group registration limit for a role has not been reached, a participant will be able to select a group on the Participant Details page, as per normal. When a participant registers, you will be able to see both the REG number increment on the Registration limit page...

 

Screen_Shot_2023-03-10_at_10.55.03_am.png

 

As well as the Amount Registered increment on the Edit group registration limits page

 

Screen_Shot_2023-03-10_at_10.55.45_am.png

 

When a limit has been reached for a role and the group is visible, a registering participant will see that role reflected as "Full" in the Select a Group section of the Participant Details page of the registration flow.

 

Screen_Shot_2023-03-10_at_10.58.25_am.png

 

If all roles are full for visible groups, the participant will not be able to continue past the Participant Details page of the registration flow.

 

Screen_Shot_2023-03-10_at_11.39.28_am.png

 

Once a registration limit is reached, the group registration limit edit screen will indicate it by stating "Limit reached"

 

Screen_Shot_2023-03-10_at_11.40.27_am.png

 

Please note that a group's REG count will also:

  • decrease as players are unallocated from groups by the admin
  • increase as players are allocated to groups by the admin
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