Applicable to: Club Administrators, Association Administrators
Applicable to: All Sports
Application(s): Admin Portal > Registration
Clubs can use PlayHQ manage all facets of their registrations including collect participant information, manage fees and payment options. Each season your clubs involved in will need to have a registration form.
This article will cover the following:
- Creating custom questions to collect additional information
- Understanding participant-to-club vs. participant-to-team registration
- Setting up registration fees
- Adding merchandise to registration forms
- Setting registration cap limits
Related articles:
- Managing team allocations
- Viewing registration reports
- Setting up terms and conditions
To manage your registration forms navigate to the appropriate season 'Competitions > View > Registrations
Creating Custom Questions for Registration Forms
PlayHQ comes with standard registration questions that all participants are asked, but custom fields allow you to collect additional information that's specific to your club.
- Select 'Registration' from the main menu
- Click on 'Custom Fields'
- Select 'New'
- Enter your question in the field
- Choose either a text box or dropdown list for answers
- If drop down is selected you will need to enter the answer options
- Tick 'mandatory' if participants must answer this question
- Select which role types should answer this question (e.g., Players only)
- Click 'Create'
These questions will appear for all participants of the selected role types.
Conditional questions only appear when participants answer a previous question in a specific way, making your form more efficient and relevant.
- After creating your first question, select 'New'
- Enter your follow-up question
- Scroll down and toggle 'conditional field' on
- Select the original question from the dropdown
- Choose which answer should trigger this follow-up question
- Click 'Create'
Example: Ask "Did you play last season?" first. If they answer "Yes," show a follow-up question asking "What team did you play in?"
Setting Up Registration Forms
PlayHQ offers two types of registration forms to help you manage the registration process in a way that works best for your club structure. You can use either registration form or both. To create a registration form:
- Select 'Forms' then 'Set up Form'
- Enter the dates when registration will be open and close. Note you cannot accept registrations outside of these dates
- Set your registration fees (see "Setting Up Fees" section)
- Add merchandise if needed
- Add pricing information and additional information if required. This information will appear to participants when they reach your registration form
- Terms and conditions if required
- Set visibility status (Public or Hidden)
- Click 'Save'
- Share the generated registration link with participants
This form creates a single registration link for all participants. Administrators will need to allocate participants to teams after registration.
This creates unique registration links for each team. Participants register directly to their team, eliminating the need for manual team allocation.
Setting Up Registration Fees
Registration fees in PlayHQ can be customised to match your club's fee structure. Their are several ways to set fees based on age, gender, or other criteria
Enter your standard club registration fee in the player fee box. This fee will be paid at registration and disbursed directly to your club's bank account.
Note that any fees set by your association or sporting body will automatically appear and be added to the participant's total. You don't need to include these in your club fee.
- Select 'Age and Gender' under Advanced Registration Fees
- Enter the date for age calculation (e.g., July 1)
- Enter the age range (e.g., 8-18)
- Select the gender
- Enter the fee amount and description
- Add additional age/gender categories as needed
- PlayHQ will the automatically apply the correct fee to the participant based on their age/gender
Example: Players aged 8-18 on July 1 pay $120, while players 19+ pay $150.
Fee variants allow participants to choose which fee category applies to them from a dropdown list.
- Select 'Variants' under Advanced Registration Fees
- Enter fee descriptions and amounts for each option
- Click 'Add Option' for additional fee categories
Note: You cannot use both Age/Gender fees and Fee Variants simultaneously.
Adding Merchandise to Registration Forms
Sell club merchandise directly through your registration form to streamline the ordering process.
- On the Forms page, locate the Merchandise section
- Select products from the dropdown list
- Select which role types can purchase each product
- Specify if any products are mandatory purchases
- Set purchase limits if applicable
For more information on setting up products and merchandise
Setting Registration Cap Limits
Registration caps allow you to control the maximum number of participants that can register for each age group and gender, helping you manage team sizes and venue capacity.
Before You Begin
Your association must have set up age groups before you can access this feature. If you cannot see the Age Groups tab, contact your association administrator.
- Select the 'Age Groups' tab in your registration setup
- Enter the maximum number of registrations you can accept for each gender and/or age group
- Click 'Save' to apply your changes
Once the limit is reached for a specific demographic, PlayHQ will automatically prevent additional participants in that category from registering.
You can update these limits at any stage during the registration period if you need to increase or decrease capacity.