Configuring merchandise products and adding them to registration forms

This article describes how to set up merchandise products in the PlayHQ admin portal and include products in a registration form.



The Merchandise area allows products to be created, managed and offered for purchase to participants and teams during their registration process. The Orders Report will assist administrators to track orders and manage fulfilment, and the Transaction Report will display financial details of purchases.


Creating and viewing merchandise products

Products are configured at the organisation level and can be viewed in the Merchandise area.

Select the Merchandise link, then Products:

Previously created merchandise products will display here, otherwise, products can be created by selecting the Add Product button.


Creating a Product

Select the Add Product button to create a product, and then follow the steps in the image and table below to create a product:




# Section  Description
1 Product Name Enter the product name. (Limit of 100 characters)
2 Description Optional - Enter an item description that will display beneath the product name on appropriate registration forms. (Limit of 140 characters)
3 Product Active Active products can be added to registration forms and will display by default on the Products landing page.  
Inactive products cannot be added to registration forms and will not display on any registration form.  Inactive products can be viewed by selecting the ''inactive'' filter on the Products landing page.
4 Images One or more images can be uploaded for a product. Product images will display in the registration form. For best results, images should be uploaded in a square format, be less than 3MB file size, and in either JPEG or PNG format.
5 Product type Products will either be a singular item (no variations) or will contain multiple variations such as size or colour. Switching between variations and a single product will remove additional variations. Additional detail is provided in this article - see below.
  Amount If the product has a price, the amount must be over one dollar ($AUD), otherwise, enter $0.00 for a product that is free of charge.
  SKU The Stock Keeping Unit (SKU) is optional.  The SKU will display on the transaction report and can be used to assist with inventory management.
  Availability If a product is marked as Available it will be available for purchase on registration forms.  
If the Available box is unchecked for a product or variation, the product will display as unavailable on registration forms.
6 Fulfilment Set how this product will be made available - Pickup or Delivery (displays in the registration form).
7 Custom fields A Custom field/s (Text box, or Dropdown list) can be set for a product. The custom field shows in the registration form and allows the participant to provide their response.


Product Variations

Select the Variations option to open the ability to create the variations applicable to this product. Variations are typically related to size and colour. Variations created display in dropdown lists to the participant in the registration form and allow for the appropriate selection to be made. 

To begin, select the 'Variations' button:


Next, enter the appropriate text for a Category Title, such as size or colour, and then enter the relevant Options, such as the sizing or colour options. The individual options can be added, separated by a comma.

Multiple Category Titles can be configured using the Add Category button. 

All possible variations are automatically built and display down the form.

Enter the SKU (optional), price, and set the availability for each variation.


Below is an example of a product with variations for size and colour:


Note: There must be at least two variations in order to save. 

Select the Save button to create the product.


Viewing a Product

Once a product has been created, it will appear on the Products landing page.  The product name, if there are variations, the price (or price range), and the product's Active status will also display.  


Inactive products can be viewed by selecting Inactive Products from the filter.  


Editing and deleting a Product 

Once a product has been added it will appear on the Products landing page.  Active and inactive products can be edited at any time by clicking on the Edit button. 

All fields are able to be edited.  

Products are also able to be deleted by selecting the rubbish bin icon at the bottom of the page.  

Note: A product or variation cannot be deleted if it is being used on a registration form, or it has already been purchased.  To prevent the product from appearing on registration forms, a product can be made inactive.


Adding Products to registration forms 

Once a product has been created, and has an Active status, it can be added to any registration form.  Navigate to the Competition or Program Season, and select the Registration tab, and then Set up or Manage the applicable registration form. Products can be added by searching and selecting the appropriate product from the product dropdown list. A product can also be set as being mandatory for purchase by the participant as they register.


Once added, the order of products can be adjusted by dragging and dropping a product to determine the display order of products on the registration form.  The number of variations will display along with the price range and status.  Products can also be removed from the registration form.  

Note: If a product has been added to a registration form, and then the product has been made inactive, it will no longer appear on the registration form as the participant is registering. However, the product remains visible to the administrator when managing the registration form.   


Registration forms 

Once a product has been created and added to a registration form, the 'Products' tab appears to the registering participant, that. contains the relevant products and their detail/selectable options.


Note: Variations that have been marked as unavailable by the administrator are not available to be selected (purchased) by the participant.

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