Here is a skeleton recap of things to do IN ORDER to be successful in managing applications.
1. FORMS FOR REGISTRATION
– WebsiteMaintModule>Upload Forms for Registration>GO!
– Review the forms
– Delete what you don’t need
– Upload what you need teams to submit for your registration (liability, concussion, etc)
This is tied to the confirmation process, so it helps to eliminate emails, phone calls, etc if ALL the forms are there BEFORE accepting any teams. Teams won’t come back to download a new form once they have grabbed what they need…
2. MARKING TEAMS PAID
– Team Applications Module>Filter by Fees-Pending>GO!
– Select Fees Paid from the drop down above the teams listed
– Match the teamIDs on your XLS from the treasurer with the teamIDs on the website and place a check in the first column
– At the bottom of the list, big red button Mark Checked Records, click to record the fees paid
3. ACCEPT TEAMS PAID
– Team Applications Module>Filter by Fees-Paid>GO!
– Select All
– Select Accept from the drop down above the teams listed
– Scan to make sure these are teams you really want to accept… uncheck any you don’t
– At the bottom of the list, big red button Mark Checked Records, click to mark the teams accepted
4. SEND AN ACCEPT EMAIL
– Team Applications Module>Filter by Acceptance-Accepted>GO!
– Select All
– Scan teams and uncheck any that have been sent an email prior (you can tell if they have because the M+ in the 4th column will have a number next to it, most likely a 1.
– Scan again to make sure…
– Put your email in the cc: field
– Write the Subject (Your Team Has Been Accepted in the Tournament-Name)
– Paste your welcome and instructions in the Message… read this over and over for typos, especially the first time (sample)
– Click on Send Email
You will get the list of teams/emails this was sent to AFTER they have been sent, usually just a minute or two… SAVE THIS for your files as confirmation in case someone says they didn’t get the email (there are a variety of reasons they wouldn’t, including work firewalls, virus scanning, junk folder, they reported you as spam last year, on and on… but the confirmation is proof it was SENT. They can see this email on their own message center when they log into their team app)
5. MARKING PAID/ACCEPTING/REGISTRATION-OK/SENDING MAIL ALL IN ONE FELL SWOOP (EXPERT MODE)
If you feel confident, you can eliminate many steps by doing everything all at once. Remember, computers make very fast, very accurate mistakes…
– Team Applications Module>Filter by Fees-Pending>GO!
– Select All
– Select the appropriate Accept/Paid/RegOK/Email (Expert Mode) from the drop down menu
– Scan and rescan the teams to make ABSOLUTELY SURE you want to act on the teams checked.
– Uncheck those you do NOT want to Mark Paid/Accept/RegOKSend Email
– Write the Subject (Your Team Has Been Accepted in the Tournament-Name)
– Paste your welcome and instructions in the Message… read this over and over for typos, especially the first time (sample)
– Click on Send Email (The red MARK CHECKED RECORDS will not be visible, but the records will mark once you send the email)
You will get the list of teams/emails this was sent to AFTER they have been sent, usually just a minute or two… SAVE THIS for your files
6. EDITING APPLICATIONS (updating info, wrong phone number, email, notes, etc)
– Team Applications Module>GO!
– Click on the Team Name hyperlink
– Edit what needs changing
– Click on Modify Application at the top or bottom of the screen, whichever is closer to your cursor…