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Registration Admin
How to Manage and Process Registrations
How to Manage and Process Registrations
Updated over a week ago

Within Registration Admin, it's simple to manage registrations. Click Manage to access the Registration Management System to utilize the filters, payment recording, refunding, charging, reports, and approving/assigning members to the proper Billing and Roster Groups.

As registrations start, it is time to capture payments and assign athletes to the specific Roster Groups. The Management area allows an admin to capture payments and assign members/athletes to Roster Groups.

  1. Click Team Admin > Registration Admin.

  2. Next to the desired registration, click Manage.

The Manage Registration page displays. This page has two areas: the Registered and Not Registered.

Excel Reports Overview

NOTE: These reports are not based on a selection.

The two “Export” buttons along the top export all information captured in Online Registration into an Excel file.

  • Export All Registered & Financial – Use this Excel report to view all information, including account information, CoA details, payments, IP address of signed waivers, etc.

  • Export Chart of Accounts [for all registered] – Use this report to summarize all money collected in the registration.

  • Excel - Select the filters, click Search, and use the Excel button to generate the report based on the filters.

    • The report includes all information and financials. At least one account must be selected for this report to export data. Use the filters and select the accounts to export Excel data.​

Filters Overview

Filters allow filtering multiple fields to help find athletes, print reports, assign athletes/members to the proper Roster Groups, and see who has selected certain payment options.

  • Filters – Use the filters to find or refine the search for specific accounts/members. Click Search to apply.

  • The filters are Member Name, Account Name, Approval Status, Location, Age, Gender, Payment Options, etc.


The Snapshot area gives a summary of the selections made.

  • Registration Snapshot — This summary is based on the search filters and summarizes accounts, members, and your financials.

    • The check and custom payments will not be calculated in the financials until processed and set as paid.

  • [R] [T] denotes if a swimmer is a Returning member or Transfer Member — If this area is blank, the swimmer is new. The [T] only shows if selected using the [Ask USA Swimming Transfer Question] and was toggled to Show and Required.

  • Show Registration Groups — This not only shows what registration groups are available but will also show how many slots are left.

    • It only applies if this option was enforced in the Basic Setup.

Managing Payments Overview

  • Click Pay to process payments (cash, checks, and custom payments) or to apply a partial payment.

    • If the parent paid by credit card and was approved, the Status is set to Pending Team Approval.

    • If the member paid by check or other (custom payment), the Payment Status shows [Not Paid] until processed.

  • Click Pay, and enter the Check #, Amount, and Memo, if applicable. Click Pay NOW after entering the data.

  • After entering a payment, a Refund link becomes available. Credit card refunds will be automatically refunded to the card without further intervention from the administrator.

  • Click Refund to enter an Amount, select a Chart of Account, and input a Reference Number (Check, Cash, or Custom Payments only). Click Refund NOW after entering the data.

How to Approve and Assign Members

NOTE: If there are no Roster Groups, Locations, or Billing Groups set, do so before proceeding with Approving and assigning Roster Groups.

Selecting members by Roster Groups allows efficient work through Roster Groups, Payment Options, and Locations. If multiple Roster Groups, Locations, and Payment Options are available, filter the results down to specific Roster Groups, Payment Options, and Locations to best utilize the ability to Approve & Assign to Roster Groups.

  • Approve & Assign Roster Groups – This allows pushing the information captured in the Online Registration to the Account/Member Admin. Information is sent to the Account/Member Admin once Accounts/Members are approved and assigned to a Roster Group.

  1. Filter accounts to specific groups/locations/payment options, etc.

  2. Select the accounts to Approve and Assign.

    • If applicable, use select all.

  3. Click Approve & Assign Roster Groups.

  4. For [Returning Members] — Leave the switches as “keep existing” to keep the same settings from the account/member admin area, or update this information here or in the Account Member Admin area once the registration is completed.

  5. For [New Members] — Toggle the switches accordingly to push new members into their desired status, roster groups, and locations.

    • Only the Members selected on the Manage page will be edited.

  6. Click Save Changes.

How to Set Non-Registered Members to “Suspended”

Once the registration is completed/closed for the year, turn all non-registered members to a “Suspended” status. This cleans up the Account/Member Admin system and keeps the system up to date for next year.

  1. Click Team Admin > Registration Admin.

  2. Click Manage.

  3. Click the Not Registered tab at the top of the page —

    • This displays all accounts that are not yet registered. The default setting is set to Member Status = All Non-Canceled Accounts. Everyone still in this area has not yet registered.

  4. Select All Accounts > Multi-Change Member Status.

  5. Once on the Multi-Member Edit page, select Suspended for Change “Member Status.”

  6. To keep the system current, change “Inactive Date” to date this year.

  7. Click Save Changes for ALL Members listed NOW.

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