Rugby Canada Province registers 1,248 members online in one week.
SportLoMo was successfully chosen as the new provider of Member Registration Software to Rugby Canada in May 2017. The first member registered on the 11th August 2017.
10 Reasons why we have Membership Registration Nailed!
Our Membership Solution is designed to be highly configurable and flexible.
- Membership is integrated with Team, Player and Game Management.
- All registration payments are paid up-to-date across at all levels of your Organisation. Eliminates waiting for Membership fees.
- Each level of a sports organisation can manage membership as an autonomous unit, but yet gives the parent sports body oversight of their total membership.
- Data can be shared between the different levels of your organisation. Data can be regionalised by region / province / league.
Membership and Registration Overview
Multi-lingual, Multi-currency
English, Portuguese, French (Canadian), Spanish and German. New languages are added free of charge on request.
Administrators can select their preferred language, and toggle between languages, but end users can also select their preferred language when they log into the administration panel.
One size does not fit all
Different structures can be facilitated in different states / regions.
One size does not fit all, and our platform can be configured to facilitate different layers of the organisation in different states/provinces.
Reporting structures can be changed in the future, without having to recreate database models allowing for growth in your organisation.
New regional structures can be added at any time and existing reporting structures can be changed at any time in the future.
Integrated with Competition Entry, Player Stats and Rankings (and also with events and player membership)
Participation can be tracked back to individual club and player.
Player Ranking can be tracked across age grade, competition grade, club, season and other formats as require.
Game Stats can be linked to player record.
Events can be linked to player membership record.
Import Existing Membership Data (Legacy data)
Bring multiple years of previous membership data (imported) into a person’s registration profile.
Where clubs/leagues have existing databases stored in XL or other platforms, SportLoMo can provide a data import tool to minimise work for the club administrators. The administrator can map existing data fields to the appropriate field in the new Database and import. This allows administrators who have been storing member data in different formats / XL files etc to easily import data to the new platform ensuring the parent organisation has access to historical data.
Checking for Duplicate Records / Data integrity
To maintain a clean dataset, SportLoMo will check at the point of import for possible duplicate members. You can set the fields to be checked to highlight possible duplicates. Where duplicates are found, the administrator is given the option to merge, remove or retain and update records.
Team Registration
Team Captains can register their team for competitions and events. The Team Captain can enter the basic / minimum information about each player, First name, Surname and eMail address. SportLoMo will then automatically notify the player they have been added to the team and each player will be able to log in and complete any additional / more detailed information required.
This reduces work for the team captain and increases the accuracy of the information collected from each player – no more guessing DOB or other important information.
Combine Team Registration with Membership
When an individual enters a competition / event, an administrator has the option to automatically include registration to a membership category as part of entering the competition. This will allow entrants to competitions to be automatically enrolled as a member of the association running the event. This is sometimes used by administrators to ensure entrants to competitions are covered by insurance, and to give the administrator the ability to search for these entrants in their member Data Base.
Club Registration / Affiliation
For organisations who require clubs to pay an affiliation fee at the start of each season, administrators can now accept these registration fees at the start of the season. Returning clubs will be able to access their club account and renew their registration or new clubs can create a new account and register for the first time with a sport.
The administrator has the ability to set the date after which the affiliation expires (usually the end of the season). This removes all links from the administration portal, and they cannot access functionality until they renew their affiliation to the sport.
Priority Registration
Some events and competitions are invitation only. Or you may wish to invite specific individuals to register before the event is made available to the general public.
Administrators can add email addresses to the event, which will invite these individuals to enter the event (competition / training program / team event etc) before making the event available to the general public. As the email of the person is required to log in to register for the event, invitees can only see the event when they log into their account using their specific email – so these invitations are non-transferrable.
In some instances, the event may never be made available to the public and can be confined to people by invitation only.
Pay Fees Online, Pay by Mobile, Bank & Credit Cards, Discounts, Refunds
Take registration fees safely and securely online, by cheque or by cash.
All payment pages are designed for mobile phone, easy to navigate for the end user.
No Bank or Credit Card details are seen by Sportlomo or our Sports Organisations. Monies go straight into the sports bank account. (Monies can be distributed between organisational levels – split payments).
If clubs are using the platform, each club can set their own membership fees. Leagues or Clubs can decide if Credit Card Fees are to be paid by the registering member or they can opt to pay these fees themselves.
Pay only the highest fee, pay group fee, or add multiple fees. Where paying for more than one membership type, payment method can be configured to suit different payment models for different membership types.
Typically there is a 15 day window to request a refund. But members can request a refund outside of the 15 day window and this can be managed and approved or rejected on the platform.
Extensive Search Filters
Standard search filters but with a huge bonus list of extra filters (this list can be added to). Our Search Function is second to none.
Search under: Member ID | First Name | Last Name | Gender | Email Address | Date of Birth | From/To Registration Date.
Filter Categories and Types of Membership by Season.
ALSO search under…………
All, Created, Awaiting Payments, Awaiting Approval, Request Transfer, Future Start Date, Active, Inactive, Transfer started, Imported, Rejected, Refunded, Manually refunded, Expired, Suspended, Transferred, Package Expired, Deleted…..
Take Split Payments - No need to invoice provinces, regions and clubs.
With ‘Split Payments’ all membership payments are up-to-date across the organisation.
As a club takes a membership payment, Sportlomo splits the fee between the club, region, province and NGB (can be split up to five ways). This split is done in one transaction (one transaction on a members credit card). Split payments are immediately deposited into the bank account of each level of the organisation.
Your users can choose to use or not to use the Split Payment Model. Split payment is configured so one card payment (one transaction) from the individual at registration may be split in multiple amounts between the club, regional body and national governing body. Currently we facilitate 4 splits, but can facilitate extra splits if needed. As the payment is split it is automatically distributed in to all four accounts instantly. This improves efficiency of delivery of funds to the relevant sports organisation/affiliates etc and greatly reduces work associated with management of payments and can improve cashflow.
All levels within the organization are paid up-to-the-minute.
Temporary / Dual Membership. Member Upgrades and Transfers.
Dual Membership:
Members can be active member in more than one club. e.g. members can coach in one club but play with another. There is an approval process in place from the Club and Province before confirming dual membership.
Temporary Membership and Upgrades:
Purchase a temporary membership or upgrade a membership to a premium package.
An administrator can allow a member to upgrade, and the system will automatically calculate and charge the differential between the original fee paid and the new membership fee.
Transfers:
- Members can request transfers between clubs, region to regions.
- A club can initiate a transfer as well as a member.
- The system will calculate the discount based on whether the transfer is within or between provinces.
- Discount codes are also available on transfers.
Receive email notifications for New Members registering and Transfer Requests:
Clubs, Leagues and National Governing bodies can configure when they want to be notified of new members registering, or if a member requests a transfer in or out of their association. Each administrator can configure at what point in the process do they wish to be notified.
Early birds, Discounts, Refunds, Accept Manual Cash Payments
All above options covered.
Discount Example:
- Using the member discounts option you can create a discount code that can be used as a one off code, or can be used a specific number of times.
- The discount can be a % of the membership fee or it can be a fixed amount.
- Discounts are tracked and recorded against the membership it was used to purchase and will be included in the reporting module.
Wait List (waiting list)
In addition to setting the number of teams that are eligible to enter into a competition, or the number of people that can attend an event, administrators can also make provision to allow individuals to join a “Wait list”. In the event that someone cancels their booking, the administrator can quickly select a member from the “Wait list”. This person will be automatically notified that the event is now available for purchase. When the user logs in, they select the event and process the payment to be added to the event.
Track and Manage Members, Attachments, Reporting, Permissions
Track Members
There is one single member ID for each individual and this will remain with the member throughout their involvement with their sport, from season to season. This allows the parent organisation to track Active Members, Lapsed Members and run reports from region to region.
Attach Documents
Should you require a member to attach documents such as Birth Certs, Police Vetting forms, Training Certification etc; these documents can be attached directly to the member’s profile.
Attach Photographs
During the registration process members can attach/upload their photograph to their registration by mobile or PC.
Realtime Reporting
Flexible, financial and membership reporting at each organisational level updated in real time. Generate reports/graphs by gender, age grade, competition level, region, participation etc. Helps to measure the effectiveness of how your resources are deployed.
User Permissions
Provide several levels of user permissions and privacy settings.
Communicate with all Stakeholders, Email, SMS, HTML, Messaging
Actively communicate by email, SMS, HTML or personal messaging to members through the registration system.
Clubs, Leagues and National Governing bodies can send email notifications to their membership database.
- All the filters currently available when searching for members are also available in email notifications.
- You can choose to filter your members by club | member type | age | status (active / inactive / lapsed / Awaiting payment etc).
Registration, Roles, Membership Types, Link Family Members
Register with a Club, Region, Province and National Organisation – Register individually (standalone) or in combination.
Clubs can register their own player(s) directly on to the system.
Register for different Roles within the organisation. Any number of different membership types can be created.
At governing body level, you can allow your clubs the flexibility to have membership types outside of the ‘core membership types’ you have listed. i.e. Social Members, Players, Match officials, Club Administrators, Fans etc.
Parent sport bodies can publish membership types and packages down to clubs.
Register Multiple Registration Categories within the same Registration year. i.e. Senior Player, Coach, Referee (three roles).
Group and Family Registrations, Link family members (Parent and Child). Fees for Family members can be calculated individually, or offered a preferential group rate.
Add your own custom fields to a registration form. Collect data specific to your own membership structure.
View history of a member’s activity in ‘View Members’. Can see the package a member has purchased in ‘Payment Detail’.
Autonomy for club users reduces work for regional, geographical unions, national and international administrators
By giving clubs access to tools that allow them to modify some elements of the registration system, a significant amount of work can be removed from regional administrators. It also reduces frustration from club users who typically want to be able to make minor changes to forms and packages they wish to sell to their membership without having to revert to regional or national administrators.
Sportlomo offers this level of control, giving administrators this flexibility while still maintaining the integrity of core features required by the National organization.
Change your sports structure, region, relationships without hassle
Relationships are mapped in our Database, and we can facilitate changes to relationships in the future – without having to change the Database structure.
Over 1,500 SFAI Football teams will use Online Competition Entry to register teams for National Competitions.
In July 2018 over 1500 teams will use SportLoMo to register for National Competitions, greatly reducing registration administration and offering the SFAI extensive financial reporting and communication modules.
Split Payments, Our National Sports organisations and large Associations love this………
Split Payments removes the need for generating invoices, chasing fees, reconciling monies and awaiting payments.
- Take Membership, Affiliation, Insurance and Club fees all in one transaction (SPLIT PAYMENTS).
- As a member registers online, Sportlomo can instantly split the membership fee between all levels of the organisation. (Split up to five ways+). This means the NGB, Province, League and Club are all paid in the one transaction (one payment only on a member’s credit card). Monies go directly to all bank accounts.
- Payment is integrated with world leading processing companies. Sportlomo and our sports have no visibility on any bank account/credit details.
- A parent sports body has full visibility on membership across all of their organisation. This is great for overall membership reporting and providing membership numbers to government agencies and sponsors.
- Membership has been developed to run for each level of a sports organisation or it can be run standalone (League only, Association only, Club only and so on).
Membership Integrated with Google Maps – Find a club near me!
Make it easy for new members to find and join your clubs, Let them easily search for an affiliated club / league close to their town. (View image to the right).
On a Map users can click on…..
- Their province/region
- Then click on their club pin on google maps
- Or select from a drop-down clubs list.
- Or fill in their postal code and through our google maps integration, it will display clubs close to the users address.
Take Membership the Way you Want!
Our Membership System design was influenced by requests from our NGB’s, Associations, Leagues and Clubs. A key focus has been to make Membership highly configurable in order to allow flexibility for a range of different structures within our sports.
Check out our Events Module
Events: Club/Team Registration, Competition Entry, Tournament Entry, Training Programmes, Fundraising, Ticket Sales & more
What Our Customers Say…
No other software supplier that we looked at could offer us the full integration of Membership and Game Management that an organisation of our size require. We did not want the headache of dealing with three or four different software companies to achieve what we need.
Sportlomo’s member search function is excellent and the ability to self-calculate membership upgrades has saved me hours of administrative work every day.
Softball Ontario have commenced taking online registrations for their umpires. The association has also commenced the development of a new website which will be live in November 2018.
Interested in a Sports Business Opportunity?
Have you good contacts in sports? We are interested in exploring business opportunities and partnerships.