Forms (Registers)

Contents About SportSuite Forms………………..3 Registers Overview……………………...4 Creating a Register……………………...5 Adding Sessions…………………………6 Adding Participants……………………..7 Adding Coordinators…………………..11 Marking Attendance……………………12 Managing Sessions……………………13 Managing Participants….……………..14 Going Further with SportSuite……….15 Here to Help……………………………..16

From a simple ‘Contact Us’ to multi-page surveys, application forms, registers and more, you can design and create a myriad of forms for your website. You can also create custom application forms for opportunities in SportSuite Workforce, SportSuite Funding and SportSuite Jobs. SportSuite Forms also allows you to create registers that can be linked to the SportSuite Activity Finder, SportSuite Workforce and SportSuite Events.

About SportSuite Forms

Registers Overview This page is the overview of all registers created. In this view you can see: the title of the register; the programme it is linked to; the start date of the sessions;

the number sessions; number of participants; and the status of the register.

Click here to create a new

register

‘Ended’ will appear once a register has been ‘marked as complete’ to indicate that

those sessions are no longer running.

Use the filters to find the exact one you are looking for without having to scroll through manually.

Edit a register at any time using either the ‘edit’ button or clicking the register name

Creating a register When you add a new register these are the only questions you need to answer. Participants and sessions can be added once the register has been created.

Mandatory fields are highlighted with a red asterix,

therefore you can’t add a registers without these

details.

Start Date represents the date of the first session – additional sessions can be added once the register has been created.

Adding sessions Once you have entered the information for your registers it is now time to add each individual session into the register. Note: if you created an automatic register using the Activity Finder then the sessions will already be displayed.

To select the date of each session simply choose from the calendar date picker.

Each time you add a session this notification will appear across the screen

The overview screen now only shows a single session. To change the session on display click here.

Adding participants Once you have added sessions to your registers it is now time to add participants into the register. Note: if you created an automatic register using the Activity Finder and turned the bookings functionality on then users who booked on through the website will already be displayed.

There are 3 different ways to add participants to a register 1. Searching through your user database 2. Importing users from an excel document 3. Adding new users using their name and email

A name, email address and telephone number are required to add participants into the register that do not already have profiles with SportSuite

Adding participants

If you know a participants name or email use the search box to find them specifically

Alternatively search for an entire user group or filter users by a locality

Once you have found who you are looking for use the tick box to ensure that are included.

Use the tick box in the grey bar to include everyone in the list in one go.

Choose between ‘add all’ or ‘add selected’ depending on whether you want everyone

you have search for to appear in the register or not

Adding participants

In order for the import to work you will need to use the

data template provided

Once you have populated the template with your date upload it here.

If the participants in your upload do not currently have a SportSuite account, with their permission you can create one here.

Adding participants

Once you already have participants in your register add new ones using the button at the bottom, and then follow the steps on the previous pages depending on which method you are using.

Adding Co-ordinators Co-ordinators within SportSuite registers are those users that have the ability to mark attendance on that particular register, or those who help you co-ordinate the sessions and consequently would be advantageous for them to have access to the register.

Use the search filters to find the user once you have found who you are looking for use the tick box to ensure that are included. Alternatively use the grey tick box to include everyone in the list in one go. Choose between ‘add all’ or ‘add selected’ depending on whether you want everyone you have search for to appear in the register or not

For users that you have added a coordinators to a register the ‘My Registers’ button will now appear in their

dashboard. This is how they access the registers to mark attendance.

Note: In order for coordinators to see the register you will need to mark as ‘active’ by clicking the ‘approve’ button at the top of the page

Marking Attendance All co-ordinators will be able to mark attendance on the register. Registers is mobile/tablet friendly and so can be done at sessions/events.

Mark attendance with a single click. Simply click a different box if

you need to change it.

The register only displays attendance for one session at a time. To change the session use this drop down and click ‘Go’

Once you have completed the register for that

particular sessions click ‘save session and mark as

complete’. Note, you can edit at any point.

Managing Sessions The manage sessions area allows you to see all activity sessions in one place. It allows you to see overall percentages as well as manage session on mass.

Use the ‘Perform Action(s)’ area to manage sessions on mass using the tick boxes in the first column.

Managing Participants The manage sessions area allows you to see each users attendance at your sessions in one place.

Going Further with SportSuite SportSuite Core • See all registers that an individual user is a part of both as a

participant and admin in profile analytics

• Pull off reports of users from your register using the reporting tool in the admin area

SportSuite Activity Finder

• Automatically generate registers from activity finder activity bookings

Here to help /help

eNews

Development Day

Tickets

Visit www.sportsuite.co.uk/help to find a variety of resources that are at your disposable including module guides, past update newsletters and bulk upload documents.

SportSuite clients receive a monthly eNews to update you on the latest additions to the database, welcome new clients on board, inform you of any feature updates and even give you tips and tricks to maximise the software’s capabilities.

We hold an annual SportSuite Development Day in November for all SportSuite clients to attend. The day is focused around clients discussing and prioritising the developments that they would like to see to all of the modules over the next year.

The ticket system is built into your SportSuite Dashboard to provide a quick and convenient way for you to contact the SportSuite team. Any questions and queries you may have please log them in here, we are here to help! Twitter We announce system update and national addition on our Twitter page. Follow us for updates: @SportSuiteUK