Membership Registration Checklist
Complete Guide for Sports Club Registration Process
Pre-Registration Setup
System Configuration
- Set up online registration system
- Configure payment processing (credit card, ACH, checks)
- Set membership pricing and fee structure
- Create early bird discount pricing (if applicable)
- Set up payment plan options
- Configure automatic confirmation emails
- Test registration process end-to-end
- Set up waitlist management
- Configure member portal access
Forms and Documents
- Create membership application form
- Prepare liability waiver and release forms
- Create medical information form
- Prepare emergency contact form
- Create photo/video release form
- Prepare code of conduct agreement
- Create concussion information sheet
- Prepare sudden cardiac arrest information sheet
- Create refund policy document
- Prepare membership terms and conditions
Communication Materials
- Create registration announcement email
- Prepare registration instructions document
- Create FAQ document
- Prepare "What to Expect" guide for new members
- Create social media posts announcing registration
- Prepare website registration page
- Create registration reminder email templates
- Prepare confirmation email template
- Create welcome email for new members
Registration Launch
Week Before Launch
- Send "Save the Date" email to all prospects
- Post registration date on social media
- Update website with registration information
- Test all registration system functions
- Train staff on registration process
- Prepare customer support resources
- Set up phone/email support for questions
- Review and finalize all pricing
- Confirm payment processing is working
Launch Day
- Open registration at announced time
- Monitor registration system for issues
- Respond promptly to questions and issues
- Post "Registration is Open" on social media
- Send registration open email to all prospects
- Monitor registration numbers throughout day
- Address any technical issues immediately
- Celebrate first registrations with team
First Week
- Send daily registration updates to leadership
- Respond to all inquiries within 24 hours
- Monitor for any system issues
- Post registration updates on social media
- Send reminder email to those who haven't registered
- Review and process all registrations
- Follow up on incomplete registrations
- Thank early registrants
During Registration Period
Weekly Tasks
- Review all new registrations
- Process payments and send receipts
- Follow up on declined payments
- Send reminder emails to prospects
- Post registration updates on social media
- Update website with spots remaining
- Respond to all inquiries promptly
- Generate registration reports
- Review waitlist and notify when spots open
- Update leadership on registration progress
Document Collection
- Verify all required forms are completed
- Collect signed liability waivers
- Collect medical information forms
- Collect emergency contact information
- Collect photo/video release forms
- Collect code of conduct agreements
- Verify concussion information sheet acknowledged
- Verify SCA information sheet acknowledged
- Follow up on missing documents
- Organize documents securely
Payment Processing
- Process credit card payments
- Process ACH/bank transfers
- Accept and record check payments
- Set up payment plans as needed
- Send payment receipts immediately
- Follow up on declined payments
- Track outstanding balances
- Send payment reminders
- Process refunds per policy
- Reconcile payments with registrations
Member Information Collection
Personal Information
- Full legal name
- Date of birth
- Gender
- Home address
- Email address
- Phone number(s)
- Parent/guardian names (for minors)
- Parent/guardian contact information
Emergency Information
- Emergency contact name
- Emergency contact relationship
- Emergency contact phone number(s)
- Alternate emergency contact
- Physician name and phone
- Hospital preference
Medical Information
- Known allergies (food, medication, environmental)
- Current medications
- Medical conditions
- Dietary restrictions
- Previous injuries or surgeries
- Insurance information
- Special needs or accommodations
Athletic Information
- Previous sports experience
- Skill level
- Position preference (if applicable)
- T-shirt/uniform size
- Equipment needs
- Program/team preference
- Schedule preferences/conflicts
Background Checks and Screening
For Coaches and Volunteers
- Collect personal information
- Submit background check request
- Verify identity documents
- Check sex offender registry
- Review results when received
- Document approval or denial
- Maintain records securely
- Set renewal reminders
- Track expiration dates
Post-Registration Tasks
Immediate Follow-Up
- Send registration confirmation email
- Provide receipt for payment
- Send welcome packet/information
- Provide access to member portal
- Add to email distribution lists
- Add to team/group rosters
- Schedule for programs registered for
- Send calendar of upcoming events
- Provide coach/team contact information
Pre-Season Preparation
- Verify all documents are complete
- Follow up on missing information
- Process any outstanding payments
- Assign to teams/groups
- Order uniforms/equipment
- Schedule team meetings
- Send pre-season information packet
- Provide practice schedule
- Send facility information and directions
Communication Schedule
- Week 1: Welcome email with key information
- Week 2: Important dates and deadlines
- Week 3: What to bring/expect
- Week 4: Coach introduction and contact info
- 1 week before: Final reminders and details
- Day before: Reminder with logistics
- First day: Welcome and orientation information
Registration Closing
Final Week
- Send "Last Chance" reminder emails
- Post final reminders on social media
- Update website with deadline
- Process all pending registrations
- Close registration at announced time
- Send "Registration Closed" notification
- Activate waitlist if applicable
- Generate final registration reports
Post-Close Tasks
- Generate complete roster
- Verify all payments received
- Follow up on outstanding balances
- Ensure all documents collected
- Organize all records
- Create team/group assignments
- Notify coaches of roster numbers
- Order necessary equipment/uniforms
- Finalize schedules
- Prepare for season start
Record Keeping
Required Records
- Completed registration forms
- Signed liability waivers
- Medical information forms
- Emergency contact forms
- Photo/video releases
- Code of conduct agreements
- Concussion acknowledgments
- SCA acknowledgments
- Payment records and receipts
- Background check results
Organization
- Create digital filing system
- Scan all paper documents
- Organize by member name
- Backup all digital records
- Secure sensitive information
- Limit access to authorized personnel
- Set retention schedule
- Comply with privacy regulations
Security
- Password-protect digital files
- Encrypt sensitive data
- Lock physical files
- Limit access to need-to-know basis
- Train staff on privacy requirements
- Have data breach response plan
- Comply with state privacy laws
- Regularly audit access logs
Quality Control
Registration Review
- Verify all information is complete
- Check for duplicate registrations
- Verify payment amounts are correct
- Ensure all required documents signed
- Confirm emergency contacts provided
- Verify medical information collected
- Check for any red flags or concerns
- Follow up on incomplete information
System Checks
- Test registration process regularly
- Verify emails are sending correctly
- Check payment processing is working
- Ensure confirmation emails are accurate
- Test member portal access
- Verify reports are generating correctly
- Check for any error messages
- Monitor system performance
Troubleshooting
Common Issues
- Payment declined - Contact member for alternate payment
- Incomplete registration - Send reminder to complete
- Missing documents - Follow up with specific requests
- Technical issues - Provide alternative registration method
- Waitlist questions - Explain process and timeline
- Refund requests - Follow refund policy
- Schedule conflicts - Work with member to find solution
- Special accommodations - Coordinate with appropriate staff
Metrics to Track
Registration Metrics
- Total registrations
- Registration by date (track daily/weekly)
- Registration by program/team
- New members vs. returning members
- Early bird registrations
- Payment plan usage
- Waitlist numbers
- Conversion rate (prospects to members)
Financial Metrics
- Total revenue
- Revenue by program
- Average transaction value
- Payment method breakdown
- Outstanding balances
- Refunds issued
- Discount usage
- Revenue vs. budget
Post-Season Review
Evaluation
- Review registration process effectiveness
- Analyze registration timeline and pace
- Evaluate communication effectiveness
- Review payment processing efficiency
- Assess document collection process
- Gather feedback from members
- Identify areas for improvement
- Document lessons learned
Planning for Next Season
- Update registration forms as needed
- Revise pricing if necessary
- Improve communication templates
- Enhance registration system
- Update FAQ based on common questions
- Refine timeline and deadlines
- Plan earlier launch if needed
- Implement improvements identified
Resources and Tools
Recommended Software
- Club management systems with online registration
- Payment processing platforms
- Email marketing tools
- Document management systems
- Background check services
Templates Available
- Registration form templates
- Waiver and release forms
- Medical information forms
- Email communication templates
- Social media post templates
For more resources and tools, visit: www.clublogic.io
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