The end of the current season is slowly approaching, you still have training sessions/lessons scheduled for members and you need to communicate with them in the current teams, but at the same time you need to get sign-ups for the new season going and find out who will continue and in which team/group? And are you also dealing with sign-ups of new applicants for the new season?
If you need to find out in the current season who wants to attend what next year, the ideal module for this is Signups. Unlike events, their display to members is not tied to a season. For each team/course/group you will be opening in the new season, you create one signup.
Initial settings
Management > Settings > Signups > Categories > + (new) > name: Signing up for clubs/courses 20XY/20XY > tick: Active
Creating Signups
Creating a signup and overview
With the sign-ups, anyone can sign up for your event, whether they are a member of your organisation (platform) or a member of the public. Create signups with a few steps and completely custom forms.
Management > Signups > +
For each club/course you create a separate signup.
General details:
You assign the signup to the category Signing up for clubs/courses 20XY/20XY and possibly to the relevant subcategory.
The name will correspond to the club/course. Use the other setting options as needed (we recommend setting the capacity, for example).
Signup steps:
If you are going to sign up only current members this way, you can leave the first step unchanged (all members will then have their first name, last name and e-mail filled in and will really only click “Sign up”).
If you are also going to handle new applicants (non-members) via Signups, you need to edit the first step and add fields there so that you find out all the necessary information.
If you want those who sign up to receive the payment details straight away, you create a second step where you add a previously created payment group.
Signup settings and creating steps
After creating the application, it’s necessary to set its details and create individual steps that the applicants will fill out.
Information for members
Management > Signups > More > Link to the catalogue > For members
On the wall of the whole organization or of the relevant teams you write a new post in which you inform members about the possibility to sign up for the new term/year (= season), to which you also attach the link. Members will also find the signup catalogue in the member zone in the left bar under the block icon, or in the mobile application.
Do you still need to operate in the current season with your current members for another month, for example, while applicants for the new year/term (= season) are already signing up? Then EOS offers two options.
You use the signups prepared for members (see above)
Price per signup – credit system
The Signup module is available to all organizations as part of the standard license. Member registration is also free. Registration for external participants (the public) is charged in credits.
Management > Signups > More > Link to the catalogue > For the public - you put this link on your website, social networks and so on.
One signup will therefore gather both your current members and new applicants, and the capacity is monitored automatically.
Management > Teams and walls > in the active season: turn off the current teams in the registration form
In the active season you create new teams marked with the season they relate to and put more information into the name (e.g. about the city and the time).
Creating a team/wall and their overview
Use teams to divide your members into individual groups – the way they actually work together. A team communication wall is also created in the Member zone together with every team.
You publish these new teams in the registration form. New applicants then choose from the clubs/courses for the new season.
In Management > Settings > Seasons > + you create a new season (LEAVE IT INACTIVE)
Create and manage seasons/periods
Divide your operations into specific seasons or periods to facilitate easier event organization and communication. However, you can also operate on a non-seasonal basis without any time constraints.
In Management > Teams and walls > new season > + - you create new teams
Then you need to add people to the roster.
All those signed up for the new season are always in one place in the specific signup.
From external applicants you easily create a member via the three dots (Convert to member) and send them an invitation.
By selecting all members in the signup > Actions > Add to roster you then add them in bulk to the teams created in the new season.
The last step, at the time when you no longer need to deal with anything in the original season, is to activate the new season.
Members from signups are added to the roster of the new teams (into which new applicants are already signing up via the registration form). You select them all > Actions > Add to roster. I recommend adding them there on an ongoing basis to keep track of the capacity!
Newly registered members are assigned to that team automatically.
The last step, at the time when you no longer need to deal with anything in the original season, is to activate the new season.
