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How to register individual participants

Administrators can register individual participants using one of three methods:


Individual Participant Registrations

This method is used to register individual participants one at a time. This is suggested for administrators that are registering a small number of individuals.

Note: Participant profiles must be added to your account before using this method of registration. Click HERE for more information.

  1. Log in to your account.
  2. For memberships, navigate to the Individual Participant Registration tab on the main navigation menu and select the Season.
  3. Click on the membership you would like to register for. If you cannot immediately find your membership, search the name in the Quick Search field or use the filter in the left menu.
  4. Click the “Register” button beside the membership/event.
  5. Select the participant that will be registering for that membership. If you cannot immediately find the name, start typing in the name field to quickly filter the participant names.
  6. Once you have selected all the memberships you will be registering, click on “Shopping Cart” in the top menu.
  7. Confirm the registrations in your shopping cart.
  8. If they are correct, send payment to Gymnastics BC via cheque.

TIP! See instructions below for how to register an individual for multiple memberships.

Note: Items will remain pending in the shopping cart until checkout is complete or the cart expires. Administrators have 30 days to return to a pending shopping cart to complete the checkout. After 30 days, the checkout will expire and all items will be removed from the shopping cart.

 

Individual Participant Registrations - MULTIPLE MEMBERSHIPS

This method is used to register individual participants one at a time. You can register multiple individuals to multiple memberships/events during one checkout. This is suggested for administrators that are registering a small number of individuals.

Note: Participant profiles must be added to your account before using this method of registration. Click HERE for more information.

  1. Log in to your account.
  2. For memberships, navigate to the Individual Participant Registration tab on the main navigation menu and select the Season.
  3. Click on the membership you would like to register for. If you cannot immediately find your membership, search the name in the Quick Search field or use the filter in the left menu.
  4. Click the “Register” button beside the membership/event.
  5. Select the participant that will be registering for that membership. If you cannot immediately find the name, start typing in the name field to quickly filter the participant names.
  6. Repeat steps 3-5 for each membership you wish to add.
  7. Once you have selected all the memberships you will be registering, click on “Shopping Cart” in the top menu.
  8. Confirm the registrations in your shopping cart.
  9. If they are correct, send payment to Gymnastics BC via cheque.

Note: Items will remain pending in the shopping cart until checkout is complete or the cart expires. Administrators have 30 days to return to a pending shopping cart to complete the checkout. After 30 days, the checkout will expire and all items will be removed from the shopping cart.

 

File Import

This method is used to register multiple participants for multiple memberships or events during one checkout. This is suggested for club administrators that are registering large numbers of individuals that have been exported from another program/software.

NOTE: You can only register for one membership year at a time. For example, if you have members to register for the last membership year (e.g. your summer registrations) as well as the new membership year (e.g. your fall registrations), you would have to import them one batch at a time (one per membership year). You cannot register for multiple years on one Uplifter invoice.

Get the Import Template

Click here -->  to download the template to your computer.

You can also find the template in your club's account by following the directions below.

  1. Log in to your club’s account.
  2. Navigate to Individuals >> Individual Import >>  .
  3. The template will download to your computer.

Filling in the Template File

Now that you have your template, you will need to fill in all the required fields. Make sure to save the template to your computer once you have completed entering the details. It is suggested to save the file using a custom description to easily identify the file on your computer (ex. Date of import, number of participants, session name).
* = required field
Note = special instructions

  • Participant First Name
  • Participant Last Name
  • Participant Gender
  • Participant Date of Birth Note: DOB must be formatted as YYYY-MM-DD. For example, May 2, 2010 is 2010-05-02.
  • Participant Since
  • Participant Value [Address]
  • Participant Value [City]
  • Participant Value [Province] Note: 2-character abbreviation. For example, British Columbia is BC.
  • Participant Value [Postal Code]
  • Participant Value [Home Phone]
  • Participant Value [Email]
  • Participant Value [GymBC#] 
  • Participant Value [NCCP #] Note: Optional field but recommended when registering coaches.
  • Participant Value [Criminal Record Check] Note: Optional field but recommended when registering coaches.
  • Participant Value [Respect in Sport] Note: Optional field but recommended when registering coaches.
  • Participant Value [Respect in Sport Certificate] Note: Optional field but recommended when registering coaches.
  • Participant Value [Long Term Health Concerns] Note: Optional field
  • SKU* Note: This is the unique code assigned to each Gymnastics BC membership and event. See below.

TIP! An individual can be registered under more than one SKU (in the same membership year). Just separate multiple SKUs by a comma. e.g. a coach may also be a recreational participant; so you should register them in both SKUs (your club will only be charged for the most expensive membership, not both/all of them).

 

SKU (Registration Code)

Club administrators will have to use the SKU (Registration Code) when filling in the import template. 

DUP membership SKUs

The "DUP" membership SKU (you will see them on the SKUs list) is to be used when a current Gymnastics BC member is being registered at a new or subsequent club (i.e. an athlete or coach transferred to a new club). The original club already registered and paid the membership fee for the individual member and therefore the new club does not need to pay a membership fee for the individual when they register the them as a member of their club.

Most GBC membership SKUs have a DUP SKU equivalent. Note: the DUP SKU will not work unless the individual being registered meets the requirement of already being registered for the year in the non-DUP version of the SKU.

Do not use the "DUP" membership SKU to register an individual at your club that is also registered in another category or role (i.e. someone that is registered as a coach and a recreational athlete). In this case you would still use the non-"DUP" SKU and the club will only be charged for the highest membership fee for that individual.

 

Uploading the Template

  1. Once you have reviewed all the details of the import template and are ready to import the participants and SKUs, simply return to the My Account page, navigate to Individuals >> Individual Import >> Select File that is saved on your computer and click UPLOAD.
  2. Uploading the file will take you to a new screen where you can review the file details. Before importing the data, you have the opportunity to edit the information by clicking into the field(s) on the screen. If you do make edits, you can export the changed file to your computer so that you have the most up-to-date version.
  3. When you have finished reviewing the information, click on “Import Data” to begin the validation process.
  4. If there are no errors you can then Proceed to Checkout. If there are errors, refer to the Troubleshooting tips below.
  5. Confirm the registrations in your shopping cart.
  6. If they are correct, send payment to Gymnastics BC via cheque.

Finding a Match From Import

During the validation process, an icon  will appear beside the row stating a matching individual found. You can then click the  button to view the possible matches to determine whether your import will add to the existing profile and overwrite any changes or create a new individual.

Note: Items will remain pending in the shopping cart until checkout is complete or the cart expires. Administrators have 1 hour to return to a pending shopping cart to complete the checkout. After 1 hour, the checkout will expire and all items will be removed from the shopping cart.

 

Troubleshooting

The import process runs through several steps to ensure the data is valid and the correct fees are charged to the club.

      1. Upload data verifies the file format and checks that required column headings are correctly mapped.
      2. Import data 
        • Processing checks for possible matches and adds new individuals accounts.
        • Adding adds valid rows to the checkout and creates a pending invoice.
        • Calculating calculates the fees and applies discounts, if applicable.
      3. Proceed to checkout directs you to the pending invoice.

These processes occur in real-time and should take no longer than 15 minutes. Below are some common errors. 

 

 The file uploaded blank columns or fields.

Column headings must match the template exactly in order to prevent errors during validation. It is recommended to copy your data into the template or to copy the heading row into another file rather than re-type the headings. 

Please make sure to remove any additional spaces from the required fields. For example, a common mistake is to enter a space at the end of a phone number or postal code. If the space remains in the file, during validation, the program will be unable to read the information and the field will be left blank. 

 

 The individual profiles were imported but no invoice was created.

The import has two functions: (i) add individual profiles to the database and (ii) register them to a membership. It is possible to add a file of participants without actually registering them to a membership. To confirm you have successfully registered individuals to a membership:
- Ensure the SKU column is correctly filled in during the Import Data stage.
- You received a registration receipt.
- The membership appears in the individual's profile under Registered Memberships & Events

 

 An error icon appears in some rows.

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain denoted by a small error icon. Hovering your mouse over the icon will inform you of the exact error. You can fix the data by clicking right into the field. You can click on Export edits to save a copy of the edited rows. 

Once the errors have been corrected, click on Import Data once again to add the newly fixed rows to the shopping cart. If there are no more errors you can then Proceed to Checkout.

 

 A shopping cart error icon appears in some rows.

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain denoted by a small error icon. A shopping cart error message is related to the registration's requirement(s). That individual either does not have the pre-requisite(s) OR they are already registered to that exact same membership or event. Hovering your mouse over the icon will inform you of the exact error.

The pre-requisite must be completed before continuing with the registration of that membership or event. 

Administrators cannot register individuals for a membership or event they have already been registered to. NOTE: In these cases, the individual's profile is added to the club's account but the membership/event is not registered.

Note: Recreational Athlete Memberships requires the club to first purchase the Recreational Club Membership. Attempting to register a recreational athlete without the Recreational Club Membership will result in an error during the import's validation process. 

 

 A SELECT icon appears in some rows.

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain with a small error icon. Hovering your mouse over the icon will inform you of the exact error. A SELECT icon paired with the matching individual found error message means a possible existing profile has been found. Click here for more information.

Once you have selected to use the existing profile or create a new individual, click on Import Data once again to add the newly fixed rows to the shopping cart. If there are no more errors you can then Proceed to Checkout.

 

 The page appears frozen.

If the browser gets interrupted during the validation process, the page will stop working. If this happens, log out, refresh your browser and log back in. Login may take a minute as the page will try to reload the pending checkout. Click on the checkout to see if the import added all the required items. If so, continue to confirm and register to complete the checkout. If not, Empty cart and start the import again.

 

Reporting An Error.
If loading times take longer than 15 minutes or if the process stalls or stops before completing, please report the error to membership@gymbc.org and include:
 
- The steps you took before encountering the error.
- A copy of the file you tried to import.
- A screenshot of any error message.
- The name and version of the internet browser you are using.
 
Providing this information will help to expedite the resolution.
 

How to register annual club memberships

Each membership year clubs are required to renew their full club membership in order to remain in good standing with Gymnastics BC. 

Submit the following to GBC by August 31st:

  1. Completed GBC member club renewal (includes renewal form, key personnel form, and compliance statement).
  2. Applicable membership fees.

Refer to the Registration Handbook for details.

Clubs that have not renewed their membership by August 31st will not be registered as members and will not receive the associated benefits for their members (including insurance coverage).

Note: The Membership Manager will review the renewal application and approve a club's membership after all renewal requirements have been met. Refer to the Registration Handbook for more information.

 

Questions?

If you have further questions, please contact the Gymnastics BC Membership Services Manager at membership@gymbc.org

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