To support the use of State/Local government Sports Vouchers, RegistrationHQ includes a fully featured Voucher Payment Method setup at the State Association level.
The following guide steps through the Setup by the State Association, Family Registration payment checkout using a Voucher and the Centre Admin Management of vouchers to complete the registration.
When setup at the State Association level, members can redeem their voucher at checkout and make payment for any additional fees.
State Association Setup
To support your local state government vouchers, the facility needs to be setup at the State Association level first.
1. Go to Vouchers page from State Admin from the Registration area.
2. Click Add Voucher - enter a name for the voucher, value and max/min Age Groups that it applies to.
3. Add Custom Values and Questions to the Voucher Form.
Custom Values - Any information that is required to validate the voucher with the issuer.
Questions - Yes/No or Text type questions.
Multiple Vouchers can be setup and are editable from the Voucher Summary page.
When setup by the State Association, members that are within the Age Group range set for the voucher will have a Voucher Payment method at checkout.
Selecting the Voucher loads the payment form to select the Athlete the voucher is to be used for and complete the Custom Values and Questions that are part of the Voucher Form.
Once Applied to the registration, any balance still outstanding requires payment to complete the Registration. For multiple Athletes additional vouchers can be added.
Registrations will be completed once the voucher has been Approved by the Centre or State Association depending on who will be redeeming the Voucher. If a voucher is not valid then on decline a new payment request will be created in RegistrationHQ Status Manager and can be emailed to the family for payment to complete their registration.
All vouchers require Approval to complete a registration.
If the Club/Centre are redeeming the Voucher from the issuing local government department, then approving the voucher will complete the Registration and allocate the voucher to their Payment Batch report.
If the State Association is redeeming the Voucher then approval from the State Admin Portal will allocate the voucher to their Payment Batch report.
Status Manager will show all Registrations where a voucher is used in the Unpaid tab. The payment type will list either Cash, Credit Card or Paypal depending on what the balance of the registration was paid using. The payment type will be marked in Red to indicate where a voucher has been used.
All vouchers are Approved/Declined from the Voucher Report from the Report button.
The Voucher Report lists a summary of all vouchers used and a count of Declined/Unapproved/Approved Vouchers. The report shows key information from the Registration and a link to the Transaction for more detail.
When Approved the Registration is marked as Complete and the Members are made Active and ready to compete.
Marking a voucher as Declined removes the voucher and creates a payment transaction in Status Manager for the family to make further payment on.
If a voucher is Approved incorrectly then further management is available to reverse the Approval.
Vouchers that are managed by the State Association will show as such and cannot be modified by the Club/Centre user.