How to Create an Affiliation Form

Overview:

This article will demonstrate how to create an affiliation form for child orgs, and the settings that you can toggle to customize your form.

Instructions

Step 1:

• From your Dashboard, click the Forms module and then select Forms again from the dropdown.

Step 2:

• Click the blue +New button.

Step 3:

• In the top section of the form, give your form a Name (ex. Affiliation Form 2024-2025), a brief Description, and a Welcome Message if desired.
• The Welcome Message is a dialog box that will pop up to users on the registration screen before they begin the registration process for the form.
• Login Page Page Instructions: Instructions that will be present before the user logs into their GotSport account.

• Notification Emails, Emails to Notify Status Approved, and Emails to Notify Status Denied: List the emails here for any users who should be notified each time someone fills out the form. To include more than one email, you'll need to separate the emails with commas in between.
  ***Note: To get a notification email, the email addresses must be tied to user accounts in the club).
• Start and End Date: Dates available to complete the form.

• Seasonal Year: The seasonal year for this form. Almost always, it will be the current year. However, you could plan to use the form in the next seasonal year as well.
• Age Method: School or Calendar Year.
• Minimum/Maximum Age: Minimum and Maximum age that is allowed to complete the form.
• Age Based On: If you want the age user filling out the form to be calculated as the current age, beginning of the seasonal year, or end of the seasonal year.
• Open - Opens the form and makes it available
• Allow Direct Club Access - Gives clubs access to fill out the form for a user
• Require Signature - Check this box if you want to gather an e-signature from everyone who fills out the form
• Required - For state associations, marking this as required will activate the form for users to fill out registrations for member clubs.  The users will need to complete this form to complete the club's registration program(s).
• Allow Child Clubs to View Form Submissions: Only used by Associations, not clubs/organizations.
• Enable Chat: Allows the registrant and the owner of the form to communicate through the form.

• Available For - You can dictate who this form would be available for by checking the box for the particular role with the club. (Players, Coaches, Managers, Etc.)
  • **Note: You will want to select Admin and Organization
• Available Titles: This setting relates to the "Allow Direct Club Access" setting listed above. When selecting these titles, the form will show in the "Available Forms" section for the user that has that title. However, anybody with access to the link can complete the waiver.
• Affiliation: Allows the form to only be available for a specific affiliation. For example, if you had USYS and US Club Soccer players, you could select USYS and the US Club Soccer affiliated players will not be prompted to complete this form.
• Type: The most common types are:
  • Standard
  • Document Repository - A shared digital document storage space used to store, share, track, and manage files or documents. Most commonly used for Birth Certificate uploads
  • Waiver - Commonly used with Events. You can require the form to be completed before the player can be approved on an event roster.
  • Medical Release - A template to request that a health care provider (physician, dentist, hospital, chiropractor, psychiatrist, etc.)
  • Inter/Intra Club Transfer, Team Player Release, Team Travel Request, etc. are types for State Associations/Governing Bodies. Clubs/Organizations don't need these form types.
• Merchant Profile: Select your Merchant Profile if there are fee's involved with the form and you are accepting Debit/Credit Cards
• Accounting Code: An accounting code is a code given to an account to form a chart of accounts. For Example, 23/24Competitive can be used to find all of your transactions related to that code. You can also have a code for 23/24Recreational to help differentiate your payments
• Transfer Leagues Notes: This text will appear when typing in a league name to attach to a transfer.

• Agreement Text - Text for the agreement for which the user will be signing off
• Confirmation Email From Name: The name that will appear when the confirmation email is delivered
• Confirmation Email Reply To: The email address to reply to
• Confirmation Email Subject: The subject of the confirmation email the user will receive.
• Confirmation Email Text- The text for the email that users will receive after they submit the form
• Approved Email From Name: The name that will appear when the Approved email is delivered
• Approved Email Reply To: The email address to reply to
  
• Approved Email Subject: The subject of the Approval email the user will receive.

• Approved Email Text - Text in the email sent to users once their form has been approved
• Denied Email From Name: The name that will appear when the Denied email is delivered
• Denied Email Reply To: The email address to reply to
• Denied Email Subject: The subject of the Denied email the user will receive.
• Denied Email Text  - Text in the email sent to users if their form has been denied

To learn more about additional tools on the form set up page, click here.

Step 4:

• Click "Save" to save the form.

Step 5:

• Create your unique Registration Form questions you want to ask the user.
  • To view the steps on how to create a registration form question, click here.

• • **Note: This area is where you can you select the Type of question as Role, which will then prompt the org's Users to be listed in the form question when completing as long as the user(s) has a Title attached to their role (ex. President, Coaching/Technical Director, Registrar, etc.)

Step 6:

• Click here to view the steps on how to create a fee for your form.

Step 7:

• Click here to view the steps on how to customize the look and feel of your form registration.

Step 8 (Optional):

• Click here to to view the steps on how to create a feature (supplemental costs, discounts, etc.)
  • **Note: This step is not required and typically not necessary to add for a governing body's affiliation form.

Step 9:

• When you are ready to open your form to start accepting registrations, go back to the Form Set Up page and click the checkbox next to Open.
  • **Note: Make sure to click Save at the bottom of the page after you make any changes.

• The Global Registration URL is the link that can be shared with clubs to complete the form.

• **Note: If you have the "Allow Direct Club Access" setting turned on, then clubs can also access the form through their org account.