Important Information for Karate Club Owners
To All Club Owners/Chief Instructors:
As some of you have already heard via our mailout (please let us know if you did NOT receive our mailout!), Karate BC has rolled out the new online registration system that we will be using to register both clubs and individual Karate BC members in the future! Online registration is prevalent in the sport industry and is used by many sport organizations (both Provincial and National), sport associations, and sporting events everywhere.
To help you transition to the new way of registering your club and your members, please read the following helpful notes:
Is this going to make things easier or harder for me and my club?
Like online registration has done for the events world, we strongly believe that online member registration will make less work for you and your organization in the future. No longer will you have to process funds through your club that are destined for Karate BC, and you will not need to collect and submit all your member’s information to us each year.
What does this mean to you the karate club Owner/Administrator/Chief Instructor?
The process for registering your club and having your club members register with us is changing slightly starting this year. However, we understand that some clubs have already begun their processes of collecting registrations for this year, so we’ve devised methods to help you transition into the new system this year.
Is there a fee for using this online registration system?
As with all online registration systems, there is small fee incurred to process the payments made. This does NOT go to Karate BC, but is paid to the company that manages the system.
Is it secure?
This system uses 2048 bit SSL RSA Encryption (SSL Certificate SHA-256) for the registration of its data, and the data itself is stored on servers located within Canada (Montreal). It is used by one of Canada’s largest sport governing bodies, Athletics Canada.
What payment methods does the system accept?
The online registration system allows both credit card AND debit card transactions, providing the maximum flexibility for online transactions.
First Step – Sign up your club!
In order for your club to appear in the club member registration form (for the “Club Name” field), we need you to register your club as soon as possible. Once you have registered your club, and it has been approved by Karate BC, your club will automatically appear in the menu for the Club Name field. This approval process will be immediate if you are an existing club with Karate BC.
Ready to get started? Use the following link to register your club: www.trackiereg.com/karatebc-club-form
You will note that at the end of the process for registering your club, you will set up an email username and password. At this point you will be considered the Admin for your club and you can use this email/password to log back into your club (via the same club registration link above, but selecting “login” from the page) to administer your club.
What can I do as an Admin?
As an administrator of your club, you will be able to see all the members that have registered with your club, and you will be able to edit their information, if necessary.
As members use the online system to purchase their Karate BC memberships, you will be notified via email that a new member has registered with your club. Once you believe all of your members have registered, you will be able to log into your account to see if they are all there.
How do my club members register once my club is registered?
Once your club is registered, and based on your scenario, we have devised a few options for your members to register. Please note that these alternate methods (see scenarios #1 and #2 below) will ONLY be available until the registration earlybird cutoff of November 1st, 2016. After this date, all members will register via the online registration link.
Scenario #1: You have already collected registration money from all of your members
In this case, you will not have to go out and refund monies and ask for members to register again. We will ask you to simply send an email out to your club members with the new registration link (www.trackiereg.com/karatebc-individual-form) and ask them to complete the form online. Once they get to the payment portion of the form, they can select the “cheque” option which indicates to use this if they have already paid fees to their club.
As your members register you will see them show up in your administration panel, so you will know who has or hasn’t registered. We will ask you to send us a simple club member name list so we can help you track who has yet to register with us for this year.
Scenario #2: You have collected registration money from some of your members, but not all
As in scenario #1, you will remit to Karate BC the list of names of members that have already paid their fees, along with a cheque to cover their fees. For the remaining members, we ask you to send out the registration link (www.trackiereg.com/karatebc-individual-form) and ask them to register online.
Scenario #3: Your members are waiting to purchase their Karate BC memberships
For this, you will simply email out the registration link (www.trackiereg.com/karatebc-individual-form) to your members asking them to click it and purchase their Karate BC membership. As described above, you will be notified via email as each new member registers with Karate BC.
But some of our members don’t have computer access/internet, what do we do then?
We realize this may be the reality for some of your members. For this, we suggest that you have a computer, tablet, or even smart phone at your club so that members can use this to do their registration there. These registrations are so easy that it should take someone less than a minute to complete the transaction.
Some of our members are not computer literate (or don’t receive email), how do they register?
Similar to the case of someone having no computer access, we suggest that you have these members come into your club and work with someone in your club (on your computer, tablet, or smart phone) to get them registered. As you are aware, some people just like a helping hand sometimes to get them going.
How will it work next year?
Once the current registration year completes (August 31st, 2017), all member accounts will be emailed with a notice to renew their Karate BC registration. At that point, they simply renew their registration and, again, you will receive emails indicating that members have registered with Karate BC against your club. Additionally, as members come in to your club to renew their annual club dues (if applicable), we will ask you to ensure that they have renewed their Karate BC membership first.
Still have questions?
Please do not hesitate to contact the Karate BC office via email or phone (604-333-3610) and we will work with you to make sure the roll-out of this online registration system goes as smoothly as possible.
Ready to go?
Then what are you waiting for! Click the club registration link (www.trackiereg.com/karatebc-club-form) and register your club today!
