Digital Signature Sports Camp Registration Made Easy

E signature summer camp fee waiver

hello ladies and gentlemen I hope everyone is doing well thank you so much for joining us for another feature Friday's my name is Garrett rod I'm part of the support team here at uplifter and joining me as always is the one rolling Jacky Kwan Jackie how are you today you muted we do this a lot we gotta step up her game are you doing I'm doing well I'm doing well thank you for asking today we're gonna talk about new policy features that we're actually going to be launching next week and I wanted to give everybody a tour of how the new features will work so that everybody can get ready to start implementing them on their other sites when when we are ready to go next week so without further ado let's talk about policies so in the past you've always been able to set policies or digital waivers through uplifter and that's never been a problem before but they've always been tied to the checkout process and they've always been tied to the member who's actually completing the checkout process so if you actually needed policies to do a couple of additional elements or if you needed policies very specific to each participant in your family or in the checkout process you had to do that with either language or you had to instruct your members to to handle that in in other ways like multiple checkouts but with the new features that we're going to be launching next week we're going to allow you to handle policies in a far greater number of use cases and we're hoping that a lot of these policy changes will allow you to handle elements like concussion policies and policies that you might have with respect to cope with 19 so without further ado I'm in my demo gymnastics club site here and I have logged into my Adminsitration z-- here so let's dive in so you'll see here I've set up a number of different policies and now we have a couple of different options here that you can see with respect to duration apply to and where it's presented at but let's create a policy so that I can actually walk you through some of these different different options that we've added so when you click add a policy you'll still be able to create a policy name and that's the the summary that appears in the policy when it is presented to your members but what you can also do is now you can apply this policy either to the member or to the participant so the this setup here with these options are exactly how policies work right now prior to the update so any policies that you've created today will be member policies that are presented at the time of invoice and their acceptance duration is none basically they last for the duration of the invoice if somebody checks out and those policies apply again to that checkout process they would be represented with those policies and asked to reaccept yet again but we've added a few different options so the first option here is you can now present the the policies at not only at the invoice but as well at time of payment based on the payment method so this becomes very useful if you actually want to create policies that are specific to the type of payment that you're actually collecting from your member so for example you might want to with a check policy say something like we ensure that we will drop off a check to complete our registration within three days or we'll lose our registration spot what's also very handy is for for the option of credit card you might want to use this very specifically for for if you are for PCI compliance to ensure that you actually tell the members that if you're you're setting up installment payments that if they have entered in a credit card number when their credit card number might be used again by the club without them entering it so for example with installments they the credit card would be used to process subsequent installments that might appear on their invoice or if the member requests any changes to the services that are provided by your club to the specific invoice in play then the card would be recharged or that refunds would be applied to the credit card that has been entered at this time so you can specify that the wording of that policy is unique additionally we're giving you the option to create policies at the time of creation of a member or the time of creation and login so a creation policy is a policy that would be presented to every member when they actually create a brand-new account so if if you if you don't want this policy to be presented to any of your existing members you can create a creation policy if you would like a new policy that's now going to apply to your club that you would like everybody that is already in your system to also accept you would also you would create what we call a creation and login policy so just a quick caveat on this when you create a creation and login policy if you've actually set a duration anybody who has not already accepted the policy previously if they are actually logged into the site they will immediately be shunted to their account policies page that I'll show you in a few minutes and they'll be asked to accept that policy so before you create a login policy make sure that you're you're clear and what it is that you would like the policy refine your your your wording to ensure that as soon as as soon as you click Save anybody who's logged into your site will be asked accept that policy immediately so just keep that in mind so as I mentioned as well you can also create your policies to apply specifically to a participant so so as I mentioned when you go through the checkout policy if you've actually checked out with multiple children in your checkout if you have a participant policy it would present you a policy one for every participant and this might be very good for an acknowledgement of of your risk in terms of kovin 19 or a concussion policy where you actually do need to track a specific acceptance for each and every single participant that is going through the registration process you can create these policies as again as part of your invoice as part of the time when you actually create a participant or at the time of logins so as soon as a member has logged in and you've created a participant policy what they would be shunted into their account policies page and they would be presented with this policy one for each participant in their account so lots of different options here for how you're going to apply this policy and then as well pull that reporting on the back end if you actually ever need to report a because you're being audited for a particular reason or you need to know you know whether or not these participants have signed off or the parents for that matter have signed off on a on a particular policy or waiver the other thing you can now do is actually define the policy acceptance duration so as I mentioned previously all of our policies were invoice policies that had no duration so every time they checked out they would be represented with this policy but now you can actually define how long the policy is effective until so this would be great if you have some policies that that span basically the entirety of your season you only want your members to let's say accept a policy with respect to photos and a photo release or a media waiver once every season so you would have this expire maybe at the end of next season or at the end of this current season once that policy expires you can then delete that policy and create a new one or you can update the policy within your policy date which would then be represented to your members with the new policy date expiry alternatively you might want to create a policy that renews every X number of days or X number of months so this week would be excellent in terms of if part of your return to play protocols that have been defined by either your club or your governing body or your jurisdiction requires you to have each of your participants do a self-assessment to ensure that they do not exhibit any Kovan 19 symptoms and and you need that policy to be accepted every seven days if you create a participant policy that is required on login or perhaps at time of invoice when they register for something that is renews every seven days what will happen is the first time they accept it uplifter will time stamp that time that they accepted it and then say that this expires seven days from now at the time that they when they log in seven and a half days later they would then be again shunted over to their account policies page and asked to reset this policy if this is a required policy so this allows you to to just tell your members on a weekly basis you know if you haven't actually done the the self-assessment attestation on on on uplifter this are within our website this week log in on Sunday night it will be there once it's expired and just reira knew your policy we accept your policy and then you'll have a new renewal date and and acceptance agents were once they've accepted that the next set of options that we're adding is the ability to add what are called policy acknowledgments so at the bottom of the policy we've always had a little button that says accept or close or reject now we're allowing you as a club to actually ask members more specific questions as part of that policy so for let's switch back to remember policy as a member policy you can ask them to confirm that they are the parent or legal guardian of the participants as part of this this registration or this account and you can also ask them to check off a box that says I am at least 18 years years of age so you can also do the same for participant policies but then you also have a couple of other options here as well not only do we have do not acts but you can say you can have them identify that they are the participant that is participating in in in these activities at the club this is very important especially for some of the concussion policies that are required by by certain provincial jurisdictions that you actually need a separate policy for each participant and you need to acknowledge that that participant has actually reviewed that policy and accepted that you can ask them to confirm their age of majority so in this case the way that I've set this up only participants that are 18 years old could accept this policy but let's say you want to ensure that everybody does accept this policy regardless of of of their age but you need their their parent or legal guardian to accept that policy my screen is lagging a bit can you see that Geron am i like switching things and it's like no yeah that with got some reports that the the video is a little blurry I think this is cuz we're splitting it like I'm streaming your screen I think there's some strange stuff going on but as a reminder to everyone we are recording this so we will have this available on YouTube as well a lot of this is just conceptual anyway so it works out very nicely it you don't really need to see the screen tutor too much but we will have a very clean version I apologize so next time you can just interrupt me and say let's stop start again so here this option here that says parent and legal guardian so what you can say is with this policy you can say this is a participant policy it applies to the participant but if the participant is under the age of 18 that you've specified here it will ask them to acknowledge that they are the parent or legal guardian of the participant that has attached this policy additionally what you can also do is press determine a max age that you only want to present this policy to and I'll show you how that works in action because there are a couple of use cases that we are very aware of especially in the province of Ontario where this becomes very useful so the acceptance the requirements are the same as before you can make the policy required or not required before they're able to proceed with whatever it is that you're asking them to whether it's an invoice creating of a participant remember or logging in as well we've also given an another final option of being able to request additional signature as a type name so what this will do is provide a little box at the bottom of the screen of the acceptance screen that will ask them to type in the name so that you actually have determined this is this this will basically be indicated as a digital signature now you will need to check with your your your regional jurisdiction to see whether or not a typed name will will suffice in terms of a digital signature in the context of which you're actually creating this digital waiver finally one last option that we've also provided at time of invoice and I believe that time of payment as well as you can also give the option actual email this policy to another party so that they can accept on your behalf so that way if you're not able to actually accept the policy right away but you know that the participant is you know in a different location you need them to accept that as part of your as part of your checkout you can just click this off and they'll be presented with the little box that will allow them to type in an email address it'll automatically send that policy to that person by email that person then can then click on the link and accept the policy and then you'll be able to proceed with whatever it is that you're doing as part of this policy if you make the policy required they will not be able to proceed until somebody has accepted that policy if it's not required that will give them the option to email the policy but they'll still be able to proceed with whatever it is that they're there they're they're doing keep in mind that you'll have to manually determine whether or not that policy was accepted if you need that for for for some sort of auditing purposes everything else is pretty much the same at the bottom you're still able to define your policy in terms of you know adding your text as required and link it to very specific elements as part of the registration process so those are all the different new options and what I'd like to do is kind of show you how how these work in action or what type of use cases you might use this for that took me a little longer than I expected I'm sorry I'm gonna try not to go over time but it's because I was interrupting you so much so a couple of options here is one thing to keep in mind is for example in in Ontario for example we have a concussion policy requirement where both the participant and possibly the legal guardian may need to actually accept the concussion policy any knowledge that they are they understand what the concussion policy is of that organization so in this case to set up your policy I've created a participant policy at time of invoice it's effective basically for the season I've made it so that the participant must acknowledge that they are the participant in part time checkout and as well that I'm only going to present this to any participants that are up to the age of 26 but I I don't need to confirm an age of majority because every every participant needs actually accept this policy in some way shape or form what I've also done is I've also created a parent or legal guardian policy that that if I think I set up correctly where the parent or legal guardian needs to acknowledge that they have actually read and reviewed the concussion policy you'll want to use the option of parent and legal guardian as a participant if under the beige agent majority so if they're under 18 it will ask them to acknowledge that they are the participant your legal guardian and they're only going to present this if they are actually no this is supposed to be 0 sorry I think it did this one so I was playing around with my settings as I was doing testing so so those are a couple of different options here that you can use to to set up your policies but what's also useful is for example I know a lot of members of ask this isn't in in the past was can we make it so that policies are you know we can make sure that only people who are 18 years of age or who are the parent or legal guardian are the people who create an account so you can now use these policies to do that and this is where I've actually used the option in perpetuity so for example I am saying that when I create a member account that I am at least the age of 18 and that I am the parent in The Guardian for this account and I've done in perpetuity because as soon as you've agreed that you're 18 years old you're always going to be 18 years old unless we discover time travel so so what I'm gonna do here is I'm going to show you how this so what I'm gonna do is I'm going to show you what it looks like what these member account and participant creation policies look like so here I am on our login page and you'll see the member policy on creation that I created here appears in the the member creation page and if I click on it you'll see the two boxes that I've created here where I've suggested the knowledge of wanting to acknowledge that I am the parent or legal guardian of participants in this count and that I am at least the age of 18 I am at least 18 years of age so these are how those options will manifest itself and as well this is how the digital signature will manifest itself down in in this little box here so what I can also show you is the participant creation policy if I'm actually going to be registering myself in in programs you'll see that the new participant code of conduct policy that I created also appears and it also I set it up also with the acknowledgments that I'm I am the participant and then I am at least 12 years of age so and as you can see here unless I actually create the policy to the the participant to be at least 12 years of age I won't be allowed to proceed so that's how a creation policy will look let's take a look at the checkout now and show you what the checkout policies will look like and how that's different how that will differ just slightly so here I am let me just make sure I'm still logged in as Kyle here I'm gonna quickly go to my women's programs and register quickly for a women's program hopefully I've got one here I think this one is one that I haven't registered for I'm going to register amber here now I had actually checked out previously with Kyle and amber for some different programs earlier today and because of that when I actually go to my shopping cart page when I click on billing information you'll see now that the policies that I had actually already accepted in my previous checkout that actually have an expiry date are here presented but because I've already accepted them they're already checked off and when I click on them and I'll show me that I accepted that earlier today at 11:23 am so this will make it so that people don't have to actually click through all the policies if they've accepted them before but at least we're still presented to them so that they know that those policies are still in effect as well the policies that I didn't actually put an effective data on are still presented to me again I can accept them as I normally do and I'm going to show you as well what the payment policy looks like close this I'm going to reject the media policy because I don't want my picture taken so when I go to payment information I had actually created earlier a payment policy here a paying person policy and if I actually select confirm and pay in person the policy will be presented to me and it will only show that to you if you actually select that payment method so as you can see I didn't create a credit card policy so nothing is present to me but when I click pay in person it does present me the policy before it actually completes the process so this will present me the policy and I will need to accept it before I'm actually allowed to check out complete with the checkout process so that is how a payment policy works so now let's take a look at and now as also with all of these policies I'd also like to mention that we are allowing administrators to actually add policies to an invoice as well so if I am an administrator and I am creating a invoice for one of my members it used to be before that you actually had to go through the checkout process in order to actually have policies attached to a member so in this case I'm going to think so when I actually add somebody to an invoice hopefully I'll calculate no I am I knew that was the wrong one and why did you make it you know because so I'm going to register Kim here for my summer camp 3 when I click calculate just like any of your subscriptions would automatically be added to the bottom of your invoice now any of the policies that would apply to this invoice would also be added you can manually remove them if you'd like or you can actually manually add a policy if you need to you wanna on a specific basis now once you've added these policies to the invoice when the member logs in they will then be shunted over to their account policies page which I will not show you next and they will be asked to accept those policies so that way you're not just manually adding these policies they are actually required to log in and actually accept those policies and you you can ensure that they have accepted those policies digitally as it were so so now you can like I said add policies on administrative invoices which is very very useful now let's take a look at what the policies look like on within your account so here I'm back at in my Kyle account I'm a regular member I'm going down to Kyle my account once I click there we've added this new menu item called policies once I click on the policies page now if I actually have any required pending policies in my account that I haven't accepted yet or I haven't viewed when I log in I will be automatically pushed over to this page and any of the policies that are outstanding would would be highlighted here red very much like our automated wait list system that if if they are on the wait list and there's a spot available for them they would be pushed over to the wait list page they'll be pushed over the policies page they'll see any of the policies that are still basically in effect and when they're valid until and basically any of the policies that you've set with an auto renewal date would also appear here and when they've expired they would appear in red and they would be asked to basically accept that policy again before they're able to proceed with the rest of the site so all they need to do is just click on the name and they'll actually see see the policy that they they had previously our previously accepted or need to accept and they can then reaccept the policy at that time so that's basically how the new policies features work a few little cautions they think I've mentioned things like when you create a login policy people will be automatically pushed to this page with login policies if they're actually logged into the system at the time one actually this one cautioned they did forget to mention with policies as as you know uplifter always tracks the exact wording of the policy that the members have actually accepted at the time that they accept it so when you actually create a brand new policy or sorry when you actually edit an existing policy and if you actually change any of the wording or change any of the details with respect to the acceptance of that policy like for example when it expires or the duration of it the policy will actually be really a replacement policy where members will need to reaccept that policy so be very careful if you've actually created any policies with the duration date whether it be effective until it or renew every if you actually update that policy anybody who has accepted that policy previously will be reprimanding of any of those policies when you actually change them within your system so if you don't want people to redo that what you can actually do is you can actually delete the policy or remove the policy and then just recreate a new policy so that they're not represented but then you'll also always track the exact wording of the policy that the members have accepted at the time of acceptance so and that's basically it so that's that's policies in a nutshell did I miss anything Garrett was there anything that that that I skimmed over too quickly [Music] most of it no we went very bit over our time there but it's is gonna be an important change so thank you to everyone who's taking the time today to sort of listen to us and and learn more about the new features and tools that will really be it for us today as a quick quick aside I want to give a shout out to the refer and save feature we've been getting a lot of great feedback from our clubs so I just want to let you guys know you can get your piece of the pie as well refer and save and you can get $10 off of your monthly fees for the first six months and they can go every refer gets $10 off of their monthly fees as well so that's a great way to save some cash and spread the good news thank you everyone for joining us today Jackie sorry I interrupted you no no I was just going to mention that if you do like the features that you see here in uplift or your your you know of a club that hasn't yet set up online registration online registration is a great way to help limit contact with with your members and increase social distancing especially in this this crazy time of Cova 19 use a refer and save option within your site and what if you actually send this email out to anybody else that you know that might be could use uplifter and and take advantage of these great features if they use the link that you've sent them you'll save some money and they'll save some money when they actually go live with that letter so thank you very much for joining us and I hope everybody is staying cool in this heat and and everybody is staying safe so thanks so much and we will see you guys next week thank you everyone take him