Webinar Q&A

Nebraska Webinar Q&A

 

Q: Is there an Out of Office for the emails?

A: The Demosphere Communication Center is meant for communicating with members in your database for news and announcements. An out of office is usually used for email inbox use, but as a side note, Demosphere does offer email hosting as one of our product options.

Q: It appears that families can apply for Financial Aid on this -- true?

A: Yes! To allow registrants to apply for financial aid during the public registration process, a site administrator can turn ON Financial Aid for any given season under the season settings. When turned ON, site administrators also have the ability to customize the messaging for both instructions about the process and a confirmation message that will be displayed and emailed to the parents so they know next steps in the process. Additionally, using the registration form, you can collect any information and documentation that’s needed to make your decision.

If the Admin Proxy Only option is selected, the financial aid feature will be ON, but it will NOT be available to the public - it will ONLY be available to administrators who are doing a proxy registration on behalf of the Household. This allows administrators to register a participant and select financial aid, but not expose this option to all members of the organization.

Q: Does the "conversion" to Demosphere happen this coming Spring?

A: Nebraska Soccer will be using Demosphere starting with the 2021-2022 season.  Club members who are switching to Demosphere are encouraged to create a Demosphere account well in advance of this time frame to get your programs setup.  You are also welcome to use the Demosphere tools prior to the 2021-2022 season for your Spring Season or any camps or clinics to get a jump start on the setup and training. 

Q: Can we have more than 4 payment options?

A: You will always have the pay-in-full option, plus you can create up to 4 different payment plan options for each program.  You can allow up to 15 different installment dates for each plan.  If a specific family needs a different payment plan option than what you are providing to the group, you as the admin have the ability to go into the household account and create a custom installment plan for that member. 

Q: Are the Accounting Codes set up by each club or defaulted by you?

A: Each organization can set their own accounting codes - they are completely customizable to what you need. Once you create the codes you need, you can tie them to the various programs and fees in the system to ensure your reconciliation reports provide you with a nice summary of all funds and fees that go through the system.

Q: Does your system differentiate pictures from birth certificates?  Or it just reads an image file?

A: The files are stored in the system specifically as a birth certificate or a photo; so you will be able to easily differentiate between the two when you need to view/approve/download.

Q: Are the team invitations only able to be sent by Admins or can they be sent by coaches too?

A: Anyone can be added as a limited access user to the system to send invites to a subset of your members if desired. You can add a coach as a limited access user to the grouping to send invites, but most organizations usually have the Director of Coaching or some other administrator spearhead the invite process. The coaches do have the ability to view the statuses of all player invitations across all of their teams, so they can follow up with parents as needed.

Q: Will we be using Demosphere for everything?  Like player passes, rosters, registration, etc.  Everything we used Affinity for.  Is Affinity completely done?

A: Yes you will be using Demosphere for all these tasks moving forward.

Q: How do you put a kid on 2 teams? One as a primary and another team as secondary. 

A: There are a few ways to accomplish this and some of it depends on if you need to collect funds from the player for the secondary registration. If funds need to be collected, the best way to accomplish this is via a second registration for the new program/team. If funds do not need to be collected, you can simply add the player from your Club’s player pool to the second team roster. 

Q: NSS has not informed us when this program will go live -- what have they told you?

A: The Nebraska State platform will be utilized starting with the 2021-22 seasonal year. Clubs can start using the Demosphere system to manage their Club programs, website, schedules sooner if desired.

Q: Can we lock player photos?  We wouldn't want pics being changed after rosters have been printed and such.

A: This is a great suggestion! We don’t currently have a way to lock photos in the system but we have noted this and will share your feedback with our product team!

Q: Question on volunteering...if a parent clicks "yes" to volunteering...are they then required to go through all the training required (background checks, concussion training, safesport, etc)

A: If the Club has approved the parent as a volunteer/team staff member on the team then yes, they will have to go through all of the Risk Management steps according to Nebraska State Soccer requirements.

Q: What is the fee you charge to us?

A: All pricing is provided in the Nebraska State Soccer tearsheet (link this) located in the Demosphere Nebraska State Soccer Support Center (link this).  You can also talk with your Demosphere Account Manager by emailing sales@demosphere.com.

Q: How hard is it for the parents to change their card on file?

A:  Super easy! Parents are able to log into their account and update the card on file following these steps.

Q: Will you guys provide each club admin a registration tutorial?

A: Demosphere provides full support for all of our partners.  There are many different resources to learn how to use the Demosphere products.  We have created a Demosphere Nebraska Support Center  (link this) that will house recorded webinars, step by step quick start guides, video tutorials, and FAQ’s. Each member will also have the ability for live chat, phone calls and emails with Demosphere Support. Additionally, we will be hosting live training sessions specifically for Nebraska State Soccer members.

Q: How often do you remit monies based on registrations?

A: By default, Demosphere processes deposits on a weekly basis. We do have a tri-weekly option as well (M,W,F), which we can activate at no additional charge upon request. 

Q: Will you send the fee to everyone on this call as I would be interested in it?

A: All pricing is provided in the Nebraska State Soccer tearsheet  (link this) located in the Demosphere Nebraska State Soccer Support Center.  You can also talk with your Demosphere Account Manager by emailing sales@demosphere.com.

Q: What happens if a player registers under a rec program instead of the competitive. How is that process?

A: Administrators are able to move registrations across programs/seasons seamlessly within the Demosphere Registration System without having to refund and re-register players. If the program is less expensive, a partial refund or adjustment can be made on the order. If the program is more expensive, the admin can create a debit for the balance due, which will automatically email the parent with a link to accept the new fee.

Q: Will support respond to individual clubs or just NSS?

A: All member club admins that have a Demosphere account will be provided unlimited support and training on the use of Demosphere’s solutions.

Q: Will we have a test system that we can play with instead of messing up our actual club?

A: When you are ready to get a Demosphere account please reach out to your account manager or sales@demosphere.com. The registration tool allows you to test/preview the registration process prior to posting your registration link. The Demosphere support team can also check your registration program setup before you post it live.

Q: Can we also get this presentation emailed to us?

A: Yes! We will be emailing this video, along with a few other referenced materials within the next week or so.