MEMBERSHIP & EVENT REGISTRATION

How to register annual club memberships

Each season the club will be required to renew the full club membership in order to remain in good standing with Gymnastics Nova Scotia. The following club memberships are required to be purchased annually:

• Full Club Membership
• Recreational Club Membership
• Birthday Party 
• Music License

To register for one or more of the club memberships, following the steps below.

1. Log in to your club’s account.
2. Navigate to the Club Registration tab on the top navigation menu.
3. Select the season.
4. Select “ADD TO CART” each of the required club memberships.
5. Once you have selected all the applicable memberships, click on “Shopping Cart” in the top right menu.
6. Confirm the club memberships in your shopping cart. Review and update the Additional Information. Once complete, click on “BILLING INFORMATION”.
   Note: The additional fields marked as "NEW CLUB ONLY" are not required for renewing member clubs.
7. Confirm your contact information and billing details. Read and accept the terms for each of the attached Policies.Then select "PAYMENT INFORMATION".
8. Choose a payment option to “Pay by cheque”
   Clubs can select to pay for the Recreational Club Membership and Birthday Party Insurance by installments. For more information, click HERE.
9. Once the payment type has been selected a “Registration Invoice” receipt will confirm the registration is complete. The invoice will also be posted to the club’s account. To view the invoice status, navigate to My Account by clicking on your name in the top right.

How to apply as a new member club

To apply as a New Member Club please refer to the Become a Member Club section on our website to ensure you have all documentation required to complete your application.  Follow the steps below to complete your application.

1. Create An Account
2. Navigate to the Club Registration tab on the top navigation menu.
3. Select the season.
4. Select “ADD TO CART” each of the required club memberships.
5. Once you have selected all the applicable memberships, click on “Shopping Cart” in the top right menu.
6. Confirm the club memberships in your shopping cart. Complete all Additional Information, including New Club Only Documents. If the memberships are correct, click on “BILLING INFORMATION”.
7. Confirm your contact information and billing details. Read and accept the terms for each of the attached Policies. Then select "PAYMENT INFORMATION".
8. Choose a payment option to “Pay by cheque” or "Pay by eTransfer"
   Clubs can select to pay for the Recreational Club Membership and Birthday Party Insurance by installments. For more information, click HERE.
9. Once the payment type has been selected a “Registration Invoice” receipt will confirm the registration is complete. The invoice will also be posted to the club’s account. To view the invoice status, navigate to My Account by clicking on your name in the top right.

Note: Your application will be reviewed by the Board of Directors and either approve or deny your membership. If your membership is denied all funds will be reimbursed.

Note: Items will remain pending in the shopping cart until checkout is complete or the cart expires. Administrators have 1 hour to return to a pending shopping cart to complete the checkout. After 1 hour, the checkout will expire and all items will be removed from the shopping cart.

How to register individual participants

Administrators can register individual participants using one of two methods:

• Individual Registrations (or Waitlisted Programs)
• File Import

Note: Items will remain pending in the shopping cart until checkout is complete or the cart expires. Administrators have 1 hour to return to a pending shopping cart to complete the checkout. After 1 hour, the checkout will expire and all items will be removed from the shopping cart.

ATHLETE AND COACH TRANSFERS

When a participant (athlete or coach) moves clubs during the season, their registration at the first club still covers them under the GNS insurance at the second club. A club receiving a transfer does not need to do anything other than to add the participant profile to their own club profile and verify the participant is registered in the correct category. If you know that the athlete or coach is transferring from another club, please attach their existing profile and do not create a new profile.

Uplifter will not allow a club to register a participant for the same role in the same season.

For example, once a participant is registered as a Recreational Coach, you cannot register them as a Recreational Coach again with the new club. However, if needed, the club would be able to upgrade that Recreational Coach to a WAG Invitational Club. The club would register the coach as a WAG Invitational just as they would any other coach. This also applies to athletes. 

Waitlisted Programs

Once a program is full, you will no longer be able to register for that event; however, if a waitlist is available, you will be able to JOIN WAITLIST. You can review the program you are waitlisted for by navigating to your account (by clicking on your name in the top right corner) and clicking on Waitlists. Here you can see the event you are waitlisted for, your position and if necessary, can remove yourself from the waitlist by clicking on the trashcan icon.

If a spot becomes available, the person at the top of the list will be contacted by email. Once notified, you will have three (3) days to complete the registration. If you do not register on time, you will automatically be removed from the waitlist. You will be contacted by email if you are removed from the waitlist. 

File Import

This method is used to register multiple participants for multiple memberships or events during one checkout. This is suggested for club administrators that are registering large numbers of individuals that have been exported from another program/software.

Note: Items will remain pending in the shopping cart until checkout is complete or the cart expires. Administrators have 1 hour to return to a pending shopping cart to complete the checkout. After 1 hour, the checkout will expire and all items will be removed from the shopping cart.

Troubleshooting

The import process runs through several steps to ensure the data is valid and the correct fees are charged to the club.

1. Upload data verifies the file format and checks that required column headings are correctly mapped.
2. Import data 
   • Processing checks for possible matches and adds new individuals accounts.
   • Adding adds valid rows to the checkout and creates a pending invoice.
   • Calculating calculates the fees and applies discounts, if applicable.
3. Proceed to checkout directs you to the pending invoice.

These processes occur in real-time and should take no longer than 15 minutes. Below are some common errors. 

 The file uploaded blank columns or fields

Column headings must match the template exactly in order to prevent errors during validation. It is recommended to copy your data into the template or to copy the heading row into another file rather than re-type the headings. 

Please make sure to remove any additional spaces from the required fields. For example, a common mistake is to enter a space at the end of a phone number or postal code. If the space remains in the file, during validation, the program will be unable to read the information and the field will be left blank. 

 The individual profiles were imported but no invoice was created

The import has two functions: (i) add individual profiles to the database and (ii) register them to a membership. It is possible to add a file of participants without actually registering them to a membership. To confirm you have successfully registered individuals to a membership:
- Ensure the SKU column is correctly filled in during the Import Data stage.
- You received a registration receipt.
- The membership appears in the individual's profile under Registered Memberships & Events. 

 An error icon appears in some rows

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain denoted by a small error icon. Hovering your mouse over the icon will inform you of the exact error. You can fix the data by clicking right into the field. You can click on Export edits to save a copy of the edited rows. 

Once the errors have been corrected, click on Import Data once again to add the newly fixed rows to the shopping cart. If there are no more errors you can then Proceed to Checkout.

 A shopping cart error icon appears in some rows

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain denoted by a small error icon. A shopping cart error message is related to the registration's requirement(s). That individual either does not have the pre-requisite(s) OR they are already registered to that exact same membership or event. Hovering your mouse over the icon will inform you of the exact error.

The pre-requisite must be completed before continuing with the registration of that membership or event. 

Administrators cannot register individuals for a membership or event they have already been registered to. NOTE: In these cases, the individual's profile is added to the club's account but the membership/event is not registered.

Note: Recreational Athlete Memberships requires the club to first purchase the Recreational Club Membership. Attempting to register a recreational athlete without the Recreational Club Membership will result in an error during the import's validation process. 

 A SELECT icon appears in some rows

After the Import data process finishes, all valid rows will automatically be added to the checkout, while erroneous rows will remain with a small error icon. Hovering your mouse over the icon will inform you of the exact error. A SELECT icon paired with the matching individual found error message means a possible existing profile has been found. Click here for more information.

Once you have selected to use the existing profile or create a new individual, click on Import Data once again to add the newly fixed rows to the shopping cart. If there are no more errors you can then Proceed to Checkout.

 The page appears frozen

If the browser gets interrupted during the validation process, the page will stop working. If this happens, log out, refresh your browser and log back in. Login may take a minute as the page will try to reload the pending checkout. Click on the checkout to see if the import added all the required items. If so, continue to confirm and register to complete the checkout. If not, Empty cart and start the import again.

How to register individual participants FOR multiple memberships Or Events

INDIVIDUAL REGISTRATIONS

To register an existing individual profile for more than one membership or event, use the same instructions shown above for using the individual registrations method of registering participants. Add all the applicable memberships/events to the individual profile then continue to the checkout as usual. It is strongly advised to follow the suggestions for preventing duplicate participant profiles to ensure the club is charged the correct fees.

FILE IMPORT REGISTRATIONS

Use one of the formatting options below when registering individuals with the file import. It is strongly advised to follow the suggestions for preventing duplicate participant profiles to ensure the club is charged the correct fees.

(1) Enter multiple SKUs in one row, separated by a comma (,).

(2) Enter multiple rows using the exact same contact information for each SKU.

Federation Submissions

After submitting the registrations, a new invoice will be generated in your club's online GNS member club account. The invoice will remain in the "submitted" status until it has been processed by Gymnastics Nova Scotia. The club will have the option to edit the submitted invoice until it has been successfully processed. Note: A copy of the invoice will only be emailed to the Account Owner.

Each night at 1:00 am, "submitted" invoices will be processed. As usual, please make sure to review the processed invoice to make sure it is accurate. Contact the Membership Manager if you notice any errors or have further questions.

How can I pay this invoice?

Once the invoice is processed, it can be set to be automatically paid by a saved payment method, or paid thereafter by logging into your federation account and processing a payment.