Setup
In order to use this new feature in any of your seasons, it must be turned on by a Support Representative at DaySmart Recreation. If you are interested, please submit a ticket to support.
Email Templates
Three new email templates will need to be created ahead of time for the 3 new states (Pending, Approved and Declined).
In the global search box, type in "Email templates". New template variables have been added on the left nav bar to be used under the "Team Approval Emails Only" section.
Create 3 separate email templates of your choosing. You may want to include the team name, the team manager name and the status if their team within the email for example.
Seasons
The Season setting page has been updated to be more mobile friendly and take advantage of open space and to include the new Team Approval option on "team" seasons.
If you want to have this setting turned on for a specific setting, click on the season to edit it. Underneath the Online registration section, there is the Team Approval Toggle. Once you turn it on, you will see the following options:
Manager: This is the User for Dash that all of the emails will be sent from to the Team Managers.
Pending Email: When a team is signed up online, they will automatically receive the Pending status email.
Approved Email: Once the appropriate league manager has made the decision on whether the team is accepted, they will then send out this approved email.
Declined Email: If the team will not be allowed into the season, this email will be sent to that team.
How it Works
Once a team is created online for a season that has Team Approval turned on, they will receive an automatic email letting them know they are in a Pending state. At this same time, the designated manager will receive an email that a new team has registered and is awaiting approval. When a team is in pending state, they will not be listed on the customer's page online yet nor some of the Team sales reports.
Team Approval Emails
We have made some changes to the Team Search page to accommodate the Team Approval feature. We have added "Managers" and a Status section to see the top menu area.
If you search for a season that has the Team Manager Approval turned on, there will be a check box to the left hand of each team. You can check the box next to the team you want to change the status from (Pending to Approved or Declined for example). The current status will display in the new Status column all the way to the right.
After selecting the teams and pressing the Manage Team Approval box, a modal will appear. Select which email template you want to send to the team managers or add your own message to send. You can also add a private internal note to the team page. Click Save when finished. Each team manager will receive an email.
Team Page
The team page has been modified for the Team Approval feature as well. If the team is in a season with Team Approval turned on, there are new badges that appear under the team name. When it is under the Pending and Declined state, you will see a new badge. You can click on the badge to change the state or in the roster section, click on the 3 vertical dots and select "Manage Approval".
Customer Profile Page
Every customer on a current season's roster on the Admin side of DaySmart Recreation will display a badge next to the team's name if they their team is in the "pending" or "declined" state.
