Where they come from
Two places, and the queue shows both the same way:
- The public join form on your club site, for a new family. No account is required to send one — the account comes later, if you say yes. See Joining a club for the family's side.
- The registration wizard in a member family's portal (Family → Register for a season), for a family that is already yours. They choose the season, who is swimming, the membership and any add-ons, see the price, sign the form's required waivers and send it. A registration still in progress is the family's draft and does not appear in your queue.
What you can do today
Registrations (needs manage_club_members) lists what has come in and lets
you act on each one:
- Approve — for a new family, creates the household and the membership and invites them; for a family already here, sells the membership to their household with nobody re-created and nobody re-invited, and emails the adults a "you're registered" note with what was approved, the amount and a Pay now link when anything is owed. Either way it posts one invoice: the dues, every add-on they chose, and the club's discounts as their own lines — including a promo code the family applied, which is kept on the registration and re-applied so they pay what they were shown. The approve dialog lists the people, add-ons and code before you confirm
- Decline — with a reason
- Request more information — bounce it back with a question. A family who registered in the portal answers there, in words and with up to three files (PDF, PNG or JPEG). The registration comes back to your queue as submitted, marked Family answered, and the approve dialog shows their answer beside your question with the files to download. Only staff can open the files
What a submission carries
The adults, the swimmers, dates of birth, contact details, and whatever your registration form asked for. A submission is a proposal, not a family — nothing is on your roster until somebody approves it.
Add-ons
A registration form can sell more than the membership: a fee (a pool key
deposit), a donation, or a guest-pass pack. Set them up under
Club setup → Registration forms, on the form itself; setting a price needs
manage_billing.
- An add-on is chosen once per family or once per person — a team fee per swimmer, say. Families see them on the public join form and in the portal's registration wizard; a required one is already ticked on the join form.
- The family keeps the price they saw when they submitted, even if you change it later.
- Every choice lands on the same invoice as the dues, on its own account (donations to 4900, guest passes to 4400). Sibling and other discounts apply across them — never to a donation.
- A guest-pass pack is added to the family's membership once the invoice is paid, not at approval.
- Team, class and store-item add-ons can be listed but cannot be sold until those programs exist; approving a registration that chose one is refused with a reason.
- Retire an add-on to take it off the form. Families who already chose it keep it.
Duplicate submissions
A family that submits twice does not become two families. The second submission is recognised and answered with the same receipt as the first, so a reloaded page or an impatient parent does not create work for you.
Pending approval at the gate
A household whose registration is approved-but-not-finished is yellow at the gate, not red — "registration awaiting approval, approve it or take the outstanding payment". That is deliberate: a red here would turn the club's own backlog into a refused family.
A registration that was started and never submitted is red, and the remedy names the family: finish it in the portal.
What is not built yet
- Deposits at application. A form marked "require a deposit" says so to the family, but nothing is charged until you approve; the deposit is part of the one invoice.
- Changing a registration after sending it. A family answering your question can write and attach files; they cannot change the people, plan or add-ons they chose. Names, birth dates and addresses they correct on their family page, which is what approval reads.