Get Help - Soccer Shots Resource Center

What do you need help with?

Operational Workflows & Soccer Shots Best Practices

All Plays and External Parks & Rec Registrations/Rosters

Applying Credits & Selecting Charge Categories

Discounts for Teachers

Birthday Parties

Make-up Classes

Processing Fees

For US franchises, please see the below visual that shows Soccer Shots specific rates:

Proration

Proration provides customers with a discounted price if they enroll late, this is an optional feature. We have multiple help articles on this subject.

We also have a section specifically about Proration under ‘Class Building‘ below.

To see Soccer Shots’s recommendation on how to set up prorations, see the ERP Operations Manual.

Frequently Asked Questions

SE Motion Basics

How do the Configio terms we are familiar with translate to SE Motion terminology?

A: The Soccer Shots Front Office has worked hard to translate terms for you to help your onboarding experience as you familiarize yourself with a new system. Check out the Soccer Shots Ops Manual with a glossary of SE Motion and Confgio terms.

Which credit cards are / are not accepted?

A: Credit cards accepted are Visa, MasterCard, and Discover. The only credit card that is not accepted is AMEX.

In ‘General Settings’ — If we have a team email we would rather use to receive receipts/confirmations should, can we update the email address?

A: Yes please add that to the general settings! You can access this by navigating Classes > Class Admin > Settings > General Settings

SE Payments

Does each person/administrator need to set up SE Payments or is it to be set up once per franchise?

A: This only needs to be set up one time per franchise/Motion instance

Agreements

Can we update the agreements on our end?

A: There are agreements required by Soccer Shots per your franchise agreement. These agreements are required and cannot be edited. However, franchises can add additional agreements if they need to depending on their business needs. Read more on this in the Soccer Shots Ops Manual.

Why are multiple agreements now required when only one agreement was needed before?

A: Soccer Shots took this transition as an opportunity to have our attorney and insurance vendor look over our current waiver. It is the same content that used to be in the singular agreement just now across multiple agreements.

If an administrator manually registers a child to a class in the back office, what is the process for agreements and for payments?

A: They will have to login to sign agreements, they will also have to login to add their payment method on file, you can send any notifications you would like- you can send them a link to sign agreements, a link to add their payment method on file and depending what you have your notification settings listed as you can notify them of outstanding charges (if there are any).

How often does a parent have to review and agree with an Agreement? Once in their lifetime provided it didn’t change? Every season? Every calendar year?

A: They have to sign the agreements once- if they are updated, it will prompt them to resign when they login or if they sign up for a class it will require them.

How to create agreements

Permissions

Which profile is allowed to view, edit, create roles? Which profile is permitted to assign those roles to users?

A: A member needs to be ‘Superuser’ to add/remove roles from another member

Does the ‘superuser’ role include all permissions?

A: The superuser role inherently provides access to many areas of the platform. One permissions area not included with being a super user is financial permissions (i.e. access to Billing Manager or SE Payments). To access those areas, you will need financial admin full access or limited access in addition to superuser.

Additional Permissions Resources:

For a deeper understanding of the Roles and Permissions process, please watch the video tutorial here.

From your ERP Operators Manual – SSF has provided further guidance here.

From your Motion instance, click the blue Need Help? and search for these walkthroughs:

Class Building

What are the different class set up types we should follow?

A: You can learn more about these in the Soccer Shots Ops Manual.

Are there standard class recommendations we should be following?

A: Yes! Those can be seen in the Soccer Shots Ops Manual.

Can we do percentage based discounts or dollar amount discounts?

A: You can do either – you can have a percentage discount or a dollar amount discount.

Does the Annual Registration Fee work similarly to the ways we have set up currently (# of days, aligned to the start date of a season, … etc)

A: The annual registration fee works on the 365 logic.

Multi Class Discount – does it discern that it is in the same season vs they registered for summer and also fall?

A multi-class discount is applicable for classes that are occurring at the same time. So if the athlete is participating in programming that is overlapping/taking more than one class at one time, they will receive the multi-class discount. If the SS family registers for one class in the Summer Session and one class in Fall 2.0, and those sessions do not overlap with classes happening at the same time/on the same days, they will not receive the multi-class discount.

Help Article here: https://motion-help.sportsengine.com/en/articles/8537949-how-to-create-a-multi-class-discount

How do we add a no class date for a specific class that only applies to that class?

A: To Add a No Class Date for a specific class, even if its just one class day in the session or year, you would want to add a No Class Schedule specific to that class within the No Class Days section of the Class Setup. We have found that the organization or the location will also have a broad No Class Day schedule (holidays, etc.).

Is there a way to change the “Slot #” after one is created? If you have a few evening classes and then add a morning class and want to drag it to the top, the numbers go out of order. Is there a significance to those numbers/order?

A: You can edit all display components to your Classes Admin page; that includes, slots, classes, sub programs and programs. If you were to go in and add a morning class after you have added all evening classes previously, simply click the three vertical lines on the right side of that morning Slot and drag & drop it up to the top of your Slot list. Similarly you can edit the Display Order for any of the othem items showing on your Classes Registration page that the families/parents will see. To Edit the Display Order: Class Admin > top right click the “Edit” button > click Edit Display Order > from there, drag & drop any/all of your items in the view that you see fit.

Additional Class Building Resources:

From your Motion instance, click the blue Need Help? and search for these walkthroughs:

Set up Class Settings
Add a New Class
Clone a Class

For Class Admins

Age Limits

Will Age Limits restrict participants from registering if they don’t fall in that age group?

A: Yes, that is correct! If the age limits are filled in the system will not allow them to register if they are outside of the age range. If you keep the Age Limit blank it will allow anyone to register regardless of age.

If we leave, the date used to calculate age field blank, does it allow any age to register even if we have 3-5 in the age range?

A: No it is still limited to 3-5 year olds however it is basing the age off of today’s date. So if the member is 3-5 today they are able to register. However, if the member is 2 and they try to register the system will not allow them since they are not 3-5 as of today’s date.

Payment Plans

How do the payment plans on SE Motion compare to the payment plan options on the former system?

A: The two suggested options for set term classes are non-recurring and installments (called layaway in Configio). Usually, you would create two payment plans with these options for the same class. This would allow a customer to choose if they would rather pay everything up front, or if they would prefer to break up the payments. You can read more about how SSF suggests setting these up in the ERP Ops Manual.

On the parent registration side, do you have to allow for Pay in Full to be an option or can you give them a monthly payment option?

A: You can can do whatever is right for your franchise and customers! Pay in full does not need to be an option.

Additional Payment Plan Resources:

From your Motion instance, click the blue Need Help? and search for these walkthroughs:

Add a Payment Plan to an Existing Class
Copy a Class Payment Plan

Payment plan FAQ

Proration

If someone registers weeks into our Soccer Shots season, can there be an automatic proration based on the week they register?

A: Yes, absolutely! Depending on the type of proration that is chosen within the Payment Plan setup, you can prorate their tuition/charges for the remainder of the program they are registering for.

For proration, how do payment cycles differ from per session?

A: Cycle Proration is geared towards a longer class offering (think 6mos+). This would usually contain students who are joining/dropping throughout the full class offering. This Cycle based proration will consider that some months have more class days than others. The cost per class day is calculated separately for each month in the class session. It is determined by taking the fee for a given month and dividing it by the number of class days in that month.

Session Proration is mostly used for a short class session (less than four months), and proration should be calculated based on a consistent per-class cost. The cost per class day is calculated based on the total fee amount for the class and the number of class days in the whole class session. The total fee for the class is calculated by determining how many months include at least one day of the class session date range and multiplying by that the fee. The cost per class is the total fee divided by the number of class days in a class slot.

Help Article: https://motion-help.sportsengine.com/en/articles/8538417-payment-plans-monthly-charge-cycle-proration-methods

Is proration across all enrollments or per each athlete?

A: Pro-ration options are applied to the payment plan item that it is built upon.

Additional Proration Resources:

SSF’s Proration article in the ERP Ops Manual
SE Motion Help Article – Payment Plans Monthly Charge Cycle Proration Methods

Late Fees

Are late fees automatically charged or just posted after the set number of days have passed

A: The late fee structure is a bit of a two-part tool: 1st date/day (Assessment Method) that you select is the day the Late Fee Charge (invoice) will be added to an account. The second date/day (Late Fees due after) selection that you choose will be the day the Late Fee Payment is automatically ran.

Sometimes, if the first payment failed and a late fee is assessed, there is a good chance the late fee payment will fail too (normally because the card was lost or expired) BUT the goal would be to note the failures on/around the Due Date and then use the Communicate button to let those families know they have incurred a failed payment method and to rectify as soon as they are able!

Are late fees triggered if payments are declined? Or does the system try and charge again on the next day?

A: The system will try to run the card for three consecutive days to collect the payment. The late fee will only be applied to their account based on the settings selected in billing settings.

Additional Late Fee Resources:

From your Motion instance, click the blue Need Help? and search for these walkthroughs:

Set Up Late Fee Parameters

HOW TO SET UP BILLING PREFERENCES

Class Management

Is there a status option to create the class now but not open for enrollment until a specified (later) date?

A: Yes! This will be in Class Date/Time tab > Display Starting From.

Ex: Set display starting from as 8/1 and that is when the registration will go live to your members.

How does the Automated Waitlist Functionality work?

A: The automated waitlist is a feature that can be enabled in your SE Motion instance as a whole, it can also be enabled per class. SSF has provided further detail on how this functionally may apply to your business needs in the ERP Ops Manual

Is a returning member considered someone from a specific previous location or someone who has participated in a program regardless of location?

A: A returning member would be someone in the location they are registering for, not any location within the greater Soccer Shots system.

If we are putting credit on someones account, will fees be assessed by SSF on the credit added?

A: Any discounts or scholarships used will not be subject to fees.

Multi-Athlete Discounts

Can you set up multiple Multi-Athlete discounts for different numbers of siblings, 10% for 2, 15% for 3, etc?

A: Yes, you can set it up this way. Add a Tier Discount, Athlete Count should be 2 and Percentage of Class Fee will be 10%. Add another discount, Athlete Count should be 3 and Percentage of Class Fee will be 15%, and continue.

With the Multi-Athlete discount, it says that it takes $5 off. Is that per child or total?

A: You can do either- If you want it selected by child there is a selection where you can choose ” Apply to total tuition” which would be the total or “apply to each registered class” which would be child.

If you choose percentage using Multi-Athlete discount, is that percentage off the total or just one athlete?

A: The multi-athlete discount is split among the applicable athletes. There are further explanations in this help article .

When creating a Multi Athlete Discount, why do you get more options with the $ amount off than the percent off?

A: If dollar amount is selected, you can choose to apply that dollar-off discount to the total tuition or to each registered class. If percentage of class fee is selected, this will apply to the total tuition and be split among all eligible athletes. There are further explanations in this help article .

Member Management

Can you cancel/suspend multiple accounts at a time? For example is it possible to change all 10+ year olds to inactive?

A: Absolutely. If you are in Org Tools > Accounts > select the blue check box to the left of all applicable accounts > select yellow edit button > locate Set Status change to preferred status and save.

Is there a way to have a status change automatically rather than having to do it manually? (Making it where after a year of inactivity, they will automatically be changed to cancelled/deactivated.)

A: At this time the only option is manual. Filters can be used to hone in on the accounts that need updates.

Will we receive an email every time someone enrolls?

A: You are able to set up to receive notifications in your Account under the Notifications tab. Then, +New Class Alert. The box pops up for Create Class Registration Alert and select the boxes you want notifications for

Additional Resource:
From your Motion instance, click the blue Need Help? and search for Create Notification Alerts

Are parents required to add a child to each class?

A: Yes, you cannot register for a class without a member tied to the select slot

Additional Member Management Resources:

From your Motion instance, click the blue Need Help? and search for these walkthroughs:

Change Account Status

How to Search for Accounts/Members

How to Edit Accounts/Members

Move an Athlete

What is the recommended workflow for moving a member from one class to another?

A: We recommend that you waive the fee at the time of moving members from one class to another. Manually add the difference of the charge/credit accordingly.

Will this always be a two-step manual process (i.e. waiving the fee at time of moving and then manually adding the charge/credit?)

A: Soccer Shots and NBC are working together to change the product functionality to make this a more seamless process

When you transfer or “move” an enrollee into a different class. Can it be at a completely different location and category, for example from minis to classics etc. at a different park?

A: Yes! All active classes will show in the Move Function.

If you transfer a child from one program to another with different payment schedules, which schedule follows the registrant?

A: It will be the new schedule that they are being added into

If you transfer a member to another class and choose the “waive payment” because they already paid for the other class, which class will have the financials attributed to it? We need to accurately record sales by class and by location.

A: The original class will have the payment tied to it. by using the “waive” button, you are noting that that student does not need to pay that registration fee/associated cost at that time of Move.

Class Registration (Parent View)

Can we display “Location” rather than “Program” level in order for parents to see all of the options at one location?

A: Parents will be able to click on the “Location” filter which will then pull all registrations from that specific location!

For Registration Visibility, if we have Logged IN selected, would parents be prompted to create an account?

A: If Class Visibility is set to Not Logged In and the Registration Visibility is set to Logged In, the class will appear, but there will not be a button to Add to Cart. At the top of the page, they will see a ‘Sign In’ icon.

Additional Resources:

From your Motion instance, click the blue Need Help? and search for these walkthroughs:

Issue Credits
Create a Discount Plan
Apply Discounts to Payment Plan Items
Create an Annual Registration Fee Per Family/Athlete
Add a Multi-Athlete Discount to an Existing Plan

PaYment Plan FAQ

How to Create a Multi-Athlete Discount

Financial Reporting

Do you have a list of reports relevant to Soccer Shots business needs?

A: The Soccer Shots Front Office has outlined many useful reports that can be ran in the SE Motion system that may be relevant to your needs. These are all listed in the Soccer Shots Ops Manual.

Are these real-time reports or do they only update daily/weekly/monthly?

A: All the reports in the SE Motion system are “live” and ran against raw data in the system. This includes payments, registrations, charges, failures, etc. The reporting functionality is real time data the moment from when you initiate it.

When looking at the Instructor Report, can more than one instructor be listed for a particular class?

A: Yes. You can have more than one instructor for a class

In the listing of “Current Registrations” there is a listing for ‘Future’. Does this show the kids starting in a month or two? Does this include waitlisted children?

A: ‘Future’ is for those that apply if you are using the start/ drop date policy. ‘Waiting’ is anyone on the waitlist or check payers if you choose to waitlist check payers.

Additional Reporting Resources:

From your Motion instance, click the blue Need Help? and search for these walkthroughs:

Learn About Billing Reports
Learn About Reports

How to USE THE INSTRUCTOR REPORT

How to VIEW A REPORT OF EXPIRING CREDIT CARDS

HOW TO VIEW THE PAYMENT SUMMARY REPORT

Tips & Tricks

How to I use the the Soccer Shots Mobile App?

A: The Soccer Shots Mobile App can be used for many functions, including tracking attendance, sending messages or seeing schedules. You can use the links below to download and learn more about the app.

How can my coaches take class attendance?

A: Ready to start your first class? Learn all the ways you can take class attendance and add notes to each student. If you are using a tablet for class check-in and attendance, make sure to set the tablet to kiosk mode.

Mobile: How to Set Up Tablet for Kiosk Mode
How to use Kiosk Mode – Use these instructions on-site to help your athletes check-in
How to Track Class Attendance
Mobile: Class Attendance Overview
Mobile: How to Add Notes to a Student
Mobile: How to View an Individual’s Attendance

Are there resources that can help parents or guardians?

A: Common questions from parents and guardians may be answered by using the following help articles:

Do you have any additional coach resources?

A: Yes – see this flyer that you can digitally send or print to give to your coaches!

What do you need help with?

Popular Help Articles

Operational Workflows & Soccer Shots Best Practices

Frequently Asked Questions

SE Motion Basics

SE Payments

Agreements

Permissions

Additional Permissions Resources:

For a deeper understanding of the Roles and Permissions process, please watch the video tutorial here.

Class Building

Additional Class Building Resources:

Age Limits

Payment Plans

Additional Payment Plan Resources:

Proration

Additional Proration Resources:

Late Fees

Additional Late Fee Resources:

Class Management

Multi-Athlete Discounts

Member Management

Additional Member Management Resources:

Move an Athlete

Class Registration (Parent View)

Additional Resources:

Financial Reporting

Additional Reporting Resources:

Tips & Tricks