Eligibility rules determine which players can see (and register for) a specific registration. This is a configuration reference for admins who want to understand how eligibility works and how to avoid unintentionally blocking players.
Eligibility impacts visibility in a simple way:
A registration only appears to a family when:
Program and Registration dates are open, and
The player meets the registration’s eligibility rules
How Eligibility Is Evaluated
Eligibility is checked when a user loads their dashboard. If a player does not meet eligibility, the registration will not appear for that player.
Eligibility can be controlled by:
Age-based criteria (one or more methods)
Gender settings
Pre-conditions (requires prior participation)
Exclusions (blocks based on prior registration history)
Eligibility Options
Registrations can use multiple ways to define age eligibility. Common options include:
Birthdate From / Birthdate To
Limits by oldest and youngest allowed birthdates.
Grade
Multi-select from Pre-K through 12.
Grade is self-identified by parents.
Age Group (U2–U23)
Multi-select age bands.
Graduation Year From / Graduation Year To
Year picker fields that set an allowed graduation year range.
Gender
Select Male, Female, Other, or All (defaults to All).
Include Other Gender appears if Gender is set to Male or Female, allowing “Other” players to register alongside the selected gender.
Best practice for age rules
Use Gender plus one primary age method (for example, Age Group OR Birthdate OR Grade), rather than stacking multiple age methods unintentionally. Multiple age constraints narrow eligibility quickly and can block players if their profile data is not exactly aligned.
Pre-Conditions
Pre-Conditions allow you to require prior participation before someone is eligible to register.
Definition:
The player must already be registered in one or more selected:
Programs, and/or
Registrations, and/or
Teams
Common use cases:
Returning-player-only registrations
Invite-only flows that are enforced without using invitations
Priority registration windows for current members
Tip:
Use Pre-Conditions carefully. They are powerful, but easy to misconfigure if the “required prior registration” list is too narrow.
Exclusions
Exclusions block registrations based on a player’s registration history.
There are two common mechanisms:
Prevent Season Overlap
Optionally prevents a player from registering in this registration if they are already registered in another registration in the same program with overlapping season labels.
Registration-based exclusions
Select one or more registrations to block a player if they have already registered in any of those registrations.
These can be in the same program or different programs.
Useful for:
Preventing duplicate enrollment in mutually exclusive options
Blocking a player from registering for both a weekly option and a daily option when the club intends them to choose one approach
Common Pitfalls
Conflicting eligibility criteria
Using Age Group and Grade and Birthdate simultaneously can unintentionally narrow eligibility.
Incorrect player profile data
If the DOB, grade, or gender on the player profile does not match what the registration expects, the registration will not appear.
Overuse of exclusions
Exclusions can unintentionally block legitimate signups. If the goal is “limit how many can sign up,” use capacity rules and waitlists instead.
Quick Checklist When a Player “Should Be Eligible” but Is Not
Confirm Program and Registration dates are open.
Confirm which age method is being used (Age Group vs Birthdate vs Grade vs Graduation Year).
Confirm the player’s profile data matches (DOB, grade, gender).
Review Pre-Conditions and verify the player meets them.
Review Exclusions and confirm the player is not being blocked by prior registration history.
Open a Special Registration for a Player
Sometimes a player needs to register even if they do not meet standard eligibility rules or the registration is not currently visible to them. In those cases, admins can open a Special Registration window directly from the player’s profile.
AVAILABLE ON WEB BROWSER ONLY
Steps
Navigate to Players in the left navigation menu and search for the player.
Click into the player’s profile and toggle to the Programs tab at the top.
Click Special Registration and select Create a new Special Registration.
Select the Registration you would like to open as a special.
Optional: If you want to use Price Override, enter the amount in the corresponding field.
Please note: In some cases, a Discount is needed instead of Price Override. If you are unsure which to use, reach out to your assigned Account Manager.
Update the Start Date if you want the Special Registration to open on a date other than today.
Update the End Date if you want the Special Registration window to remain open longer than the system default of 7 days.
If the user is paying via an offline payment method (for example, check), select Enable Pay Offline.
This allows the user to complete the registration without making a payment at checkout.
The offline payment can be recorded later from the Payments tab on the player’s profile.
Add any Notes for tracking purposes as needed.
When to use Special Registration
Special Registrations are most helpful when:
A player should be allowed to register despite not meeting eligibility rules.
A registration is closed to the general club, but you want to provide access to a specific player.
You need to grant a short window for registration completion (especially if the registration normally is not visible).
Related article
For other visibility blockers like date windows, invitational setup, capacity, and grouped registrations, see:
Frequently Asked Questions
Why can’t a family see a registration even though it exists?
A registration only appears to a family when Program and Registration dates are open and the player meets the registration’s eligibility rules.
What are the most common eligibility settings that block players?
Age-based criteria, gender settings, Pre-Conditions, and Exclusions can all block eligibility if configured too narrowly or if player profile data does not match.
When should I use Pre-Conditions?
Use Pre-Conditions when you need to require prior participation before someone is eligible to register.
When should I open a Special Registration?
Use a Special Registration window when a player should be allowed to register despite not meeting eligibility rules, when a registration is closed to the general club, or when you need to grant a short window for registration completion.