How do I set up an annual document registration for my booster clubs?
The Registration feature gives districts a simple way to collect documents from their booster clubs. Use it for a one-time annual upload of multiple files, or to request specific information that isn’t already captured in BoosterHub.
Create the registration. Go to Registration and create a new registration.
- Choose whether it runs for the school year or the calendar year. For a one-time request, set a custom date instead.
- Give the registration a clear name. For example, if you’re collecting financial documents, you might call it “Annual Financial Document Upload.”
- Send it to all clubs, or select only the clubs that need to respond.
Choose the fields to include. On the next page, select the information you want clubs to provide.
- The General category covers the information most school districts request.
- State-specific categories (such as Texas) include items that particular states require.
- Each field can be turned on or off. Most districts include basics such as organization name, date, and EIN, then add items like a Secretary of State letter of good standing, officer information, or the faculty sponsor or site liaison name.
- The Financial Reporting section works the same way. Turn on the standard fields, or select only the specific items you need.
Add a custom field if needed. If what you need isn’t covered in any category, create a custom field. Enter what you’re requesting, such as “Annual Financials,” and assign it to a category, such as Financial Reporting. Then choose how clubs will respond:
- Text field: clubs type in the information.
- File upload: clubs attach a document.
- AI Upload: the document runs through an automated check to verify it. This works well for items like 501(c)(3) letters and insurance certificates. For insurance certificates, you can also set a minimum coverage amount.
- Require a signature: turn this on if the item needs to be signed.
Click Add Field when you’re finished. If the custom field is the only information you need, turn off the other fields so clubs are asked only for that item.
Start the registration. Scroll to the bottom and select Start Registration. A few items in this section are used for district tracking, so turn off any that don’t apply. For example, the acknowledgment option is only for documents you want clubs to review and acknowledge. Then select Start Registration again.
A confirmation shows how many clubs will receive the request. Confirm to send it.
Track submissions. Each booster club receives an email notification about your request.
- As clubs begin their submissions, they appear on the Registration screen along with their progress.
- When a club submits, you’ll receive a notification and can review the information from the Registration screen.
- If you have more than one registration, use the drop-down menu to select the one you want to view.