Contact person: Netball Registration System Development

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Location: Sydney, Australia

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"I need a web-based application for Rose Bay Magic Netball. The system should facilitate registration and payment matching.

Objective
Build a premium, automated registration and payment matching system that:

Handles new player registrations via a custom form.

Tracks returning players from last season.

Automatically matches payments to registrations.

Allows team allocation and generates coach-ready player lists.

Minimises manual data handling (no spreadsheets).

Integrates fully with our existing WordPress/WooCommerce setup.

Functional Requirements
1. Registration Form (Gravity Forms Pro)
Fields: Player Name, Date of Birth, Age Group (dropdown), Preferred Team (A/B/C/D), Parent Name, Email, Mobile, Medical Notes, Consent tick-boxes.

Conditional logic: Age Group selection routes to correct WooCommerce product.

Hidden field to store Registration ID (Gravity Forms Entry ID).

Duplicate entry prevention (same player/email & season).

Prefill option for returning players from last season’s list.

2. WooCommerce Integration
Each age group = separate WooCommerce product with stock control.

Stock = maximum players for that age group (e.g., 40 spots).

Payment options: Pay in full or deposit (configurable per product).

Registration form submission redirects directly to checkout with form data prefilled.

Registration ID passed to order and saved in WooCommerce order meta.

3. Payment Matching & CRM
Install & configure FluentCRM Pro (or equivalent) for player database.

On payment completion in WooCommerce:

Automatically update CRM record with tag Paid.

Store payment date in CRM.

On registration form submission without payment:

CRM tag = Pending Payment.

AutomateWoo sends payment reminder emails/texts after 2h and 24h.

Ability to filter CRM by Age Group, Team, and Payment Status.

4. Returning Player Workflow
Import last season’s players into CRM with tags: Returning Player, Age Group, Team.

Send bulk email with prefilled registration form link.

Track returning players’ payment status automatically once they pay.

5. Team Allocation
Use GravityView or equivalent to display players by Age Group and Payment Status.

Ability to assign Team (A/B/C/D) from the dashboard.

Export lists to PDF/Excel for coaches.

Optional: Coach login to view their team list only.

6. Reporting Dashboard
Summary view:

Players per team

Paid vs unpaid

Returning vs new

Drill-down filters for Age Group and Team.

7. Email & Deliverability
Configure FluentSMTP or other transactional email service to ensure high deliverability for reminders and notifications.

Technical Notes
All work to be done inside existing WordPress installation.

No external SaaS dependencies for core functions (data remains on-site).

Minimal custom coding – use reputable, supported premium plugins.

Provide small PHP snippet to capture and display Registration ID in WooCommerce order admin and exports.

Deliverables
Fully functional registration & payment matching system.

CRM with imported last season’s players and automation rules.

Team allocation interface and export functionality.

Email templates for:

Registration confirmation

Payment reminders

Payment confirmation

Documentation:

How to add/edit products for new seasons

How to import new season’s returning players

How to export coach lists

How to update automation rules

Timeline
Preferred completion: within 4 weeks of project start.

Budget
Please provide fixed price including:

Plugin licenses (List to be purchased by me)

Configuration & setup

Basic training session (Zoom/recorded)

Selection Criteria
Demonstrated experience with WordPress + WooCommerce + Gravity Forms.

Experience building sports club/team registration systems.

Clear breakdown of cost, timeline, and approach.

Ability to deliver maintainable, documented solution." (client-provided description)