Preferences - General

The general preferences tab allows you to customize numerous organization-specific features within All-Star Rec Manager.

Account Preferences

This section includes preferences which are tied to your organization's account.

• Logo: The organization’s logo that will display throughout All-Star Rec Manager.

• Organization name: The name of the organization. Contact us if you would like to update the organization’s name.

• Primary Contact: Primary contact for the organization. Admin emails will default to this person if no other admin is setup to receive them.

• Address fields: Headquarter address for the organization. This address will show up at the bottom of all emails from sent on behalf of the organization.

• Country: Country where organization operates.

• Package(s): Contracted packages for the organization. Contact us to change the package. Additional costs may apply if switching or adding a package.

• Admins: Number of admins you may have within your organization. Contact us to change the number of admins. Additional costs may apply if adding admins.

• API Authorization Token: API key used to access the All-Star Rec Manager API. Click Generate Token to create a new API authorization token. Click here for additional instructions on how to use the API.

• Primary Color: Color used for filter bar at the top of the screen.

• Secondary Color: Color used for table headers and page and calendar view buttons.

• Tertiary Color: Color used for buttons other than Save and Delete.

General Preferences

• Organization Website: Link to organization website that will be included in all emails sent on behalf of this organization.

• Organization Email: Primary organization email that will serve as the reply-to address on emails sent on behalf of this organization.

• Organization Phone: Primary organization phone number that will appear in the footer on public pages.

• Organization Timezone: Timezone for the organization.

• Calendar Slot Duration: Slot duration for calendars in minutes. Default is 30 minutes.

• Require Approval for Account Requests: Enable to require administrator approval for a participant to setup an account on All-Star Rec Manager.

• Allow Lookup on All-Star Ticketing: Enable to allow customers to find this organization on All-Star Ticketing.

• Participant Default Rate Type: The default rate type assigned to new participants who add themselves via a form.

• Default Activity Payee: Payee automatically assigned to events associated with new activities.

Custom Colors

Set custom colors to add to the preset color palette. This is useful to use the exact colors of your organization or league.

Emails - Auto

Schedule automated emails to send to applicable participants at the scheduled frequency.

Frequency Info

• Active: Enable to activate the automatic emails.

• Frequency:

  • Monthly: all records for the next month.

  • Weekly: all records for the next week.

  • Daily: all records the specified number of days in advance.

• Time Unit:

  • Monthly: day of the month between 1 and 28.

  • Weekly: day of the week between Sunday and Saturday.

  • Daily: number of days in advance of the “event” between 1 and 7.

• Time of Day: Hour of the day to send the emails.

Automatic Emails

• Upcoming Activities: Sent to activity registrants. Registrants are auto-enrolled in these emails.

• Upcoming Membership Expirations: Sent to participants when their membership is expiring soon.

• Past Due Receivables: Sent to participants with past due receivables. Includes a link to make a payment if applicable.

• Upcoming Receivables Due: Sent to participants with upcoming receivables due. Includes a link to make a payment if applicable.

• Upcoming Shifts: Sent to employees.

• Upcoming Signups: Sent to participants who registered for a signup event. Registrants are auto-enrolled in these emails.

• Upcoming tasks: Sent to participants with upcoming tasks due.

• Upcoming tickets: Sent to participants who purchased tickets to upcoming events.

Note: If multiple records are available for a participant, they will all be included in one email. For example, when sending an upcoming shifts email, if the participant has multiple shifts within the specified timeframe, all shifts will be included in one email.

Emails - Reports

Schedule recurring report emails to send to applicable participants at the scheduled frequency. A report with the correct filters must be saved on the Reports page to set up a recurring report email. See the Emails - Auto section above for frequency information.

Emails - Triggered

Schedule emails to automatically send when an applicable “event” occurs in All-Star Rec Manager.

• Authorized Payment Canceled: Sent when a previously authorized payment has been canceled.

• Incident Report Email: Sent when an incident report email has been sent from the Incident Reports page.

• Invoices Automatically Created: Sent when an invoice has been automatically generated by the automated process.

• Participant Request Account: Sent when a participant requests an account to All-Star Rec Manager.

• Payment Confirmation: Sent when a payment has been made to the organization.

• Payment Failed: Sent when a pending payment fails.

• Resource Request Approval: Sent when a resource request is approved.

• Resource Request Submission: Sent when a resource request is submitted.

• Send Communications: Sent when an email communication has been scheduled to send from the Communications page, Emails tab.

Employee Types

Used to differentiate between different types of employees, especially on the Employee Scheduling page.

Financials

• Auto Charge League for Resource Usage: Enable to add a payable record when an internal league books a resource.

• Track Discounts on Receivables: Enable to allow tracking of discounts on receivables.

• Default Payee: Payee to use for receivables and revenue when no participant or payee is assigned such as when processing payments through the POS or when a ticket is purchased as a guest.

• Invoice Terms: Verbiage to include at the bottom of invoices.

• Invoice Email Message: Default verbiage to include in emails sent with an invoice. The actual verbiage sent in each email can be customized when sending the invoice.

• Automated Invoices: Enable to automatically create invoices.

• Automated Invoice Settings: Select the day of the month for invoices to be automatically created and set end date for receivables to include.

Inventory Categories

Used to categorize inventory items on the Inventory page. Beneficial for sorting and reporting.

Participant Profile Fields

Used on the participants, profile, and family members pages to create additional fields. Enabling the active column will display them on the backend Profile page and on the league website Player Profile page.

Payment Methods

Payment methods to track medium through which revenue is being received. Beneficial for sorting and reporting.

Payment Processor - Paypal

PayPal payment processing can be used to make Payouts (leagues only). The linked account must a business account.

• Make PayPal Payments: Enable to make payouts through PayPal. Standard PayPal rates and fees apply.

• Payment User: Email address associated with the PayPal business account.

• Client ID: Application ID from the PayPal developer panel. Only change if requested by a system administrator.

• Secret: Client secret from the PayPal developer panel. Only change if requested by a system administrator.

Payment Processor - Square

To process credit cards, you will need to link your Square account to All-Star Rec Manager.

• Accept Square Payments: Enable to use Square payment processing. An authorization link will be sent to your email which needs approved to process payments. Disabling will remove access to Square payment processing.

  • Note: You will need to setup a Square account before completing this step.

  • Note: Authorization links are only good for 10 minutes, so it must be completed quickly. To get a new authorization link, disable this setting, click Save, and then re-enable it.

• Accept ACH Transfers: Enable to allow customers to pay with ACH in addition to card. ACH transfers can take 4-6 business days to complete and may fail if there are insufficient funds in the account.

• Auto Approve Time: The time of day when authorized payments will be automatically captured.

• Payment Method: Payment method to assign to payments made in All-Star Rec Manager.

Payments

• Add Balance to Confirmation Emails: Enable to add the outstanding balance or credit to confirmation emails, such as resource request or subbing confirmations.

• Allow Participants to Add Credits: Enable to allow participants to add credits to their account on the Payment page.

• Allow Participants to Use Credits: Enable to allow participants to use account credits when making payments.

• Default Code for Credits: Account code to use when participants manually add credits to their account on the Pay Form.

• Make a Payment Link: Alternate to using the Pay Form. Only include this link if you are not using payment processing integrated with All-Star Rec Manager.

Photo Galleries

Used to categorize photos on the Website page, Photos tab.

Post Categories

Used to categorize posts created on the Website page, Photos tab.

Profile Contact Fields

• Resource Request Form Name Explanation: Explanation for what name(s) to add/select in the name/family member field on the resource request forms. Default information will be added if this field is left blank.

• Form Name Title: The title given to the name/family member field on forms.

• Address: Enable to Display/Require address field on profiles and forms.

• Allergies: Enable to Display/Require allergies field on profiles and forms.

• Birthdate: Enable to Display/Require birthdate on profiles and forms.

• Child: Enable to Display child field on profiles and forms.

• Gender: Enable to Display/Require gender field on profiles and forms.

Saved Cards

List of cards on file to make payments. You can set the specific card to use to make payments on the League tab.

Signup Categories

Used to categorize signup events on the Signups page. Beneficial for sorting and reporting.

Task Statuses

Used to differentiate between the statuses of tasks. Beneficial for tracking, sorting, and reporting.