What Is It?
We've added the ability to integrate your CT Live registration with USAT, allowing you to run registration for USAT sanctioned events in CT Live. You can now allow your athletes to enter their existing USAT number or buy day or annual passes inside ONLINE registration. If the user is under 18, they will see only the Youth options, and if they are over 18, they will see only Adult options.
USAT integration is not currently available in the On-Site or Series registration forms, but these are on the road map for the future.
How Do I Enable It?
To enable USAT integration for your event, please contact your Regional Sales Manager or Account Manager with your USAT Sanction ID number and CT Live Event ID number. Once enabled, a USAT Membership slide will appear in the reg flow and include the options for membership/day pass selection and a USAT waiver to electronically sign.
Where Can I See Athletes' USAT Data?
You can view each athlete's USAT member number (if entered), waiver agreement status, digital signature, DOB, and waiver signature timestamp on the Athlete's profile on their Registration Info tab within the Athlete tab. No changes may be made to any of these fields within the admin platform of CT Live.
If there's no USAT membership ID listed, the user purchased membership or a day pass during registration. These individuals will get their USAT info directly from USAT.
How Do Payments Work?
As people sign up for the event and pay USAT fees, Athlinks Services accounting will manage USAT funds, so there is no work involved for you in that respect.
Once your event is over, you'll need to complete an accounting form for USAT. We've added the Standard/USATSummary report to CT Live which will help you fill out this form. Please work with your Account Manager or USAT directly if you need further help filling out the form.
When filling out the post-event form (pictured below), be very careful to enter all information as accurately as possible, using the Standard/USATSummary report as a reference for the totals on lines 16-22. In the image above, you can see a key for where each Membership Type's totals should be entered in the post-event sheet. Please note that 'ANNUAL' and 'RENEW' counts totals should be added together and entered in line 16 of the form. 'ANNUAL YOUTH' and 'RENEW YOUTH' should likewise be totaled on line 20.
Since USAT integration is only available for Online registration at the moment, the number of memberships, renewals, and passes you'll be entering in the form will be put into column H since all USAT revenue will be paid online and sent directly to USAT by our accounting team. The "Total Fees Due From Race Director To USAT" line should ALWAYS be 0 unless extenuating circumstances occur.
How Do Renewals and Upgrades Work?
The USAT slide will offer athletes the ability to purchase a new Annual Membership or upgrade an existing 1-Day Pass to an Annual Membership. If an athlete with an existing Annual Membership or if they had previously purchased a 1-Day Pass is registering for an event that lies outside their expiration date, they'll have several options:
- They can purchase a 1-Day USAT License and apply the amount paid to their annual membership at renewal time. They will need to work directly through USAT for this.
- They can upgrade the purchase of a 1-Day USAT license to an annual membership through the registration path at another event. This will result in the creation of a new Annual Membership and the athlete will need to work with USAT to merge their previous Annual Membership and the new Annual Membership that is created through this option.
- The athlete can renew their annual membership within the registration path through Chronotrack. The athlete’s expiration date of this renewal will be extended 12 months after the current membership expiration date. There will be no loss of months of membership.