---
title: "Program Hosts (all programs)"
canonical: "https://help.spordle.com/space/HDNE/3978657894/Program%20Hosts%20(all%20programs)"
format: markdown
---
> Macro (toc)


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# :spordle_page: How to create and submit an application as a host

 


Here are the steps to follow to **create an submit an application**:

 

1. Click the **Tasks **drop-down menu and select the “Program” option.
2. Under the “My Requests” tab, click the **+ Create request** button.



![Program host 1.png](media://bb0f5d94-fb05-4607-88c1-e4a11e311318)

 


3. In the “Request a program” window, select the program and program options by checking their individual boxes or the “Select All” box in the drop-down menu.
4. Click the **Next** button.

 


![Program host 2.png](media://0dd74251-15ba-44f0-8b14-dbd23cb76740)


 

6. Fill in the “Request a Program” form and click the **Next** button.



> ℹ️ - Only one form needs to be completed for all options.
> ℹ️ - If you select more than one program option, you can copy the information entered in the first form to the subsequent forms by clicking the **Copy answers from previous form** button.
> ℹ️ - If you wish to submit multiple requests for the same program, click on the program in the list and on the **Action** button in the right side panel, then select the "Submit another request" option. The request will be duplicated and you will only need to make the necessary changes before submitting the form.
> ℹ️ 
> ℹ️ 
> ℹ️ ![Program host 4.png](media://cf9904fd-2936-4317-bf2f-b94ef2f84ab2)



7. Select “Submit for approval” (or the “Keep as draft” option) and click the **Confirm** button.



![Program host 3.png](media://03631d47-e92e-454b-b15d-241f9d3e9184)

 



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# :spordle_page: How to approve a request

 


Here are the steps to follow to approve an organization request as an administrator (e.g., Ontario Hockey Federation):

 


![Approbation membre 1 (EN).PNG](media://2e2aa238-0934-42fc-aba6-d639465318c5)

 


1. In your dashboard, click on the **Tasks** drop-down menu :1_one_circle_red: and select the “Program” option :2_two_circle_red:.

 


![Approbation membre 5 (EN).PNG](media://8e075616-30d1-4865-83d7-984f895aa8ac)


![Approbation membre 8 (EN).png](media://502fd9ac-422f-4cd4-9c3b-6cb1da8407c2)

 


2. In the “Program” section, make sure to select the current season (e.g., 2025-2026) :3_three_circle_red:.
3. Under the “Host Application” tab, select the request you wish to approve from the list (whose status is “Pending”) :4_four_circle_red:, click the **Actions **button** **:5_five_circle_red: and select the “Manage Approval” option.

 


> ℹ️ - To make it easier to find requests that require approval, you can select the “Pending” option in the “Status” field. :6_six_circle_blue: .
> ℹ️ - You can also check the “Action Required” :7_seven_circle_blue:  box to display all requests awaiting approval.

 


![Approbation membre 6 (EN).png](media://49de4f51-7d48-4eb2-8725-89903443c50a)


![Approbation membre 7 (EN).png](media://870409d0-cce1-4337-a60c-0810ba45a0d4)


 

4. In the “Manage Approval” window that appears, click the **Approve** and **Confirm approval **buttons (notes are optional).

 


---

 

![HCR First Shift EN.mp4](media://ef429645-7c59-4682-b84f-ce55cff8ea28)

 

Hockey Canada is now using the **Hockey Canada Registry (HCR)** to manage some of its programs (e.g. *First Shift, Esso Fun Days, Pathway to Hockey*, etc.).

As a host of one or more programs, you can manage them from the “Tasks” module in the HCR.

 


![image-20250606-145348.png](media://5659f065-e240-4732-bc70-b228e7a1047b)


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## :spordle_page: **My Requests**


In the “My Requests” tab, you’ll find all the program requests you’ve submitted, along with their status.

When a request is approved and published, the program is automatically created. Depending on the type of program, online stores allowing users to register for the program will be created within the program and displayed on the program's website or on the host organization's website.

If the store is created within the program, please note that it will only go live on the date and time specified by the program and will be deactivated at the time specified by the program. If the store is created within the host organization, the host organization will be responsible for managing the opening and closing of the online store, as is the case for all your online stores. 

By clicking on the program name, a side panel will open. In the first tab, you’ll be able to view the program’s general information.



![image-20250606-145518.png](media://f7ab5288-9a13-48fa-9ece-36453ac2aa59)




In the “Forms” tab, you’ll find the forms you filled out during the program request. Some of the request-related forms are editable, allowing you to add the required information, e.g. Program information form and the Welcome Event form. 

To do so, click on the blue pencil: a pop-up window will open, where you can enter the details. Once all the information is entered, you must submit your form. It is also possible to edit it after submission by clicking the blue pencil again.



![image-20250609-174314.png](media://cd9c9fbf-087e-46c0-adf5-a553b75bb4a0)



Finally, the “History” tab displays certain data related to the program’s history. You will find, in particular, the entire approval flow for the program and any notes that have been added.



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## :spordle_page: **Host Registrations**


The “Host Registrations” tab displays the list of registrants by program. To view the registrations, first select the desired program(s) using the dropdown list, then click on **Search**. From this list, you’ll be able to manage all registrations for your program: view participant profiles, send communications, submit a program change request or a refund request, etc.


### **Participant Profile**


To view a participant's profile, you can search by first name, last name, HCR number, or invoice number. Once found, click on the participant’s name to open the side panel and access their information.

The “Registration” tab displays information about the person who completed the registration, including the acceptance and signature of waivers and terms and conditions. To view a waiver, click on the blue link: a pop-up window will appear. Note that parents can change their consent from their account, in the “Member” section.



![image-20250606-165722.png](media://a95b7b0f-557d-480e-bccf-3b502e700792)


![image-20250606-165749.png](media://b951953f-83e5-46c6-97cb-c2532204a4e9)



The “Transaction” tab shows information about the transaction, including the status and payment method. The “Due” field indicates if an amount is still owed to the program — which may be the case if the parent chose a payment method other than online credit card payment.




![image-20250606-165834.png](media://06ccc2bf-ec37-47c5-80bf-5daf5448c084)



The “Questionnaire” tab shows the answers submitted by the parent during registration. Only the parent can edit the answers via the “Purchase” module in their account. To do this, they must open the transaction’s side panel, click on the relevant line, and then choose the “Questionnaire” tab. Like the host questionnaires, they can edit responses by clicking the blue pencil.

You can also access a participant’s profile by clicking on **Go to profile** under the member number. This will show general member information. For example, a member registered in the *First Shift* program will have the member type “First Shift.” Note that this membership type cannot be added to a team *until their Program is complete, they register for programming, and receive the "Player" Member Type.*



![image-20250606-165935.png](media://2cd711cc-0b3b-42e1-85b2-d3289fcb4800)

![image-20250606-170005.png](media://0c06e702-e726-4d7e-bea6-ea1453afd243)



The **Actions** button allows you to resend the invoice to the parent, send a message to the member, or submit a refund request or program change request.

To submit a request, click on **Submit a Request**. In the pop-up window, select the type of request to submit.



![image-20250606-170137.png](media://68722570-9c26-4f99-b64c-c1118ead9808)



### **Refund Request**


A refund request can be submitted to the program administrator, along with any relevant information to support the decision. The administrator will receive a notification and can either approve or deny the request. You won’t receive a notification once the decision is made, but you can check if the request has been processed in the “Transaction” tab.


### **Program Change Request**


When submitting a program change request, you must indicate which program the request should be directed to. You can add a note to complete the request. No notification will be sent to you, but if the request is approved, the member will be removed from your list of registrants, and a spot will be freed up in the program.



![image-20250606-170207.png](media://f5b2dd28-3d5a-4d25-9d61-6ebaf40f77b1)



---

## :spordle_page: **Host Waitlist**


The “Hosts’ Waitlist” tab displays the list of members registered on the waitlist, sorted by program. To view this list, select one or more programs using the dropdown menu, then click on **Search**.

As the host of a program, you can accept members from the waitlist to fill available spots in your program. By opening the side panel, you will see the basic information provided when the profile was created. 

Please note that no “member type” has been assigned to these members. To accept a member from the waitlist, click the **Actions** button, then select **Accept**. An acceptance email will then be sent to the parent, inviting them to complete the registration online. The invited member's status will then change to “Waiting for client”.



![image-20250606-172641.png](media://15748409-61f2-4c1a-b8f9-2bb38445b553)



A member on a waitlist may register for a different program. In such cases, they will no longer be eligible for the program for which they were initially marked as “Pending”. 

Please note that there is no automatic time limit associated with the invitation: you must manually manage the time allocated to complete the registration. This is why we recommend including the registration deadline in the note that accompanies the invitation. You may also change a “Waiting for client” member’s status back to the waitlist or reject their admission to the program.


> ⚠️ **Important**: If you invite more members than the number of available spots in your program, all of them will be able to register—this aspect is not managed by the platform.



---

## :spordle_page: Sending a Communication


A program host can send a communication to one or more registered members, or to one or more members on the waitlist.


### **Registered Members:**

To send a communication, go to the “Host Registrations” tab, check the boxes for the desired members, then open the side panel. From the **Actions** button, select **Send Commuinication**.

After confirming the list of recipients, click **Next**. You’ll have two messaging options:

- Write a custom message
- Choose a pre-written template (which you can edit as needed)

All messages are sent as BCC.

You can also send a message to a single member directly from their profile side panel via the **Actions** button.


### **Waitlisted Members:**


As with registered members, you can send a message from the “Host Waitlist” tab by selecting the desired members.



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## :spordle_page: Reports for Hosts


Two reports are available to help you manage your programs.

The “MHA Registration - [name of the program]” provides information about the participants in your program, while the **“Opt in Report”** compiles all the responses from the waivers signed as part of the program registration process.

To download a report, hover your mouse over the top right corner of the report, located just below the **Export as PDF **button, to reveal the […] icon.



![image-20250606-164626.png](media://1efd147a-2884-4ad8-8f61-db08e7038a03)

![image-20250606-164737.png](media://184a23e5-5002-48bd-b2e6-85aa699ab806)


![image-20250606-164709.png](media://2fe4b7df-6ee3-4303-a889-b6dc2dd38c17)