Registration Forms

Build a public signup form from Settings > Registration and share its link with families. A form can charge nothing, a flat fee per kid, or a discounted rate for additional siblings registered in the same checkout.

Every completed registration creates (or updates) a roster row for each wrestler automatically -- families land on your roster the moment they register, with no separate CSV import required.

Attach club documents -- liability waivers, photo/video consent, medical forms, or anything custom -- to a registration form from the form editor's Documents section. Families read each document and sign electronically during checkout by checking a per-document box and typing their legal name once. A registration cannot be completed while a required document is unsigned.

Documents are versioned: editing an active document creates a new version, and activating it flags everyone who signed the old text. Existing families sign new or updated documents from their member portal -- no re-registration needed -- and the registrations dashboard shows exactly who has signed what, with a CSV export of the full signature record for your files.

Free for every club. There is no charge to create a form, add custom fields, or set your own per-kid pricing -- building and publishing costs nothing.

When a family checks out on a paid form, MatViz adds a flat $1.00 service fee per checkout -- $0 for subscribed clubs on any club plan. On top of that, the family also covers card processing at Stripe's real cost (2.9% + $0.30), passed through with no markup.

Worked example: 2 wrestlers at $100.00 each, with the family choosing the $100.00 volunteer buyout instead of a shift, on a club with no active subscription:

A form can also charge recurring monthly dues instead of a one-time fee. Families are billed automatically every month on their signup anniversary -- the same day of the month they first registered -- through the same Stripe Checkout flow.

MatViz adds a flat $1.00 service fee per family, per month -- $0 for subscribed clubs -- plus card processing at Stripe's real cost, passed through with no markup. That fee tier is locked in when the family signs up: if the club subscribes to MatViz later, only new dues registrations start at $0 -- a family that already signed up keeps paying the fee tier that was active on their own signup date.

Worked example: 2 wrestlers, at $40.00/month for the first and $30.00/month for each additional sibling, on a club with no active subscription:

A form can set a dues end month -- the family's last month of billing. Their final charge lands inside that month, and nothing bills again after it.

Dues refunds are issued from the Stripe dashboard, the same as any other Stripe charge. In this version, a refund does not automatically update a family's dues status inside MatViz.

A form can ask every family to either cover a volunteer shift or buy out of it for a set amount. Families who choose the shift are not charged anything for it at registration -- MatViz saves their card on file instead, with their explicit consent, in case the buyout applies later.

That consent names the buyout amount and the deadline in plain language, states that card processing and service fees are added on top of the buyout, and it always ends the same way: families are notified by email before any charge is ever made against the saved card. No family is charged silently.

The same rule covers checkout itself: if a card is declined or a family closes the tab before finishing payment, their registration is held, not lost -- returning to the registration link lets them pick up where they left off and pay by card. Nothing is ever charged without a completed checkout.

If a family who chose the volunteer shift doesn't complete it, the process is notice-first -- never a surprise charge. After the shift deadline passes, the club owner marks the family fulfilled or waived, or sends a notice email that itemizes the exact total the card on file will be charged -- the buyout plus card processing and service fees, when the form has families covering fees -- and the exact date it will be charged. That is the same figure the charge itself uses.

Families then have a 7-day window after the notice goes out before any charge can happen. During that window a family can reply to contest the charge, or use the "Pay now" link in the notice email to pay by card directly on their own schedule -- either way settles the buyout without an off-session charge ever running. Only once that window has passed, and only once the notice was actually delivered, can the club charge the saved card.

If a charge is declined, nothing retries silently against the card: the family is emailed a fresh pay-now link instead, and the club can resend that link at any time from the registrations dashboard.

Every step -- marked fulfilled or waived, notice sent, charged, declined, refunded -- is logged and shown on the family's row in the registrations dashboard.

Dispute posture: the consent given at registration, the notice trail, and the in-app fulfillment record together are the strongest evidence this category supports, and the notice-first flow is designed to convert most no-shows into an on-session payment or a resolved misunderstanding before any charge happens. A lost dispute still costs the club the charge amount plus Stripe's $15 dispute fee (card-network practice, not legal advice).

Families do not need a MatViz account to register a wrestler. They can create one during checkout to track their registrations and, later, claim the wrestler profile from a link emailed to them -- but a form works the same either way.

The registrations dashboard lists every batch with its payment and volunteer status, and exports the full list to CSV -- for your own records or for a mailing list -- in the same export format used for roster CSVs.