To confirm a hosting event, log into your account (as a CL) and click on Confirm My Hosting Events
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- Daniel Rafe Perkins
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1 Hosting Events When you are logged in as the Community Liaison (CL), you will have many additional options than coaches in your district. The following instructions are ONLY for CLs, as coaches will not be able to access this information. If you are a coach, trying to access this, you will need to either become your Community Liaison, or work with your CL. Confirming Your Events During the season, you will need to confirm events that you are hosting. This is NOT an opportunity to get out of a hosting event, but rather a way to confirm that you have seen the schedule and are good to go for the weekend. You will get an (to your registered address) when the schedule is posted. Once posted, events can be confirmed by the CL To confirm a hosting event, log into your account (as a CL) and click on Confirm My Hosting Events Once you have clicked on this, you will be shown a list of all of your hosting events. However, you will only be able to confirm those that have schedules created for them: Once you have clicked the Confirm Button, your notes will change to This event has been confirmed You will also be able to view the schedule by clicking on the Click for Schedule link.
2 Checking to see if teams playing have confirmed the schedule As a host, it is your responsibility to make sure that all teams coming to an event your district is hosting, has confirmed their schedule. If they have not confirmed, you should contact them and ensure that they have seen it. Taking this precautions prior to the event will help to ensure a smoothly run event. To view the status of other coach s confirmation, click on Manage My Events under My Account You will then see a list of events that have schedules generated for them. Each event will have the coach s name and where they are from. If the box is checked, it indicates that they have confirmed their schedules. If it is not, it indicates they haven t. NOTE: Names have been blocked off in this example, but you can see that coaches #2 and #4 have confirmed, while coaches #1 and #3 have not. Manually Confirming Coaches If you contact a coach and they have confirmed the event with you (either via phone or ), you can manually confirm them by simply checking the box next to their name. Contacting Coaches If you need to contact the coaches at your event, there are two options. First, you can send them a friendly reminder of their schedule by clicking the Send Reminder button next to their name (Resend Confirmation Button will reset all coaches to Not Confirmed and then send out s. All coaches will need to re-confirm their schedules if you click this option). The second option is to contact them personally. To view a coach s contact information, simply click on their name and a pop-up will appear with that coach s contact information. Confirming All Coaches All coaches should be confirmed (either manually or automatically) prior to the day before your event.
3 Changing Courts If you need to change the courts for events you are hosting (ex: you want to move a younger division to a smaller court in your district), you can do so by clicking Change Courts for Events I am Hosting Here you will see a list of your events and can click on Edit Court to change the courts for a particular grade/gender. Plan Ahead We encourage our CLs to plan ahead and make sure that courts are assigned properly BEFORE the schedule is created. If you change courts after an event is scheduled, it is your responsibility to notify all of the teams involved and let them know of the change. Directions to Courts Parents and Coaches want to be able to find your courts. CLs should make sure that all directions are updated to their courts. To edit/enter directions, simply click on Manage Courts in My Community
4 From here, you will need to enter directions for EACH court in your district. To do so, click on Edit Directions for each court: Enter specific directions for each court in your district for people coming from each direction (north, south, east, west). Also be sure to enter an address, city, state, and zip so people can use GPS software by entering an address. Be sure to SAVE your information. Remember, even if you enter an address, please type directions as well so people will know where to enter, park, etc. on the day of the event.
5 Printing Documents for Your Events One of the best features of SWBL for hosting events in the ease of printing your documents. You can find all of your documents for hosting by clicking on Print Documents for My Events For each event you are hosting, you will see a list of options for printing. It is HIGHLY recommended to simply print each document to PDF. To print the schedule, click on Print Schedule to PDF You will need to give the system time to generate the PDF file and after several seconds, the file will download. Once the download is complete, click on the file to open it. Once, opened you can print the file to your printer.
6 Printing Score Sheets By printing score sheets for your event, you will have pre-filled in score sheets for all of your games (not counting crossover games, where match-ups are not decided until later in the day). Print these off and place the packet at each score table. Coaches will simply need to confirm numbers and mark starters. All of the game details will be listed at the top of each score sheet. Printing Rosters Another great feature of SWBL is having roster programs of the teams at your events for parents and fans. By clicking on Print Roster to PDF, you can print off the rosters for all teams. It is expected that a host school print of NO LESS than 15 rosters for each team attending your event to be placed at the admission table (Ex: 4 teams at your event = 60 roster sheets). It is also important for coaches to enter their rosters into the system as it does not look good for a team to not have their rosters entered. As a CL, especially early in the season, encourage coaches from the teams at your event to enter the rosters so you have accurate program information. CLs are expected to place programs out, regardless of the number of teams with missing rosters.
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