KENTUCKY YOUTH SOCCER ASSOCIATION

Transcription

1 Table of Contents Stack Sports TIPS... 2 Setting Up/Opening Player Registration Registration Forms Creating Folders (Tree Builder/Copy/Roll Forward)... 4 Stack Sports Quick Resource Links... 5 Opening Player Registration/Registration Settings Setting Up/Opening Coach Registration Creating Coaches Pool Opening Coaches Registration/Registration Settings Edit Player/Coach Reg. Events Website Builder Adding Open Reg Events Check Editing & Publishing Access Adding Open Reg Events Phone: Fax: Page 1 of 19

2 TIPS Click here for Stack Sports User Guide Click here for Kentucky Youth Soccer Resource Page Please determine the process and features you want to use prior to setting up your season then find and review the resources available before getting started. Event Registrations: Please note that an event registration has to be set up and opened no matter if you are using online registration or manual registrations. This will be the first step in the process for both player and coach registrations. Stack Sports completed this step for our clubs last year in our initial year, but this will be something that each club will need to do going forward. Coach Registration: Coaches will have to register to or be registered to every event that they have a team under even if they have registered for your organization before. The registration will look like a background check registration; however, if they have completed a in the system and it is still good then a new background check will not be run as long as they use the same login information. Do NOT open player registration at the team level as it will cause issues with removing players from rosters and rejecting players form system. Payment Plans CANNOT be edited AT ALL after the first registration, so make sure everything is correct before allowing a registration (even a test registration). Tryout Feature: If you are using, please set up tryout fee, registration fee, payment plans, family discounts, etc. PRIOR to opening tryout registration. These items CANNOT be edited AFTER a registration (even a test registration). Primary/Secondary: State office must update primary/secondary registrations o If you have a secondary player or show a secondary player you are unsure about, please hollykirkpatrick@kysoccer.net and/or lisaduvall@kysoccer.net to make sure all players are noted correctly as primary/secondary in the system. Auto-Roster (RECREATIONAL): Feature to allow players to return to previous team typically used for recreational teams from fall to spring. Note that this feature will need to be turned on in the fall in order to use it in the spring. In the spring, you will then need to use the copy feature in the spring to create the new registration event. Click here for details. Age Group Settings: Age group settings set at the state level are single birth year. If your club runs 2-year age groups, you can update the age group settings by following these instructions, click here. If you have players playing up, then you will need to use the move assignment feature on the players account to add them to the correct age group. Coaches Pool: You can name the coaches pool whatever you wish. This can include all club administrators, or you can create a separate coach/admin pool. Note that registrations to a specific coaches pool makes those admins available to only the teams within that specific coaches pool. Assigning Players/Coaches: Players and coaches must be confirmed before being added to a team. Players can be age/id verified after being added to the team but teams cannot be activated until players are age/id verified. Player Importer: Please contact lisaduvall@kysoccer.net and/or hollykirkpatrick@kysoccer.net if you wish to use the player importer. Phone: Fax: Page 2 of 19

3 Registration Setup (EVERYONE must complete) Registration Forms: Step 1: Ensure that the registration form for players is set up correctly for your organization. To do this go to Registration > Administration > Form Builder. Step 2: Click on one of the following to edit A Master Recreational State Player Registration From B Master Select State Player Registration Phone: Fax: Page 3 of 19

4 Step 3: Edit forms as needed you can edit parent/guardian 1, parent guardian 2, and player. Please note that some items are required by the state office and cannot be changed. If items are not set as required, you can set them as required OR hide them by marking only visible to admins. Step 4: After editing click save. Step 5: After saving click enable form Parent/ Guardian 1 Parent/ Guardian 2 Step 5: Enable Form Step 4: Save Player Create Folders: 2 Options A. Tree Builder Creating a new event from scratch (Stack Sports Instructions) B. Copy/Roll Event Forward Use an existing folder for a new season/seasonal year (Stack Sports Instructions) Copy folders: Copy folder structure, folder names and age settings as is. No changes are made to structure or settings Copy with Teams: Copies folder structures, folder names, age settings and copies any teams housed in folder being copied - age settings stay the same. Roll Event Forward Copies the folder structure and folder names and increases the current age settings by one year Roll Event Forward with team(s): Copies the folder structure and folder names, increases the age settings by one year and all previously created teams are moved up one level. Phone: Fax: Page 4 of 19

5 Setup Player Registration (click here for SS User Guide and follow the workflow): (Click on the links for SS instructions and/or scroll down the document for additional instructions. A. Begin Registration Setup B. Financials & Advanced Settings C. Event Type D. Categories & Settings E. Late Fees & Early Discounts F. Payment Plans G. Family Discounts H. Printable I. Club Waivers J. Coupons K. Confirmation & Success Page L. Pay-by-Check Info M. Game Day Rosters N. Review & Create Step 1: Registration Step 1: Click on Registration > Registrant > Open/Create Step 1: Registrant Step 1: Open/ Create Step 2: Select the appropriate settings for your club including the registration form that you will be using for this registration. Phone: Fax: Page 5 of 19

6 Step 3: Select Event Type from the left box (Available), move it to the right (included) and click next. Available Included Phone: Fax: Page 6 of 19

7 Step 4: Select the registration you want to open. Select the lowest category levels (i.e. boys and girls) but DO NOT open the registration directly to teams. Click. Step 5: Add Fees, Registration Open/Close dates, max participants, etc. and click next. Phone: Fax: Page 7 of 19

8 Step 6: If you have an error on the following page, make sure there is play type select for each registration then click next. Step 7: If needed, add family discounts then click next. Phone: Fax: Page 8 of 19

9 Step 8: If you use the medical release printable, you can use the drop down bar to select that form. If not, then just click next. Custom Form Step 9: Select Waivers by dragging them to the Selected Waivers box or Add New Waivers. Click. Select Waivers Add New Waiver Phone: Fax: Page 9 of 19

10 Step 10: Select coupons by dragging them to the Event Coupons box. Click. TIP: You can add these at a later date. Select Coupons Step 11: Create Confirmation and Success Page information then click Add/Update then click next. Click add/update Click Phone: Fax: Page 10 of 19

11 Step 12: Enter pay by check information or skip if you do not allow checks. Click. Click Step 13: Game Day Rosters are tied to games scheduled in the system. Only enable this if you are scheduling games for the event and want your teams to print game day roster for each game. Click Phone: Fax: Page 11 of 19

12 Step 14: Review and click Create Registration Click Create Registration Event You will see a pop up at the top of the page that says Your registration event has been completed successfully. Setup Coach Registration Create Coaches Pool: STEP 1: Highlight the appropriate Season STEP 2: Name the Registration: Coaches Pool STEP 3: CREATE Phone: Fax: Page 12 of 19

13 Step 1 Step 2 Step 3 Open Registration: STEP 1: Highlight Correct Season STEP 2: Click on Administration > Coach > Open/Create Registration Coach Open/ Create Step 3: Select the registration form, season, set share registration data to yes, enter contact name and and select no merchants for instant background check provider, no for use instant background checks, no for all questions regarding fees. Season Registration form YES Contact Name and Mark No Phone: Fax: Page 13 of 19

14 Step 4: Move coach from left available box to right included box and hit next. Click on Coach to highlight Click arrow Event type should move to the included box Click Step 5: Highlight coaches pool Highlight Coaches Pool Click Phone: Fax: Page 14 of 19

15 Step 6: Enter Registration Open/Close Date, Max Participants, and click next. Step 7: Click Step 8: Skip Custom Printable by clicking next Phone: Fax: Page 15 of 19

16 Step 9: Select Waivers by dragging them to the Selected Waivers box or Add New Waivers. Click. Select Waivers Add new waivers Click next Step 10: Create Confirmation and Success Page information then click Add/Update at the bottom of the page then click next. Click next Click next Phone: Fax: Page 16 of 19

17 Step 11: Select Create Registration Click next Edit Registration Event: *Go back and edit coach/player registration at any time Add OPEN Registration to Website: TIP: Make sure you have ACCESS to edit & publish on website. Admin Users Access set to Edit & Publish Phone: Fax: Page 17 of 19

18 Step 1: Click on Website Builder Step 1: Website Builder Step 2: Click Widgets Step 3: Click Registration List Step 4: Drag the correct event(s) from left to right Note you can edit the title and description of the widget Step 5: Click Add Widget Step 2: Widgets Step 4 Step 3: Registration list Step 5: Add Widget Step 6: Click on Pages Step 7: Click on Publish *If you need to edit the widget at anypiont, you can click on the pencil to add/remove/edit. After making any edits, you will need to click publish Phone: Fax: Page 18 of 19

19 Step 6: Pages Step 7: Publish To edit click on pencil. Click here for more information on the Website Builder. Phone: Fax: Page 19 of 19