Online Registration Users Guide

Transcription

1 Online Registration Users Guide

2 CJSA Online Registration Users Guide Version 1 January 26, 2010 Initial Release Version 2 March 2, 2010 Added Appendix A Version 3 July 16, 2010 Added Verification, Submittal and Approval Version 4 July 27, 2010 Added Save As for Excel error file Version 5 January 24, 2012 Added Tournament Team and Guest Players Version 6 March 22, 2013 Added Photos to Player/Coaches Pass Version 7 September 15, 2014 Added Player/Coach Duplicate Deletes Version 8 May 3, 2016 Bulk Photo uploads Table of Contents Request Access... 3 Login... 5 File Upload... 6 Search Profile Verification Team Submittal Team Approval District Registrars Roster and Passes - Approved Tournament Team and Guest Players Add Player and Coaches to a Tournament Team Adding Guest Player Guest Player Approval (Club Presidents ) Adding Photos to Player/Coaches Pass Bulk Player/Coach Photo Uploads Fixing Duplicate Players/Coaches Appendix A Excel Upload Format of 40 5/3/2016

3 CJSA Online Registration Registrars Guide For help with using this system please contact Joe Zizik CJSA Registrar at or Request Access Go to First select your district (Figure 1). Figure 1 Select District Fill out the all the fields in the form (Figure 2). Figure 2 Request Access Form 5/3/ of 40

4 CJSA Online Registration Users Guide If an address is already in use an error (Figure 3) will be displayed saying the is already in the database. If this happens use forgot? link (Figure 6) on the login screen. Figure 3 Request Access Error Once you have successfully created your account you will get a message (Figure 4) and saying it may take up to 3 days to get your access approved. The 3 day notice is only because if you don t show up on a club affiliation form, we will have to research why you are requesting access. Normally this will take about an hour to verify your requirement to access the system. Figure 4 Access Acknowledgement 4 of 40 5/3/2016

5 CJSA Online Registration Registrars Guide Login Go to click the login link in the top menu (Figure 5). Figure 5 Home Page Enter your User ID and password (Figure 6). Your login ID is the address used to create your account. For forgotten passwords use the Forgot? link to the left of the password box. Figure 6 Login Page 5/3/ of 40

6 CJSA Online Registration Users Guide The welcome screen will appear after log in (Figure 7). The Screen has changed to include upload help documents and the Excel Template. Notifications are displayed at the top in blue or yellow depending on if it s just a note or something more important to read. There is a player and adult count this is your total counts for the year current year. This may change to include this year and next year s information. Figure 7 Welcome Page File Upload The File Upload is the second menu item in the menu bar (Figure 8). When you select an item from the menu bar, it will turn yellow indicating that you are on the page. To upload a file, select the Browse button and choose a file from your computer. Figure 8 File Upload 6 of 40 5/3/2016

7 CJSA Online Registration Registrars Guide A popup box will be displayed to select the file required for upload (Figure 9). The only file types allowed to import are Excel (.xls) or League Organizer (.loa). Select the file and click on the Open button. Then select the Upload File button in (Figure 8). Figure 9 File Selection Box A successfully upload message will appear after the file is uploaded indicating the size of the file (Figure 10). Select the Process File button to continue. Figure 10 File upload successful 5/3/ of 40

8 CJSA Online Registration Users Guide When the file is being processed a popup window will appear (Figure 11). Figure 11 Upload Progress Once the file is completed, a message box will indicate how many records were successful and how many failed (Figure 12). Figure 12 Upload Complete Errors are displayed with an option to Export to Excel (Figure 13). The Record number that is on the page is the actual line number in your original upload file. When exporting the file to Excel, only the players and coaches that did not load will be generated into the file. Either use the original file that was upload or use the downloaded excel file to make any corrections. The excel file will have a column with the errors and the error will be in red text. 8 of 40 5/3/2016

9 CJSA Online Registration Registrars Guide Figure 13 Error Display When downloading the Excel file, the options are, Save File or Open with (Figure 14). In either case when the file is opened in Excel, a message will say you are trying to open a file that is in a different format than specified by the file extension (Figure 15). Click on Yes to continue. Figure 14 Download Excel File 5/3/ of 40

10 CJSA Online Registration Users Guide Figure 15 Excel File format message When saving the excel file back to your computer make sure you Save As and change the file type to xls (Figure 16) so it will save in the correct format to load. Figure 16 Save As Excel The next menu item is Files Processed (Figure 17). It will display any uploaded files, records processed and records failed with a link to the failed records. Figure 17 Files Processed Search The next menu item is the Search (Figure 18). The search page has three tabs, Team, Player Search and the Search Results. 10 of 40 5/3/2016

11 CJSA Online Registration Registrars Guide Figure 18 Team Search The first tab is to search for teams. There are four ways to do a team search. Team name is a look ahead, as you type it will continue to fill the dropdown (Figure 19). The Team Level, Age Group and Gender a fixed dropdown lists. Figure 19 Team Name Look Ahead Dropdown The Search Results screen will either display the list of teams (Figure 20) or players (Figure 26) that were searched for. 5/3/ of 40

12 CJSA Online Registration Users Guide Figure 20 Team Search Results The Team Search screen provides a link to the team by clicking on Team or you can delete a team by clicking on the red delete icon. The Team Information page will display the team, coaches and players information (Figure 21). From here you can print a roster, player/coach passes, or be able to delete someone from the team. Figure 21 Team Information Printing the player passes can be done by team or individual(s). To print the entire team, click on the Player Pass button. A message will display (Figure 22 ) that indicates you are printing all the player passes. If you need to print just a few passes, select the checkbox next to the player or coach and click on the Player Pass button. In both cases a PDF file will be generated that you can print. 12 of 40 5/3/2016

13 CJSA Online Registration Registrars Guide Figure 22 Player Pass message To delete someone from the team, click the checkbox next to the player/coaches name and select the Delete Button. A message box will popup asking you to confirm the number of deletions (Figure 23). That person(s) will be deleted from the team, but not from the system. Figure 23 Player/Coach Delete Clicking on the edit icon will display the player or coach information screen (Figure 24). 5/3/ of 40

14 CJSA Online Registration Users Guide Figure 24 Player Screen from team search On the player search, the Last Name has the same look ahead as the Team Name search (Figure 25). Figure 25 Player Name Look Ahead The search results will display a list of players (Figure 26) with a hyperlink on the players name to the player information screen (Figure 27). Currently there are no edits allowed on this screen and unlike the player information screen from the team search there is no team information displayed. 14 of 40 5/3/2016

15 CJSA Online Registration Registrars Guide Figure 26 Player Search Results Figure 27 Player Screen from player search Profile The last item in the menu is the profile page. You can change your Password, Phone Number and address (Figure 28). 5/3/ of 40

16 CJSA Online Registration Users Guide Figure 28 Profile page Verification The verification menu will list all of the players that are not verified (Figure 29). Select the Team Level to sort by Rec/Comp/Premier/Tournament/HS players. This list is only non-verified players. Coaches are verified through the background check process which is automatically run at 11 PM every night. Make sure you are uploading the correct name and birthday of your coaches. The first name, last name and birthday have to match what is supplied in the file from the background vendor. Figure 29 Verification 16 of 40 5/3/2016

17 CJSA Online Registration Registrars Guide Team Submittal To submit teams for District Leagues, Premier Leagues, CT Cup, State Cup or Tournaments select the Submit for Approval button (Figure 30). Figure 30 Submit for Approval If the team is not ready to be approved because of non-verified player(s) or coach(es) you will get a Verification Error message (Figure 31) indicating what will need to be corrected before you can submit your team for approval. Figure 31 Verification Error A Selection Box (Figure 32) will be displayed over the current team page so you can select what the team needs to be approved for. Figure 32 Selection Box 5/3/ of 40

18 CJSA Online Registration Users Guide The status of the team will change to Submitted and will display what the team has been Submitted For (Figure 33). Your team is submitted and you are waiting on the District Registrar to approve your team. Figure 33 Submitted For Team Approval District Registrars At this point the team is ready for approval and the district registrars will see a Pending Team Approvals table (Figure 34) on the welcome page. Clicking on the team name will take you to the team page and in the menu header you will have an Approve button (Figure 35). Clicking the Approve button will change the status from Submitted to Approved (Figure 36). Figure 34 Pending Team Approvals Figure 35 Approval Button Figure 36 Approved Status 18 of 40 5/3/2016

19 CJSA Online Registration Registrars Guide Roster and Passes - Approved Once the team is approved the approved roster and passes can be printed. You must use the new player pass format that prints on one side. Contact your District Registrar or the CJSA Office to get your passes. The menu has changed to include the Approved Roster and Player Passes Buttons (Figure 37). You can resubmit the team at any time if something changes using the Submit for Approval, but you MUST select everything you want the team approved for again. If you were to change players on the team the roster will be removed from Approved status and the roster will have to be submitted again for approval. Figure 37 Passes and Rosters Printing Samples of Approve Roster (Figure 38), Unapproved Roster (Figure 38) and Approved Passes (Figure 40). Figure 38 Approved Roster 5/3/ of 40

20 CJSA Online Registration Users Guide Figure 39 Unapproved Roster Figure 40 Approved Passes 20 of 40 5/3/2016

21 CJSA Online Registration Registrars Guide Tournament Team and Guest Players From the team Search menu you can now add a Tournament team. Select Add Team (Figure 41). Enter the Team Name (including the name of the tournament) then select Age Group and Gender from the drop down menus, click Add Team when finished. Figure 41 Add a Tournament Team The returned page after the team is added will allow you to click the here link to add your players and coaches (Figure 42). Figure 42 Add Players and Coaches 5/3/ of 40

22 CJSA Online Registration Users Guide Add Player and Coaches to a Tournament Team Using the button on the team screen you can add Coaches, Manager, Players or Guest Players (Figure 43). Figure 43 Adding Coaches and Players Selecting the Add Coach, Add Asst Coach or Add Manager will give you a list of all the registered coaches in your club. Simply pick one or multiple coaches to add to your team (Figure 44). When a coach or player is already on the team it will display that information under the Current Team column (Figure 45). Figure 44 Add Coach/Manager to team 22 of 40 5/3/2016

23 CJSA Online Registration Registrars Guide Figure 45 Current Team display Adding players to the team is the same as adding coaches, this display age appropriate player and younger up to 3 years (Figure 46). Figure 46 Adding players 5/3/ of 40

24 CJSA Online Registration Users Guide Once the players are added returning to the team screen will display the players and coaches/managers that are on the team. Figure 47 Team screen 24 of 40 5/3/2016

25 CJSA Online Registration Registrars Guide Adding Guest Player To add a guest player you would select the Add Guest from the Player section of the team screen (Figure 43). Once on the Guest player request screen you would enter the players State ID and click Search (Figure 48). Figure 48 Adding guest players The players information will return. If this is the correct player select the check box and click next at the bottom of the screen (Figure 49). Figure 49 selecting the player 5/3/ of 40

26 CJSA Online Registration Users Guide Select which team/club the player is being used from (Figure 50). Then select Next. Figure 50 Selecting the current club If the player is roster to multiple clubs you would always select the premier team for guest approval (Figure 51). Figure 51 Gust player on multiple clubs 26 of 40 5/3/2016

27 CJSA Online Registration Registrars Guide If this information is correct select Done. Figure 52 Team guest player is being request for You will get a successful message if the player was correctly submitted for approval (Figure 53) Click Ok to continue. You will be taken back to Step 1 to add another guest player to the same team. Figure 53 Player has been submitted for approval 5/3/ of 40

28 CJSA Online Registration Users Guide Guest Player Approval (Club Presidents ) Club presidents will receive an about approving a guest player (Figure 54). Figure 54 Guest Player Request for Approval Logging into the registration system will display the Pending Guest player on the welcome screen (Figure 55). Click Review to start the approval process. Figure 55 Pending Guest approval 28 of 40 5/3/2016

29 CJSA Online Registration Registrars Guide The guest approval screen will display all the information about the player being requested for approval (Figure 56). Click the Approve button if you approve this guest player request or type in a reason for the rejection and select Reject. Figure 56 Guest Player Approval The Approval (Figure 57) or Rejection (Figure 58) Notice will appear after you select one of the two buttons. Figure 57 Approval Notice Figure 58 Rejection Notice 5/3/ of 40

30 CJSA Online Registration Users Guide The CJSA office will have final approval of all guest players. You will receive an once the approval or rejection is complete. If approved the player they will be placed on your team with a G in the Status Column (Figure 59). Figure 59 Player on the team as a guest. Adding Photos to Player/Coaches Pass From the player or coaches screen you can now add a photo of the person. Click on the blank image or photo once it s loaded (Figure 60). Figure 60 Player screen with blank photo After clicking the photo you will get an upload photo screen (Figure 61). Select the Browse button. Note that the file must be in jpg format and be less than 10,000 bytes. You can reformat and crop photos at or any local software that will crop and resize a photo will work. Figure 61 Upload Photo 30 of 40 5/3/2016

31 CJSA Online Registration Registrars Guide Select your photo and click Open (Figure 62). The click the Upload Button (Figure 63). Figure 62 Select Photo Figure 63 Upload Button If you upload a file that is not the correct size you will receive the following error (Figure 64). Otherwise if you file uploaded correctly you will see upload successful (Figure 65). Figure 64 Upload Photo error Figure 65 Upload Successful Once the photo is loaded the page will show the photo on the right side of the screen where the blank image was (Figure 66). 5/3/ of 40

32 CJSA Online Registration Users Guide Figure 66 Player/Coaches Screen with Photo Printing player and coaches passes have not changed it will just print with the picture now so you must user the new player pass forms. Bulk Player/Coach Photo Uploads To start you will have rename your upload photo files to the coach or players State ID number (coach would be CTA jpg, player would be CTP jpg). Select from the menu Upload/Mass Photo Upload (Figure 67) Figure 67 Mass Photo Upload Menu 32 of 40 5/3/2016

33 CJSA Online Registration Registrars Guide A mass photo upload box will be displayed. Simply drag and drop your upload photo s here or click on the box and a pop up file explorer window will open Figure 68 Mass Photo Upload If the photo s is correct it will begin to upload instantly once you drop it on the screen (Figure 69 left image) otherwise if there is an issue or the photo is too large you will see a message when you mouse over the image in the upload box and there will be a shadowed X in the middle of the image (Figure 69 right image). Figure 69 Mass Photo Upload Once the upload is complete a check box will appear over the image (Figure 70). Figure 70 Mass Photo Upload Complete 5/3/ of 40

34 CJSA Online Registration Users Guide Fixing Duplicate Players/Coaches To fix a duplicate player or coach in the system you would go to the player or coaches edit screen. From there you will see a Remove or Fix button. Remove will appear if there is Duplicate entry that is not invoiced and never been on a team. The Fix button will appear when the player or coach is on a team or been invoiced. This will show how many teams the player/coach is currently on and if they have been invoiced. 34 of 40 5/3/2016

35 CJSA Online Registration Registrars Guide Figure 71 shows a player that is a duplicate and has been invoiced for both ID s. The player is verified for one ID but not the other. The birth dates are different. This player should NOT be fixed because they are not the verified player. Click on the State ID in the Duplicates entry and fix the player with CTP , which will delete the ID CTP Figure 71 Player/Coach Duplicate Fix Figure 72 show the correct player to fix. Figure 72 Player/Coach Duplicate Fix 5/3/ of 40

36 CJSA Online Registration Users Guide Once the player is fixed the Duplicate will go away and the number of teams will increase by the number of teams that was from the duplicate player (Figure 73). Figure 73 Player/Coach Duplicate Fixed NOTE that once you delete this player the invoice will only show the player with ID CTP If you had an adjustment for this player in the invoice you wouldn t be able to tell that was adjusted. 36 of 40 5/3/2016

37 CJSA Online Registration Registrars Guide Figures 74 and 75 has two brothers. Aaron has two ID s and Ryan has one. Aaron was entered with Ryan s birthday so it was in error. To fix this you would go to the correct ID for Aaron CTP and select the fix for the bad record CTP Figure 74 Player/Coach Duplicate Fix Figure 75 Player/Coach Duplicate Fix 5/3/ of 40

38 CJSA Online Registration Users Guide A premier player that is on two premier teams because one was added by mistake with different name or birthday must be deleted from one of the teams before the fix button will appear (Figure 76). Figure 76 Player Duplicates on Premier teams Duplicate Players that are not on a team, not verified and not invoiced can be deleted (Figure 77). Figure 77 Delete Duplicate Player 38 of 40 5/3/2016

39 CJSA Online Registration Registrars Guide Appendix A Excel Upload Format The format for the Excel file has both required and optional fields. All optional fields can be removed from the file before uploading. The format of the file is no longer rigid, all the required fields must be in the file but the position no longer matters. Also, if you have a column heading that doesn t match one of our reserved names that column will not load. If you have other columns in your excel file that you use for something else (total, other numbers, etc.) you can leave them in the file and the upload will ignore them. You can download the example template from the registration web site. The use of Tournament as a Level will now allow you to upload a team that has premier players that cannot play on two premier teams or use guest players from other clubs. When using a guest player make sure the StateID is included in the upload file for that player. The use of tournament will still require the roster to be approved by your district registrar. The required columns are: TeamName Level Rec/Comp/Premier/Tournament/HS AgeGroup U<age group> Boys/Girls/Coed FirstName LastName PersonType 0 = Player 1 = TeamManager 2 = Head Coach 3 = Assist Coach 4 = Team Parent -doesn't print on roster Gender M/F BirthDate mm/dd/yyyy Street City Zip State Abbreviations are fine (example: CT Connecticut, NY - New York, etc.) Country United States PhoneNumber 10 digits only The optional columns are: StateID 5/3/ of 40

40 CJSA Online Registration Users Guide If you have the state Id it would be good to start using it as part of the uploads. MiddleInitial SSN Driving License Number Unit This is no longer required for anyone, but would be nice to have for coaches. Also, one family can use the same address for everyone. Jersey This is not required but if you put it in the file it will print on the roster MultiRoster This is not required and only accepts P for Primary and S for Secondar Age groups are (download the full age group list from the welcome page): U04 or U4 U05 or U5 U06 or U6 U07 or U7 U08 or U8 U09 or U9 U10 U11 U12 U13 U14 U14 U16 U17 U18 U19 Short Sided or Developmental When adding a Short Sided or Development team, use the following identifiers: SS Short Sided for Comp and Premier D Developmental Premier Only These can only be used with the following age groups: U11 SS Boys U11 SS Girls U12 SS Boys U12 SS Girls U10 D Boys U10 D Girls U11 D Boys U12 D Boys U19 D Boys U11 D Girls U12 D Girls U19 D Girls 40 of 40 5/3/2016