Virginia Youth Soccer Association Team Manager - Getting Started June 2018
Table of Contents Welcome to Affinity Sports...2 About this Guide... 2 Resources... 2 Accessing the Affinity Sports Platform...3 My Account...4 Completing Team Set-Up...9 Upload Player Photos... 9 Upload Player Birth Certificates... 10 Enter Jersey Numbers... 13 After Team Activation... 14 Printing ID Cards... 14 Print GDR... 15 Print Official Roster... 15 Travel Requests/Rosters... 15 Create New Travel Requests... 16 Background Checks... 18 Team Sports HQ Affinity Sports 1
Welcome to Affinity Sports Welcome to the Team Sports HQ Affinity Sports Platform. As a part of DICK S Sporting Goods, family of businesses, sports is at the heart of our business. We believe that Sports Matter and providing access to sports is a key priority for us. We are delighted to partner with Virginia Youth Soccer Association (VYSA) and provide our technology solutions to support your mission. About Us Team Sports HQ Affinity Sports is a wholly owned subsidiary of DICK S Sporting Goods. In business since 2002, Affinity Sports joined DICK S Sporting Goods in August 2016 and together with Blue Sombrero, a leader in online registration for youth sports, and Game Changer, a sports statistics and gaming app developer, makes up the Team Sports HQ Technology Division. Team Sports HQ currently has approximately 300 employees with offices in Atlanta, GA, New York, NY, Pittsburgh, PA, and San Diego, CA. About this Guide This Getting Started Guide provides Team Managers with an overview of various functions of the Affinity Sports Platform. We also provide TIPS and NOTES throughout this guide, to assist you in the use of the Affinity Sports Platform. Resources Technical Support Phone: 855-703-2564 Technical Support Hours:* Monday - Friday 7:00 AM - 6:00 PM PT Saturday and Sunday 7:00 AM - 3:30 PM PT * Holiday or Special Event Hours may apply VYSA Affinity Sports Help Center Find answers to your questions or submit a help ticket https://virginia-affinity-sports.zendesk.com Team Sports HQ Affinity Sports 2
Accessing the Affinity Sports Platform Login To access Affinity Sports, go to: https://virginia.sportsaffinity.com/ password located in the right hand side of your screen and click Login. NOTE: If you do not have a username and password, please click on the Forgot Password located under the green Login button. The system will send you an email with instructions on creating your login information. Duplicates Did you receive a system error that you have a duplicate account(s)? Please contact Affinity Sports Support Team at (855) 703-2564 to have the accounts merged together. Missing players / children from account If you or any of your parents do not see all of their children on their account, please contact Affinity Sports Support Team at (855) 703-2564 for further assistance. Team Sports HQ Affinity Sports 3
My Account Upon log in, My Account will display your profile dashboard. This will include your profile and any of your family member s user profiles in the Affinity Sports Platform. My Account will default to your profile. You can add a photo, update your contact information, username and password from My Account and see any teams in which you are assigned. The details available in your profile include: Personal Info - Update phone numbers and email addresses. (A player s name, gender and birthdate can only be changed by the club registrar). Applications - Shows any/all applications you have completed and if applicable, is also where you can view/print your receipt and any forms or legal agreements associated with your application. Details - Update personal information (personal and emergency contact information, etc.) Certificates - If required, upload and if available, any risk status documentation for admins (heads up concussion certificate, driver s license, etc.) Teams - View your or your child's team name and team ID. Click on the Team Info link to view the team's roster (coaches, players, etc.) Click Apply to Tournament to apply your team to a tournament. Events - View any events (tryouts, camps, etc.) you or your child has registered for or attended. TIP: To view details of other family members, choose View Details below their photo to bring up their user profile. There is also a Message Center where you will be able to view all emails sent through the Affinity Sports Platform to you. Emails will also go to your email address included in your user profile. Team Sports HQ Affinity Sports 4
Add picture Once logged in, the first thing you will see is your profile dashboard. To add a picture, use the Update Photo link under your ID Card. A pop-window will appear (if you do not see a pop up, please make sure that you do not have pop up blockers on). Click the Choose File button. Select the photo you would like to use from your computer. Crop or reduce the image size if needed, once complete, click Upload Image. Your profile photo will then be updated. This process can be repeated for all family members. Team Sports HQ Affinity Sports 5
Personal Info Use the Personal Info tab to update your information. Teams The Teams tab will show all teams in which you are assigned or rostered. Team Sports HQ Affinity Sports 6
Team Info The Team Info link for each team will take you to that specific Team Roster. Apply to Tournament From your Team Info screen above, click the Tournament tab to apply for a tournament that is in the Affinity system. Select the tournament from the drop down menu and click the Register button. Tournament & Schedule Applications Under the Teams tab, there is a secondary tab: Tournament & Schedule Apps.; click the View Tourn. App. link to review your application for a specific tournament. Team Sports HQ Affinity Sports 7
Schedules/Game Scoring When applicable, the Tournament & Schedule Apps tab will also list any pertinent Game Schedules. When you click on the Schedules/Game Scoring link, your team s specific schedule will appear. This is where you will access your game roster and where scores and statistics are entered. Team Sports HQ Affinity Sports 8
Completing Team Set-Up Upload Player Photos To upload player photos, you will need to access your Team Roster, through the Team Info tab. Click the players empty photo icon, a pop-up window will appear; click the Choose File button. Team Sports HQ Affinity Sports 9
Select the photo you would like to use from your computer. Crop or reduce the image size if needed, once complete, click Upload Image. NOTE: Once a player s photo has been uploaded, only your Playing League Registrar or Club Registrar can delete/change the photo. Upload Player Birth Certificates To upload a player s birth certificate, return to the Team Roster tab. Team Sports HQ Affinity Sports 10
Players without a (B) icon, do not have a birth certificate on file. To upload a player s birth certificate, click on the player s name or Player ID Number. The player s profile will appear. Click on the Click to upload BC icon located beside the player s photo. A pop-up window will appear; click the Choose File button. Team Sports HQ Affinity Sports 11
Select the image of the birth certificate from your computer. Crop or reduce the image size if needed, once complete, click Upload Image. Once complete, you can click the Team Name to return to the Team Roster, or select Previous Player/Next Player to upload additional birth certificates for additional players on the same team. Team Sports HQ Affinity Sports 12
Enter Jersey Numbers To enter jersey numbers for players, return to your Team Roster tab and click the Edit Player Team Info button, located at the bottom of the roster. Enter all applicable information in the table below and click Save Changes when complete. Team Sports HQ Affinity Sports 13
To Submit Your Team for Approval From the Team Status drop down select Ready to Activate and Click Update. Please remember to email your Club Representative to your team is ready for Activation. After Team Activation Printing ID Cards After your team is activated, return to the Team Roster tab and click the Print ID Cards PDF Team Sports HQ Affinity Sports 14
button, located at the bottom of the roster. Print GDR Return to the Team Roster tab and click the Print GDR button, located at the bottom of the roster. Print Official Roster Return to the Team Roster tab and click the Print Official Roster button, located at the bottom of the roster. NOTE: Turn off the pop-up blocker in your web browser to allow the ID Card or Roster PDF to display. Travel Requests/Rosters Any tournament out of state or not registered through Affinity Sports, that requires a travel Team Sports HQ Affinity Sports 15
roster. Not all tournaments require a travel roster so please confirm with the Tournament directly as to their roster Requirements. Create New Travel Requests To create a new travel roster, you will need to access your team roster, through the Teams tab. Select the Travel Roster tab and click the Create New Request button. Fill out all required information; click the Save & Continue button to continue. The next tab of the application, is the Roster tab; here you delete or add any admins or players; click the Save & Continue button to continue. Team Sports HQ Affinity Sports 16
Enter any comments for the tournament director; click the Save & Continue button to continue. Verify all information is correct; click the Submit Application button. Once submitted, Select the Review tab and click the Print Travel Papers button. This will open a PDF of all the travel documents. Team Sports HQ Affinity Sports 17
Background Checks All League and Club Admins must complete a Background Check through their designated club to be rostered to a team. Clubs using Trusted Employees through the Affinity Sports Platform should follow the following instructions to complete their background check. 1. Visit the VYSA Help Center: https://virginia-affinity-sports.zendesk.com/hc/en-us. 2. Click on the promoted article link labeled Background Check Providers. 3. A list of links to complete the background check based on your league/club will be available. 4. Once you have located your Club s Background Check account, click on the name to be taken to an online registration page. 5. Click on your club from the list and you will be taken to your clubs registration page. 6. Log in with your Affinity Sports username and password. NOTE: Some admins and players were uploaded to the Affinity system. Prior to creating a new account, please click on the Forgot Username or Password link. If the system does not find a match for the information you entered you will create a new account. Team Sports HQ Affinity Sports 18
You will see yourself and any family members associated with your account. Be sure your name appears in the Account Primary Contact location. If your name is not listed in the Account Primary Contact box, click on Switch Primary. Click Continue. Click Register as Coach/Admin. In the Play Level drop down menu, select Background Check. Ensure all your information is correct and fill in any missing required information (shown with red asterisks). Next, select your club from the drop down. If you are associated with more than one club, you must select them in the second drop down box. Click Save & Next Page. All 3 electronic legal agreements (ELAs) must be accepted to continue. Click the I Accept box next to each one. Click Agree & Continue. To view the status of your background check, select the Applications tab, in your My Account screen. Team Sports HQ Affinity Sports 19