Creating Coach and Team Official Accounts

Transcription

1 Creating Coach and Team Official Accounts The Arkansas and Oklahoma State Soccer Associations will be using our software to process Volunteer Disclosure Forms (VDF) and background checks. Your state organization will have final say on approval of volunteers and coaches. Both states require submission of social security numbers. Social security numbers are encrypted within our system and are not visible to anyone except to those designated as risk management officials by the state organizations. Additionally, answers to the VDF questions can be seen only by the state organization, not by club officials. If a person has multiple GotSoccer accounts, for example a coach, manager, board member,, they will only need to fill out risk management information once. Our system will search for all other accounts where the name, birth date, and address, are identical. If the person is listed in one account as Bill Cameron and another as William Cameron, we will not automatically approve the second account. Please ask the people requiring VDF to make sure their name, address, and birth date are the same for all your GotSoccer accounts. If you have questions please contact; Josh Poe (josh@gotsport.com) or Ria Owen Thomas (ria@gotsport.com). You may also contact the registrar charged with generating your cards and rosters. Logging In to GotSoccer 1. Go to 2. Click on the Soccer Clubs link

2 Screen Shot 1 3. Enter your Username and Password and Login Screen Shot 2

3 4. You will see some tabs at the top of screen, please click on the Club tab Screen Shot 3 5. You are now in the Club section of GotSoccer. Please note the Blue banner on the left side of the screen. It will always tell you which module you are currently on. Screen Shot 4

4 Creating Coach and or Team Official Accounts 1. To create Coaches or Team Officials click on the Coach or Team Official link in the dark blue menu bar. Note: States may enforce their risk management policy, see screen shot 1 above. If they do, a club cannot add a coach to a team until they have received risk management approval from the state. Screen Shot 5 2. In both cases you will see a link that says Create Coach Profile or Create Team Official Profile depending on the link you clicked. The example below assumes you clicked the Coaches link and want to enter a profile for a coach. Screen Shot 6 3. The next step is to enter the coach s information. (Note: If the coach is a parent of a player registered into a GotSoccer Program, our club extend account. There is a link that automatically

5 fills in the profile information. See 8 below for details.) You must fill out the information that is circled in red. Full legal name, State registered, whether they are a Primary and or Assistant Coach, their (this is a critical piece of information), a User Name (perhaps your club initials and last name, each User Name must be unique) and a password. The password can be the same for multiple accounts. Press Save to create the account. This will create the account and send an with the login instructions to the coach or team official. Screen Shot 7 4. If you registered players and one of the parents has volunteered to coach and the parent filled out the parent Information section of the registration form you can create a coach profile directly from the registration page. Let s run through a scenario: a. Your club created a registration program called Fall 2008 Club Registration b. Click on the Club tab, then the Program link on the dark blue menu bar

6 Screen Shot 8 c. You will see a list of the clubs current Programs and past programs. Look for Fall 2008 Club Registration and click on Registrations to go directly to the Program Registration page for this specific, Fall2008 Club Registration, program. Screen Shot 9

7 d. You will now be in the Program Registration Search Filters area. If you know the name of the player whose parent wants to coach, type it in the Player Name box and hit Apply Filters. In this demonstration the player s last name is Nolan. Screen Shot 10 e. Next click on N/A or the player id in the ID# column, circled in red above. f. Scroll down the registration form and look to the right. You ll see the player Parent Information. Below each name you will see a Create Coach link.

8 Screen Shot 11 g. Click on the link and the system will open a Create new coach form and auto fill in most of the information. You ll must designate the person as a Primary Coach and or Assistant Coach and give the account a User Name and password. (Note: if you don t create a user name or password the system will create default login information. The club can change the User Name and or password at a later date and the coach can change the password, but not the User Name. All User Names must be unique in the system. If the id is rejected, try another.

9 Screen Shot 12 h. When you make a coach profile from the Related Player registration form, we will attach information regarding that player to the coach s account. This will make it easy to place the coach on the player s team.

10 Screen Shot 13 i. The process is similar for team Officials. You will find a drop down box instead of two check boxes. The choices are Manager, Trainer, Team Parent and Other. You will still have to enter the Name, Role, , and Login info.

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12 ing Coaches or Team Officials As mentioned above, an is sent to a coach or team official when a profile is created. The will look like this: Screen Shot 15 j. The coach login link is provided k. The User Name is provided l. The password is provided 5. You can also send a reminder to all coaches or team officials: a. Click on Coach or Team Official (see Screen Shot 4) on the dark blue menu bar b. If you have more than 25 coaches, change the Page Size to Infinite (circled in red below) and press Apply Filters (circled in green below)

13 Screen Shot 16 c. The top left column of the coaches table will say Select. By clicking Select the system will place a check box next to every coach. You may omit one or more coaches from the by de selecting, un clicking, the check box. In this example, we have de selected Gavin Thomas and he will not get an . Screen Shot 17 d. Click on Selected Coaches, circled in green above.

14 Screen Shot 18 e. The next screen is the basic page for all our modules. There are a few minor additions or subtraction for players versus coaches, but the logic is the same. i. Decide if you want to send a Bulletin or personalized . The personalized includes the user name and password. ii. Decide if you want o send a plain text or HTML , see the red circles below. HTML allows you to do things like bold, underline, insert links, images, Plain text is as described. iii. Scroll down below the Selected Coaches list and click the Update Filters button. f. Choose a Sender and reply address. It can be different for different mailings, see the green circle.

15 Screen Shot 19 g. Type a subject for the and type or copy the message body. h. If you are using HTML you can see a preview of the , look at the bottom of the message box. We suggest using HTML and the following language and steps. Copy and paste the following text, you may of course edit it and please make sure the state info, OKSA or ASSA, in the first paragraph is correct. Coach, Club, and Team Officials An online volunteer profile has been created for you. This profile will be used to complete your volunteer registration, so that you may be approved to participate in the Oklahoma Soccer Association programs. We need your assistance to properly and securely complete your volunteer Risk Management requirements for this year. This information must be completed and submitted BEFORE you may participate in ANY activities as a club volunteer or be placed on a team roster in accordance with OSA's Risk Management Guidelines. A login link and your login information can be found at the bottom of this . You will need to log into your

16 profile and click the "Background Checks" link on the gray menu bar. Click on the "Submit New Report" and fill in all fields, including your social security number. Once you have completed the form, read the authorization waiver and click "I Agree" and "Submit" to send your information securely to OSA. Your ability to respond to this message promptly will determine how quickly we can complete the process of making you eligible to volunteer. We thank you for volunteering with the Oklahoma Soccer Association. For detailed instructions Click Here i. Next Highlight Click Here in the message box. This is the last line of the text you just pasted. Screen Shot 20 j. Hold down the Ctrl key (the control key) on your keyboard and press the letter K, remember you re still pressing the control key while pressing k. It s sort of like typing a capital letter. A Hyperlink box will appear. k. Copy the following link into the Hyperlink box

17 Screen Shot 21 l. Press OK m. The words Click here will appear in a different color and will be underlined. This is now a hyperlink. The URL you copied contains a PDF file with instructions to the coach or manager on how to complete their risk management process.

18 Screen Shot 22 n. Click Send, below and to the right of the message box, circled in blue below. o. The will look something like this: Screen Shot 23

19 p. The first Click Here will bring up instructions. The second Click Here will bring them to the login page. Their username and password are listed, see above. Once a coach is approved, their name will appear in the drop down box when creating teams, see creating teams. You can assign one coach to multiple teams. If the coach has other functions such as board member, team manager, the state can approval all accounts so long as the person s name, address and birthday are all identical in each separate account. Rosters and ID Cards The state, league or club registrar has the ability to allow clubs and individual teams to download rosters and ID cards. The availability is different in each state and can even vary within a state. Check with the appropriate registrar regarding your download rights. Downloading from the club account 1) In the Club account click on Teams.

20 Screen Shot 24 2) Once on the Teams page, click on the specific Club or Team name, they take you to the same screen. Screen Shot 25

21 3) Go to the Documents tab and you will see the documents available for printing. These documents are in PDF format Screen Shot 26 4) Click on a document and a PDF file will open. In this example we ve selected the Official Roster. Depending on your state or league, the information in this document may be different than our example. At the bottom of the page you ll find the registrar s signature. 5) If you have the ability to print cards and are using the preprinted USYSA card stock, make sure your printer s page Scaling is set to None.

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