Introduction to our Team Account

Transcription

1 1 Contents Introduction to our Team Account...3 How Team Accounts Are Created...4 Logging Into Your Team Account...5 Creating a New Team Account...6 Inside Your Account: The Overview Screen...7 Team Profile: Basic Team Info Tab...8 Team Profile: Team Record Tab...9 Team Profile: Contact Person & Hotel Coordinator Tabs...10 Team Profile: Documents Tab...10 Manager Information...11 Coach Information...12 Rosters...14 Rosters: Adding Players...15 Rosters: Locked Rosters...16 Rosters: Event- Specific Rosters...16 Rosters: Adding & Removing Primary Players from a Specific Event...17 Account Assistance...18 Account Assistance: Support Tickets...18 Account Assistance: Merge Requests...19 Events...20 Event Applications: Teams Tab...21 Event Applications: Hotels Tab...22 Event Applications: Rooming Tab...23 Event Applications: Application Status Tab...24 Event Applications: Schedule Tab...24 Event Applications: Requests Tab...25 Event Applications: Misconduct Tab...25 Event Applications: Guests Tab...26 Event Applications: Support Tab...27

2 2 Events: Permission to Travel...27 Events: Permission to Travel Adding Events...29 Events: Non- GotSoccer Events & Your GotSoccer Account...30 Game History: Game Records Team...31 Player Information - Player Profile Tabs...32 Player Information: Account Info Tab...32 Player Information: Parent Info Tab...33 Player Information: College Recruiting Tab...33

3 3 Introduction to our Team Account Every youth soccer team in the nation can have a free GotSoccer team account. The team account is the most often used account in our system. Over 100,000 teams have accounts. The account is used to: 1) Apply for tournaments and Leagues 2) Manage event applications after an application has been submitted 3) Maintain team contact information (coach and manager) 4) Maintain rosters 5) players 6) The vehicle through which team history and ranking points are kept and credited. 7) The way to communicate with GotSoccer A team should only ever have one account. It should continue as long as the team is in existence. It can be used to enter every GotSoccer tournament and league. It is the account that all rankings history will be attached. If you create a second or third account, ranking points will be split and you will incur additional work. Additionally, team accounts can be used for only one team. Never submit applications for multiple team using the same account. Each team must have their own team account.

4 4 How Team Accounts Are Created Team accounts are created in four main ways: 1) By a club or association that uses our club software. In this case usernames and password are created by the registrar or other club officer. The team roster is usually completed by the club and the username and password are sent to the manager or coach by the club or association. 2) By an event tournament or league that uses our software. This data is either uploaded by the event or created in a TBA situation. These accounts often lack proper team manager and information. 3) Directly from the Team Account login area. 4) When a team, without an existing account, wants to apply to one of the tournaments that use GotSoccer software. In this instance the team manager establishes the account during the application process. Below is a screen shot of an event registration using the highlighted area will result in the creation of a new account. If you are in a state that uses our software it is crucial that your team maintains one team account for all your GotSoccer data. At no point should your team need to create a new GotSoccer account. If you re in a GotSoccer State, please contact your club for assistance with accessing your team account before creating a new one!!

5 5 Logging Into Your Team Account If you have your team login information: Go to and select User Login from the menu bar on the right side of the page. Click on the bar for Teams. Enter your username & password into the login area for Teams and click on the Login button. Retrieving Your Username & Password If you ve lost your username or password, click on the Team Password Lookup link listed below the Team Account login screen. Enter your address & click the submit button.

6 6 Creating a New Team Account STOP! If you are in a state that is using our software it is important to know that you should never need to create a new account. If you create a new account when your team already has one you will need to submit what s called a merge request there is a $25 fee associated with each merge request. Instead, please contact your registering body and request they provide you with the username & password to your existing team account. If you are positive that your team does not have an account click the Create Your Account link just below the Team Login area, under the heading New to GotSoccer? Enter the team information in the fields provided and click on the Register button at the bottom of the page. If you have entered an event, you can go back to the event application and register using your username and password. Instead of bringing up the event application, our system will now open your team account and bring you to the event application page. This is the same as logging in using the Team Account login area described above then opening the event application. Working with event applications is described in the Events section below.

7 7 Inside Your Account: The Overview Screen The first screen that appears when you log in is the Overview screen. It contains, among many other features, the following: 1) The main menu bar (navy) and the sub- menu bar (grey) 2) Any Accepted, Pending and past event applications, 3) If your team is linked to a club account it will be listed here (not all team accounts are attached to club accounts). Some of the things you can do from the Home- Overview Page are: Request permission to travel using the etravel link* listed below each event. Contact an upcoming event using the blue Support link listed below each event. View & Print a Team Contact sheet View your public rankings page

8 8 Team Profile: Basic Team Info Tab The Team Profile link can be found on the gray menu bar. It takes you to your Team Profile Basic Information page. You can control most of the basic team settings from this page, including: Team & Club Name listed on profile Age group & gender State listed in Team/Jersey Colors Account username & password Team Photo Displaying your Team Roster on your Rankings Page Make sure you hit the Save button after make any changes on this page.

9 9 Locked Profile If your team profile is locked, you will not be able to make any changes to the data listed on the page. You will see a box at the top of the page that looks like this: If your profile is locked you will need to contact your club/registering body in order to make any changes to the page. Team Profile: Team Record Tab The Team Record tab is for manually entering any non- GotSoccer results that are not already included in your team rankings page. Please note data entered here will not be displayed on your rankings pages. This data will only be seen by events you apply to using your GotSoccer account. To access this screen click on the tab labeled Team Record.

10 10 Team Profile: Contact Person & Hotel Coordinator Tabs The next two tabs are storing the personal contact details for the main Team Contact & as well as the Hotel Coordinator, if you have one. The following page has screen shots for both of these tabs. The main difference between the two is the ability to create a unique password for the Hotel Coordinator. Team Profile: Documents Tab This tab is only available if the registrar for the state or event allows documents to be downloaded by a team. Click on the Document Tab, then click on the name of the item you wish to print. When the dialogue box pops up (for windows users), click on Open to open the PDF file. If you are trying to print documents for a specific event, such as game cards, please see the Events section of this manual.

11 11 Manager Information Teams can add managers, assistant managers and more on this screen. Select Manager from the grey menu bar: If blank, enter the manager information in the fields provided & click Save at the bottom of the page. After clicking save the option to upload a photo will appear to the right of the Name & Date of Birth fields. Some of these individuals can be placed on the team by the club or association. If the manager is placed on the team by a club or association that uses our club software, the information will not be editable by the team. The manager will need to contact their club to edit this information or to access their account.

12 12 Coach Information Teams can add coaches & assistant coaches from this page. Select Coach from the grey menu bar: If blank, enter the coach data and click save at the bottom of the screen. Like the manager account, the ability to upload the photo appears after you save the coach for the first time. Some of these individuals can be placed on the team by the club or association. If the coach is placed on the team by a club or association that uses our club software, the information will not be editable by the team.

13 13 Coaches: Public Profiles The coach also has the ability to enter some additional profile information, such as their coaching credentials and any other relevant information. They can enter this information in the HTML Editor box on the right side of their profile page. Even if the contact information for a coach is locked you will still be able to edit the HTML Profile listed on this page. To display this information on your team public page, check the box labeled Publish Coach Profile and click the save button below it. Below is a screen shot of where this profile is displayed on the public pages.

14 14 Rosters To access the roster area, select Roster from the grey menu bar: Below is a screen shot of the roster view: The primary roster in your account is simply a list of players associated with your team. Primary should not be confused with Official. This is NOT the same as your official roster. The primary roster is simply the MAIN list of players associated with your team. These players all have your team set as their primary team.

15 15 Rosters: Adding Players To add a player to your primary roster click on the Add Player button listed below the Primary Roster. If you do not have the Add Player button please see the section on locked account on the next page. Enter the player data and click the Save button. We suggest entering as much information as possible, but the following fields are required to add any player to the system: First & Last Name Gender Date of Birth State Registered Address City State Zip Once you click Save, you can access the rest of the player profile tabs as well as the photo upload feature. These player tabs are covered in more detail in the Player section of this manual. To remove a player click on their name from the Roster page & click the delete at the bottom of the page. After adding a player we always suggest that you immediately also enter a Username &

16 16 Password for that player in the Account Info tab. This creates an account for that player that is attached to your team. Please see the Players: Account Info section for additional instructions. Rosters: Locked Rosters If you club or registering body locks the player data in your team account you will not be able to add or delete players from your account these buttons, Add Player and Delete Player, will be missing. If an event locks your player data, it does not always prevent you from making changes to your account. You will see a warning at the top of each player profile notifying you that the data is locked and which event has locked it. You can still edit the player, but those changes will not be reflected in any event data, such as game cards. Rosters: Event-Specific Rosters You can use the drop- down list above your Primary Roster to view the player list associated with specific events. These player lists can include any additional guest players for that event as well as exclude the players from your primary roster that will not be attending that event. Select the event from the drop- down list and click the Go button. Players listed GREEN are guest players assigned to your team for this event. To edit their information for this event please see the section on Managing Event Applications. Players listed in ORANGE are players from your primary roster that are NOT attending this event with you and will not be seen by the event. To manage these players please see the next section.

17 17 Rosters: Adding & Removing Primary Players from a Specific Event If a player on your primary roster is not attending an event you are registering for you can remove from the event either during the application process or from your account after the application has been accepted. When applying to an event the second step in the application process is the event roster. If your roster is not locked, you can add or remove players while registering for an event. If you need to remove a player from an event after you ve submitted the application you can do so by clicking on the player name from the roster section of your account then clicking on the tab labeled Event Attendance.

18 18 Account Assistance Click on Account Assistance on the grey menu bar: This area can be used for the following: - - Contacting GotSoccer regarding with technical questions regarding your team account or rankings. - - Submitting a Merge Request in the event of duplicate team accounts. - - In some states, teams can also contact their state association through this page, if the state is using our software and has chosen to accept requests from teams. STOP!! Not all requests should be directed towards GotSoccer. If an event is using our software, most requests regarding that event should be sent to the event directly. GotSoccer cannot make changes to data such as schedules, scores, payment information, or application status. To contact an event directly, please see Event Applications: Support Tab. Account Assistance: Support Tickets For technical questions regarding your GotSoccer account or for any rankings questions you can contact GotSoccer directly by submitting a support ticket. Click on the button to Open a Support Ticket. If applicable, choose whom you are trying to contact (contacting your state will only be available in states that are using GotSoccer & have chosen to accept support tickets from teams). Complete the fields requested and click the Submit button at the bottom of the window. If your request is directed towards your State Association but they are not listed here please do not submit your ticket to GotSoccer. Instead please contact your State Association outside of your GotSoccer account.

19 19 Account Assistance: Merge Requests If your team has duplicate accounts you will need to submit a merge request to correct this. There is a $25 fee associated with each merge request. You should only merge accounts for the same team. Click on the button to Search Matching Teams. A list of possible matches will be displayed. If you do not see the account you re trying to merge use the link listed below the list, Click Here to browse more teams. Once you locate the correct team account, click the Select link listed next to the team. The light blue box on the left displays the account data for the account you are currently logged into. The beige box on the right displays the account data for the account you selected on the previous page. Using the drop- down menu, select the account you want to keep. Make sure the arrows are pointing TOWARDS the account you want to KEEP!! Enter your payment information in the box at the bottom of the window and hit the Continue button. Rosters in Account Merges: We do not COMBINE roster data in merges. If only one account involved in the merge has roster data this is not an issue. If both accounts involved in the merge have roster data, only one of these rosters will be kept. Make sure the arrows in the image above are pointing towards to the account with the roster you wish to keep.

20 20 Events Upcoming Pending & Accepted applications are listed in the Home- Overview section of your account. If you click on the event name you will open the application for that event. Only GotSoccer events will be listed on the Home- Overview page. Upcoming Non- GotSoccer events will not be displayed in your account. To access all applications for upcoming, pending, & past events use the Events section of your account: Clicking on Events on the blue menu bar takes you to the My Events page. All events associated with your account will be displayed here. For teams who have entered the rankings, this page will include any PAST Non- GotSoccer events associated with their rankings profile. Please note Non- GotSoccer event data will only show up here AFTER the event has completed AND been added to the rankings. If the flight your team participated in is not included in the rankings the event will not show up here. If you click on an event name you ll be taken to the event application where you can see details about the application and modify certain fields. Each event has a series of tabs:

21 21 Event Applications: Teams Tab The Teams tab displays all of the basic information associated with that event and application. This is the data that you have submitted to the event. When you submit an application the data associated with that application is partially locked. Some changes made within your account will not be immediately displayed to the event you ve applied for. Changes to the coach and manager can be made from this page. If you need to change the name you wish to be listed as or the age group you have applied for you will have to contact the event directly. These changes can only be made with the approval of the event. Please see the section on Event Applications: Support for further assistance with this.

22 22 Event Applications: Hotels Tab If your tournament requires you to book hotels and they use our software, you will find the list of available hotels on the Hotels tab. You will only be able to see the list of hotels after your application has been accepted. Please note this is NOT an online booking system. The Hotels tab displays the hotel options for that event as well as the contact details for each hotel. You must contact the hotel and make your reservation outside of your GotSoccer account. To browse the available hotels for the event click on the Hotels tab. Click on the hotel name to view rates, location, and contact information. Once you ve setup your reservation outside of your GotSoccer account, you ll need to enter your reservation information. Click on the hotel name from the Hotel list and enter the Hotel Reservation fields. Then click Add. This reservation will now show up under your Rooming tab.

23 23 Event Applications: Rooming Tab Once you ve entered your reservation information a summary will be displayed on the Rooming tab. From here you can create a Rooming List, create a printable copy of that list, or send it to the hotel. Start by entering the room number in the field labeled Room/Group. Use the drop- down list to select a player, coach, or manager or enter the guests name in the field labeled Guest. Once done, click the add button. Entering a new room number in the Room/Group field will create a new entry on the Room/Group drop- down list, allowing you to assign multiple people to each room/group. Use the links listed above the rooming list to send that data to the hotel or to view a printable PDF file.

24 24 Event Applications: Application Status Tab The Application Status tab will tell you if your credit card payment has been received and or your credit card has been charged. You can also update credit card information on this page. You can also find the address for any check payments to be sent to if applicable. Event Applications: Schedule Tab Teams can see their event schedule on the Schedule tab. If this is a league you may be able to: - Download Game Cards in PDF format - Submit Schedule Requests The availability of these options depends on your league.

25 25 Event Applications: Requests Tab Some leagues allow team to request blackout or no- play dates. If your league allows this, you will se a calendar listed under the Requests tab where you can submit these requests. You can specify an entire date when your team will be unavailable or a time window. To request an entire day, click on the Red (X) in the corner of a date. The selected day will be marked as a Requested Exception Date. To remove a requested date click the Blue (+) in the corner of that date. To enter a time frame on a specific date click the EDIT link on that date and enter the start and end time of when your team will be unavailable for play. Event Applications: Misconduct Tab Our system will keep track of all yellow and red cards by player, if the event has entered card information. These can be found on the Misconduct tab. We do not report these unless the state uses GotSoccer software. If you have questions or concerns they must be addressed by the event or league. GotSoccer does not enter this information.

26 26 Event Applications: Guests Tab The GotSoccer system allows player to enter a guest player pool only if the event opens the guest player pool. Your team must be accepted to the event to view the guest player pool you cannot view the guest players if your application status is Pending. A guest player must first register for the event as a Guest Player. This can be done from within the Player Account. Once they ve registered, they will be added to the Guest Player Pool for that event. To access the guest player pool, click on the Guest tab within an event application: Click on the player you wish to add to your roster. Select your team from the drop- down- menu, enter the players Jersey number for the event and click Update.

27 27 Event Applications: Support Tab The Support tab allows you to contact the event directly in the form of a support ticket. Please note, it is up to the event to check and respond to these support tickets. If you are unable to get a response from the event using the support tab, please contact them directly. Please do not contact the GotSoccer staff regarding event specific issues, such as: change in payment information, scheduling or scoring error/changes, changes to application data. These changes can only be made by the event. Click on the Open A Support Ticket button, complete the fields provided, and click Submit. You can also rate your experience at this event and leave feedback using the form provided. Events: Permission to Travel If your state is using GotSoccer you can request permission to travel using your GotSoccer account. For events that you applied to using your GotSoccer account you can request permission to travel from the Home- Overview section of your account. Under each upcoming event you ll see a Request link for etravel. Click on this link & please continue to page 28 for further instructions. For events not listed on your Home- Overview screen, click on Events on the main menu bar then Permission to Travel on the sub menu bar. Click on the etravel Search Events button. Enter the event name, state, or date range and hit the Go button to pull up a list of matching events.

28 28 A table of matching events will be displayed. Locate your event among those listed and click the Request link listed in the etravel column. If your event is not listed, please see Adding Events located on pages Depending on your state and when you submit your request different options may be available. Click the Request button next to the applicable option.

29 29 The appearance of this page can vary depending on the information requested by your state. Complete the requested information and click the Submit Request button at the bottom of the screen. This request will now show up under your Pending Travel Applications until approved by your state. Events: Permission to Travel Adding Events If you were unable to locate the event you are traveling to while searching return to the Events- Permission to Travel section of your account and click on the etravel Other Events button. Enter the information requested and click Continue. If matching events are found in our system you will be notified and given the chance to select them. If your event is listed use the Select This Event link. Otherwise, use the My Event is Not Listed button to continue. Please return to this icon on the previous page for further instructions

30 30 Events: Non-GotSoccer Events & Your GotSoccer Account The only events that will be displayed under your Upcoming or Pending applications area are those that are using our software events that you applied to using your GotSoccer account. You cannot add a Non- GotSoccer event to this list. If your team is included in the rankings, you will be able to access the Non- GotSoccer events that are associated with your Team Rankings page. A Non- GotSoccer event will ONLY be listed in your account AFTER the event has completed AND been added to the rankings. Once the event is listed under your Ranked Events on your Team Rankings page, it will show in the Events My Events section of your account. You can enter additional game scores for Non- GotSoccer events using the green link listed below the event. These games will be displayed under your Game History on your team rankings page, but will not be included in your Ranked Statistics or be eligible for achievement points. Game History: Game Records The results from GotSoccer events will be stored in your team account and viewable by events you apply to using your GotSoccer account. The results from GotSoccer event can be found by clicking on Game History on the blue menu bar. If the games listed are from a ranked event, these games will contribute to your ranked statistics.

31 31 You can add player achievements goals, assists, and saves - for each game. These will be included in the GotSoccer Player Rankings. Click the (+) symbol next to a game. Use the drop- down menus to select the player and the action (goal, assist, save). You can also enter the time and any additional notes. Click the blue (+) to log the player achievement. The amount of player data you can enter for a specific game depends on the score of the game. If the score was 1-1, as in the example above, you can only credit 1 goal, 1 assist, and 1 save for that game. Team The Team section allows you to send a group or text message to the players listed on your roster, including guest players. You can also send a text or to an individual player. Click on Team on the blue menu bar. You can your primary roster or an event- specific roster. To contact just one player use the drop- down labeled Send to Players. The Method drop- down allows you to choose between text message or . Enter your message in the field provided and click the Send Message button. You will see a confirmation of the message(s) sent and the address they were sent to.

32 32 If the player has a username and password setup, the e- mail will automatically include this information as well a link directing them to login to their player accounts. The Account Info tab is explained below. Please note the and text message function will only work properly if the contact information listed in the player profiles is correct. Player Information - Player Profile Tabs Once you add a player to your roster you create a profile for that player. All of the tabs listed for each player are part of their player profile. By entering a username & password into the Account Info tab, you allow that player to access this account. It is important that a player use the account that is attached to your team. If the player creates a new account the data they enter into that profile will not be included in the account attached to your team. We suggest completing the Account Info tab directly after adding a player to your roster. Player Information: Account Info Tab The Account Info tab stores the username and password of each player on your team. If no username or password is entered here that player does not have an account that is attached to your team. Completing the fields on this page and clicking the Save button will create an account for that player. The account information will then be automatically ed to the address entered under Player Info. You can re- send this information using the Team section of your account. **If you have a player that is updating their account but you are unable to see these updates it means that player is not using the account attached to your team. Please see the HELP section on merging player accounts for further assistance.

33 33 Player Information: Parent Info Tab The parent information tab is straightforward and simple. This area stores the contact details for that players parents. There are sections for inputting data on two parents or guardians. This screen shot shows the data collected on each parent. You can enter as much data as you like and click save; the system does not require data on this page to be completed before saving. Player Information: College Recruiting Tab The College Recruiting tab is crucially important for any team that is attending a showcase event that is using GotSoccer. These events usually provide the information collected on this page to the coaches that are attending their event. The more data your players provide the college coaches the better. Once a player is 15 years old the College Recruiting tab will be available for completion. For players who are not yet 15, the page will look like this:

34 34 After reaching the age of 15, the system will allow the player to enter a variety of data that will be seen by college coaches within our system. If your team is attending any college showcases using our software we strongly suggest your players enter as much data as possible on this page. The two screen shots below review the data collected. The data collected on this page will be viewable by: College coaches within their college coach accounts (access only permitted to verified coaches). College coaches at any showcase events your team attends.

35 35 Player Information: Event Attendance Tab The event attendance tab is covered in the Roster section of this manual. Please see page 17, Adding & Removing Primary Players from Event- Specific Rosters. Player Information: Emergency Info Tab Some events require attending players to provide certain emergency information, such as medical conditions or insurance. This information can be entered or accessed from this tab.