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SportsEngine Member Management System

CLUB ADMINISTRATOR VIDEOS

ACCESS CLUB ADMIN MINI-SERIES VIDEOS HERE

This short video series covers an overview of the new system and highlights the largest changes club directors and club administrators should be prepared for. All videos can be watched in order by hitting the play button or you can hit the “playlist” button on the left to select a specific topic.

CLUB ADMIN HELP VIDEOS

These videos are specific to tasks and functions club admins will complete in the USAV MMS. Videos on this page can be viewed in order by hitting the “start watching” button or you can look for a video on a specific topic. These videos are also available from your Club HQ with its correlating help article.

CLUB ADMINISTRATOR DOCS & MANUALS

FREE HQ ADMIN GUIDE

PREMIUM HQ ADMIN GUIDE

There are two versions of these documents- one for clubs using free SportsEngine HQ and the other for premium SportsEngine customers. This is available within a club’s HQ.  Note, there is a “last updated” date in the top right hand corner of this manual.

HELP ARTICLES SORTED BY TOPIC

Help articles provide step by step written instructions alongside screenshots or videos of certain tasks.

How to Roster Coaches or Players From a Team Page

You must have "Admin" or "Webmaster" permissions to roster players or coaches to a Team Page.

NOTE: Coaches or players that were not registered through SportsEngine Registration will need to be rostered from the individual Team Pages.  

  1. Sign in to your SportsEngine website and turn on Edit Mode. 
  2. Go to a Team Page. 
  3. Click on the Roster tab. 
  4. Scroll down and toggle between the Player and Coach roster tab.
  5. Click either Add Coach or Add Player.
  6. Choose a method to roster. 
    • Create New Player
    • Add Player from Network Member Directory
    • Import Players from Registration
    • Import Player's from Excel
      • NOTE: If you don't see all of these options when rostering, update your Roster Settings. 
  7. Add the Player or Coach.

UPDATES: sending club assignment requests

Sending Assignments to Groups

SE Premium customers: Send club assignments to rostered teams, imports, groups, or smart groups!

USAV Freemium customers: Send assignments to a group of people who have been imported.

Navigate to USA Volleyball > Memberships. Locate the membership, click the three dots icon > Send Club Assignment Request. Type in the names of the group or import and click send.

Important note: Make sure you send assignments to the correct people, if your group contains both players and staff.

 

Sending Assignments from the Directory

Have just one person that needs an assignment? You can now send it directly from the directory.

Navigate to Members < Directory. Check the person(s) name, click Send Club Assignment Request.

 

Accepting Assignments from SE Account

Participants can now accept an assignment directly from their account. No more searching through emails; the invite will be listed at the top of their account when they log in. Applies to all previously sent assignments.

How to Send Club Assignment Requests

When a membership is purchased, an individual member will not have the option of associating themself with a club. The club must send a club assignment request to the individual who must accept. 

  • Navigate to "SportsEngine HQ"
  • Pre-determine who will be receiving an assignment request and confirm they are in your club's Member Directory.

If not, import members into your member directory before continuing.

  • Click USA Volleyball > Memberships
  • To the right of the membership needed, click the 3 dots icon.

  • Click Send Club Assignment Request. 
  • Search for people within your directory by typing their name(s).
  • Customize your message and click Send.

  • Member will receive an "Accept your Assignment Request from your club's name," they can then click Accept Assignment.

If the individual does not already have a membership purchased, they will be directed to purchase a membership before the association is complete.

CLUB DIRECTORS CAN PURCHASE MEMBERSHIPS ON BEHALF OF MEMBERS

Club Admins have the ability to Purchase Memberships on behalf of Members. This can be done on individual profiles OR multiple profiles at once.

This does require that the Club have the Members within their directory and the members profile must have the required profile information below:

  • First Name, Last Name, Date of Birth
  • Email Address, Phone Number
  • Full Address

If the Club purchases Memberships on behalf of its members this will also automatically assign those Memberships to that Club, (so no Club Assignment is needed)

Use Cases: 

  • Regions that allow Clubs to purchase Membership for Members
  • Option to avoid the Club Assignment Process

How a Club can Purchase Membership on Behalf of their Members:

  1. Navigate to Club HQ
  2. Click on Members
  3. Click on Directory
  4. Select the Member or Members you want to buy Memberships for.
  5. Click on BUY MEMBERSHIPS in the top right.
  6. Select the Membership you would like to purchase
  7. Review Members
  8. Continue to Purchase

If the Members Already have the Selected Membership OR if their profile does not have the required information to purchase the Membership their profile will be removed from the batch before continuing to Check Out.  

Need to Pay Club Staff's Background Screenings

Want to pay for the club staff's background screenings?

Just click this LINK to purchase coupon codes for background screenings to share with coaches and staff.

HOW TO ADD MEMBERS

  1. Sign in to "SportsEngine HQ."
  2. Once in "SportsEngine HQ" click on the Members tab then choose Directory.
  3. In the top-right corner of the screen, click Add Person. 
  4. Input the member's Name and Email Address plus any optional fields.
  5. Click Add. 
    • To add multiple members, check the box next to Add Another.
    • The member you added will receive an email asking them to accept your invitation.

COMPLETING ELIGIBILITY REQUIREMENTS

All individuals will have an eligibility status. An individual who has met all requirements will appear as eligible. Once a membership is purchased, that individual will receive an eligibility email outlining all requirements they still need to meet and will clearly see in their account that there are remaining requirements to be met.

Import Members into the Member Directory

This is great to import your Club Members from the 2019-2020 season 

  Do it now-Webpoint info goes away on October 31, 2020

  1. Sign in to your account and go to "SportsEngine HQ."
  2. On the left-hand navigation, click Members > Directory.
  3. On the top-right side of the screen, click the 3 dots, and select Import.
  4. On the Upload a File screen, first click on the option to Download the Template.
  5. Open the upload template CSV. 
  6. Input your new roster and team information into the CSV file. The following fields are mandatory:
    • First Name
    • Last Name
    • Date of Birth (DOB)
    • Gender
    • Email
      • NOTE: Please use the correct email address for either the staff member or the player's parent/guardian. Failure to do so will result in technical consequences that lead to member duplicates or merging complications.
    • Physical Address
    • City
    • State
    • Zip Code
  7. On the Upload a File screen, click Add File to add and open your CSV template or click, drag, and drop the file into that area. 
  8. Click Next. 
    • The next screen will match your import columns. Green means you are good to go, while red means you will need to make some edits. 
  9. Click Next. 
  10. The Review page will show you your summary. Click Import if everything looks good to go.