SportsEngine for Clubs & Directors
Welcome club directors and club administrators to the 2020 – 2021 club volleyball season through the North Texas Region. If you have questions about anything pertaining to SportsEngine, contact us.
GUIDES FOR CLUB DIRECTORS AND CLUB ADMINISTRATION
CLUB TRAINING VIDEOS
REGIONAL CLUB TRAINING VIDEOS
The member directory is a free tool your club has access to within SportsEngine HQ. Although the name is tricky, this area isn’t just for individuals with a purchased membership. This area is more like a phone book of individuals that have interacted with your club. If you use any of SportsEngine’s other tools, you may have individuals already in your directory (ex: you use SportsEngine registration tools or a SportsEngine website).
Individuals can be added to your member directory manually by entering information on an individual or through a file upload. Individuals will need to be in your directory before you can complete tasks like sending invitations for membership purchases and club association. You can also use the directory to create groups of people and easily message them from the system.
MEMBERSHIP PURCHASES & CLUB AFFILLIATION
PLEASE NOTE: Junior Players, Adults that are coaching and Chaperones / Parents helping with clubs will receive invitations from clubs that will be sent by email. This invitation will include the MEMBERSHIP PURCHASE and CLUB AFFILIATION.
Step 1, Adding an individual to your Directory: You will add them to your Directory which will automatically send an invitation for them to “participate” in your club. They must accept this invitation.
Step 2, Sending Club Affiliation Invite + Membership Purchase: In the USA Volleyball tab click Memberships. Locate the membership type you want to send out and click on the three dots to the right. Select “Invite Members.” In the window you’ll be able to add the names of the individuals (already in your Directory) you wish to invite. You can add a custom message if you like.
There are three ways to send invitations (club affiliation & memberships) to your club members (#2 is described above):
1. Create club rosters first, then send club invitations
2. Add club members to Directory, then send club invitations
3. Purchasing a membership on behalf of a member (coaches, club admin, etc.)
If a family has multiple players, they can all have their membership information in the same master account, using one set of login credentials (called a “family account”). This is different than past seasons. In the old system, all individuals had to have their own login.
Background screenings will be a separate purchase, done after your membership purchase is complete. This is different than past seasons. You will automatically receive a link via e-mail to purchase a BGS if you need it. USAV has changed their background screening policy and has increased the cost to members – $30 for two years, which includes a supplemental screening prior to the second season.
This process will be smoother for all involved. If you require SafeSport training, the system will send you a link via e-mail to complete the training. USAV is working on technology that allows the system to know which training is appropriate for you (Core vs. Refresher) and that will automatically load it for you. Junior athletes who are 18, or who will turn 18 during the season, will be able to select a membership that automatically enrolls them automatically in SafeSport.
IMPACT (FOR COACHES)
If you require IMPACT certification, the system will send you a link via e-mail to complete complete the certification. USAV is working on technology that allows the system to know which training is appropriate for you and that will automatically load it for you.
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.
Clubs will have the ability to designate administrators within their SportsEngine HQ to help manage memberships and rosters (similar to the “Club Admin” functionality in Webpoint). All administrators in SE must be USAV members, background screened, and SafeSport certified. USAV and the North Texas Region will be monitoring compliance with this policy.
GRANTING HQ ACCESS TO NTR
Per the Annual Club Agreement, each North Texas Region club director is required to give region contacts governing season access to their club HQ in SportsEngine. Below are step-by-step instructions + a video tutorial. Repeat these steps for each region contact.
Region Contacts and emails:
Steve Carrera – firstname.lastname@example.org
Penny Rodgers – email@example.com
Linda Harris – firstname.lastname@example.org
Stacey White – email@example.com
Alex Williams – firstname.lastname@example.org
- Sign-in to your SportEngine HQ.
- Click on the Members tab to the left and choose Directory.
- In the top-right corner of the screen, click Add Person.
- Input Name and Email, click Add.
- Search the contact in the Directory and click into their profile.
- Choose the Roles sub-tab.
- Under Organization Roles, click Assign Role.
- In the middle of the screen, under Assign an Organization Role, click the down arrow next to Select Role, choose Governing Season Admin.
- Click Save.