SportrsEngine Help

SportrsEngine Help
Last updated on September 18, 2020
 

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.

MEMBERSHIP PURCHASES

The process of purchasing memberships will look a little different.  To start, go to Registration Tab and click on SportsEngine Registration. Click on membership link included in point number 4.

When you get to the checkout page, you will see two “transactions” that equal the total membership price.  One transaction represents the fees going to SCVA, and the other represents the fees going to USAV.  This is different than in the past.  Don't be confused.  You'll still be charged the same amount - you're just going to see an itemized breakdown.  You may also see two separate charges (totaling the amount of your membership) on a credit card statement.

Credit card fees will now be charged in the new system.  The fee is approximately 2.95% of the purchase cost. 

After a membership is purchased, you'll receive several e-mails.  Two of them will be payment receipts.  The one you need to pay attention to is the one that says "ACTION REQUIRED" in the subject line.  This will outline the steps you need to complete to become eligible to participate.  If you don't see these e-mails, check your SPAM folder.

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"). 

ELIGIBILITY

All individuals will have an eligibility status. An individual who has met all requirements (i.e. SafeSport) will appear as eligible. Once a membership is purchased, that individual will receive an eligibility email outlining all requirements they still need to meet.

To see your current eligibility status, log into your SE account, click on "Household" and then click on the box with your name.  A new window will open with your membership card on the right side of the screen.  Click on "View Details" then click on the membership you purchased to see your eligibility details.

MEMBERSHIP CARDS & NUMBERS

Membership cards in the new system will be digital.  You will have the ability to pull up a QR code on your phone, and that code can be scanned to show all of the relevant information about a member. 

You can add your membership card to your Apple Wallet and to Google Pay.  There will be a link to do this once you complete your membership purchase, or it can be done from your SE account.

Your member number will not have a "SC" at the beginning of it, or a year at the end of it, such as "FJ21."  Your number will be 7 digits long (i.e. 1000000). 

TECHNOLOGY / AES INTEGRATION

The system is integrated with AES, and USAV is working on technology which allows you to build a roster in SportsEngine and have it automatically transferred over to your AES account as that team’s default roster.  (You will still need to upload a roster in AES for each event you register for.)  The administrators of the system are working on ways to have SportsEngine also integrate with other event management systems in coming years..

Administrators will have the ability to build rosters via a CSV (Excel) upload or by placing individual players on rosters (similar to Webpoint). 

CLUB SELECTION

When a membership is purchased, you will not have the option of associating yourself with a club.  The club must send you an invitation, and you must accept it, before you will be associated with a club in the system.  This process must happen before a player or coach can be placed on a roster.  There are policies in place that prevent clubs from sending invitations to players prior to tryout dates.

The individual must be listed within the club’s member directory in order for you to send this association invitation and the club must follow all region policies and guidelines.

An individual must have a membership before accepting this invitation. If clubs send an invitation to someone without a current membership, the individual will be directed to purchase a membership before the association will be completed.

SAFESPORT TRAINING

If you require SafeSport training, the system will send you a link via e-mail to complete the training.  The system will know which training is appropriate for you (Core vs. Refresher) and will automatically load it for you.

A major benefit of this new system will be a greater ability for both clubs and region staff to ensure everybody meets eligibility requirements prior to being put on a roster.

Juniors who are 18, or who will turn 18 during the season, will be able to select a membership that automatically enrolls them in SafeSport.

The system may migrate old SafeSport data into your account.  Don't be confused if you see an old certification that says "Expired."  That may be from a couple years ago. 

BACKGROUND SCREENS

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 cost is not paid to SCVA, and SCVA does not collect any money from background screen charges).

If you create a new profile in SportsEngine, make sure your background screen data migrates over from the old system.  If you completed a background screen in the 2019-2020 season, you should not have to pay for another one.  If you believe your background screen did not migrate over properly from Webpoint, please contact our office.

USAV ACADEMY (LMS)

We are still learning more about how the USAV Academy Learning Management System (LMS) will be integrated with the new platform.  SCVA is also working on implementing new policies and requirements to make this experience less cumbersome on our members.

We do know that USAV will be using a different system for the LMS next season, called Litmos.  The layout and feel of the system will be very different from what we're used to with USAV Academy currently.

USAV is trying to develop new learning modules that are more age appropriate (i.e. 14-and-under would view slightly simpler content compared to 15-and-older athletes).  This is still a work in progress and USAV is hoping to have this completed by the Fall.

In Webpoint, in order to register for coursework, you would need to go into your Webpoint account and "register" for an "event" that would load your coursework into Academy.  In the new system, you will not need to find these separate "events."  The registration process will be much more streamlined.

You will likely receive an e-mail after membership purchase indicating you have an account in USAV Academy.  There are no training courses available at this time.  At the earliest, they will be available on October 1st. 

DATA MIGRATION & WEBPOINT

Much of your old data from Webpoint will be migrated over to the new SE MMS.  When purchasing a membership, the system will look to match your name, DOB, and zip code with a membership record from Webpoint and if a match is found, data migration will happen automatically.  If you recently changed addresses but didn't update the information in Webpoint, it may be beneficial to use your old address to create your SE account, then change it once the account is created and membership is purchased. 

Please encourage your athletes, coaches and staff to use the same name, DOB and zip code when purchasing a membership in the new system. This is especially important for adults who have current credentials (background screen, SafeSport, IMPACT, etc.) to ensure those migrate into the new system.

REFUND POLICY

Credit card fees paid on the SCVA portion of membership purchases will be non-refundable.  Full membership purchases will be non-refundable except in rare and extreme circumstances. 

ADMINISTRATORS

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 SCVA will be monitoring compliance with this policy.

Club must also grant SCVA Governing Season Admin access to their club HQ.
In your HQ, click on "Members" then "Directory."  Click on "Add Person" then add the following:  First Name - Karynn;  Last Name - Donnelly;  E-Mail - karynn@scvavolleyball.org.  Once added, find the Karynn Donnelly entry in your directory and click on the name.  Click on "Roles" at the top, then click on the "+" button on the Organizational Roles window.  Select "Governing Season Admin" and click Save.