eAYSO for Registrars

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eAYSO for Registrars
Section Conference January April 2009
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Target Audience

• Registrars
• CVPAs
• Regional Commissioners
• Trusted Data Managers

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Learning Objectives

• Region Setup
• Season Sub season settings
• How parents signup Pre Registration
• Player types Registered, Dropped, Non
  Registered
• Accept Players Register players for Fall
• Process players for Spring
• Player Reports
• Offline Application

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• All eAYSO users must
• Go to www.eayso.org and create a profile with
  their email and password
• Complete a volunteer application online (even if
  they have a volunteer record with AYSO ID)
• Be granted access rights by the RC

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• Region Setup

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Region Setup

• Region name
• Email notifications
• Team information to parents
• U05 registrations (with Section Director
  approval)
• General Preferences
• Zip codes
• Communities
• Area codes
• Schools
• Location codes
• Volunteer positions

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Region Setup (contd.)

• Click on Region-Setup

• Name clearly identifying your Region
  differentiating it from neighboring Region(s)
• Usually a park or city name

• Email notification

• Set values

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Region Setup (contd.)

• Set date to display Team name
• Coach name and contact information is also
  displayed

• Requires SD approval and then initiated by NSTC

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Region Setup (contd.)

• Click Region-General Preferences
• Zip codes, Communities, Area codes, Schools,
  Location codes

• Click on Zip code/Cities

• Add Zip codes

• Similarly add Communities, Area codes, Schools
  Location codes

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Region Setup (contd.)

• Click Region-Volunteer positions

• Click here to add new positions

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• Season Sub season settings

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Season Sub season settings

• Set Pre registration season and fee
• Click Region-Season Preferences

• Pre registration Parents completing player
  application on eAYSO
• Registration Registrar accepting the player
  applications

• Set Fee

• Set Pre Registration Season

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Season Sub season settings

• Set Registration season and fee

• Set Registration Season

• Set Fee

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Season Sub season settings

• Set Pre registration cut-off dates and messages
  for parents

• Click Update

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Season Sub season settings

• Click Region Sub season preferences

• Select Fall

• Click Submit

• Current Sub season updated

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• How parents signup Pre registration

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How parents signup Pre Registration

• First time eAYSO users create a user profile
• Enter email and password
• Select Region, enter parent player information
• Print the forms and submit to the Region with
  payment
• Enter volunteer information (optional)
• Returning eAYSO users login
• Login with email and password
• Select returning player option
• Review and update Region , parent player
  information from last season and renew the player
• Add a new player
• Print the forms and submit to the Region with
  payment
• Select returning volunteer (optional)
• Verify volunteer information and renew (optional)

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How parents signup (contd.)

• First-time users

• Click on First time

• Enter email and password

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How parents signup (contd.)

• Enter Region

• Or, enter Zip. Click Next

• Or, select State and City. Click Next

• Region name

• Select Region click Next

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How parents signup (contd.)

• Message for parents

• Region contact information

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How parents signup (contd.)

• Parent information

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How parents signup (contd.)

• Volunteer jobs

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How parents signup (contd.)

• Player information including DOB, emergency
  contact and other required information is
  entered.

Click Next and complete the pre registration.
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How parents signup (contd.)

• Parent home page

• Print form

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How parents signup (contd.)

• Click on the name to print the player form

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How parents signup (contd.)

• Click here to print

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How parents signup (contd.)

• Returning users

• Click on Login

• Enter email and password

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How parents signup (contd.)

• Parent welcome page

• Click on AYSO Parents

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How parents signup (contd.)

• Parent home page

• Click on returning player

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How parents signup (contd.)

• Click on player name to renew

• Click on add player to add a new player

• Parents review and update Region , parent
  player information from last season and renew the
  player
• Parents print the forms and submit to the Region
  with payment

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Player types

• Registered Players
• Dropped Players
• Non Registered Players
• Previous Season
• Prior to Previous Season
• Pre Registered
• Updated Players
• Click on Registration Player

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Player types (contd.)

• Registered Players

• Total Registered players

• Current Season

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Player types (contd.)

• Drop Players

• Select Remove

• Click Submit

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Player types (contd.)

• View Dropped Players

• Select Dropped players

• Dropped players listed

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Player types (contd.)

• Renew Dropped Players

• Select player

• Click Submit

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Player types (contd.)

• Non Registered Players

• Previous Season

• PreRegistered

• Prior to Previous Season

• Updated Player info

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• Accept players - Register players for Fall

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Accept players (contd.)

• Types of forms
• Pre registered forms
• Pre printed forms
• Hand written forms
• Click Registration Player. Select All
  NonRegistered Players

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Accept Players Registration (contd.)

• Processing pre registered forms

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Accept Players Registration (contd.)

• Processing pre registered forms

• Enter check/cc /cash

• System selects record automatically

• Click submit

• System renews existing AYSO ID also copies data
  from pre reg record to the renewed record FN,
  LN, DOB must match

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Accept Players Registration (contd.)

• Processing pre printed or hand written forms

• Enter AYSO ID search

• Record found from the past

• Enter check / cc / cash

• System checks box automatically

• Click Submit

• - If changes need to be done on the player
  information click on the name to see the
  details

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Accept Players Registration (contd.)

• Processing pre printed or hand written forms

• Update information

• Click Renew player

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Accept Players Registration (contd.)

• New player

• Search player

• Add new player

• No record found

• Enter home phone and last name system checks for
  matching player and pre fills address and parent
  information

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• Process players for Spring

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Process Players for Spring (contd.)

• Click Region Sub season preferences

• Select new sub season Spring

• Click Submit

• For creating Tournament rosters use any one of
  the other sub seasons

• Current Sub season updated

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Process Players for Spring (contd.)

• Click Registration Manage player Sub season

• Select Spring here

• Select Fall

• For Tournament rosters narrow it down by
  selecting division and gender also

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Process Players for Spring (contd.)

• Players display for Fall

• Select players

• Click arrow

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Process Players for Spring (contd.)

• Player information is copied to the new sub
  season so they can be added to a new team in
  Spring

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• Available player reports

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Available Reports

• Player reports
• Player export
• Team reports

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Available Reports (contd.)

• Player reports
• Click Reports-Player

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Available Reports (contd.)

• Player reports
• - Player Groups

- Player Include
- Report type
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Player listing
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Player labels
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Region pre printed forms
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Available Reports (contd.)

• Player export
• Click Reports-Export Player data

• Select criteria

• Select fields

• Click Export data

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Available Reports (contd.)

• Player export

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Available Reports (contd.)

• Team reports
• Click Reports-Team

• Report types

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Types of player forms

• Hand written player forms
• Pre printed player forms
• Pre registered player forms

- Get parents to pre register and save time
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• Offline application

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Offline application

• Purpose
• Available for download at www.eayso.org/offline
  For users with slow connection speeds, a CD will
  be mailed upon request from the NSTC. Send an
  email to eaysosupport_at_ayso.org
• Access setup for the RC, Registrar and Trusted
  Data Manager
• Used only for Player Registration process. All
  other functions done online
• Can be used by Regions using registration
  application other than eAYSO data can be
  uploaded to eAYSO using a CSV/excel file

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Offline application

• Process
• Data download (with User authentication) Each
  User using the Offline app must download data to
  their computer
• Registration Registration can be done in an
  offline mode
• Data Import If the Region has data in an excel
  format, data can be imported. File format should
  match as specified
• Data Upload After Registration or Import, data
  can be uploaded to online eAYSO.
• Conflict resolution After 30 mins. the user can
  view players online and update the players that
  have a conflict
• Users have 14 days to upload the data from the
  day it is downloaded

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eAYSO Commission

• Provides direction to the development of eAYSO
• Prioritizes requests for new features and
  enhancements
• Members
• Barbara Passman S6, Chair ayso.eayso_at_rcn.com
• Mark Linsky, National Board Liaison
• Rand Potter, S2
• Maurice Bizzarri, S2
• Kevin Shalla, S6
• Tanya Pecarich, S8
• John Darbyshire, S10
• Steve Minton, S11
• Reggie Monsanto, S14

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eAYSO Support

• Email us at eaysosupport_at_ayso.org
• Call us at 866-588-2976
• User guides available on www.eayso.org Click on
  Help

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Questions?