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Steps needed to send data to USA Softball

  • Updated

The national USA Softball organization requires that Girls Softball Leagues upload their player and volunteer registration/roster information each season (usually in February and September). 

  • This upload needs to be completed before your games begin.
  • The upload file needs to be in XLS file format.
  • Note: For fall ball or winter ball, some leagues opt to manually enter their USA Softball data on registerusasoftball.com due to the small number of new players and volunteers since the spring season. 

You can complete the upload by doing the following:

  1. Player data
    1. Program = your current program.
    2. Enrollment Type = Player
    3. Date Range = the dates for your current program's enrollments.
    4. Middle Initial = Blank or the appropriate enrollment field.
    1. To extract the player data, from the Admin Site Map, go to Reports > Report Exports and click on USA Softball Volunteer/Player.
    2. Select the following:
    3. Click the Export button.
    4. Your Excel file has now been created and is available in your Downloads folder.
  2. Volunteer data
    1. Gender - Type=Drop Down;Values=Male and Female 
    2. Date of Birth - Type=Date
    3. Drivers License # - Type=Text; Length=15
    4. Drivers License State - Type=Text; Length=4
    5. Drivers License Expiration Date - Type=Date
    1. Program = your current program.
    2. Enrollment Type = Player
    3. Date Range = the dates for your current program's enrollments.
    4. Middle Initial = Blank or the appropriate enrollment field.
    5. Gender = the appropriate enrollment field.
    6. Date of Birth = the appropriate enrollment field.
    7. Drivers License # = the appropriate enrollment field.
    8. Drivers License State = the appropriate enrollment field.
    9. Drivers License Expire Date = the appropriate enrollment field.
    1. Volunteer need to have five volunteer data fields setup in order for you to use the USA Softball export reporting feature:
    2. If you need more information on how to setup the volunteer fields within TeamSideline, please refer to this help file.
    3. To extract the volunteer data, from the Admin Site Map, go to Reports > Report Exports and click on USA Softball Volunteer/Player.
    4. Select the following:
    5. Click the Export button.
    6. Your Excel file has now been created and is available in your Downloads folder.
    7. Note: If a volunteer enrolls for more than one role (ex: coach and manager), there will be duplicate volunteer rows in the output file which may need to be removed from the upload file you created.
  3. Go to registerusasoftball.com, login, and upload both files you have just created.
    1. Note: There is a limit on each upload of 200 records.  You will need to create multiple files out of the downloaded files to accommodate this limitation at registerusasoftball.com.

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