These are the instructions for a USA Softball Local Association Administrator on how to do various tasks within the program.

Reviewing Local League Admin Requests

The Local League Admins should be directed to fill out the Request League Access link on your website. Best practice is suggesting that the league use a league email like "registrar@yourleague.com" and then just pass the credentials to the next person when leaving. The new person can change their password at any time. This will allow the league registrar to have the historic data of the league.

• Go to Reports > Report Exports > Entry Form Responses
• Select "Request League Access"
• Filter the report to the dates you want to view
• Click Export

Adding Local League Admins

This administrative access remains from season to season for each league so ideally this process will be used just once for each league. 

• Go to Administration > Manager Users > Users > Add User
• Enter the Name, Email Address and Password (Note: If the user is an existing TeamSideline user, their existing password will be retained and if they don't know it, they can use the forgot password option to login)
• Click the edit icon next to the user.
• Go to the Roles Tab and remove all checkboxes for all roles OTHER THAN League Admin. That should be the only box checked.
• Go to the Filters Tab and click Add Filter.
  • Category: Organization
  • Filter Type: Has Access To
  • Filter: (Select correct organization)
• Click Add

*It is extremely important to follow these steps because this is how the system filters information and access.

How to Send Communication to League Admins

Once you have a list of all league admins, we will import it into a custom contact list. (This is an action item that needs to be done before it will work).

• Go to Communications > Send Communications > Custom Contact Lists > League Admins > Next
• Add in Text Message, Email Subject and Email Body

• Then Send

   

How to Mark Invoices as Paid

The system will automatically mark invoices pay for leagues who pay online using the link provided on their invoice. This process is to mark invoices paid for leagues paying offline (via check or other form of payment).

• Go to Reports > Report Dashboards > Invoices
• Find the invoice you want to mark as paid
• Click the checkbox all the way to the right of the line item, this will mark the invoice paid automatically.
• If you want to add notes (check # or Venmo, etc), type into the Notes column and then hit Save Notes at the bottom.

How to Pull a Report to Submit League Background Checks to RegisterPlay

Until USA Softball allows an API, you can manually export the information needed to perform background checks in the RegisterPlay system.

• Go to Reports > Report Exports > USA Softball Invoice Enrollment Report
• Select the invoice you want to pull from (or multiple invoices)
• Click Export
• The list will pull up everyone on the invoice. You can filter by player and remove all the players so it leaves only coaches.
• Save file and import into RegisterPlay.

How to Pull a Report to Submit League Registrations to USA Softball 

Until USA Softball allows an API, you can manually export the information needed to submit your registrations into the USA Softball system.

• Go to Reports > Report Exports > USA Softball Individual Export Report
• Select the Programs that you want included
  • Best Practice: Use Select All but unselect the Umpire Registration programs which are the top 2).
• Select Date Range
  • Best Practice: Keep track of the dates you run it. That way the next time you pull the report, you know what date to select from.
• Click Export
• The report is automatically added in the format required by USA Softball for submission.
• Save file and send to USA Softball

How to Pull a Report to Submit Umpire Registrations to USA Softball 

Until USA Softball allows an API, you can manually export the information needed to submit your registrations into the USA Softball system.

• Go to Reports > Report Exports > USA Softball Umpire Export Report
• Select the Programs that you want included
  • Best Practice: Unselect all and only select the two umpire registration programs.
• Select Date Range
  • Best Practice: Keep track of the dates you run it. That way the next time you pull the report, you know what date to select from.
• Click Export
• The report is automatically added in the format required by USA Softball for submission.
• Save file and send to USA Softball

How to Send Communication to All Members

You can send automatic communications to members in your site using TeamSideline smart email lists. These lists automatically update as people are added to the system. You can send out emails to all members or filter by league or age groups within the leagues.

• Go to Communications > Send Communications > Select the Appropriate List
• Add in Text Message, Email Subject and Email Body

• Then Send

  Note: For current programs (the current year), you can go to Registrations - Current Programs and then select the boxes you want to send communication to. If you want to send to everyone in the system (all member accounts in your system), you can go to Customer Accounts > All Customer Accounts.

To Pull Up Member Passes

To Pull Up a File With the Entire League:

· Go to Reports > Report Viewer > Member Passes > Go

· Select the Member Pass

· Select the Program

· Click Preview

· Use the toolbar to either export the cards to your desired format or print them.

To Pull Up an Individual:

· Go To Customers > Account Management > Search

· Type in Last Name

· Click Search

· Click on the Desired Result

· Click on Enrollments Tab

· Click the Spy Glass

To Pull Up Several Individuals:

· Go to Reports > Report Dashboard > Enrollments

· Select the Program

· Select the Enrollment Type

· Select the Enrollment Status

· Click Apply

· Click the down arrow on the right side

· Click Edit Enrollment

· Click Enrollments Tab

· Click the Spy Glass