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USA Softball: How to set up All-Star teams and print the Championship Roster (league admins)

  • Updated

League admins build their All-Star teams on their USA Softball association's registration portal site, not on their own league's TeamSideline site. In the association's All-Star program, add your teams and assign players and coaches on Assign to Roster, check each player's birth certificate and photo on their enrollment's Workflow tab, and print the Championship Roster, member passes and picture roster from each team's page.

Applies to: League admins with All-Star access on a USA Softball association registration portal site · USA Softball portal sites · The association's All-Star program

Where: Your association's portal site > Programs > Manage Programs > (All-Star program) > More Options > Assign to Roster or 4 Rosters

Before you start

  • Sign in on your USA Softball association's registration portal site with your league admin account. Your own league's site doesn't have the All-Star program.
  • If Programs > Manage Programs isn't in your admin menu, your account doesn't have All-Star access yet. Your USA Softball association turns it on once your league's current-season invoices are paid. Contact your association's administrator.
  • A player appears on Assign to Roster only after they're registered in the All-Star program, which on the portal is done by import. If a player is missing, import a file with just the missing players (Administration > Import Data > USA Softball Enrollee Registration Import). Players already in the program are skipped with "No Enrollment Created: Already exists" and their name.

Step 1: Add your All-Star teams

  1. Go to Programs > Manage Programs.
  2. On the All-Star program's row, click the More Options icon at the far right and choose Assign to Roster.
  3. Click + Add Team.
  4. In Division, choose the division your association set up for All-Stars, such as All Members.
  5. In Team Name, type the team's name (up to 50 characters) in the form your association uses, such as the age group, your league's name and a color: 8U League Name - Gold.
  6. Check that Associated Org shows your league. It's filled in for you.
  7. Click Add Team.

What you'll see: the team listed under its division on the right side of the page. Repeat for every All-Star team your league is fielding.

Step 2: Assign players and coaches to each team

  1. On Assign to Roster, scroll down to Step 2: Select Enrollees. Your league's unassigned players and coaches are on the left.
  2. On the right, click the arrow next to the division (such as All Members) to show your teams.
  3. Drag each player from the left onto their team. To move several at once, hold Ctrl while you click their names, then drag them together.
  4. Assign your coaches the same way.
  5. Click the arrow next to a team to see who's on it.

Or use checkboxes: click Toggle Mode under Additional Options, check the players, choose the Division and Team under Step 3: Select Roster Assignment, and click Assign. To shorten the list, use Add Filter (for example, Offerings or Age As Of) or type part of a name in Search.

What you'll see: each team's staff and player counts next to its name. The first coach you assign becomes the team's contact, and their last name shows in parentheses after the team name on 4 Rosters. The Championship Roster's Team Manager Affidavit is filled in with the team's Manager if you put one on the roster, and otherwise with that contact.

Step 3: Review each player's birth certificate and photo

  1. Go to Programs > Manage Programs, click the More Options icon on the All-Star program's row and choose 4 Rosters.
  2. Click the team's name.
  3. Click the player's name. Their enrollment opens on its Workflow tab, in a new browser tab.
  4. In the Field Value column, click the magnifying glass to preview the birth certificate or photo. A file that can't be previewed shows a download icon instead.
  5. If the item is correct, click its Status switch so it changes from Incomplete to Completed , red to green.
  6. Click Save.

What you'll see: "Workflow Items updated." The pictures show the Status switch before (red, Incomplete) and after (green, Completed).

Step 4: Replace a birth certificate or photo

  • Birth certificate: on the player's Workflow tab, click the birth certificate item's name (it shows as a link), choose the new file and click Save. You'll see "File uploaded." Save any Status changes first: uploading refreshes the page and discards unsaved changes. You can also replace the file on the enrollment's Edit tab.
  • Photo: click the enrollment's Photo tab, upload the new picture under Enrollment Image, crop it (the crop box is square) and click Save.

Families can upload these themselves. Send them the parents' guide listed below.

Step 5: Print the Championship Roster, member passes and picture roster

Go to 4 Rosters in the All-Star program and click the team's name. The team's page has these buttons at the top:

  • Print Championship Roster downloads the team's Championship Roster as a PDF. The blue print icon on the team's row on 4 Rosters does the same.
  • Print Member Passes: choose the Member Pass and click Print to download the team's passes as a PDF. Families can also open their own player's pass from Enrollments in their account on the portal site.
  • Picture Roster downloads the team's picture roster as a PDF.

Your association's instructions for the Championship Roster: print it double-sided; on the first page, fill out the Team Manager Affidavit and leave the USA Softball Commissioner Statement blank; on the player list, have each parent sign and initial their player's line.

If it doesn't work

  • There's no Print Championship Roster button or print icon. Your account doesn't have Championship Roster access yet. Your USA Softball association turns it off until your team's requirements are met. Contact your association's administrator.
  • A player or coach isn't in the list on Assign to Roster. They haven't been imported into the All-Star program, they're already on a team, their registration was canceled, or a filter is hiding them. Coaches are listed only when registered as a Coach, Assistant Coach, Manager or Team Parent.
  • + Add Team is grayed out. The program has no division yet. Ask your association to set it up. If + Add Team isn't on the page at all, your account doesn't include adding teams.
  • "Division is required." or "Team Name is required." Choose the Division and type a Team Name before clicking Add Team.
  • Clicking a player's name opens the Edit tab, and there's no Workflow tab. Your account doesn't include Workflow access, or the program has no workflow. Ask your association.
  • A Status switch is grayed out. An approval for that player is already Completed, which locks the other items, or it's an approval item for a role your account doesn't have.
  • There's no Print Member Passes or Picture Roster button. The program doesn't have member passes set up, or your account doesn't have picture roster access.

Good to know

  • You see only your own league's All-Star teams and players; the portal limits each league admin to their league.
  • Assigning a player to an All-Star team doesn't change their registration with your league.
  • The player list on the Championship Roster has numbered lines for at least 20 players, with blank lines after your roster.

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