SPORTSMGR KNOWLEDGE BASE

SportsManager Knowledge Base

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	1)-	Instructions for coaches, league managers and season managers on how to access the Roster Management features to view the team roster, email the team and add/drop players.
		This is a sample email that would explain how the coaches, league managers or season managers access Roster Management, view their team, email and score games. They can also add/drop players you have enabled this option in the Organization Info area. This option will be "off" by default.  You should step through and test these instructions by logging out and trying your own team before y...
	2)-	Player Assignment
		Players can be assigned to teams in one of three places, the Draft report, the individual player edit area and in the Roster Management area. Here is a summary of the info required for each of the three approaches: Draft Report: Only need to select the team from the pull down list since the League/Age Group and player name are already known. Player Edit Page:  Need t...
	3)-	SportsManager Access Levels
		SportsManager Access Levels Admin Organization Official User *** Admin – Has Full Access ***
	4)-	How to run a season using SportsManager
		Here is brief outline on the steps for running a season using the SportsManager features:      1. Registration   -Check your season open/close dates from the previous year to make sure they are correct for the new year. Seasons are "Year less" in SportsManager so they don’t need to be re-created each year. Just make sure all the dates are correct and review the Leagues/age groups to make sur...
	5)-	How does the Email Score Links(to team/league management) feature work?
		The is the automatic score collection feature. You can turn it on/off in the Organization Info. area.  If turned on (that will be the default), the system will automatically email the coach of teach team the day after a game has been played.        The following is required for Automatic score collection to work correctly:   1. There must be at least one coach or team man...
	6)-	How to use the referee / umpire assignment / scheduling module for admins / assignors
		How to use the referee/umpire scheduling/assignment module      Key features:   • Define types (Youth or Adult) and default payment amount   • Select pool of  youth or adult refs/umps from existing database or add new ones   • Define jobs (corner/center, plate/field)   • Assign to existing games   • Show games with zero , one or more assigned   • Select job and enter paym...
	7)-	How do I email parents/team management their schedule?
		Click on the Schedule/Scores button on the upper left side of the menu.   Then click on the "Email the Schedule" buttton.      You can chose to send out the schedule to everyone in the entire season, by league or just a team.  It will send a personal and consolidated schedule to each coach and parent/player.
	8)-	How do I auto-schedule?
		How To Auto Schedule      Step 1 - Make Sure Your Season/League Is Set Up Correctly   You must first have at least one season with at least one league and teams in it. That league must have a regular season to auto schedule. To set the regular season dates of a league go to the Leagues/Groups Page and click on the league you want to edit. Also from this page set the Season Length o...
	9)-	Where do I put in the Board member names and how do I assign coaches to teams ?
		There are two steps, first you must have the board memeber jobs defined. Once they are defined you can assign people to a board position (or coach positions) by clicking on the "Adults" button, then locate their name on the screen and click on their name. That will bring you to the Adult edit page. Near the top middle of that page you will see a button called "Assign to job". Click that and then c...
	10)-	Can we remove/hide menu selection that we will not use? We do not score games or use Standings. How can we mark a game as completed if we dont use the scores ? How do we track referee and/or umpire attandance ?
		We dont have a way of removing the standings menu option but can prevent the games from being scored by choosing the "Not Scorable" option in the Leagues/Groups area. If a League/Group is marked "No scorable" then no scores can be entered and therefore the standings will be meaningless. We will be providing an option for the coaches to mark a game as completed, forfeited or rained out and to confi...
	11)-	Should I give a coach the "User" password ? And if I do it seems like they have access to all the teams.
		The "User" level of password access is not designed for use by coaches.  Coaches should enter the system through the "Roster Management" area by click on the teams button on the teams link or directly in SportsManager.   The coach, after loggin into to the "Roster Management" module will only have access to his teams and cannot inadvertently change/delete information on another team. <...
	12)-	I need to be able to report all new players to the state office. Is there a report that can pull this information together?
		Use the MA Youth Soccer export feature in the Reports area.
	13)-	Exporting data in Excel or CSV format
		There are two ways to export data from SportsManager:      Creating a .CSV file export   1. Some SportsManager reports provide a "email me this information" button at the top of the report. When you select this option you will be asked for the email address to send the file to. Then the system will create a .csv file (this is excel format) and send it to the email address entered. ...
	14)-	How to enter a manual registration to record payments by check or cash ?
		All the registration "by check or cash" are consider "off-line" or manual registrations and they should be entered so SportsManager has a complete record of registered players.  The more players that register on-line in the future the easier it will be to maintain the registraiton list since you wont have to enter them manually.       First, go to your SportsManager database and logi...
	15)-	How do I close registration for a particular League/Group but leave the others open ?
		AUTOMATIC CLOSING:   In the league edit area you will see a Max and Min number. The max number refers to the maximum you want or expect to register for that league/group.  You can set it to a number like 100 players.  Then right below that is the choice of what you want the software to do when that Max is reached. You can do nothing, you can have an email sent to you at Max o...
	16)-	How does the Playoff scheduling work?
		In the "Edit Schedule" mode (Login, click on Schedules/scores, click on edit schedule) you can select a game type that is Playoff.      Once you select Playoff, then you will have the option of specify future games that are the result of past winners/losers. This features allows you to create any type of play off schedule (single elim, double elim).      The first round must be made up of ...
	17)-	In the Registration Set-up area, under "percent of on-line registration fee paid by family (100%)"...What does that mean? And, if I click on it, it says distribution of 5% processing fee. What does that mean?
		In the registration set up area, the option for "Percent of on-line processing fee paid by the parent" is to control who pays the on-line registration processing fee. By system default the parent will pay the 5% processing fee. You can change it so the organization pays the 5% fee and the parent will see no additional fee upon checkout. Or you can choose a mix in between.   Most organiza...
	18)-	How to create or add a Sponsor.
		1. Before you proceed go to Registration , then to the bottom of that page in Registration Setup click on "Adult Profile Questions" and make sure Company and alt. address is selected as an option. Then click on an adult name in the Adults area to make sure you see the company fields in the adult edit area.       2 Sponsors always have a adult involved with the sponsor ship. that adult needs to...
	19)-	How do I add public-access links to my website from SportsManager?
		Click on the button called LINKS on the lower left side of the menu.   Then you will see all the areas of SportsManager that you can link directly into your existing website.  By using the linking you can make your website a lot more informaitive and make it easier to manage since the data will be pulled from SportsManager with out the need for copying or editing.      It is best t...
	20)-	We are thinking that it would be better to increase the cost of our registration fees to cover the on-line management fee.  Can we set it up so the parents will not see an on-line registration fee when they "check out" and pay ?
		Yes, you can pay the fee and chose to not show the fee to the parents. To do this click on the REGISTRATION button, then scroll down to the Registration Setup area, then click the option that says "Percentage of fee paid by the parent". Check it from 100 to zero and hit save.  Then go ahead and run through a test registration. Youll see a zero registration processing fee. In this case th...
	21)-	How do I give a refund for a registration ? How do I cancel a registration ?
		Refunds must be given directly by you to the player via a check, cash or credit. Refunds are typically not handled by SportsManager because in most cases SportsManager has already transferred the funds to you.      How do I cancel a registration ?   The best way to do it is have a League/Group in the season called "Refunds" or "Cancellations". Once the refund is requested, edit the players r...
	22)-	How do I maintain and corrent my email list ?
		Hereare some recommendation on how to maintain your list.      First, this should be addressed every season so it doesnt build up to the point where there are a lot of emails failing to be delivered.      The way to handle this is to remove the email addresses that have failed.      But you first need to make sure the email came back to you because it failed and not because the persons...
	23)-	How do I delete a team?
		Click on Teams, Click on the Team name, Click the Delete Option.  If there are players or coaches assigned to the team, they must be removed before you can delete it. The easiest place to remove players and coaches is in the Roster Management module under the Team button. Select your season,league, team and then you can remove player by clicing the view roster button and the remove optio...
	24)-	How do I move registered players from one registration group to another league ? for example from Rookies to majors or from U11 to U12
		Go to the Player/Team registraiton list by first clicking the Registration button on the left side menu and then clicking that report in the registration reports are.       Then click the "view registrations" button to see the player/team registration list, locate the registration / player you want to move. Click on the Dollar amount to the right of the players name (in the middle of the repor...
	25)-	Does Sports Manager have  tournament scheduling capability?
		Yes, in SportsManager a tournament is the same as a short season. You can schedule the tournament and manage the registration.       For tournament registration, pick the "by team" option instead of the default which is to register "by player".      Then in the league area you can enter the cost per team to register.      Everything else will work the same such as the schedule creation...
	26)-	How do I use the Links button? Can I link SportsManager to our web site and vice-versa?
		Yes, you can and should link the different SportsManager reports/modules to your public website. You will want to link the registration options right away to allow on-line registraiton otherwise you will need to have the adults/players go directly to the SportsManager site to register.   There are many diferent reports and modules to link to your website including Schedules, scores, standings, e...
	27)-	Can I print a list of all coaches with age groups and phone numbers?  If so how?
		Go to Reports, Click on Team Management Report.
	28)-	I would like a report with pieces of info on each registration.  I have gone through the site and cant seem to find what I need.  (ie  Name, address, phone#, grade, email) I would also like to transfer info to excel. Thanks Doreen
		This should be in the Player Registraiton List. Chose the report, chose the filtering options you might need, then choose to View Registraitons, then you can also choose the "Email me This informaiton" button and receive a spread sheet of all the player information and registraiton data.
	29)-	Article on how to start a new 501(c)3 sports organization
		Starting A Program From Scratch   by Jack Hutslar      Youth sport is alive and well. How do I know. Well, one sign is the number of people who continue to ask me how to start a youth sport program. I have used the following answer to this question in my various publications from time to time. Seems as though it has some timeless value. So, here we go again.      There are several matter...
	30)-	How to I change the answer to a registration question after they have already registered ?
		If you take a uniform size question and answer as an example.      As of November 2005 we dont have an automatic way to make this change in SportsManager but we will be looking to add this ability in 2006.  For now we dont have a way to edit this directly at  this time.       You should track the change out side of SportsManager for now.  I would suggest you...
	31)-	Can sponsors submit a payment without going through the player registration process?
		No, on-Line payment in SportsManager can only take place during a registration and cannot be done separately.      Sponsorships are usually done by check because the money may come from a company and could be for a large amount. You could ask for and obtain a Sponsorship payment during registration but it is not recommended. There is a difference between asking for a Donation (This can be set ...
	32)-	How do I sort the
		We just added this sorting option (4/25/05).  Click on the Registration, then go to the Regisration Reports area, then click on Draft Report. Click on the column heading for Players. That will sort the report by last name instead of by age. Here are two other options for searching on last name in the Draft Report: 1. If you want to look up a player on this report by last name ju...
	33)-	How do I add a mapquest link (or HTML link) to my field directions ?
		1. Get the address of the field.   2. Go to mapquest and enter the address to get the directions.   3. Cut and paste the url at the top of the Mapquest screen.       Put the following text on the directions page:           (A href=Put Mapquest URL Here)Directions(/A)      then make these replacements:   1. Replace "Put mapquest URL Here" with the URL you have ...
	34)-	I would like to process a couple of test registration all the way through so I can see what the credit card payment is like Can we do this?
		You cant pay by credit card for the sake of a test but you could register your own child to see the complete process. If you want to see how the system will ask for the billing address and credit card numbers just go through the registraiton process and stop when it ask you for a credit card number.      Once you enter a valid creidt card, for a valid amount, the registration would be entered....
	35)-	How do I create playoff games where future games are determined by the winner or loser of previous game result.
		For play off games, the first games must be between existing teams. Once you have at least two games defined with existing teams, then you can add To Be Determined (TBD) games.  A TBD game which is the winner of game1 and the winner of game 2. So you should put the first round in based on the existing teams.  If you are not sure which teams those will be then create team teams ...
	36)-	How/when will registration be ready to go on-line. How much control will I have over that?
		On-Line registration can start immediately if you want it to. To turn on-line registraiton on, click on the Registration button, then scroll down to the Registraiton Setup area, then find the option that says "On-line Registration is Disabled (Ir will say Enabled if it is already turned on". Choose to enable it to "turn on" the master on-line registration.  This "Global" switch should be...
	37)-	How are registration fees reimbursed?
		Registration fees collected by SportsManager are paid back twice a month with a check sent in the mail.  The checks correspond to a batch of registrations as shown in the money transfer area under Registration. Click on the Money Transfer report, Registraiton, to see the amounts owed to your organization or the amounts already paid.
	38)-	How do I print mailing labels from a SportsManager spread sheet export ?
		What you need:   1. Microsoft office (a recent version that supports the Mail Merge Wizard)   2. Microsoft Excel   3. Label Type (you will be asked for the Manufacturer and label number like Avery Standard 5160 (a 2x10 label sheet))      Steps summary:   1. Export the spread sheet, 2. Remove un-needed columns, 3. Save the spread sheet as a XLS and make sure the ZIP column is showing at...
	39)-	During test registration, I didnt see prompts for any of the information when I added a player, such as: name, birth date, jersey no., email, parent’s names, phone nos., emergency contacts, medical info, or billing info. Shouldnt all that information be requested during registration?
		The reason you didnt get prompted for what we call the "Player Profile" questions is you didnt complete the registration.  Go into test mode again, go thru all the steps, at the end of registration enter a fake check number, then it will ask you for your emails, player profiles, etc.  We dont ask to update "player profile" questions until the registration has been paid for... O...
	40)-	How do I add field directions ?
		The field directions can be typed in or cut+pasted into the Directions area in your SportsManager site.  Click on the "Player Areas" button, then enter the directions. You can also enter a street (cross streets), city, state, zip.        You can also put a hyperlink in the text but the best way to do it is to enter the directions and then add a Hyperlink to the Mapquest dir...
	41)-	Can more than one parent email be stored ?
		There are two emails per family... primary and secondary... it really doesnt matter which adult they belong to since all emails typically go to both. The typical set up might be a home email and someones work that gets email on a regular basis. It is better not to rely on sending one person the email in case they are out, etc. So we always send to both.
	42)-	How do I remove a bad email address ?
		To remove a bad email click on the "Adults" button, then enter the email address in the search window.  (The search window is used to locate dults by their last names or email addresses.)       The search will bring up the Adult with the bad email. Click on the Adult name, locate the bad email and clear it. Then save the changes.
	43)-	How to add HTML controls in a text email. How to control text bold, underline, italic and font size.
		Bold:   "Bold Text in between tags"    Italic:   "Italic Text in between tags"    Underline:   "Underlined Text in between tags Horizontal Line:   "    Font size/color:   "Text in between tags"
	44)-	How do I move a team from one league to another?
		Click on the "Teams/Rosters" button on the left side. Locate the team you want to move by selecting the correct season and league. Then click on the team name and at the bottom there will be a "Move" option. Click on that and chose the destination season/league you are moving the team to.      All assigned players and team management (coaches, etc.) should move along with the team....
	45)-	When an Adult is added in the "Add adult area" or during registration by the parent, is the information stored/entered the same ?
		Yes, the info needed to create an adult and player manually or on-line is the same. When adding a player during registration they enter the name, gender and DOB. (they have to create the adult first).
	46)-	Can you un-register a player that has already been registered?
		To Unregister, all you have to do is make the player "Inactive". There is an active/inactive switch for every player in the "Youth Players" area. "Inactive" players no longer appear on the registration list unless you tell the reports to include Inactive players.  We will be coming out with a more formal way to "cancel" registrations next year but this is the best way to do it today. If ...
	47)-	How to set up a volunteering question during registration?
		You will be collecting the volunteer information during registration in the form of a question followed by multiple choice answers... Registraiton questions and answers area created in the "Manage registration questions" area under the Registrationset up area. Under "Registration Reports", youll see a report called "Answers to registration questions". That will create reports you can use to determ...
	48)-	Managing player comments: What is the best way to manage the player comments that are entering during on-line registration ? Some people use they to indicate car pool or "play with" request.
		On the player registration list you can view just the registrations that have commnet by selecting that option and you can export them into a spread sheet to make a list of them. You can also edit the comments right there on the player registration list.       Management Suggestions:   So if someone is just saying "Looking forward to the season" you can delete that and only see the comments ...
	49)-	How do I record that a registered player is "Not playing" or "is being refunded" ?
		The best way to do that is make a league called "Not Playing" in each one of your seasons and edit the players registration and move them to that "not playing" league. That way youll know who is registered and is no longer playing.  To create a "not playing" league go to leagues/groups, click "Add league", in the age range put in something like 3-20 (so it shows first on the list of leag...
	50)-	Refund Policy Notification What is the best way to make sure parents understand our refund policy ?
		You should have a clear refund policy posted on your public website and also within SportsManager. You should make it clear that the parent cannot/should not cancel their credit card payment at any time and that refunds, if necessary, will be done by mailing a check.        You Post your specif refund policy in up to three places within SportsManager:   1. You can add the refund po...
	51)-	How to handle the play up request ?
		We have already have an option in registration that can allow a parent to choose to "play up". If you want to give them that option then go to Organization Info, go to the reg league display as shown below and choose option 2 and use a 1 for the plus year. That will show them the league they are eligible for and the league they would be eligible for if they were 1 year older.      Some organiz...
	52)-	I was trying to add a family just to see how it worked, now I cant seem to erase it.
		You can make them inactive but you cannot delete them. This is done to protect against accidental delete. We will provide a delete option in the future if the person has been inactive for a while.
	53)-	How can I format my Season Description with Bullets and other ASCII characters ?
		These characters can be used in any text description in SportsManager for League descriptions, waiver text, etc.      To find a list of ASCII characters you can use click the Start button and look under accessories, under System Tools, under character map. That will show you all the ASCII characters.        To input characters that are not on your keyboard, Press and hold the ALT...
	54)-	Is there a way to change the Color scheme on the menus in our portion of the SportsManager website?
		Yes, you can change the colors of the upper and left frame. You can change the frame background color, the text color/size and the button background color.       To change colors login into yout sportsmanager. Click on the HOME button, then click on the option for "Edit Menu and Background Colors".
	55)-	How do I create News/Info pages ?
		1. First you must create a tab.  Do that by clicking news/info, then click add/edit tab, give it a name like “Coaching info” and save it. A sub tab is optional, that would be used for 2 levels of information like “Field examples” “Coach conduct” “Draft reports”.   2. Now that a tab is created you can create the page, click add/edit page (under the main news/info tab), then click “Add” ...
	56)-	Pitch Count
		P  I  T  C  H     C  O  U  N  T   F O R   B A S E B A L L   Tracking pitch count in SportsManager      What is does:   The pitch count module allows coaches to enter the pitch counts after every game and then will be displayed in a pitch count report.  Any ...
	57)-	How do I enable comments to be entered during registration?
		Click on the "Registration" button on the left, scroll down to the bottom of the "Registration Set up area", pick the option for "Manage Registration Comments", clcik on the "on" option for both adults and players. Then the comment area will appear during registration. You can also add text that will preceed the comment area and give the person registering an idea of what type of comment or notes ...
	58)-	How does the Evaluation Module work ?
		Player Evaluation Module:  This is a new module that can be found on the top of the Reports page.  With this module you can set up the skills used to determine player ratings. You can specify how the skills are rated (1-5 or 1-10). Coaches can fill in the player eval form right in their Roster Mng login area. Admins can see and export all the evaluation data at the league or se...
	59)-	What is the best way to obtain the emails of parents that we are missing ?
		It is important to get as many emails as possible to take advantage of the powerful email tools and reminders in SportsManager.  Obtaining emails is something that will take more effort the first season and then be less effort every year there after.      If your database didnt start out with many emails then that prevents you from using the email blast to communicate with people abo...
	60)-	We would like to have a place where the registrant can list their prior experience so that we can "level-load" the teams
		Prior experience can be captured with a player question and answer like this: How long have you played?  (1) 3+ years, (2) 4+years, (3) 1 year, (4) Never played before
	61)-	The teams in our league would like to have HOME Games at thier HOME Gym, Is there a method to connect a team to a Playing Area to allow for some HOME Playing Area Games? Close to 50% Home 50% Away. Thanks
		You can connect a team to its own home fields right in the Playing Areas. To see this option click on Playing Areas, then click on the "Team Avail" button. That button will show you a list of teams in leagues assigned to that field. Pick the one that uses this fields as a home field. For auto-scheduling once you use "team avail" you much specify the home teams for each field in the age group.
	62)-	How to use Equipment Manager
		Equipment Manager:  This is a new module that can be found on the top of the Reports page.  Equipment Manager will allow you to track all the equipment in your organization and show which sports or seasons are using it. It will track equipment cost and you can specify sources for replacing the equipment. It will appear in a Spread Sheet format on the screen. It can be export to...
	63)-	We would also like to have a place for each registrant to list one "friends" name that they would like to play with.
		They can do this in the registration comment area. The comments are already enabled so the parent will see a place to enter a comment per child and in the adult area. Typically they enter "Playing with" requewstion in the Player comment area and information on Volunteering in the Adult Comment area. There will be a comment option for each player.       If you want to make it clear that you are...
	64)-	What is the (D) to the far right of the player or adul record mean?
		The (D) means the player/adult can be deleted... if they were previously registered or currently assigned to a team you would not be able to delete them and you would not see a (D). In that case you could make them inactive.
	65)-	How to schedule over lapping fields
		We added a option where you can define which fields are overlapping and then semi-auto and auto-schedule will avoid conflicts on those fields. To see this click on auto-scheduling, then go to the bottom of that page and click the option for overlapping playing areas. You will see what that page looks like below for an example where field1 and 1A and field 1 and 1B are overlapping. If there are oth...
	66)-	How to schedule over lapping fields
		We added a option where you can define which fields are overlapping and then semi-auto and auto-schedule will avoid conflicts on those fields. To see this click on auto-scheduling, then go to the bottom of that page and click the option for overlapping playing areas. You will see what that page looks like below for an example where field1 and 1A and field 1 and 1B are overlapping. If there are oth...