Seasonal Year Transition for State Associations and Governing Bodies

Forms:

• Copy Existing Annual Forms - Copy Previous Forms
  • • Update your dates, agreement terminology and add any new information that is applicable to the new year's forms

• Create Forms - Create a Form
  • • Proof of Birth (If Needed) - Set up a document repository
    • Medical Release- Set up a Medical Release
    • E-Travel Forms- Available to use collect permission to travel from teams within your association
    • Support Ticket Form - Can be set up for clubs that are child affiliates of your association to submit questions to you within the GotSport system in lieu of direct emails
    • Custom Transfer Forms- Can be set up as an official approval process when players are moving from one club to another (or within the same club for Intra Transfer option) within your association

Direct Player Programs (ODP, Direct):

• Copy Previously Created Programs - Clone a Program
  • • Prior to copying your program, ensure that your accounting code and event location data is entered
    • After you've cloned the program, update your program name, dates, and seasonal year so that players' ages reflect accurately
    • Check requirements/agreement wording from the previous year and make any adjustments as needed
    • Update your questions and payment plans from the previous year and make any changes that may be needed
    • It is advised to run a test registration prior to opening your program

• Creating New Program Registration - Create Program

Roster Rules:

• Review Roster Rules - Create State Roster Rule

• Understand Limitations
  • • • Blank - If left blank, there are no limitations to that age group/level
      • P-Single - Player can only be Primary on one team
      • Intra – Secondary Only - If toggled YES, players can only be added as Secondary to teams within the same club
      • +/-0 Yrs.Min - Determines total number of players allowed to play up/down on a team
      • Required Forms - Used to mandate collection of a document before allowed on a team roster
      • Coach/Manager Risk Management  - Can be used to only allow RM compliant coaches or managers to be added to a team roster
      • Birth Verification

Direct Player Registration - (Most common for Recreational players in which no Roster or Pass is needed - Direct Player Registration)

• If you decide to allow clubs directly register players to the state, please reach out to your GotSport Representative to turn on and dictate what levels it will be designated for.

Official Rostering Event - For registered teams, this will be when Official Rosters and ID Cards will be available to print)

• Copy Previous Registration Event -Copy Previously Created Event
  • • • • Prior to copying your event, ensure that your accounting code and event location data is entered
        • After you've cloned the event, update your event name, dates, and seasonal year so that teams' ages reflect accurately
        • Check your settings for the ability to print. Turn on/off as needed depending upon your dates you want to allow printing of documents. (Please reach out to your GotSport Representative with any questions/recommendations on registration event settings)
        • Add Team Level Registration Fees (Preferred Option to Guarantee Specific Level) 
        • Decide date to open registration event (This will be the date clubs will be able to submit their teams to the Official Rostering Event)

• Create Registration Event - Creating Registration Event / Source Roster

Roster Approvals

• View Documents - Approving Documents
• Approve Players - Approve Rosters
• Unapprove Players - Unapprove Rosters
• Release Players - Release Player
• Verify Photos (If Applicable) - Verify Photos
• Option to Auto-Approve based on meeting Roster Rules 
  • • • Player will be automatically approved when added to the team roster as long as they are compliant with the rosters rules set in place for that team's age and gender

Registration Fees:

• Create New Registration Fee - Create Player Registration Fee
• Understanding Upgrade vs. Subsequent
  • • Upgrade - New registration created for a player with a different competitive level than their initial registration (Recreational player moves to Competitive Team)
    • Subsequent - A second registration is created for a player with the same competitive level as their initial registration (Player transfers to a new team)
• Team Fees - Create Team Fees

Risk Management 

• Check/Create RM Requirements - Create RM Requirement