eAYSO for Executive Members

transcript

National eAYSO Commission 2013 Section Meetings

Player Registration *Volunteer Registration *Invoicing/PaymentsFinancial ReportingTeam Management/Transfer of Players/VolsGame and Referee Scheduling *Player Rosters & ID Cards *Volunteer Training Courses & Certifications

* Applies to Regions only

eAYSO for Regions(or Areas or Sections)

What are we going to learn?RIF Regional Board UpdatesVolunteer Access RightsRegion SettingsRegistration MessageseSignatureFinancial ReportsNEW -Volunteer roster search capabilitiesInvoices & CreditsReports

Functions as the Control Sheet for the RegionIdentifies Authorized Board Members & Account SignatoriesDetermines Access Right DefaultsKey to Updates and CommunicationsAll you need is your eAYSO login!

Regional Information Form

(same for AIF or SIF)

RIF Updates

“Edit” to update Board Member

Do Not Delete

RegionGuidelines

Budget

If Approved

RIF Updates

“Edit” to update BM

Toggle to Inactive to remove a BM

Update or Cancel

RIF Updates

“Add New Board Member”

RIF Updates 1. Use Search to find the New Board Member

RIF Updates2. Select the volunteer

RIF Updates3. Select Position

5. Add Board Member

4. Set Term Dates & Authorized Purchaser (Y/N)

RIF Updates

What does Green, Blue, & Red mean?

Each Name is a link to Volunteer’s record

Green: Currently Registered for the Current Year

Blue: Completed an Application for the Current Year but NOT Registered

Red: NOT Registered for at least TWO YEARS

RIF Updates

Print the RIF to include with RAP/AAP

Archived RIF changes (when using ‘Inactive’)

Volunteer Access

Access Rights can be granted to Authorized Volunteers based on ROLE or SINGLE FUNCTIONRights can be Division & Gender specificAllows Volunteers to fulfill their responsibilities

Volunteer Access

Volunteer AccessEnter First & Last Name

Search

Step 1

Volunteer AccessAfter searching for volunteer, select volunteer from results

Grant Age Division & Gender Access to Player Info

Step 2

Volunteer Access

After selecting a Role, “Assign Rights”

Select a User Role

Step 3

Volunteer Access Single ‘Right’ Assignment

“Assign Right”

How can you find out what access rights are assigned? Select a System Function

or Right

Volunteer Access

Removing Access

Deleting Right(s)

Must be set at least once a Membership Year (MY)Set by RC or RegistrarControls Region’s online Registration experience for parents and volunteersSets key system parameters for Region’s programs

Region Settings

Settings include:General: Region & Contact Info *, Email Notices, Application default values, Team Info Setting and Messages Preferences: Zip Codes/Cities, Communities, Area Codes, Schools and LocationsMembership Year for applicants & registrantsProgramsRequired FieldsDivisionsCustom Positions and Events

* Determines how the region will be contacted by new members

Region Settings

Region Settings (non e-Sign)

Region Settings (e-Sign /Online Payment ...NEW)

Membership Year

A registered player is an official member of AYSO for a full year from August 1st through the following July 31st

The Membership Year (MY) is designated by MYXXXX, where XXXX is the year when it starts – MY2011 (previously FSXXXX)

Membership Year

Registration Messages• Registration Dates/Events• Form processing /Payment instructions• Refund Policies• Contact information for questions –

please!• Websites• Phone numbers

eSignature• Parent/Guardians and Volunteers can

complete and eSign their Player/Vol applications in eAYSO

• NEW status code ‘NE’ = Incomplete Application in Registrar’s view (only if missing the eSignature.)

• All Regions can go e-Signature: Player Apps or Vol Apps or both. (Vol Apps no charge...Player Apps $.25)

• eSigned Player and Volunteer forms do not have to be stored at the Region level after the season.

eSignature Reminders...

• Still need to verify Date of Birth or Identity for new players and volunteers

• Coaches must still carry Player Form at all times

• Do Not need to send eSignature Volunteer forms to the National Office – Background checks can begin immediately – greater data confidentiality

• eSignature does not mean that a Region has to go ‘Paperless’ ...

Financial Reports

Monthly NAP SummariesBank StatementsNAP ViolationsRegion’s Registration Fee invoicesDropped Player/Fee Credit processing

To Pay Invoices, check Pay Box, Create Remittance Advice

Remittance Advice must be sent to AYSO Lock Box

Dropped Players

Players who decide not to continue with AYSO may be entitled to a refund of all or part of their Registration FeesRegions are only entitled to a refund of the National Player Fee if the player never practiced or participated in any AYSO activity.

Dropped PlayersSelect “Awaiting

Request for Credit”

Select “Request NSTC Credit” or “Drop & No NSTC Credit” & SUBMIT

19750 S. Vermont Ave., Suite 200Torrance, CA 90502

New Enhancement allows Look Up of Course Attendees

Instructors can search past, current, and future rosters for a Volunteer’s name. (Huge time saver when researching when a Vol took a course)Volunteers can look up what future Classes they have signed up for in eAYSO (also allows them to cancel)

New Instructor

Search Feature

Volunteer can see what classes they signed up for...

Look Up of Course Attendees

New Volunteer Search Feature

Easy Self-Look Up by Volunteer

Withdrawal allowed up to

1 day before course.

Instructor gets email

Volunteer Cert Report

NEW...You will like

This Report

Volunteer ReportSelect Training

Discipline reported

Select Positions to include

Select Certifications &

Generate Report

Volunteer Report

eAYSO HelpOnline Help

Function

eAYSO Help

Questions?Contact us:eaysosupport@ayso.org OR call (866) 588-2976

Thank You!

eAYSO for Executive Members

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