Volleyball Canada - Club Administrator Setup Guide

Please Note - This help topic applies to Volleyball Canada organizations only

 

Welcome to the Volleyball Registration System

Getting Started - A Quick-Start Guide for Club Administrators

To get started with your new Club Volleyball Registration System (VRS) Portal, you'll want to do the following:

1. Create your PayPal account
2. Logging In
3. Set up your Membership Registration forms
4. Add your Club teams
5. Manage your Website Administrators
6. Assign Players/Coaches to Teams and Register for Events

1. PayPal Account Setup

Your Registration Portal will allow you to collect online payments directly to your club account through the use of PayPal.  In order to collect online payments from your club members upon registration, you'll need to set up an online payment gateway through PayPal. Follow these steps to set up your account and contact GOALLINE by phone once complete.

1. Open this link to get to the PayPal setup (or copy this URL into your browser https://www.paypal.com/ca/webapps/mpp/paypal-payments-standard)
2. Click "Get Started for Free" and click "Create a New Account."
   Complete the 2 step process to initiate your PayPal account.
3. From the "My Account" tab, select "Add or Edit Bank Account" from the menu under "Profile" and add a bank account.
4. Verify the bank account by clicking "Get Verified." PayPal will deposit a small amount of money into the specified account within 3 to 5 business days. The amount deposited is confirmed by the customer and the account is verified.
5. From the "My Account" tab, click "Profile" and select "My Business Info." If the email address listed says "unconfirmed," click to confirm the email address.
6. Once steps 1-5 are complete, contact GOALLINE Support at 1-866-443-4625 with your username and password so the account can be configured. Once the configuration is complete, you will be notified and you can change the PayPal account password.

2.  Logging into your VRS Club Portal

Using the link provided in your Club Approval email, click on the URL and you will be directed to your Club’s VRS Portal.  Click on the LOGIN button on the top right of that screen and you will be prompted for your username and password that was provided in your Club Approval email.  Once logged in you will see the Master Control Panel for your site.

 

1. Master Menu - Use this link to return to your Master Menu, favourites section from anywhere within the control panel
2. View Website - To view your public site, click View Website. This will open in a new tab.
3. Team Menus and League Menus - Select these drop down lists to navigate to a team or league specific menu.
4. Menu Categories - Select a menu category to view a full list of tools and features.
5. Add/Remove Favourites - Select this to customize the items seen in your Favourites section.

After logging in the first time you should now change your password by clicking "Manage Website Admins" and editing your profile.

Terminology:

The Goalline system forms the foundation for the VRS.  Following are some terms to be familiar with:

League:  a league is a way of designating competitive categories for teams that can play against each other.  In our case, examples of leagues will be “Indoor 14U Girls” or “Indoor 16U Boys”.

Association:  An association is a sports organization that organizes teams and competitions.  For the purposes of your VRS Club Portal you can think of your Club as being the Association.

3. Registration Forms

Your Club VRS Portal is intended to be the primary method for your club to register its members with you as well as with your Provincial Volleyball Association and Volleyball Canada.

Your club registration portal will have sample Membership forms set up to get you started. Follow these steps to edit the form to meet your club's needs.

3.1  Player Registration

1. From the Master Menu, select in Favorites (or People) "Individual Registration Forms"
2. Click Copy next to the Player Registration form.
3. Click on “Yes” to create a copy of the form, and modify the Registration form title from “Player Registration Copy” to a unique title (for example, “<club name> Player Registration”)
4. Enter the following:
   1. Event Location as the city or region from which your players typically come from,
   2. Event Start Date should be Sept  1, 2014, Event End Date as Aug 31, 2015.
   3. Event Contact information should be provided for your Club Registrar.
5. Select what information you will collect and/or require regarding your players. Use "Extra Questions to Ask the Player" for any questions that aren't listed already.  You should modify the Registration Closing Date to an appropriate date for your organization.
6. Insert additional instructions as desired throughout Step 1 and then click "Save Personal Information."
7. In Step 2, create a "Program/Payment Type" for each player membership category you will offer your players. For player membership typical examples of individual programs are '14U Girls,' '16U Boys'.  Default  Program/Payment Types have been provided for Volleyball Canada competitive  categories.
   Each program type can be edited:
   1. Restrict the program to members of a specific gender
   2. Restrict the program to members born between specific dates
   3. Include a maximum number of participants for the Program
   4. Program Details.
   5. Enter the price/fee for your club’s membership fee, including applicable tax rate(s) and optionally a general ledger code (for use by your accounting system if applicable).
   6. Provincial and National Membership fees are added to the Club Fee. Note that these fees will be added on top of the specified Club Fee. 
8. You may optionally add Products or Discounts as needed before clicking Save Programs and Products.
9. In Step 3, review and update your club policies.  The standard waiver and privacy policies are included.  Edit to indicate your club refund policies and club contact information,   Click to Save Policies.
10. In step 4, indicate if you are collecting offline payments, online payments, or both. Online payments require a payment gateway to be set up via PayPal. If there is no payment gateway available to select, do not select to allow online payments.
    Include any offline payment instructions for your members to be away of before clicking Save Payment Information.
11. In Step 5, create your email confirmation message that will be sent to anyone submitting the registration form.   You should specifically edit the Registrar’s Name Registrar’s email address and the body of the sample text in the email body.  You can use the helpful text placeholders to personalize the email. Click Save Confirmation Information.
12. Preview your form and test it by entering information. When satisfied, click "Publish" to make your form available to your members.

3.2  Coach/Manager Registration

1. From the Master Menu, select in Favorites (or People) "Individual Registration Forms"
2. Click Copy next to the Coach/Manager Registration form.
3. Click on “Yes” to create a copy of the form, and modify the Registration form title from “Coach/.Manager Registration Copy” to a unique title (for example, “<club name> Coach/Manager Registration”)
4. Similar to the Player Registration Form, edit the Coach/Manager Registration form, review it and publish it.  Fields you need to edit or fill in:
   1. Step 1:

i.Event Location:  your club’s region  or community

ii.Event Contact Information:  Club Registrar information

2. Step 2:  The Program/Payment Types selected assumes there is no Club Fee for coaches or managers however the Club must register the coach for the Provincial and National Membership fees.  The Provincial and National Membership Fees may be different for coaches and for managers.
3. Step 3:  Provide Contact Information
4. Step 4:  Select Payment Types
5. Step 5:  Enter the Registrar Name and Registrar's Email Address.  Edit the confirmation email body to customize for your club.
6. NOTE:  Many clubs will not charge club fees for coaches/managers and will pay for their Provincial and National membership Fees.  If so, you may wish to specify Offline Payment only for the registration form and have the club make a payment by cheque to the Provincial/National Associations after the coaches have registered.

3.3  Club Volunteer Registration

Your Club or your Provincial Association may require other Club Volunteers to register.  Similar to the Coach Registration Form, edit the Club Volunteer Registration form, review it and publish it.   The fields must be modified as in 4.a. to 4.e.

4. Add your Club Teams

Club teams are added using Manage Association Teams tool.

1. From the Master Menu, select Scheduling and "Manage Association Teams"
2. Enter the following:
   1. Name of the team (a good convention is to use “Club” “age level” “team name” (for example, “Dinos 15U Diggers”)
   2. Select “Not Playing other teams on this site”
   3. select the appropriate age (U14, U15, etc) ,
   4. skill level  (“Competitive”),
   5. Competitive Category (“Indoor 15U”)
   6. gender,
   7. “New Menu Group”
   8. then click Create Team.
3. Repeat until you've added all of your teams (but you can always come back and add more teams any time). When creating more teams, select whether or not the new team will play against any of your other, already created teams. This is an important step when using GOALLINE's scheduling tools later on.
4. You can organize the display of your teams using  Menu Groups.  Re-order teams, change menu group labels and re-order groups as desired using the table on the right side of the Manage Associations function.
5. Return to the Master Menu, Scheduling section and click "Manage Seasons"
6. Create a season for the teams you just created as follows:
   1. Enter “2014-15” for Season Name
   2.  Date Range:   Sept  1, 2014 to Aug 31, 2015
   3. Add this season to the following leagues:  check all the leagues you have created.
   4. Leave the following unchecked:

i.

ii.

5. Click Create Season(s)

7. Return to the master menu, Scheduling and click "Manage Schedules"
8. Create a schedule called "Regular Season," select Standings for the schedule type and check off all of your listed leagues.
   Enter the start and end date of the schedule to be the same date range as the Season:  Sept  1, 2014 to Aug 31, 2015.
   Click Create Schedule(s).
9. If you return to add more teams at a later time, repeat steps 1 through 8. Instead of checking all when asked which leagues to add a season or schedule to, you will only need to select the new ones.

5. Assign Coaches/Managers to Teams

Coaches/Managers

1. From the master menu select People and “View-Edit Coaches”
2. Click “Submit Coach Search”.  This should return a list of coaches and managers who have completed their Coach/Manager Registration form.
3. Select a coach and click “Edit”
4. Modify their Coach Position to indicate Head Coach, Assistant Coach or Team Manager.
5. Click on “Assign to a Team” tab on the right side of the screen
6. Click on a team, and ensure “Create User Account” is selected.  Then click Enter.  The Coach/Manager will get an email message with user account information.  This will allow them to have Administration privileges on the system to edit the team information.

6. Manage Website Admins

Website admins are administrator profiles you can create to give secure admin permissions to. Permissions are granular so you can provide as much or as little permission as needed. Team administrators, team contacts, coaches, registrars, treasurers, webmasters, event coordinators, etc., are all examples of Website Admin roles or titles.

Coaches or Team Managers can be created as administrators automatically as described above using the “Create User Account” when they are added to a team, or they can be added/edited using the method below.

1. From the Master Menu, select the People section and click "Manage Website Admins."
2. Click Add Admin and click to create a League or Team administrator.
   A “League Administrator” within the VRS is analogous to an Age-Class Coordinator within a club.They would be able to manage age-class level administration for all teams at that age-class category.
   A “Team Administrator” can only be granted permissions for team level administration only. They can export their teams' roster report and view or edit only their teams' roster. A team administrator can be given permission for multiple teams.
3. Enter all applicable personal information including a Title that should be appropriate for their role (you can email website administrators who have specific titles, for example) and either create or system generate their username and password.
4. Select which (if any) association wide permission the admin should have. Common permissions for registration portals include View-Edit Players/Coaches/Registrants, View Registration Data, Assign Multiple Players, if needed Create Registration Forms.
5. Select which (if any) Team or League specific permissions the admin should have.
   Common Team Level permissions include View Edit Players/Coaches, View/Export Team Roster, Add-Edit-Delete Teams.
   Common League level permissions include Add-Edit Players, View-Edit Team Rosters, Import Players, Add-Edit-Delete Teams, Add-Edit Coaches, Assign Multiple Players, Manage Schedules
6. Click Enter and repeat to create other administrators.

5. Assign Players and Register for Events

1. From the master menu, select People and "Assign Multiple Players"
2. Enter the appropriate search criteria for the age, gender and registration status of the players you wish to assign and click Display Players
3. Select the players you wish to assign using the check boxes (or select Check All)
4. Select the appropriate team from the list on the right and click to Assign [X] Players.

Players can also assigned one at a time:

1. From the master menu, select People and "Find Players"
2. Use the available search criteria to search for the player(s) you wish to assign to teams
3. Click Edit next to the player you wish to assign
4. Locate the "Assign to a Team" tab in the upper right portion of the profile
5. Select the team the player should be assigned to and click Enter.

Register for events:

There are two ways to locate events for your Club Teams to register for; either from the P/TA site or from your club site's administrative menus.

1. Locate your Provincial/Territorial site and search for events for your teams to register for and click on “Have you Registered before?”  The system will prompt you for a Coach Name, birthdate, access code.  Note that Team Managers who have been set up as above as part of the Coaching Staff for a team can also enter their name etc to register a team.
2. From your club's administrative control panel, use the "Select another control panel" link to select a team.
   Select Team Admin and "Add-Edit-Delete Players and Parents"
   Select an event from the drop down list labelled "Register this team for an event"
   Complete the registration form as required.