Volleyball Canada - PTA Setup Guide

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

Getting Started - A VRS Guide for PTA Administrators

 

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

1. Create your PayPal account
2. Terminology and Concepts
3. Set up Membership Categories
4. Setting up Regions and Certification Levels
5. Set up a Club Registration form
6. Set up Common Registration Forms
   1. Officials Registration
   2. Player Registration
   3. Coach Registration
   4. Team Registration Forms

 

Terminology& Concepts:

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 Portal you can think of a Club as being an Association.  As well, the system treats PTA Regions as “Associations”.

Master Control Panel

Once logged in you will see the Master Control Panel for your site.  The following provides an overview of the Master Control Panel layout.

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. League Menus - Select these drop down lists to navigate to a 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 change your password using Manage Website Admins.

 

1. Setup PayPal Merchant Account
   
   - 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)
   - Click "Get Started for Free" and click "Create a New Account"
   - Complete the 2 step process to initiate your PayPal account
   - From the "My Account" tab, select "Add or Edit Bank Account" from the menu under "Profile" and add a bank account
   - 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.
   - 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
   - Once 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. Set up Membership Categories
   1. Firstly set up your GST/PST numbers
   2. Go to Master Menu; People; Individual Registration Forms.
   3. In the upper right corner of the window you will see GST # and PST #.  Click on the associated link and enter your organization’s GST/HST number and PST number (if necessary).

Next set up your PTA membership categories and fees.  Go to Master Menu; People; Individual Registration Forms.

1. Go to the Membership Categories registration form and select Edit; Select the Step 2 – Programs and Payment tab;   either Add  or Edit a Payment Type
2. Each PTA membership category offered to any type of participant is added as its own program/payment type
   - Edit the payment type
   - Copy payment type title to "details" line
   - Use the VC Membership Category drop down list to select the corresponding membership category at the Volleyball Canada level
   - Enter the PTA membership fee in the "amount" (do not include the VC portion of the membership fee as that is already accounted for by selecting the appropriate VC membership category)
   - Enter tax 1 and 2 (if applicable) and a GL (general ledger) code
   - Save Payment Type
   - Repeat for all membership categories

 

3. Set Up Regions
   As noted, Regions are implemented in the Goalline system through the use of Associations.   Go to Master Menu; Scheduling; Manage Associations; Add New
    
   1. Enter the Region Name
   2. Sub-association of:  “None”;  Tied to:  “(this site)”
   3. Click Create Association

Note that when Clubs register they will be sub-associations of their Region association. It is required to create at least one region. If your PTA does not require regions, create a region named as your PTA.

Set Referee Certification Levels. There is a separate list for Indoor and Beach certification levels. Go to Master Menu; Officials; Set Certification Levels; Add or Edit

1. Enter the name of the certification level
2. Select the order it should appear when listed
3. Click Add Certification Level
4. Or, Change the name of an existing certification level
5. Select the order
6. Click Edit
7. Delete any unnecessary levels

 

4. Set Up Competitive Categories

 

As described above, Competitive Categories are set up as “Leagues” in the Goalline system.      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”.

 

1. Go to Master Menu; Scheduling; Manage Leagues;
   Enter the following:
   1. Name of the League (for example, “Indoor 15U Girls”)
   2. Menu Placement:  select New Menu Label to start.
   3. select the appropriate age (U14, U15, etc) ,
   4. skill level  (“Competitive”),
   5. Competitive Category (“Indoor 15U”)
   6. gender,
   7. then click Create New League.
2. It is useful to organize Leagues under Menu Groups.    Go to the right hand side table and you will see “Menu Group:  Indoor 15U Girls” (or whatever you named your League above).  Click on Edit and change the name to a menu grouping – perhaps “Indoor Age-Class Girls”.   In the future when you add age-class girls leagues select “Indoor Age-Class Girls” as your Menu Placement for the new league.  
3. Repeat until you've added all of your competitive categories (but you can always come back and add more later).
4. Return to the Master Menu, Scheduling section and click "Manage Seasons"
5. Create a season for the leagues 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)

6. Return to the master menu, Scheduling and click "Manage Schedules"
7. 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).

1. If you return to add more leagues at a later time, repeat steps 1 through 7. Instead of checking all when asked which leagues to add a season or schedule to, you will only need to select the new ones.
   - Create New League for all age/gender/skill levels of play offered for events, competitions or league play (if applicable)
   -All Leagues must have an active season and schedule before they can be managed .

All Leagues added here will be populated to the clubs that are registered with your PTA.
 

5. Club Registration

Club Registration is done through a Club Registration Form.  Go to Individual Registration Forms and select Edit for the Club Registration form.

1. For Event Location enter your Province or Territory name;
2. Enter contact information for the Event Contact.
3. Enter a Start Date for club registration, and specify an End Date for the last date for which a club can register in your PTA.
4. Under Registrant Information Collected you may wish to select to collect email address, mailing address, phone numbers etc for the Club Administrator who wishes to register.
5. Click on Save Personal Information at the bottom of the form.  Go to Step 2.
6. If you wish to charge a fee for Club Registration select Edit on the Club Registration Payment Type.  Modify the Amount, any tax rules and GL code.  Click on Save Changes.
7. Click Save Program and Payment Types.  Go to Step 3.
8. Edit the Waiver, Privacy Policy, Contact Information as necessary.  Click on Save Policies.  Got to Step 4.
9. Select payment methods if a fee is being collected.  If no fee is being collected, select "offline, cash/cheque." Click on Save Payment Information.  Go to Step 5.
10. Edit the confirmation email message.  Click on Save Confirmation Information.
11. Click on Preview Form to review how the form will appear to the user.  If you are satisfied with this click on Publish Form.  Only when the form is published will it be available for registration on the PTA Portal.

 

6. Set up Common Registration Forms

Templates for the following types of registration forms have been provided.   From the Master Menu; People; go to either Individual Registration Forms or Team Registration Forms

1. Officials Membership Registration (one for Indoor, one for Beach Refs)
2. Player Membership Registration
3. Coach Membership Registration
4. Team Registration Forms