AQUATIC SPORT CARNIVAL ENTRY & ROSTERING SYSTEM User … · SportApp | AQUATIC SPORT CARNIVAL ENTRY & ROSTERING SYSTEM | USER GUIDE V1.0 2 Table of Contents 1.0 Introduction 4 1.1

SportApp | AQUATIC SPORT CARNIVAL ENTRY & ROSTERING SYSTEM | USER GUIDE V1.0 1

SportApp

AQUATIC SPORT CARNIVAL

ENTRY & ROSTERING SYSTEM

User Guide V1.0 2020/21

SportApp User Guide

USER GUIDE V1.0 | VERSION 1.0 | DATE 2020


Table of Contents

1.0 Introduction 4

1.1 Accessing the application 4

1.2 User Access 5

1.2.1 Setting Up Team Managers in SurfGuard 5

2.0 Log in 6

2.1 Errors in Log in 7

2.1.1 No Access 7

2.1.2 Invalid Details 7

2.1.3 Forgotten Password 7

2.2 Select club 7

2.2.1 Adding Team Admin Access 8

3.0 Home Page 9

3.1 Carnival Types 9

3.1.1 Age Categories 10

4.0 Entries 11

4.1 Participant Capping (COVIDSafe Protocols) 11

4.2 Individual Entries by Event 12

4.3 Individual Entries by Name 13

4.4 Entry by Enter All 15

4.4.1 Refresh 16

4.5 Team Entries 16

4.5.1 Creating a Team 17

4.5.2 Selecting a team 17

4.5.3 Combined Club teams 18

5.0 Reports 19

5.1 Per Event, Entry Listing CSV Report 19

5.2 Per Person, Entry Listing CSV Report 20

5.3 Competitor List CSV Report 20

5.4 Officials List CSV Report 21

6.0 Troubleshooting, Tips and Tricks 21

6.1 Checking Eligibility 21

6.2 Logins 21

7.0 Officials & Rostering 22

7.1 Officials, Water Safety & Powercraft Personnel 22


7.1.1 Adding Officials 23

7.1.2 Adding Water Safety 24

7.1.3 Adding Powercraft Personnel 25


1.0 Introduction The Aquatic Sport Carnival Entry App – named SportApp is a web-based system for Team

Managers to manage Aquatic Sport carnival entry.

After introduction of the system into the 2019/20 season, and continued reviewing with

relevant users, the SportApp system has seen a number of development improvements to

continue to ease the burden for administrators in Sport.

Features of SportApp include:

• *Entering Individuals into carnivals via events or name

• Assigning individuals to teams

• Assigning individuals to Composite Teams

• Managing teams in events

• Quickly checking eligibility of athletes

• Reporting on competitors

• Reporting on events

• *Assigning Officials

• *Assigning Water Safety

• *Assigning Powercraft Shifts

*New features for 2020/21

1.1 Accessing the application

The program is accessible for mobile devices including smartphones and tablets, while also

being able for usage on laptops and computers. It requires internet connectivity to access the

functionality.

The application is supported on the following systems:

• Android

• iOS (iPhone)

• Internet access through browsers. Please note though that Chrome is the

adopted browser of choice.

The app can be accessed via the following link – https://sportapp-

entries.lsv.com.au/#/login

https://sportapp-entries.lsv.com.au/#/login



1.2 User Access

The clubs’ Administrator is responsible for. setting up user permissions for Junior and

Youth/Senior Team Manager’s to access

SportApp.

1.2.1 Setting Up Team Managers in SurfGuard

The clubs’ Junior Team Manager and Youth/Senior Team Manager must be allocated in

SurfGuard. This can be completed in the Officers section and typically, SurfGuard

Registrars or club Secretaries have access to allocate these positions

• Go to Organisational Management > Officers > Officers. A list of club position titles will appear.

• Scroll down to any of the below roles to allow access and select ‘new’ to allocate a member: - Junior Team Manager - Senior Team Manager - Team Manager (Junior) - Team Manager (Senior)

• Once allocated via SurfGuard, Team Managers can login to SportApp using their SLSA Member account details through – https://sportapp-entries.lsv.com.au/#/login



2.0 Log in

Once the SportApp application is open, a log in page will appear.

Enter the user’s log in detail to access the options available. The individual’s username

and password are the same as their SLS Members Area Account.


2.1 Errors in Log in

Username and password are case sensitive, so ensure any capital letters are included. If the

username and password is not valid, it may be that the user doesn’t have the permission for

access, or alternatively that a password or username is incorrect.

2.1.1 No Access

Should the user attempt to enter SportApp without having been assigned permission, the

following error message will appear.

This is the user’s cue to contact their Team Managers and request permission. This might be

applicable if for example an Age Manager was asked to enter their athletes into teams.

2.1.2 Invalid Details

Should the user enter their username or password incorrectly, a message will appear stating

that there is an Invalid Username & or Password.

2.1.3 Forgotten Password

Should the user continue to have an issue retrieving their details, please contact the SLSA IT

Helpdesk on 1300 724 006 or [email protected].

Alternatively, follow the prompt Forgot your password? on the sign in page to be directed to

the SLSA Member portal.

2.2 Select club

Once they have logged in, the user may need to select the club they are wishing to access,

should they be a member of more than one club.

Note: If the user is a member of only one club this option will be skipped, and they will

progress through to the home page. Once at the home page, the top right corner will display

the club logo of the club the user is accessing.

mailto:[email protected]


2.2.1 Adding Team Admin Access

The Team Manager can grant an additional user access to SportApp via the function ‘Add /

Remove Manager. To do this, the Team Manager can click on their icon in the top right-hand

corner of the screen and selec Add/Remove Manager

Users can delegate user authority to others (such as Age Managers) by looking up the Member

ID of the person they wish to add and adding them as below.


3.0 Home Page The home page is where the user will be able to access the various areas in which they have

permission for. There are the three options of Carnival Types to enter. These are Junior

Carnivals, Youth/Senior Carnivals, and Masters Carnivals.

The user clicks on the appropriate icon to view all carnivals under that classification.

3.1 Carnival Types

When the user clicks the Junior Carnival button, they’ll be taken into the Junior Carnival

screen. When they click the Youth/Senior Carnival button they will be taken to the

Youth/Senior Carnival screen. The screens for each Carnival group include a listing of all

carnivals in that category for the current season.

The Team Manager will NOT be able to enter a closed carnival. Please ensure you enter

your athletes as early as possible to avoid disappointment. Closed carnivals will still display

for the duration of the season so that the user can access relevant reports from the carnival.

Clicking on a specific carnival will take the user to this screen where they can see buttons for

Entries, Reports or Officials and Rostering.

These functions are also mirrored in the left sidebar. Clicking on either the Buttons or the

Menu item in the left sidebar will take the user into that section.


3.1.1 Age Categories

When the user clicks the “Entries” button they will see a list of age categories available for

that carnival. The user selects the age category/ies they are entering athletes into one at a

time.


The buttons/bars that show on the screen now (in this case having selected U8 Girls), will

reflect the Events that are available for that age category at that carnival. In the example

pictured, U8 girls can enter Run, Beach Relay, Beach Sprint, Wade Race and Wade Relay.

These are the only bars/buttons that will display.

The user then selects the button labelled with the Event they wish to enter athletes into, and

a screen appears with a list of available members for that event.

There is also an “All Events” Button available at the top of the page for Junior and U14/U15

age groups. This will allow the Team Manager to enter athletes into ALL events. More on this

in section 4 Entries.

4.0 Entries

4.1 Participant Capping (COVIDSafe Protocols)

In line with the Victorian Government COVID-19 Restricted Activity Directions for

Community Sport, carnivals may need to operate with a maximum of 1,000 patrons

total, inclusive of athletes, required spectators and those need to run the carnival

(officials, water safety, team managers).

Should these measures need to be put in place, SportApp will show a total entry cap

per division (age group / gender).


In the example above, each division has a participant cap of 125 entrants. The text

gives information of how many spaces are available as a total, and how many of those

spaces remain. The blue box on the left side also shows how many more participants

can enter the carnival in that division.

SportApp will not allow entries over the cap, so if you have more participants then

spaces available, please consult your club for those you are able to enter.

4.2 Individual Entries by Event

The user will see a list of all available athletes with the selected age group and event.

This section can be sorted by Name, Eligibility and Entered by using the sort button.

For individual events in Junior competitions, no athletes from a younger age group

will be listed.

Once the Team Manager has identified the athletes, they wish to enter the event,

they can individually select them by sliding the ‘Entered” button to the right


SportApp now shows WHY the athlete is ineligible. In this case they’re not registered for the

current season. An athlete without the correct and current qualifications will not be able to be

entered an event.

In the case of U17 athletes, they can compete in their age group, U19s and/or Open events.

However, due to the Triple-Dipping rule, they can only be entered in TWO of the age groups.

If the user tries to enter an athlete into U17, U19 AND Open events of the same type, the

following ineligibility error will appear.

4.3 Individual Entries by Name

For some smaller clubs, who may have fewer competitors in an event, at any stage in the

application you wish to search for an individual and their eligible events, you are able to

utilise the ‘Search’ button on the top left corner as displayed here


By typing in the member name, the user will see the participant appear, once selecting them,

all of their available events will show for entry as per below

By selecting Back to Carnival the user will be able to continue their entries


4.4 Entry by Enter All

For larger clubs, entering each event for each age group could prove time consuming.

A faster option is to select the “All Events” button and enter eligible athletes in ALL events

they’re eligible to enter.

The above example shows the Enter all event functionality for U12 Girls, by selecting All

Events the user will be shown a list of U12 Girls eligible to compete in all of the events for

that carnival as shown below

Please note that “All Events” does not allocate an athlete to a team for team and relay events

as these need to be entered individually by the Team Manager. Those entered into ‘All

Events’ will show as “Available” on the team screen

We only have All Events for Junior Competitions and U14/U15 age groups in Youth

Carnivals. This is due to complex eligibility (triple dipping) rules in U17 and above, and

because Seniors often specialise in beach or water events, so the need to “enter all” in

decreased.


4.4.1 Refresh

To force a SurfGuard check of competitors whose data may have recently been altered, you

are able to select “refresh” in order to force a new check as shown below;

This check from SurfGuard, may take up to a few minutes, but should the competitor

now be eligible, their status will change to a tick.

4.5 Team Entries

The Team Manager will see a list of all Members in the Age Category. This section can be

sorted through numerous options, including Age, Name, Eligibility and Availability by simply

by clicking the Sort button.

The Available column indicates participants who have been entered via individual entry or

enter all functions.


You will see on this screen that there are athletes in the younger age group i.e. 11-year-old

in this case. This is because U11s are eligible to compete up in team events as an U12,

provided they have the appropriate awards/proficiencies.

4.5.1 Creating a Team

For a relay the Team Manager will need to create teams.

To create a team the user first clicks on the “Add Team” button in the upper right part of the

screen. The default naming convention is “Team A”, “Team B” etc, and there are no athletes

entered into the new team until the Team Manager selects them.

To change the name of the team the user clicks “Rename”, and then changes the name in

the text section. There are no official naming conventions for Clubs to use for team names,

but the athletes need to know their teams.

4.5.2 Selecting a team

You are able to select the athletes into teams by clicking in the ‘Select’ box, and then

selecting “Move Here”.


If there are athletes the Team Manager wishes to enter into the event who are not eligible,

the eligibility infromation serves as a trigger to the Team Manager to follow this up. If the

issue is a missing award, this can be followed up quickly with the Age Manager or training

officer.

You can remove Team Members by selecting “Remove Team Members”

4.5.3 Combined Club teams

In the case of a Combined Club team (previously known as a composite team), the Team

Manager communicates with the Team Manager from the Club they’re combining teams with.

If Club A has 2 athletes and Club B has two, they agree on a name for the Combined Club

team, and both use that in their selection of two athletes.

For example: Half Moon Bay combines with Point Leo. The team is to be called Half Leo

CCT. Both clubs name their composite team Half Leo CCT and enter 2 x athletes. It’s now

very clear when reports are run that this is a Combined Club Team. The team name doesn’t

have to be creative but flagging it as a CCT (Combined Club Team) will make it easier to

identify.


5.0 Reports

SportApp has four reports available. These are accessible by clicking the “reports” button on

either the left menu bar, or on the main screen, after having selected a specific carnival.

LSV are currently working on fixes for reports to make them easier to understand and more

user-friendly, this includes allowing PDF versions like those Team Managers might be used

to from SEMS.

Each of the reports are downloaded as a .csv file and can therefore be sorted and

reformatted as required for Club records/reporting. A basic understanding of excel is useful.

5.1 Per Event, Entry Listing CSV Report

The Per Event, Entry Listing Report shows all athletes entered in each event, from the Team

Manager’s Club. It’s divided by Event.


5.2 Per Person, Entry Listing CSV Report

The Per Person, Entry Listing report shows (alphabetically), all athletes entered into the

carnival, by event. It also shows the teams each athlete is entered into and their total number

of events.

5.3 Competitor List CSV Report

The Competitor List shows a full list of athletes entered in a carnival, competitor age, number

of events, and number of team events. The default version is alphabetical, but a quick sort in

Excel can make it via age group.


5.4 Officials List CSV Report

The Officials list shows a full list of all Officials, Water Safety & Powercraft Personnel

rostered to the carnival. These lists will also show contact emails to touch base with all

those rostered easily.

6.0 Troubleshooting, Tips and Tricks

6.1 Checking Eligibility

When the user enters an event, they will see that the system is checking eligibility of the

athletes. This check is made directly on SurfGuard, so in the case of Open events it can take

a little while. A notice appears against eligibility to show that it’s checking.

While the system is checking eligibility, sorts will not work. The user needs to wait until the

eligibility checks are complete and then sort as required.

6.2 Logins

It’s worth noting that the user’s SLS Members Area login is NOT their SurfGuard login. If the

user is sure they’re using their SLS Member’s Area login, they have been granted access in

SurfGuard and still can’t access the system, ordering a password reset for the SLS login is

worth trying.


7.0 Officials & Rostering

7.1 Officials, Water Safety & Powercraft Personnel

SportApp now has the ability for clubs to roster their Officials, Water Safety and Powercraft

easily alongside their entries. Clubs are also able to see their calculated Ratios based off

entry numbers.

This section is taking over the previously used Google Sheets and will only list members with

the relevant Accreditations for Officials, Water Safety and Powercraft Awards, as listed in

SurfGuard.

When clicking into the Officials and Rostering tab, users will see the specific areas allocated

to that carnival, along with their ratio requirements for both Officials & Water Safety.

Powercraft will not show any allocated shifts, as these are obtained from the relevant Team Managers Handbook.

• Youth/Senior Team Manager and Officials Handbook: Click Here

• Junior Team Manager and Officials Handbook: Click Here

https://lsv.com.au/wp-content/uploads/2020-21-Youth-Senior-Team-Managers-and-Officials-Handbook-V1.1-2.pdf

https://lsv.com.au/wp-content/uploads/2020-21-Junior-Team-Managers-and-Officials-Handbook-V1.1-3.pdf


7.1.1 Adding Officials

Team Managers can add officials into areas by selecting the ‘edit’ button relevant to each

Area. You will also be able to see how many positions are still available across the carnival.

There are four set roles in each age group, which LSV will aim to populate prior to entries

opening.

Official roles are first in best dressed, and clubs are not able to remove other club members

from their allocation


To add an official, you can search for a member in the search box.

Only members with the relevant awards for that carnival will display as available. Should you

need any assistance to check the status of members, please contact [email protected]

If an Official has already been rostered into another area, SportApp will display

“ROSTERED” next to their name and you will be unable to allocate them to another area.

Once you have entered your relevant officials, SportApp will show you have met your ratio

requirement by changing from “Not Met” to “Filled” as displayed below.

7.1.2 Adding Water Safety

As per the Officials rostering, you can click the relevant Area by selecting the ‘Edit’ button to

enter your club Water Safety Requirements.

When selecting the Area, set time allocations will appear for clubs to enter their personnel,

as per previous Google Sheets.

Only relevant members with the correct awards (ie.Bronze or SRC) will be available to enter.

mailto:[email protected]


7.1.3 Adding Powercraft Personnel

Rostered Powercraft Shifts for each club can be found in the Junior & Youth/Senior Team

Managers Handbooks. SportApp- Entries will not show these allocated shifts, but clubs will

need to roster personnel when relevant into their rostered shift time.

• Youth/Senior Team Manager and Officials Handbook: Click Here

• Junior Team Manager and Officials Handbook: Click Here

To access the Powercraft section you can click “Edit Power Craft Shifts”

This section will show all the required shifts for that carnival, clubs need to find the shift

relevant to them and then allocate members into a “Driver” and “Crew” section

Only members with the relevant IRB Driver and IRB Crew awards will be available for entry

into this section.

https://lsv.com.au/wp-content/uploads/2020-21-Youth-Senior-Team-Managers-and-Officials-Handbook-V1.1-2.pdf

https://lsv.com.au/wp-content/uploads/2020-21-Junior-Team-Managers-and-Officials-Handbook-V1.1-3.pdf

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AQUATIC SPORT CARNIVAL ENTRY & ROSTERING SYSTEM User … · SportApp | AQUATIC SPORT CARNIVAL ENTRY & ROSTERING SYSTEM | USER GUIDE V1.0 2 Table of Contents 1.0 Introduction 4 1.1