GUIDE | US Club Soccer’s Registration Platform, powered … · GUIDE | US Club Soccer’s Registration Platform, powered by KYCK Play June 2014

GUIDE | US Club Soccer’s Registration Platform, powered by KYCK Play

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OVERVIEW

• How to update general information to keep the organization data current.

<- MENU [top right] o My Organizations to Manage o US Club Soccer Overview o HELP o About KYCK o Privacy Policy o Terms of Service o Click on your name to EDIT user information and upload photo.

GENERAL INFORMATION - Click EDIT to update:

o Organization Name o Contact Info o Street Address o Fill in any fields that are incomplete and click submit. All fields marked with a lock

symbol are required. See illustration on the next page.

Website: www.usclubsoccer.org -> LOGIN

http://www.usclubsoccer.org/


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YOUR ORGANIZATION IS NOW SANCTIONED has a direct link to the following:

o HOW TO GET STARTED: where you will find the KYCK Play Support Center. o MEMBERS AREA: where you will find the US Club Soccer Bylaws, Rules & Policies; Forms

& Documents; Insurance Information; Member benefits & Discounts; U.S. Soccer Federation Resources, Helpful Links and Member Memos & Letters.

Add a logo here. Logo files must be a .pdf or .tiff and less than 3mb.

NOTE: Fill in all required fields.

Enter the email address for your organization here. If you do not have a separate email account, enter the email address for the club’s primary contact person.

Click SUBMIT to save changes.


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o For your convenience your Administrator and Membership Services Representatives contact information is also listed here.

• Understanding Headers and Tabs o The blue buttons across the top of the dashboard are tabs. Click on the tab that you

wish to view. I.E. Click on the teams tab. You can add new teams or edit existing teams in this area. To see a team’s overview, click on the blue view button to the right beside the team’s name.

STAFF

• The role of registrar o Registrars have full permission sets, so they are able to access all information in their

club’s account on the platform. Although a registrar can designate an additional registrar, keep in mind that since permissions can be assigned individually, it is also possible to give any staff member full permission sets. Therefore, it is not necessary to designate a second registrar in order to allow staff full access to your club’s account.

• Explanation of permissions

o The registrar is able to control the permissions of each user in their organization. This gives the registrar the power to regulate what information each user in their organization can access through the platform.

Headers remind you which level & team you are viewing. The blue buttons beside headers are clickable so you can return to the Organization level.


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Manage Money: Add/edit credit cards, view the club’s balance and transaction history.

Manage Organizations: Edit the club’s contact information, logo, and other general information.

Manage Requests: Submit a sanctioning request. Manage Staff: Add or delete staff under the organization. Edit staff, including

permissions. Manage Players: Add, edit, or delete players from teams. Manage Teams: Add, edit or delete teams. Manage Rosters: Add, edit, or delete rosters. Manage Schedules: Add, edit, or delete events. Manage Documents: Add, edit, and delete documents. Manage Competitions: Add, edit, or delete competitions. Request Card: Request cards for players or staff. Print Card: Print cards of players and staff under that organization.

o Permissions vary at different levels. If you have given a staff member full permissions at one level but they still can’t see certain information, it’s likely they have full permissions to a team but not to the entire club. To give a staff member full permissions to a team only and no permissions for the

rest of the club, edit the profile of the staff member for that team and add permissions at that level.

To give a staff member permissions for the entire organization, add the staff member at the organization level and assign the correct permissions.

• Adding STAFF at the ORGANIZATION vs. TEAM level

If the staff member is a part of the organization go to the main staff tab while in under the organization. If the staff member is only assigned to one specific team, go to the correct area of the platform and find the staff tab there. Once you are under the staff tab, click the “New Staff” button on the right. You’ll be prompted to enter the staff member’s contact information, title, and permissions.

o Organization level: Registrars, President, Vice President, Director(s), etc.

Click NEW STAFF to new add staff at this level or you may use the FILTER to search

by Last Name to verify if he/she has already been added to your organization.


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o To add a staff member to a team: Click TEAM tab at the Organization level. Click on the team name you would like to add staff. Large organizations should use

the FILTER to search for the Team Name. Click STAFF tab to view staff assigned or assign NEW STAFF to the team. NOTE: You

are now at the TEAM level:

NOTE

Read page 3 for explanation of Permissions.

NOTE: Fill in all required fields.


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Click ADD STAFF. If you are adding staff already listed with your organization to a new or existing

team go to the main staff list (under the organization heading --> staff tab). Find the staff member that should be added to another team and click on their

name to view [copy] their email address. Go to the team level and click EDIT for the team which the staff member should be

added. Click the blue “new staff” button. Enter the staff member’s email address into the email field and their name will

display on the right hand side of the screen. Click their name to auto-populate the staff member’s information. Assign the appropriate permissions then click submit.

Staff assigned at the team level will only have permissions set for the team(s) he/she is assigned. Each team could have different permissions as determined by the organizations registrar or president.

• You may always click EDIT for existing staff to change their title or update Permissions.

Registrars and others with the "manage staff" permission can upload pictures for any staff members who have not logged in to the system. Once a user logs in, their profile is claimed and they are responsible for any changes to their profile, including their name, phone number and photo. At this point, the edit button on their profile page will not be available to anyone other than the user. You can also see which staff members have logged in by checking their staff page on the club. The email box will be greyed out for any staff member that has accessed the system. Please ask any users who have claimed their account to log in and add their photo by editing their profile.

• Delete Staff o Registrars and those with the permission Manage Staff have the ability to delete staff by

clicking the X to the right of EDIT. o Staff can be deleted at the Organization or Team. o If a staff is assigned to one team and not also listed at the Organization level when the X

is clicked he/she will be deleted from the Organization.

Team Level

https://kyck.desk.com/customer/portal/articles/1518942-how-do-i-change-my-account-settings-



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o When a staff member is deleted from a team it does not automatically delete them from other teams or at the Organization level [if applicable].

TEAMS

• Add NEW TEAM [Illustration on page 8]

o Enter Team Name o Select Age Group o Click Team Gender [Defaults to Male] o Click Submit

• Delete Team o Click the X to the right of EDIT.


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• FILTER for a particular team • Sort by Name, Age Group or Gender • Click EDIT to:

o Update the team name or age group • Click the X to the right of EDIT to delete the team. Note if players are assigned to the team they

will not automatically Release. They will move to Open Players.

Delete Team

Edit Team Details

Manage Team

New Team


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• Click on the Team Name you want to add player(s), staff or manage the team roster. NOTE the header: you are in TEAM level

o Add Staff See pages 3-6 for detailed instructions. Illustration on page 5. If staff has been added to the organization you must have their email address to add

to the team. If a new staff to your organization click ADD STAFF. Enter First/Last Name, Email, Phone, Title and set Permissions for this tam. i.e.

Manage Players & Manage Rosters. Manage Documents if he/she will be uploading POB and/or photo for players.

o Add Players Click PLAYERS tab to VIEW players or ADD PLAYER. Illustration on next page.

• Enter the players First/Last Name. • If the player is U19 or below in age enter the Parent Email address before

entering the Players Email. The player email is not required for youth players. • When adding the players Birthdate make sure the calendar also shows the

correct month, day and year.

Add Player Manage Roster


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o Manage Roster You may add a player(s) from other age appropriate teams or Open Players within

your organization by clicking MANAGE ROSTER. Click ADD to select one player to add or check the box to the left of the name to select several players then click ADD SELECTED PLAYERS TO ROSTER at the bottom of the screen. Illustration on next page.

Click the X to the right of VIEW to Remove a player from the team roster. Illustration on next page.

With the Permission: Manage Documents you may click VIEW to upload the player’s photo, proof of birth and waiver form or certify possession of the form. Illustration on next page.

NOTE: For youth players the parent email is required. Please enter parent email ONLY in parent section, youth email is optional. If the parent is a staff member or there are siblings players in the organization there can be significant confusion if these instructions are not followed.

Remove Player from this Team Roster

Add Player POB, Photo & Waiver with Permission: Manage Documents


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Manage Roster Illustration:

o Update player information from the Organization level by clicking on the PLAYERS tab.

See Illustration on next page. Should you find incorrect information was entered before requesting a player’s

membership for processing you may update by clicking DETAILS of a player. If a player is no longer playing with your organization we request you Release the

player by clicking the X to the right of the DETAILS button. You will receive a pop-up asking if you are sure you want to release the player? Once OK is clicked the player is released from all teams within your organization. If this step is processed by mistake you will be required to add the player back as a NEW PLAYER and begin the registration process again.

DETAILS illustration to edit information of a player:

Click DETAILS to EDIT information entered.

Import Players Add New Player

Click EDIT to enter the player’s Jersey #.

Click Add to add one player to the roster.

Click the box to check all or a few players to add to the team at one time.

Click X to remove the player from the roster.

Click here to RELEASE a player.


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o IMPORT PLAYERS or STAFF [Organization level] The import features makes it easy to enter a list of players or staff members all at

once instead of entering them one-by-one. This feature is still in beta mode. It is suggested that lists contain no more than 500 entries when uploading. Once the uploader has started, you may get a message that no data has been processed resulting in 0 correct and 0 errors. Please allow the system up to a minute to process the data, then refresh the page.

Note that the first column on the left is the ID field; the ID field must have a unique entry for this to work. Click and review the filled out example template on the site for reference.


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Click to download .CSV template file for players and/or staff. Copy paste data into the template and follow the Example template.

Once your .CSV file is complete and saved click Choose File and find the file on your

computer. Click IMPORT when the file has been selected.

o ROSTERS [TEAM level] Must have Permission: Manage Roster. Manage the Official Roster. Add or manage a Competition [League] Official Roster. Print Roster.

Illustration on next page.


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Click New Roster • Enter Roster Name and click SUBMIT.

Click Manage to add players to the roster from other team(s) or open players, remove player from the roster or add the players’ jersey #. See illustration on page 11.

NOTE: players added to the team automatically appear on the Official Roster. Click PRINT to print, save the .pdf to your computer or email. Click the X to the right of PRINT to delete a roster. NOTE: if the roster has been

approved by a league this will remove your team from the league. You will need to Request approval to play in the league again if the roster is deleted in error.

Add New Roster

MANAGE PRINT DELETE


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o If the team plays in a Competition [League] you must request permission by clicking the COMPETITIONS tab [Team Level].

Click FIND COMPETITION

Filter for the competition/league name to narrow your search Click Request under ACTION for the competition the team is playing Select the Official Roster or [League Name] Official Roster if you have prepared a

NEW ROSTER. Click submit This will require the League Administrator to approve the team in the system before

the League name shows on the league’s official roster. Do not request cards for processing if the league has special pricing until you see the request status change from PENDING to APPROVED.

NOTE: players added to the team automatically appear on the Official Roster. • Should you have a league roster or other event roster the player(s) must be

added to the roster(s) via clicking Manage for the appropriate roster. • If your team plays in a league with special pricing you must update the league

roster to receive the correct price prior to requesting player/staff membership to be processed.

Click Find Competition

Enter the name of the Competition/League and click GO.


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• If the league your team has been approved to play in processes cards or prints cards for teams again the players and staff must be listed on the league roster for the League Administrator to view and process.

• If your team plays in a league with data export to Demosphere the players and staff must be on the league roster.

o CARDS [TEAM Level] Must have Permission: Request Cards

Request cards for players and staff

o You may request all players/staff with green check mark under REQUIRED ITEMS. Click VIEW to add required information per player. I.E. Upload proof of birth and/or certify the Medical Registration Waiver is on file.

o All teams playing in a league with special pricing must be ordered from the TEAM level to receive the correct player pricing.

o Price is based on the players’ actual date of birth not the team age group. o Documents that are uploaded can be viewed by the following:

• The registrar(s) of the club • Staff members with card request permissions (e.g. Manage Documents,

Manage Requests, Request Cards) • US Club Soccer


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o Check the box for players/staff membership is needed. The request is added to the shopping cart. Continue clicking next to request cards until you are ready to check out.

o Click View Cart to check out.

o Click CHECKOUT. o If you have made a deposit your account will be debited the charge.


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o Click SUBMIT PAYMENT to finalize your purchase and receive receipt.

o If you do not have money on account you will be prompted for credit card information. Illustration on the next page. You may choose to save the card for future purchases.


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Print cards for players and staff that have them o You may click individually on PRINT to print one card or click PRINT ALL

CARDS at the bottom of each page to print all cards ready to print on this page. You will see in the STATUS column if a Response Required [message from Admin] has been received. If the organizations registrar has given you the permission to Request Cards you will be able to click on the CARDS tab at the organization level to see a message from US Club Soccer Admin and leave a reply message to US Club Soccer Admin.

o NOTE: Cards can also be requested at the Organization level unless your team plays in a league with special pricing.

Click here to print one card

Click here to print all cards ready to print on this page.

Filter for a name, status types or increase results per page.


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o To see messages and leave a reply click View previous Requests for Cards under the Organization level CARDS tab. Click VIEW under ACTIONS for the STATUS: User Response Required. If the order submitted was for many players/staff it would be easier for

you to use the FILTERS by clicking the drop down for Messages and choose User Response Required then GO. This will show only players/staff requiring attention.

Click VIEW to read and reply or to leave US Club Soccer Admin a message. Type New Messages Here box to enter your message. Click CREATE

MESSAGE to post the message. NOTE: Do not leave a message on a completed status request as Admin

will not see or reply to it.

Click VIEW to read or leave message


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PLAYERS

• You may add a NEW PLAYER to the organization or IMPORT PLAYERS from a .CSV formatted excel document. See pages 9-13 for information and illustrations.

• You may find all players assigned to a team by entering the Team Name in FILTERS and click GO. Or when looking for a particular player enter his/her Last Name and click GO. Once you have set the filter make sure you click RESET before changing the filter choice.

• Should you want to review players not assigned to a team click the box for Just Open Roster and click GO. This will show you players who if inactive with your organization you should release. NOTE: Registrars and others with the "manage players" permission can upload pictures for any player members who have not logged in to the system. Once a user logs in [parent], their profile is claimed and they are responsible for any changes to their profile, including their name, phone number and photo. At this point, the edit button on their profile page will not be available to anyone other than the user.

Type message here

Click to send


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You can also see which player member [parent] has logged in by checking the PLAYER tab DETAILS. The email box will be greyed out for any member that has accessed the system. Please ask any users who have claimed their account to log in and add their photo by editing their profile.

CARDS [Organization level]

• Options: o Request Cards for players and staff o Print Cards for players and staff that have them o View previous Requests for Cards [View and Leave Messages]

ORDERS

• View Current Balance if a deposit was made. • Add more money to the account. • View DETAILS of all requests made. • View the STATUS of all requests made.

Illustration on the next page.




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COMPETITIONS [Organization level]

• To add a NEW [must request sanctioning of the league from US Club Soccer] or MANAGE an existing Competition [League, Tournament, Camp]

Add money to your account.