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hakutani

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 #1 
So we are a club that is new to SE.

Small club, three age-grouped teams, total of 50 players.

I had no problem creating the teams, manually added all the players, sent out invites to claim profiles, setup the schedules for upcoming practices and events, etc.

Now that we are about to start the 2019-2020 season, I built a registration site to collect player and parent info, medical info, waivers, information on payment terms, etc.  No problems there either (I will eventually collect payments thru the site, but for now, it is doing everything we want it to.)

So that is the background.  However, I've run into a couple problems that I've not been able to solve.

--- In SEHQ > Competition > Rostering.  I pull up the what I call the "Annual Registration" - When I drag a registrant over to one of the teams, it is duping some, and for others, saying "player is already assigned".  For the duped player, I can delete one of them, but if it is the older record (and the parent has already, for example, done a bunch of RSVP work) I'm not sure that is correct.  Can I merge them?

And for the "player already assigned" does that mean that all the info they put into the registration has successfully been saved for that player?

I would love to have more control over the profiles in the system - I've got parents who create profiles with their kid's name, then can't edit them.  I've got parents of twins who create a profile with one kid's name, and then try to register the other one.  The Members section is a complete mess with not only paying team members, but also general clinic registrations (one and done people) that I can't seem to clean up. 

What am I doing wrong here?  This is so much more complicated than it needs to be.  And why do there seem to be multiple pathways to do the same thing through different interfaces?  The "edit mode" on the sportngin.com site has to be the MOST convoluted way to do permissions, rostering, etc.  But not everything can be done on HQ?  The TeamCenter seems completely disconnected from HQ??

I'm compiling a doc for the coaches that has 20 bookmarks just for them to see who is available, send an email to parents, and look at who is coming to a clinic.

And for our prospective families, I can't really aggressively spell out how to register properly.  Makes us look so poorly organized.

And I've looked through a bunch of help articles, but there seem to be even two or three help sites, some with really outdated instructions.

What am I missing?  Am I crazy??
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jim

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 #2 
Alot going on here, but let's start with this. 

Can you start by shooting me via private message, a link to your website or HQ url (https://app.sportngin.com/org/XXXX).

I'll check out the rostering set up so if you could include a kid and a team that you're trying to place them on that it is not allowing you to do it. 


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Jim Dahline
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hakutani

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 #3 
PM sent.  Thanks for looking into it!
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jim

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 #4 
Ok, here's what I think is happening. I'm going to be making a few assumptions, which I'll call out so you can clarify. 

You set up teams and manually added the players. When the invites got sent out, and claimed, that added the kid to the parents account. That works fine.

However, when you did the registration, depending on how the parents went through that, you'd potentially create duplicates. Here's how: When the parents went through the registration, it will ask who they are registering. If they selected the kid that they have in their account (from you previously adding to roster and sending out invite), all would be good. If they didn't select that kid (which maybe they were using another parents account) or they themselves created a new duplicate, this would create duplicates on the roster when you added them through rostering.

The parents who went through it and correctly selected their kid that you added to the roster before, it wouldn't create a duplicate when you went through rostering, but would give you a "already on the roster" notification.

Duplicates happen. Parents can merge them in their accounts. Here's a help article with video that you can share. https://sportngin.desk.com/customer/en/portal/articles/1678544-merge-or-remove-athlete-profiles 

[MY SUGGESTION] Our hockey club doesn't manually add athletes to rosters. It has the opportunity to create the issues you described above. After tryouts, our registrar rosters all 1250 kids on to their teams. Takes an hour or two tops and gets all the teams into the app so when schedules are shared, parents have to do nothing but log in. 

TEAM CENTER
When you create teams, a TeamCenter is created for each team. You're correct, TeamCenter is a different app than HQ. TeamCenter is for your coaches, managers to manage the team on the web. Of course, they can also use the mobile app as well. When you roster coaches (same way you roster the athletes), they get access to TeamCenter and the team is active in the app for them.

This may be useful to send to your coaches. https://team.help.sportsengine.com/customer/en/portal/topics/813169-team-management/articles 

I hope this all helps. If not, let me know. 

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hakutani

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 #5 
Thanks for the detailed explanation.

I understand how the duplicates happened.  I will send out the help article to those that have dupes.  I'm a little at a loss as to how I can determine who in the system has duplicates, though?

For the example I used (and PM'd you)  I see in [Members] three records.  Two with one email address, one with a different address.  All three records have different SE IDs.  But I know that one of them is an account for the child (with guardian status) so that she can have the app on her own phone.  How do they merge them all?  That doesn't seem to be covered in the link you shared.

That example is one that I could easily identify since they all share the same last name; we've got a number of families with different last names, some for parents I don't know personally - difficult to figure out looking at the member list - is there a different place I should be searching?


While I like your suggestion, we initially manually added the athletes to the rosters so that we could contact everyone to do the registration.  By having parents claim each athlete, we could then send them the registration link and gather info, waivers for the new season, etc. 

Part of the issue for us is that we needed to gather availability for two national tournaments that happen in November and February BEFORE we did our annual registration.  Our last season/year ended in June, we needed availability at the beginning of July, and re-up/annual registration happens now in August.  And we switched to SportsEngine in June/July.

Regardless, this is where we are now.  I can't "un-roster" the manually added athletes since I need the RSVPs they have already given.

If I drag a registered athlete over to a roster and it says "player already assigned" I'm good to go, right?    All the information they added to the registration forms is now attached to that rostered athlete, correct?  Or do I need to delete them from the roster and then add them back in from the registration?  (And do I then lose their RSVPs?)

If I get a duplicate onto the roster, I need to send them instructions on how to "merge" the accounts?  But if they merge in the wrong order, do I lose all the registration info?  And what happens to the RSVPs in the original account?  I can't really afford to lose either set of information and need them actually "merged" together...

As I wrote before, I would love to have more control over the profiles in the system - it seems crazy that as the admin, I can't manually control these accounts.

Thanks again for all your help as we get this going.
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hakutani

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 #6 
Ok, I did manage to figure one thing out - when I go to [Groups and Rosters] and edit the columns to add [source: Annual Registration, Date Submitted] I can now see a list of athletes on the roster, and what date they completed the registration.  (BTW, it seems I have to edit the columns every time I go in there?  No way to save what is displayed?)

At least this screen will quickly tell me who has re-uped their membership and completed the registration, and if the registration is correctly linked to the rostered athlete.
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jim

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 #7 
Here's a little trick.

Send this link out to people who you think may have duplicates. (or anyone really). https://app.sportngin.com/user/profiles 

It will take them right to their profiles page. If there are duplicates there, they can just click and drag one on to the other. It shouldn't affect rsvps. 



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Jim Dahline
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