Categories
DC2 Dashboard Articles

USSSA / GotSport – Director Phase 1 To-Do

 

 

If you have questions, please email got.sport@usssa.com.  If you need to schedule a phone call, please shoot an email and we will work to schedule a time to get on the phone with you.  

 

PHASE 1

USSSA BASEBALL, BASKETBALL, FASTPITCH,

& YOUTH SLOWPITCH DIRECTORS IS NOW OPEN

If you have received this and are a USSSA director in a sport other than the ones above, we do apologize, I have tried to remove those individuals from this email.  Please delete and disregard unless you are involved in one of these sports.
Our on-boarding to the GotSport platform for the 2022 season is a phased approach designed to give you an opportunity to digest portions of the website incrementally.  Provided with this approach is an on-boarding website complete with documentation and videos of how to accomplish each step along the way.
Phase 1 is currently open and available for directors to get themselves into the system and get trained before our Public User Phase 1 launch on May 3.
Here are the links that you will find most critical for the on-boarding:

Here are you Phase 1 To-Do’s

Phase 1 To-Dos
  1. RMP, Director account retrieval
  2. Update User account information and complete requirements
    • HELPDOC for Updating Information and Photo:  CLICK HERE
    • Correct Name to eliminate extra characters, etc. (BJ Larson – IA FP to just BJ Larson)
    • Upload a Photo
    • Username/Email MUST remain your @usssa, @gslslowpitch, or @usaeliteselect email address.  Any edits will be reset.
  3. Access and Complete Required Forms from your User Dashboard
    • HELPDOC for Locating Required Form:  CLICK HERE
    • Complete W9
    • Complete ACH Form
    • Complete Director Agreement
    • Complete Participation Waiver
    • COMING SOON:  Background check completion
  4. Update Organization(s)
    • Add Organization Logo (found on settings tab)
    • Add organization staffing and set role for additional people (company staff)
    • Update Organization Name
      • Currently shows a “Director <First Name> <Last Name>
      • To change to your Company Name, email got.sport@usssa.com with the current name and the desired name you would like to change it to.
Reminder that Phase 2 begin on May 15, 2021  All of this information will need to be completed before you can access all of the Phase 2 activities.  These main action in Phase 2 will be EVENT CREATION.

 

 

Categories
DC2 Dashboard Articles

USSSA / GotSport – How to Log In

 

If you have questions, please email got.sport@usssa.com.  If you need to schedule a phone call, please shoot an email and we will work to schedule a time to get on the phone with you for Friday, April 16 or beyond.
To retrieve your director credentials!!

 

IF YOU DO NOT RECEIVE your credentials, contact got.sport@usssa.com with your @usssa.com email address and we will verify and get your account squared away.  Please check your Spam and Junk folders first.

With the data conversion we may have missed a few accounts, so if you cannot get in, just reach out through the support email above and we will get you figured out as soon as possible.

Reminder that here is the link to the On-boarding site:

https://onboarding.gotsport.com/clubsite/?p=24265

Thanks

GotSport Support

 

Categories
DC2 Dashboard Articles

USSSA / Got Sport Org Structure and Rollout

 border=

Director Phase 1 Approaching Soon!  Work to begin on setting up your director accounts will begin this week, look for more information and forms on DC2.USSSA.com

 

DIRECTOR PHASE PLAN

As we approach the launch of the USSSA/GotSport management platform, we want to send more information to keep everyone informed of the process and prepare you for the upcoming steps that will need to be taken to get you into the system and your States and Companies set-up properly.

As a reminder, here is the Phase Plan for Directors:

  • Phase 1:  April 15, 2021 
    • RMP, Directory account retrieval 
    • Update account information and complete requirements 
    • Create Organization (ex. tournament company) 
    • Add organization staffing and set role 
    • Background check completion (all Directors) 
  • Phase 2: May 15, 2021 
    • Event Creation 
  • Phase 3: June 15, 2021 
    • Open Events for Registration 
      • Entry Management 
      • Event Approval  
    • Event Management 
    • Event Sanctioning 

 

The first step in this process will be getting your User account created and built in GotSport.  We will be collecting more information for this system and creating your accounts new.  Along with that and the change in structure as to how GotSport organizes directors, we will be creating a brand new account for you and any new directors.

GotSport Organizational Structure

We as an organization are not changing the operational structure of how our association functions.  This is important to state as we talk through this discussion.  

  • RMP(Region Money Person)/State Directors still exist and manage a region.
  • Directors are given permissions that control what they are allowed to do and see within any given regions.
  • Directors can operate in multiple states with the appropriate permissions.  In the GotSport system this WILL NOT require multiple accounts, only one sign-on.
  • Directors can be State level in one State and not in another.
  • We can still split states to provide the best opportunity for growth and management.
The hierarchy of HQ -> to RMP/State Office -> Local Director will still remain in place.  We are detailing here the changes in the GotSport software and how this data is collected, organized, and stored.
GotSport Organizational Hierarchy
  • HQ Organization
    • HQ Staff
  • RMP/State Office Organization
    • RMP/State Office Staff
  • Director Organization
    • Director Organization Staff

 

One key difference to the GotSport system is that instead of directors being the singular unit, they have ORGANIZATIONS.  Think of this as a “TEAM” that you are on.  You as a director will be in charge of your organization and control all of the information and people within it. 
RMP/State Level Organizations
There will be an Organization at the RMP/State Level.  This organization is different than your Tournament Company.  This organization will by created by HQ and will be the Region/Sport organization, for example, Iowa USSSA Baseball, Alabama USSSA Fastpitch, or New Mexico/W Texas Baseball.  We will assign the RMP Director User Account as the admin of that Organization.
Once assigned as the Admin, the User will be able to add additional existing user accounts to the Organization and assign their Role and Permissions within the Org.
Local Director/Tournament Company Organizations
The organizations will be placed under the appropriate RMP organizations for event management, communication, and financial tracking.
As above, all Local Director Organizations will be created by HQ (individual users cannot create these) and we will assign the Director responsible for this organization as the admin.  That director will add additional existing user accounts to the Organization and assign their Role and Permissions within the Org.
Changes in User Accounts
Moving forward, any user that has access to the system will be required to have their own account.  There will be no more “generic” user accounts such as “XXX State Office” or “Softball Tournament Company”.  user accounts are required to be an individual’s name and tied to that individual.  Each director will be required to sign waivers and agreements and pass a background check before they can gain access to the system.
Organization Account Set-Up and User Account Set-up
In the coming days, RMP’s will be sent a form to complete.  This form will help us set-up both their RMP/State Office Organization and their Tournament Company Organization.
In this form you will be asked to do the following:
  • Supply RMP Organization Staff Members (with or without a current account and complete contact information for any new members)
  • Supply Tournament Company information (name, contact info, EIN, etc.)
  • Supply Tournament Company Staff Members (with or without a current account and complete contact information for any new members)
  • Review a list of directors that have run events within your Region, and ask for an approval of these directors if they are still active or need to be removed.
Once this is done, we will send the same survey (for Tournament Company Org) to each of those directors to get set-up.
We cannot create Director Organizations/Accounts until each of these forms is returned, and thus directors will not be able to gain access to the GotSport system until this is completed.  
Once the Phase 1 activities are available, we will trigger a password to be sent to all directors.

Categories
DC2 Dashboard Articles

USSSA / Got Sport FAQ

 

USSSA / GotSport FAQ
To submit additional questions, please email got.sport@usssa.com.  This document will be posted on DC2.USSSA.com to see updates with additional questions when they get added.

 

FREQUENTLY ASKED QUESTIONS:

Q: Why did we choose to partner with GotSport and what is their history?  

A: GotSport has over 20 years of history of building and providing Association, Tournament, League and Team Management software.  Annually, GotSport supports more than 30 Associations, 600 Leagues, 1,000 Clubs and nearly 2,000 Tournaments.  Additionally, GotSport operates in 30 countries worldwide and schedules 67 professional leagues. 

 

Q:  When will this software begin being used?  Will I use it for anything THIS SEASON? 

A:  This software will be used beginning with the 2022 season (8/1/21 for youth sports, 1/1/22 for adult sports).   All of the current season will remain on the DC.usssa.com website.  This will require you to work in both systems from launch through end of the current season. 

 

Q:  Will the launch of this new system change any of the tools and functions we currently have in our system? 

A:  The launch of the new system will not change or interfere with the current software.  That software will be used through the end of this season and will cease to be used. 

 

Q: Will information for the new system be shared to the DC system while they are both in operation?  

A:  It will not, the two systems are completely independent of one another.   

 

Q:  When will this software be available for usage?  What is the timeline for release? 

A:  There will be a phase launch of this software to public users (managers, guardians, players) and directors.  There will be separate phase dates for youth and adult sports.  Here is the basic layout of the phases for youth sports. 

Director Path 

  • Phase 1:  April 15, 2021 
    • RMP, Directory account retrieval 
    • Update account information and complete requirements 
    • Create Organization (ex. tournament company) 
    • Add organization staffing and set role 
    • Background check completion (all Directors) 
  • Phase 2: May 15, 2021 
    • Event Creation 
  • Phase 3: June 15, 2021 
    • Open Events for Registration 
      • Entry Management 
      • Event Approval  
    • Event Management 
    • Event Sanctioning 

 

Public User Path 

  • Phase 1:  May 1, 2021 
    • Coach creates user account 
    • Guardians create user account and all player accounts 
    • Sign up for season membership 
    • Youth coaches complete background check process for 2022 season 
    • Create and register team for 2022 season 
    • Purchase team insurance 
  • Phase 2: June 1, 2021 
    • Create Roster 
    • Roster Management 
  • Phase 3: June 15, 2021 
    • Enter Events  
    • Guest Player Management 
    • Club Management Features 

 

 

Q:  We have had a lot of issues with duplicate player accounts over the years and now duplicate manager accounts with the coaches begin added onto teams this year.  Will this software have the same issues or is there a solution? 

A: The ISTS/DC software is a Manager controlled system that requires one person to create accounts and enter data for other users.  This is the primary error in all of our data, because the user most responsible for the information (assistant coaches, guardian, players) are not responsible for the input of their own data and are not required to validate or make updates.  The GotSport system is a User based system that will provide a pathway for all Users (coaches, guardian, players, etc.) to input their own data and control their own accounts.  Workflows will exist to keep the roster process with verifications in place to keep a similar process in that regards to our current systems. 

 

Q: What type of security are on the user accounts?  Will there still be different accounts for every different role? 

A:  The GotSport system uses a secure one-way hashing algorithm to secure all user credentials, so passwords can never be viewed by anyone.  

All user accounts are single sign-on.  You may be granted more than one role (manager, guardian, player, director, official) and you may work with more than one organization, but you will use a single login to access everything within your account.  

Your primary email address is your login and can be used to reset your password if forgotten. In the event that you can no longer access your email for a password reset, you will need to contact support for assistance. 

 

Q: What will happen to the old data of events, teams, and player history? 

A: We will still have this data and have access to it for our use.  We will be able to display and retrieve this data.  

 

Q:  Will this software allow us to take registrations for individual events like camp, clinics, and All-State Showcase? 

A:  Yes, this software has the capability to allow you to create “Programs” that can accept individual user registrations.  After you have collected registrations, it will allow you to add those registrations to teams.  This functionality will be applicable to All-State Showcases, Leagues, and is the basis for the Club Management tools that are included in this software.  One example for clubs would be registering for tryouts. 

 

Q: Will the GotSport system have more reports and analytics included in our dashboard? 

A: GotSport will provide USSSA cutting edge analytical tools!  USSSA will have access to the GotAnalytics Dashboard where you will be able to gain valuable insights about your past and present players and teams.  This data will help USSSA identify opportunities and challenges and identify areas where you can do better and excel.  The data that will become available to USSSA will help to create targeted campaigns that will increase new membership and improve retention. 

 

Q: What kind of training and who will be providing it for this new software?  

A: GotSport has a fully staffed support department.  There will be an On-Boarding Portal set-up and shared with Users (Managers, Guardians, Players) and a separate portal for Directors.  This portal will house how-to documents and videos to guide users through the process of setting up everything.  Additionally, GotSport will have phone, email and live chat support all users and schedule 1 on 1 training support for Directors. 

  

Q: After the software is in use, who will users contact for help and support?  

A: GotSport has a fully staffed Support department that will be available for users or directors to contact regarding questions about the software.  For questions regarding the sports or USSSA specific inquiries, those will still be addressed by our support office at USSSA.  But for any software related questions, GotSport will provide all support.  GotSport also provides an online platform for questions, chat, articles, and how-to videos related to the software.    

 

Q: I have heard “document storage” as a term, what does that mean? 

A: The GotSport system allows users to upload necessary documents, including legal identification documents like birth certificates, driver’s licenses, or passports.  This secure storage system allows access to this documentation by only specified users.  Additionally, any further documents that are asked for and needed can be implemented and stored in this system as well.  This would include Director Agreements, Waivers, and any other designated forms that HQ, State Offices, Clubs, or Teams require for registration or completion. 

 

Q: As a State Director, can I edit the permissions of my Area Directors to access specific items? 

A: Yes, with the Organizational hierarchy of this software, you can determine and set the permission levels of any individual that is UNDER your level, in your area.  This includes staff within your organization/tournament company or additional Directors/organizations that are under your clearance in your area. 

 

Q: Which directors will be required to have a background check in this system? 

A:  Any user that gains access to this system will be required to complete a background check through our online system.  Any user that has access should have their own log-in, as shared log-ins and will be limited. Additionally, all users will be required to agree to waivers, and applicable director agreements.    

 

Q: Will State Directors be required to approve events for local or area directors? 

A: Yes, the organizational structure and hierarchy in our USSSA programs will remain intact.  Event approval will still be required for events to display online for entries. 

 

Q: Is this an app or a mobile friendly website? 

A:  This website is 100% mobile friendly and is designed to function and operate first as a mobile application. 

 


Facebook

Twitter

Instagram

[Sender_Name]
[Sender_Address]
[Sender_City], [Sender_State] [Sender_Zip]

 

Categories
DC2 Dashboard Articles

Tips for Assisting Guardian Users Completing Waivers

Here are some tips and brief tutorials for assisting Team Managers and Parents in your program to complete their Guardian process, and allowing them to complete the required Waiver.


How do you get their login and password for the guardian?

  • Go to dc2.usssa.com, select team mgmt and do a person search
  • You can search the player by their name but will need to make sure you have the player’s DOB or you can search the player by their player ID number.
  • If they already have a guardian account set up, you can copy the number beside their email and will need to go back and search that number as the player ID number to get their login information.
  • There is a send button to send the login or if their email address has changed you can copy and send to them. It is best to do the send login if they have access to the email so that you can make sure you are not giving someone else their login. For example if the Mom and Dad are divorced and the Mom emails and says she can’t find the waiver to sign but there is a guardian account set up for the player you don’t want to send the Mom the login so therefore you would say “The guardian account is set up under the Father and the login information has been sent to him.”

What are the steps to take if someone does not have access to their old email?

  • Dc2.usssa.com, select team mgmt and do a person search
  • If they already have a guardian account set up, you can copy the number beside their email to get their login. They can use the login and update their email once they login.
  • If they do not have a guardian account, edit the player and update the email address to send the guardian invite.

What do we do if they have access to their email but are not getting the invite?

  • If they are not getting the guardian invite after trying twice the best thing to do is to get them to provide you with a new address, sometimes the system doesn’t recognize certain emails.

What do we do if they have access to their guardian account but the team is not showing up for them to approve?

  • Most of the time in this case that means the player is not added to the roster, check their history and make sure that the player has been added to the team.
  • Another issue is that the player has several accounts and multiple guardian accounts, if this is the case then the player’s profiles need to be combined into one. You will need to email support to have them combined and then they should be able to see all the history and sign the waiver.

How and when do you remove a guardian and start over?

  • If the player is linked to a coaches email address, you would need to unlink the guardian account and update the email address.
  • When you search the player there is a link to unlink the guardian connected, you would then select edit and put the correct email address. Once you have done that you will need to hit the link that sends the guardian invite to the correct email address.

The player is picking up with a team this weekend do I need to sign a NEW waiver?

  • No there is not another waiver to sign if they are playing with a different team. The only thing that they need to do is login to their guardian account and accept the team but they do not have to sign an additional waiver.

What are the issues that we can not fix and who do we send them to?

  • We do not have access to combine a player if the player has several profiles with different guardian accounts. If this is the case you have to email Angie with the National Office.
  • If you are not seeing the player or the guardian account for any reasons the best thing to do is email helpdesk@usssa.com with the National Office to help you. When emailing her for any reason ALWAYS HAVE THE PLAYER’S NAME AND DOB OR THE PLAYER ID NUMBER BEFORE EMAILING HER. SHE CANNOT FIX PROBLEMS WITHOUT THIS INFORMATION AND IT SAVES HER TIME IF YOU ALREADY HAVE THIS
    INFORMATION.

What if the guardian has two players but only one of them is showing up?

  • If Player 1 is on the Guardian account, but Player 2 is not, you can search for Player 2 and Add the Existing Guardian (with ID number) to Player 2.  Or you can Replace Current Guardian (with ID number) to get both players onto the same account. This is done on the Player/Guardian Search Tool.

How do I check if a team has all the players on their roster?

  • You can Impersonate Team Manager to access the Manage My Players section of the team.  Here you will see two tabs, one for Approved Players and one for Pending Players.  Approved players have a waiver signed, Pending Players do not.
  • You can also view their online roster by searching for the team on USSSA.com and going to roster history.  Pending Players (with no waiver signed) will not show up online.

Using Safari and Work Computers:

  • Try not to use Safari. Sometimes the approve button will not load on your screen as a guardian.
  • Avoid work computers or other computers with enhanced security. Sometimes they do not allow the site to function properly.

Thanks to Frank Griffin and his State Office Staff for compiling this information.

Categories
DC2 Dashboard Articles

Return to Play Guidelines

USSSA Directors,

On Friday May 1st, USSSA released the return to play guidelines, procedures and recommendations for all sports and directors. Please visit; http://www.usssa.com/coronavirus to understand what is required from directors, leagues, tournaments and events.

 

Categories
DC2 Dashboard Articles

2020 Youth Sports Season Extended to Aug. 31

To: USSSA State Directors

Subject: 2020 Youth Sports Season Extended to Aug. 31

We hope all is well with the entire USSSA membership, considering these extraordinary circumstances, and that you are staying safe and healthy.  Everyone has had to make adjustments recently.  Please know we are hard at work here at the USSSA National Office, so we will be ready to kick-start all operations and events once we are assured the coast is clear to return to everyday life.

2020 Season Extended

After lengthy consideration, the USSSA National Office has decided to extend the 2020 season for all USSSA youth sports that have an original season end date of July 31, 2020.  We are extending this season by one month, through Aug. 31, 2020.  This will give every team as many as five extra weekends in August to still fit in events as part of the 2020 season.

USSSA State Directors all over America are beginning to add August events to their 2020 schedules, where possible.  Event opportunities may vary by locality, based on variables such as facility availability, and all decisions to add events rest with the local Directors, who individually must weigh their local options regarding more events.  Please know that everyone is working hard to explore additional event opportunities and secure the facilities needed to bring back the crack of the bat and the pop of the glove across this great country of ours.

Also important to know:

  • The process for teams to register for events remains unchanged, and all events in August 2020 now will be considered part of the ’20 season.
  • The 2021 season for USSSA youth sports is now scheduled to begin on Sept. 1, 2020.
  • With the one-month shift in the 2020 season, player age requirements also have shifted by one month.  Any player who would have aged up on Aug. 1 will now age up instead on Sept. 1 and will remain eligible to play at the age you are playing today.
  • Please Note: Soccer is also allowing an extended season for it’s member leagues, clubs and teams. Due to USSSA’s affiliation with the U.S. Soccer Federation, our soccer members should follow the steps and procedures in the message sent earlier today and posted at; www.usssasoccer.com

Team Insurance Also Extended

Also in conjunction with the extension of the 2020 youth sports season by one month, USSSA team insurance is being extended for one month – until 12:01 a.m. on 9/1/2020.  For any team with a current USSSA Team Insurance expiration date of 8/1/2020, the expiration date for that coverage is being revised to 9/1/2020 and no premium will be charged for the month of August 2020.  Your team certificate will be updated automatically and available on your Team Management page at www.usssa.com.

If you have any questions about any of the above developments, please contact your Director.

Again, everyone please stay healthy and safe.  We all cannot wait to take the field again.  And when the time comes, let’s all be ready.

Take care,

Donny DeDonatis III
Chief Executive Officer
USSSA

Categories
DC2 Dashboard Articles

USSSA Event Sanctioning Temporarily Suspended

 

 

USSSA Logo

USSSA
5800 Stadium Pkwy
Viera, FL 32940
 

To: USSSA Membership
Subject: USSSA Event Sanctioning Temporarily Suspended
In light of the most-recent federal recommendations regarding the novel coronavirus (COVID-19), USSSA has made the difficult decision to suspend the sanctioning of events in the United States and Canada until further notice.
Effective tomorrow, March 18, 2020, at 5 p.m. EDT, USSSA’s revised sanctioning policy will take effect. At that point, in accordance with USSSA’s bylaws, no events will be sanctioned until further notice. This is for the health and safety of our players and our tournament personnel.
USSSA will evaluate this decision weekly and determinations of when to resume sanctioning in each area of the country will be made in conjunction with state directors and their local government agencies.
During this time, we ask our membership to exercise patience and understanding as each of our directors works diligently to administer this policy and coordinate rescheduling efforts at the local level. Please remember that all of our state directors are independent small businesses. As dedicated leaders with intense passion for the sports we all love, they can appreciate the impact this decision will have as much as anyone else.
In the meantime, USSSA will continue to monitor the rapidly evolving coronavirus situation. Should the guidance change, we will take appropriate action and notify our membership immediately of any further sanctioning adjustments.
Should you have any questions regarding an event in which you are registered to participate, please contact the event director or your state director for information on possible cancellation or rescheduling that could affect your team.
We look forward to facilitating the return of sanctioned competition for all as soon as possible.
Please take care,
Donny DeDonatis III
Chief Executive Officer
USSSA


Facebook

Twitter

Instagram

USSSA
5800 Stadium Pkwy
Melbourne, FL 32940

 

Categories
DC2 Dashboard Articles

Manual Registrations

Email not displaying correctly? View it in your browser.
Thursday, January 9th 2020
 
FOR STATE DIRECTORS
 
Manual Team Registrations – DC2.usssa.com
 
We will be turning the manual Team Registration component on DC2 today for directors. 
 
Adult Sport Manual Registrations
This process will continue exactly as it was previously.
 
Youth Sport Manual Registrations​
 
For all youth teams created through this portal (manually entered or uploaded via Excel sheet) the current process is that they will be required to verify their background status in the same manner as all other new teams created.
 
Once the upload process is completed, the team and manager information will be stored.  A check will be done to determine if the manager has submitted this information previously.
 
The Manager has NOT verified previously.  What happens now?
In this instance, the Manager will be sent an email with their username and password.  It is critical that the email entered at the time of registration is accurate and will reach the user.  The manager will be asked to log-on to their account and provide the verification check. 
 
Here is what the manager will see at the time of log-in:
Once the manager updates the verification, their teams will appear in the management section, thereby completing their registration.  The teams will be available for insurance, roster management, and event entry.
 
 

The Manager HAS verified previously.  What happens now?
 
In this instance, the team(s) will be created and available immediately for usage. 
 
#USSSACARES
 
Facebook Twitter Instagram
 
 
 
[Sender_Name]
[Sender_Address]
[Sender_City], [Sender_State] [Sender_Zip]