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USSSA / GotSport

https://www.usssa.com/usssa-gotsport-director-center/

This link is the new home for all information regarding the GotSport Transition for Directors.  Please visit here for resources, articles, links, and information regarding the transition.

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USSSA / GotSport . Event Creation

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.  

 

 EVENT CREATION IS NOW OPEN 
Event creation is now available for directors to get into the system and start creating their events.  Below is a focused approach to creating an event with a focus on the things that are most important and what their application is.
Here are the links that you will find most critical for the on-boarding:

Event Creation To-Do’s

Event Creation To-Do’s
  1. Create Competitions
    • HELPDOC Competition Article: CLICK HERE
    • Competition: This is a folder that will hold all the information for the event you are setting up. This folder will store events year to year. For example, if you have a Memorial Day event each season’s event will be stored in the same competition folder.
  2. Create Event (Initial Pop-up – First Step of Creation)
    • HELPDOC Event Article: CLICK HERE (Start on step 5)
    • Seasonal year = 21/22 (Season that begins 8/1/2021)
    • Age Method: Choose calendar year; no effect on anything if you change it
    • Choose ALL dates that event will occur
    • Stature
      • Choose appropriate stature from the available list.
      • If the stature needed is not available, refer to State Director or HQ to edit to the appropriate level.
      • Stature is editable UNTIL the event starts. BE SURE THIS IS CORRECT when you set-up the event.
  3. Add Divisions
    • HELPDOC Creating Divisions Article: CLICK HERE (Start on step 7)
    • Create your first division, completing all information.  After you make your first, use the table to adjust and quickly add each additional division needed.
      • Event/Gate/Other Pricing created on each division
        • What is entered IS the publicly visible price.  This is what the public will pay when they pay for an event online.
        • When requesting a payout, USSSA will take 5% of the amount paid by the public user as has been the case.
        • As a director, please be sure to adjust your fees to include that 5% processing fee.
  4. Adding Detail to an Event
    •  HELPDOC for Adding Detail Article: CLICK HERE
    • Complete EVERYTHING
      • Address box at the bottom is critical to search display for events
      • Comment boxes can be built with information, images, tables, etc. (HTML source code is not permitted for security reasons)
    • Review articles for additional tools and resources for your event
  5. Setting up your event payment requirements
    • When creating your events, you can set the payment process with multiple configurations.  See the image below to see the possible options for configuration.
Possible Configurations and Required Set-ups
  • Require Payment at Entry
    • Allow Credit Cards: Yes
    • Accept Check Money Order Payments: No
    • Yes, Charge the credit card when someone initially enters: Yes
    • Active: Yes
  • Allow Entry No Payment Required
    • Allow Credit Cards: Yes
    • Accept Check Money Order Payments: Yes
    • Yes, Charge the credit card when someone initially enters: Yes
    • Active: Yes
  • Allow Entry with no Payment but Require Credit Card to Hold spot
    • Additional Information on this Process
      • This process works in conjunction with Entry Status
      • Team enters credit card, it is not charged until you set their status to Accepted
    • Allow Credit Cards: Yes
    • Accept Check Money Order Payments: No
    • Yes, Charge the credit card when someone initially enters: No
    • Active: Yes
  1. Adding Venues
    • HELPDOC for Adding Venues: CLICK HERE
    • The process for venues on an event in GotSport is this:
      • Add Venues to your organization
      • All Venues on your organization will be added to the events you create
      • User can remove or deactivate venues not needed for that particular event
  2. Activating Registration for an Event
    • HELPDOC for Activating your Registration: CLICK HERE
    • This will open registration to teams
    • Generates an event link for your Registration page of that event
  3. State Director/RMP Event Approval and Review
    • HELPDOC for Approving Divisions: CLICK HERE
    • On your Region Organization
    • View on Region tab, select Events.  On the list of Events, click on the Divisions and approve the divisions for the event.
Thank you and if you have any questions, please go through the on-boarding site to see if there is a help doc, but also ask questions through our email box and we will reach out with assistance.  If you need further assistance we can schedule a call with you to walk through it.

 

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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.

 

 

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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

 

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USSSA / GotSport Director Information Review

 

USSSA / GotSport Important Information

Director Phase 1 Approaching Soon!  Click on the link below to review your organization data and the list of directors in your region.  This data review is required before Phase 1 can be initiated.  This review will be better suited on a computer.  

 

FINAL PREPARATIONS FOR PHASE 1

Later this week we will begin Phase 1 of the on-boarding process for GotSport.  This process is being done in three phases as a mechanism to gradually ramp up the interaction and functionality of your director account in GotSport.
The first thing we need to do is review the current account data for you as a director, gather some additional Organizational/Company Data for you, and conduct a review of active directors in your region.
This is being done to ensure that we have correct information in the GotSport system when we hit Phase 1.  As you can imagine after 20 years of system data, things can get a little fuzzy and this provides a fresh review and will allow us to begin new with good, accurate data.
On this link you will find all of this information for review.  If you are not currently logged in to DC2, you might be asked to log-in and then go to this URL.  Once you are logged in, paste this URL in the address bar and you should access this page.  This process is only for RMP directors right now.  After we have reviewed your updates, we will post this to the general public and ask all directors to complete this process.
This page will be used to update your Organization Account, Director Account, and Region Directors (if you are an RMP). This is an initial step to generate the correct accounts in GotSport. There will be additional functions for adding staff and editing permissions for each Region and Organization. We are currently asking you to update the following information:
RMP Organization
  1. Verify the Region Organization name. If you want it changed, email got.sport@usssa.com with the current region name and what you would like it changed to.
  2. Verify your Contact Information, all info needs to be updated completely and correctly.
  3. Add your Company EIN or Company Owner Social Security number (for tax purposes) as well as the Company name associated with the EIN (if you have one)
Director Information
Verify your contact information similar to the Organization, update all valid information on the Edit screen.
Directors in my Regions
Below is a list of directors in my Region that have current permissions. Please review the information. For any Organizations/Directors that are not currently active, please click on the Edit button and change their status to Deleted.
For this level, after you as RMP has gone through and verified these accounts, we will push this down to each individual director to complete their own Organization and Director Information.
Staff and Director Accounts
When we go live with Phase 1 of GotSport, you will be able to add Staff/Directors to your Organization. As a reminder there will be no “generic” accounts, and all accounts will be required to be tied to an actual person. If you have any staff that do not currently have their own personal account, you will be able to get an account created for them. There will be a process that will allow you to submit the information as soon as it is active.
Multiple Accounts, Regions, Tournament Companies
We are working to combine all person accounts down to one singular account, all tournament company accounts to be set-up as one singular account. If you are one tournament company that operates in multiple states you will keep this set-up. If you are a director in multiple tournament companies that operate in one or multiple states each of those tournament companies will need to be set-up as individual Organizations. BUT, in this instance, you would only need ONE user account. If you have questions on this or need to create multiple organizations, please email got.sport@usssa.com.
————————————
Just a few quick reminders regarding Director Organization/Accounts:
  1. You will have an ORGANIZATION that you as a director belong to.  You can belong to more than one organization.
  2. RMP (State Office) Organizations are created by HQ and assigned to you.
  3. In Phase 1 you will add staff to your organizations.
  4. All director Accounts must have a person’s First Name and Last Name attached, no generic accounts.  If you work with an Association, Municipality, or a Team/Club that is a director, the ORGANIZATION is the generic account, but the Director attached MUST be a person.
If you have question, please feel free to reach out to got.sport@usssa.com.  We will answer any questions or updates.  As a reference if you need to access any past information, we have several articles and postings on the homepage of DC2.
If you feel you have a unique business structure with multiple LLCs, different companies for different roles, or special tax requirements, please reach out to me and we can structure your organization to fit exactly what you need.

 

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USSSA / Got Sport Org Structure and Rollout

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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.

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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. 

 


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USSSA Elite Academy – Great Lakes Region

Contact Victor Canales at victor.canales@usssa.com