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Coaches Website Manual
 

This documentation is designed to make it easier for you to use the different features associated with your team's website. These capabilities will make it easier for you to communicate with and manage your team.

This manual will explain step by step how you can:

 

 Add Practice Schedules Online:

The easiest way to add practice schedules online is to first enter them as recurring event for the remainder of the season. (assume there will be no practices for anyone after June 18).  See Scheduling> Recurring Games below.  You can then go edit an existing practice under Scheduling>Master Calendar >”pick date on calendar> then pick event (practice) by clicking calendar grid icon on left”.  Make sure to delete practices over April break if you are not going to meet.  (April 15-22).  To cancel you can go to the date on the master calendar and then delete the practice.  You can add individual practices under Scheduling>add game or practice.
 
To cancel an individual practice, go the practice on the master calendar, click the calendar grid icon to edit then click CANCEL.  You can also change your times, location etc.  If you leave the appropriate boxes checked at the bottom, it will send notices to your team with any changes.  Make sure to hit SUBMIT.
 
PLEASE BE CAREFUL NOT TO EDIT, ADD OR CHANGE ANY GAMES!!!!
 
 Below are the fields to enter for adding practices...
 
******************************************
Scheduling> Recurring Games
Every: “1” Week         
 Date Range:  ___to___
 Time: ___to ___
 Team:           
 Opponent:    
 Location:        
 Category:       
 Notes:             
******************************************
Scheduling> Add Game or Practice
or editing an existing practice under Scheduling>Master Calendar >”pick date on calendar> then pick event (practice) by clicking calendar grid icon on left”
 Date:             (MM/DD/YYYY)         <- TBD      Start:  ___Finish: ___
 Location:         <- New Location
 Category:                   
 Confirmed:    Cancelled:      ID: (optional) NA
 Season:   Spring 11   
 Team:             
            Or of Game #:  NA
 Opponent:    
            Or of Game #: NA
 
 Outside: NA
                          Other: NA
 Note:

Send Notices To:      
  Team Managers
  Team members and their parents
  Officials



 
Add a New Bulletin:

The bulletin should be the primary way to communicate with your team's players and parents. Bulletins are displayed on your team's home page with the newer bulletins displayed at the top of the page. You can optionally email new bulletins to players and parents using the "Broadcast Email" feature. 

  1. First make sure you are signed in as manager/admin
  2. Select "Teams" from the menu tabs from the at the top of the page
    Note: You may have to select season, league and team at the top of the page
  3. Click on the "Add a New Bulletin" hyperlink
  4. Enter information including "Respond To", "Publish Date", and "End Date"
    Note: If no "End Date" is entered the bulletin will remain on your team's page indefinitely
  5. Enter the title and write your bulletin.
  6. You may choose to have the bulletin emailed by checking the "Email Broadcast" box. Select who you would like the bulletin to be mailed to (parents, players or both)
  7. Click "Submit" to complete

    To edit an existing bulletin, just click on the "Edit" icon next to the bulletin on your team's page
  To delete an existing bulletin, just click on the "Delete" icon next to the bulletin on you team's page

Alternatively, you may email your entire team without creating a public message by using the "Email the whole team" link at the bottom of the "Roster" page. This gives you a private alternative to posting a public bulletin.

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Edit Game Results:

This section will allow you to enter or change a score as well as any other information about a game. If your club has set this up, you may also use this form to have results and a brief summary emailed directly to your local newspaper.

  1. First make sure you are signed in as manager/admin.
  2. Select "Teams" from the menu tabs from the at the top of the page
    (you may have to select season, league and team at the top of the page)
  3. Select "Results" from the menu pages at the left
  4. On the team results page, find the game you wish to edit and click on the "Edit" icon to the right of the game
  5. Enter score or any additional result changes and optionally, game commentary
  6. Click submit to confirm changes.

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Edit Player's Statistics (Pitch Counts):

This feature will allow you to enter or edit player's statistics (Pitch Counts and Home Runs Over Fence)  for a particular game. This will let you track players performance and progress throughout the season.

  1. First make sure you are signed in as manager/admin.
  2. Select "Teams" from the menu tabs from the at the top of the page
    (you may have to select season, league and team at the top of the page)
  3. Select results from the menu pages at the left
  4. On the team results page, find the game you wish to edit and click on the "Edit Game Statistics" icon to the right of the game (the icon will be green if stats have already been entered and black if no stats have been entered thus far)
  5. After clicking the icon, you will be presented with a spreadsheet with all players and input fields for all statistical categories across the page. At the top of the page will be tabs for different positions (goalies, players, etc.)
  6. Enter any statistical data for each player as appropriate and be sure to check the "ATN" box for all players who attended the game, regardless of whether they had any data reported.
  7. Click "Submit" to confirm changes

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Post a General Event:

This feature will allow you to post events on your teams "Event Calendar" and "Schedule" page for a specified period of time. This is a great tool for adding an event such as an additional practice, trip or meeting

  1. First make sure you are signed in as manager/admin
  2. Select "Admin" from the menu tabs at the top of the page
  3. Next, select "General Event" from the menu pages to the left of the screen
  4. Fill in the information for your general event
    Note: You must enter a start date and a title. If no end date is entered, the end date will be the same day as the start date
  5. Under the recurrence section, you may leave the values blank if this is a one time general event
  6. Click submit to confirm general event

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Upload Document:

This feature will allow you to upload a document from your computer to your teams page. This is can be used to post a new playbook, parental permission slip or any document that you would like only your team to have online access to. Your team's document access page is password protected.

  1. First, make sure you are signed in as manager/admin
  2. Select "Admin" from the menu tabs at the top of the page
  3. Select "Documents" from the menu pages at the left of the screen
  4. Enter the name of document as you would like it appear on website
  5. Type a brief description
  6. Select "Browse" to locate document file on your computer.
  7. Make sure your team  is selected under the "Available To" list
  8. Click "Submit" to confirm upload your document to your team's document page.

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Upload Photos:

This feature will allow you to upload a photograph from your computer to the "Pictures" section on your team's page. This can be used for game, team or any photo you would like your team to have access to.

  1. First, make sure you are signed in as manager/admin
  2. Select "Admin" from the menu tabs at the top of the page
  3. Select "Pictures" from the menu at the left of the screen
  4. Enter a brief description/caption for the photo
  5. Use "Browse" to locate the image file to upload on your computer
  6. Click "Submit" to confirm photo upload.

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Team Attendance 

The team attendance function will allow team managers and coaches to poll their players for attendance at future games and practices. This function can be turned on/off from the Scheduling tab on the Team Information page , found by going to Admin>Teams>Divisions & Teams and clicking on a team name.

From the Team Schedule page, coaches will find a magnifying glass icon that reads "Attending."  Once the magnifying glass icon has been selected, the resulting page will display three columns, Attending, Not Attending, and No Response.  If this is a new event, or responses have not been captured, all individuals associated with the team will be displayed beneath the No Response column.

Choosing the email button above each of the columns will allow the coach or team manager to send an email to that group of people. When choosing the email button above the No Response column, this will generate an automatic email to all of the individuals in that column. The receiving individual will receive an email with the event information and two links: "I'm In" and "I'm Out."  Selecting "I'm In" will place this individual in the Attending column on the Attending section of the Schedule page.  Selecting "I'm Out" will place the individual in the Not Attending column.

Members of your club can also navigate to their personal account by going to the Edit My Account tab on the home page of your website. Once logged into their family account, they will see schedule icons to the right of each individual. Clicking on the schedule icon will display each participant's schedule for teams they are associated with.

Once the member has clicked on their schedule icon, this will display a list of the events they are involved with, and they can select whether they are "Attending" or "Not Attending." Selections made here will be visible to the team manager and coaches when accessing the team Attending section on the Schedule page. So if a member knows they will be away for a certain week, they could make this selection well in advance to notify the coaches and managers.