Clubs – New Member Management System

Your starting point for assistance for the new Member Management System!

On Sept. 1, 2020, USA Volleyball and the Regions moved away from Webpoint and have switched to SportsEngine as the developer and home to the USAV Member Management System (MMS). This page has been updated with information that you need to know as a Club Administrator to run your club in the new MMS. The Carolina Region staff is training on the new system continuously and will work closely with clubs as the season approaches.

At this point, clubs should have received communication on how to claim their SportsEngine HQ, which will allow them to get into the system. All clubs will have access to, and must use, SportsEngine HQ to manage their clubs for the Carolina Region and USA Volleyball season. All clubs receive access to the free HQ version. They can upgrade to the premium version if they choose, BUT IT IS NOT REQUIRED.

Reminder, Webpoint will no longer be used starting Sept. 1.  Members will be able to access the information in their Webpoint accounts through October 31.

SportsEngine has done a great job with producing help videos and documentation for all the activities you will do in the system. They also have help/support available while in your account.  See below for the links to their full series of Help videos and resources needed by Club Administrators. Be sure to add the Region office as an Admin so we can help you as needed to get up and going with this new system.

NOTE:  If you as a Club need help inside the SE system, please use the “Need Help” blue box on right side of the screen inside your Club HQ page.  There you will have access to the SE Help system and can send a message to SE Support.  If you have a club member that is having trouble with their SE Account: (a) See the “Fixing Incorrect SE Account Set Up” document at right; (b) if they still need help, they need to send an email to SE Support (usavhelp@sportsengine.com) and include all pertinent information (member name, member email, summary of issue, club name if relevant).

 

CLUB ADMINISTRATOR VIDEOS (Recommended-SE Account Login Required)

ACCESS CLUB ADMIN MINI-SERIES VIDEOS HERE

This short video series covers an overview of the new system and highlights the largest changes club directors and club administrators should be prepared for. All videos can be watched in order by hitting the play button or you can hit the “playlist” button on the upper right to select a specific topic.

CLUB ADMIN ESSENTIALS HELP VIDEOS

These videos are specific to tasks and functions club admins will complete in the USAV MMS. Videos on this page can be viewed in order by hitting the play button or you can look for a video on a specific topic in the upper right.

CLUB ADMIN HELP VIDEOS – ACCESS ALL OF ABOVE  ON ONE PAGE

The Carolina Region has created a page with all of the above Help videos available for viewing from one page.

CLUB ADMINISTRATOR DOCS & MANUALS

FREE HQ ADMIN GUIDE

PREMIUM HQ ADMIN GUIDE

There are two versions of these documents- one for clubs using free SportsEngine HQ and the other for premium SportsEngine customers. This is available within a club’s HQ.  Note, there is a “last updated” date in the top right hand corner of this manual.

HELP ARTICLES SORTED BY TOPIC

Help articles provide step by step written instructions alongside screenshots or videos of certain tasks.

CLAIMING YOUR HQ

The first step to a successful transition to SportsEngine is for clubs to claim their free HQ account.

If you have not done this yet, please follow this link and type in your club name.  We are hoping that all clubs can claim their HQ by the middle of September. You will not be able to register teams with the Carolina Region until you have your free HQ account.  If you are a brand new club, you’ll receive an email from SE to claim your HQ account after you register your club with the Region for the new season.

CLUB ADMINISTRATORS

Clubs will have the ability to designate administrators within their SportsEngine HQ to help manage memberships and rosters (similar to the “Club Admin” functionality in Webpoint). All administrators in the USAV MMS must be USAV members, background screened, and SafeSport certified. USAV and the Carolina Region will be monitoring compliance with this policy.

You must also provide the Carolina Region with Organization access to your club. Instructions on completing this step is at the right.

ACCOUNT CREATION & MEMBERSHIP PURCHASE

Individuals will need to purchase a membership from the region website. In order to begin the purchase process, he/she will need to create a free SportsEngine account or login to their existing SportsEngine account (they may have one through other sports organizations that use SportsEngine). Click here for an overview of this process!

SportsEngine allows for family accounts, so the account holder should be an adult and children can each have their own profile in the family account. This means one login per family!

One new featured this season – Clubs are able to purchase membership on behalf of their staff and coaches within the system cz-lekarna.com.  When you purchase the membership “on behalf of” (OBO) your staff, they will receive an email and will need to create or login to their SE account to accept the membership and any other waivers/requirements of the membership.  Clubs should NOT purchase memberships for PLAYERS.  Please direct the families to our registration page directly for purchase.

AES INTEGRATION

The USAV MMS is integrated with AES. Rosters that are created in the USAV MMS can be pulled into AES as a default roster. You can then use that default roster to register for USAV events in AES.

DATA MIGRATION

While not all data from the Webpoint system will be migrated over to the new MMS, the most important pieces of information will be. When purchasing a membership, the system will look to match the name, DOB, and zip code with a membership record from Webpoint and if a match is found, data migration will happen automatically

Please encourage your athletes, coaches and staff to use the same name, DOB and zip code when purchasing a membership in the new system. This is especially important for adults who have current credentials (background screen, SafeSport, IMPACT, etc.) to ensure those migrate into the new system.

The Carolina Region will also back up data from Webpoint (such as roster information, team selections, etc) and keep it on file in a secure location. Regions will have a process to retrieve credentials manually if needed.

COMPLETING ELIGIBILITY REQUIREMENTS

All individuals will have an eligibility status. An individual who has met all requirements will appear as eligible. Once a membership is purchased, that individual will receive an eligibility email outlining all requirements they still need to meet and will clearly see in their account that there are remaining requirements to be met.

 

BACKGROUND SCREENS

Background screenings will be a separate purchase, completed after your membership purchase. By hitting the link “complete screening” from the email or account, the member will be directed to complete the background screening. Background screening is $30 for two years which includes a supplemental screening prior to the second season. Please note this cost is not paid to the Carolina Region any longer and the Carolina Region does not collect any money from background screen charges.

 

Grant Carolina Region Organization Admin Access

With the move to a new MMS, there are many things that will be different than in season’s past with regards to our database.  Many things that we were able to do in the past may are not available with the initial roll-out of the product.  For this reason, we are asking all clubs to grant the Region Organization Admin access so we can help you with common membership requests.  We will only use as needed to aid with your USAV membership affiliation.  To grant access:

  • In your HQ, click on “Members” then “Directory.”
  • Click on “Add Person” then add the following:  First Name – Carolina;  Last Name – Region Staff;  E-Mail – office@carolinaregionvb.org.
  • Once added, find the Carolina Region Staff entry in your directory and click on the name.
  • Click on “Roles” at the top, then click on the “+” button on the Organizational Roles window.  Select “Organizational Administrator” and click Save.

MEMBER DIRECTORY

The member directory is a free tool your club has access to within SE HQ. Although the name is tricky, this area isn’t just for individuals with a purchased membership. This area is more like a phone book of individuals that have interacted with your club. If you use any of SE’s other tools, you may have individuals already in your directory (ex: you use SE registration tools or a SE website).

Individuals can be added to your member directory manually by entering information on an individual or through a file upload. Individuals will need to be in your directory before you can complete other tasks like club association.

You can also use the directory to create groups of people and easily message them from the system!

IMPORTANT: Adding a person to your DIRECTORY is not the same as Associating a member with your club for the season.  That is a different process (below).  A club can have someone in their directory that is not a current USAV member and not associated with the club for the 2021 season.

CLUB SELECTION

When a membership is purchased, an individual member will not have the option of associating with a club. Instead, the club must send an association request to the individual who must accept. The individual must be listed within the club’s member directory in order for you to send this association request and the club must follow all region policies and guidelines.

An individual must have a membership before accepting this invitation. If the clubs send an invitation to someone without a current membership, the individual will be directed to purchase a membership before the association will be completed.  Clubs should wait until after tryouts and the player has formally accepted the club’s offer to join them with a Letter of Commitment Form before sending an Association request in the MMS.  The club association request feature will not be active in the MMS until the Tryout period has begun (we will activate it on Oct. 5).

MEMBERSHIP PURCHASES

The process of purchasing memberships will look a little different. To start, go to the Carolina Region website and click on the “Online Registration” link under the Register Menu.

When an applicant gets to the checkout page, they will see two “transactions” that equal the total membership price. One transaction represents the fees going to the Carolina Region, and the other represents the fees going to USA Volleyball. This is different than in the past. Don’t be confused. They will still be charged the same amount – they’re just going to see an itemized breakdown. They will also see two separate charges (totaling the amount of your membership) on a credit card statement.

After a membership is purchased, they will receive an email outlining the additional steps necessary to become eligible to participate. This can include a background screening, SafeSport certification, etc. Their account will also show these steps.

SAFESPORT TRAINING

By hitting the link “complete Safesport” from the email or account, the member will be directed to complete Safesport training. The system will automatically load the correct course (SafeSport Core vs. Refresher)

Juniors who are 18, or who will turn 18 during the season, will be able to select a membership with SafeSport training as a requirement (18’s player). They will receive the link to complete SafeSport in their eligibility email or access it from their account.

USAV ACADEMY (LMS)

USA Volleyball will be utilizing a new learning management system (LMS) this season as well. Users will access the LMS through their SportsEngine account to complete necessary coursework (ex: junior officials or scorekeeper training). The registration process for completing this coursework is streamlined for ease of use.