Access Sportspilot backend

To access the sportspilot backend use the URL http://www.sportspilot.com/isis
Use the same login and password as you would to access your sportspilot Spring Travel team area.  For organization put "amesbury". 
Bob your login is HAZBOB, Ed yours is EDCAMPBE1.   If you forgot your password, you can go to https://www.sportspilot.com/Login/PasswordUtils/ForgotPassword.asp and fill in your email address and bithdate to have it sent to you.  If this does not work, send me a email and I can set the password for you and send it.

To see who is registered in each league (age group)

Select the "Registration" link in the top menu bar
Select the "Teams" tab
Select Program "Summer-soccer-2009"
Using the Leagues pull down menu you can scroll through each age group to see the coaches and players who have registered for that age grouip.
Note that the players will have a $ amount next to there name, it will show how much their transaction fee was.
Note the "U3" following the $ sign amount, this means that they selected "Alternate Payment" as a checkout choice and their invoice needs to be marked paid, see below.

To see if or what a player has ordered merchandise (shirt or sock)

In the registration dialog, "Teams" tab; Double click on the player
select "View Payment Info."
This will show everything that the player ordered.

To move a Coach or Player to a different age group

In the registration dialog, "Teams" tab; , select the coach or player and select move.
In the next dialog, select the league and team you want to move them to.

To get a quick report over everyone who has registered

In registration, select the Reports tab
Select "Total number of registrations by league and program"

To view who paid by check and mark them paid

Select the Administration Menu
Select Invoices (in Miscellaneous Functions section)
In Program Filter, select Summer-Soccer-2009
Coaches and players will be listed
Select the link under the description column for the invoice you want to mark paid
Change Paid Status to "Paid"
Select Apply Payment
Select the appropriate Payment Type
Put in your initials
Select "Save and Email"

To offer a Scholarship

If you cannot pay the full registration fee due to financial reasons, select this option. Send an email to the program’s director summer@amesburyyouthsoccer.org, travel@amesburyyouthsoccer.org or u6-u8@amesburyyouthsoccer.org with a brief statement and how much you can pay towards the program. Alternately you can call the program director. Board members and program director contact information can be found at http://www.amesburyyouthsoccer.org/about .

Upon the registering person hitting the submit button, they receive an email notification as well as registrar@amesburyyouthsoccer.org

The player is not placed in the program and league.   They are in a pending state.
If you go to Administration> Invoices and select the program, you will see them listed there.  They have no category associated with them.

Once notification is received from a board member about the request and the amount.  A sportspilot person with the correct permission can select the transaction (under description column) and edit the amount agreed upon.

The person who is being registered can then log back into sportspilot and pay by credit card or debit card or send a check by mail.

Process for registrations in "Shopping cart registration" and PaidStatus is "Pending"

If you look at the invoices and see that there are invoices in the group "Shopping cart registration" and their PaidStatus is "Pending".  This means that they have not gone through the checkout process and applied a payment type.
If the invoice is more than a day old, open the invoice and change the status to "Submitted but not paid", email the participant and let them know that they can login using the participant name login and password and select  "Add payment to account" to finish the transaction.

 To refund a player

In registration, double click on the player you want to give a refund to
Select "View Payment info"
Select the ID of the transaction you want to give a refund for
Select Refund at the bottm of the transaction
Select the Refund check box
Put in the amount of the refund next to the transaction type
Verify the Amount of what the original transaction should be and the  account is is action against.
Select the "Refund" button at the bottom
Put your initials in the  Confirmation Page and select "Charge back and back to transaction edit"

Create a report to show all merchandise (uniforms) purchased and who purchased it.

Select Finance
Select Purchase product report
Select the date range you want for the report

 

To register a player

Go to the registration tab.
Select the program you are entering the registration into.
Select the League you are entering the registration into.
Select "Add New" under the players
Put the players last name into the last name field and hit "Search by name"
It will then give you a list of players with that last name.
If the player exists select that player and verify the information is current and select "Save and Checkout"
If the player does not exist but has a sibling in the registry
To select the player from the list, the fields will populate with the information, then select "Duplicate this record"
It will duplicate the players address phone, parents info...
Put in additional and birth date.

Using the HTML Email Generator

Sportspilot HTML Email Generator has the ability to save templates and use them for frequently used email announcements i.e Player Assignments, Coach Assignments etc...   Here is an example of how to use it

This is how I have been doing it, Step 9 is to an additional step that allows you to select only specific recipients from a list.

From Sportspilot registration

1. Select Tools Tab
2. Select "HTML Email Generator"
3. Select "Load Template"
4. From "Template:" pulldown select "Player Letter", Load Template
5. Select "Add Contacts by Program/League/Team"
6. Select the appropriate Program, League and Team that the player belongs.
7. Check the player button, select Add
8. In the email body, update the  information in the 3 places from the template that is appropriate for the player
   
1. Your ASA U10 Boys team placement for the Fall 2010 season is:
2. Team:   Storm
3. Coach:             Cary Short                    Phone: 978- 388-5482    email: crcmgshort@verizon.net
9. In the "To:", select "Selected Players/Coaches" and deselect all recipients except for the player who you want to receive the email.
10. Hit Send