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SportsEngine Help


WHAT WE HAVE LEARNED SINCE SEPTEMBER 1, 2020

Member numbers are different.  They will not have "PS" at the beginning nor "FR21" on the end (or another year tag).  Member numbers will be 7 characters long.

Credit card fees will now be charged in the new system.  The fee is approximately 2.95% of the purchase cost.  This is a choice being made by numerous USAV regions, including PSR, to help offset major budget shortfalls experienced during the loss of the 2020 season.  This is different than in the past.  The region has previously covered all these costs.  Going into the 2020-2021 season, it simply isn't possible for these to be covered by many USAV regions.  Credit card fees will be non-refundable. 

If a family has multiple players, they can all have their membership information in the same master account, using one set of login credentials (called a "family account").  This is different than past seasons.  In the old system, all individuals had to have their own login.

After a membership is purchased, you'll receive several e-mails.  Two of them will be payment receipts.  The one you need to pay attention to is the one that says "ACTION REQUIRED" in the subject line.  This will outline the steps you need to complete to become eligible to participate.  If you don't see these e-mails, check your SPAM folder.

To see your current eligibility status, log into your SE account, click on "Household" and then click on the box with your name.  A new window will open with your membership card on the right side of the screen.  Click on "View Details" then click on the membership you purchased to see your eligibility details.

You can add your membership card to your Apple Wallet and to Google Pay.  There will be a link to do this once you complete your membership purchase, or it can be done from your SE account.

If you create a new profile in SportsEngine, make sure your background screen data migrates over from the old system.  If you completed a background screen in the 2019-2020 season, you should not have to pay for another one.  If you believe your background screen did not migrate over properly from Webpoint, please contact our office.

You will likely receive an e-mail after membership purchase indicating you have an account in USAV Academy.  There are no training courses available at this time.  At the earliest, they will be available on October 1st. 

If you recently changed addresses but didn't update the information in Webpoint, it may be beneficial to use your old address to create your SE account, then change it once the account is created and membership is purchased.  Same goes for a name change.  Use as much of the same data as possible, then change it after you purchase your membership.

The system may migrate old SafeSport data into your account.  Don't be confused if you see an old certification that says "Expired."  That may be from a couple years ago.


Initial Communications

On September 1st of 2020, many regions in USAV - including PSR - will be moving away from Webpoint and switching to a membership management system (MMS) administered by SportsEngine (SE).  This page is being updated with information that you need to know, particularly about major differences between Webpoint and SE.  The PSR staff is in training on the new system right now, and clubs will be contacted over the Summer to get set up.

Remember that the new system will not be officially active until September 1st, but there are some simple on-boarding steps to complete prior to that date.  Clubs do not need to purchase the Premium SportsEngine HQ.  All clubs receive access to the free HQ version and that will be enough to manage your club.  The premium version does have more features, but is not required to be purchased.

If you receive a communication from SportsEngine or USAV, and you aren't sure if it's a legitimate message, please forward it to our office and we can advise you further.


CLUB CHECKLIST

1) Claim your SportsEngine HQ if you haven't already.  See the information below about how to do that.

2) Grant Puget Sound "Organizational Administrator" access to your HQ.  In your HQ, click on "Members" then "Directory."  Click on "Add Person" then add the following:  First Name - Puget Sound;  Last Name - Region;  E-Mail - office@psrvb.org.  Once added, find the Puget Sound Region 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.

3) Go through the information on this page.  Pay particular attention the Admin Guides and the help videos/articles linked here. 

4) Export historical data from Webpoint (if you wish) - for example, past team rosters, membership history, etc.  Webpoint will be available until 10/31/2020. 


Club Administrator Videos

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 left to select a specific topic.

CLUB ADMIN 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 “start watching” button or you can look for a video on a specific topic. These videos are also available from your Club HQ with its correlating help article.


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 for Parents & Families

These one page PDF’s are simplified instructions for parents/guardians on the most common functions they will complete within the USAV MMS

CREATE AN ACCOUNT, LOGGING IN & MY SE OVERVIEW

CREATE AN ACCOUNT & MEMBERSHIP PURCHASE

PURCHASING A MEMBERSHIP FROM A REGION



Membership Purchases

The process of purchasing memberships will look a little different.  To start, go to PSR's website and click on the "Membership" link. 

You will be asked a series of questions to determine what type of membership is right for you.  When you get to the checkout page, you will see two “transactions” that equal the total membership price.  One transaction represents the fees going to PSR, and the other represents the fees going to USAV.  This is different than in the past.  Don't be confused.  You'll still be charged the same amount - you're just going to see an itemized breakdown.  You may also see two separate charges (totaling the amount of your membership) on a credit card statement.

Credit card fees will now be charged in the new system.  The fee is approximately 2.95% of the purchase cost.  This is a choice being made by numerous USAV regions, including PSR, to help offset major budget shortfalls experienced during the loss of the 2020 season.  This is different than in the past.  The region has previously covered all these costs.  Going into the 2020-2021 season, it simply isn't possible for these to be covered by many USAV regions.  Credit card fees will be non-refundable. 

After a membership is purchased, you will receive an e-mail outlining the additional steps necessary to become eligible to participate.  This can include a background screening, SafeSport certification, etc.  Your account will also show these steps.

If a family has multiple players, they can all have their membership information in the same master account, using one set of login credentials (called a "family account").  This is different than past seasons.  In the old system, all individuals had to have their own login.


SafeSport Training

If you require SafeSport training, the system will send you a link via e-mail to complete the training.  USAV is working on technology that allows the system to know which training is appropriate for you (Core vs. Refresher) and that will automatically load it for you.

A major benefit of this new system will be a greater ability for both clubs and region staff to ensure everybody meets eligibility requirements prior to being put on a roster.  This process will be smoother for all involved.

It is our understanding that juniors who are 18, or who will turn 18 during the season, will be able to select a membership that automatically enrolls them in SafeSport.

The system may migrate old SafeSport data into your account.  Don't be confused if you see an old certification that says "Expired."  That may be from a couple years ago. 


Eligibility

All individuals will have an eligibility status. An individual who has met all requirements (i.e. SafeSport) will appear as eligible. Once a membership is purchased, that individual will receive an eligibility email outlining all requirements they still need to meet.

To see your current eligibility status, log into your SE account, click on "Household" and then click on the box with your name.  A new window will open with your membership card on the right side of the screen.  Click on "View Details" then click on the membership you purchased to see your eligibility details.


Background Screens

Background screenings will be a separate purchase, done after your membership purchase is complete.  This is different than past seasons.  You will automatically receive a link via e-mail to purchase a BGS if you need it.  USAV has changed their background screening policy and has increased the cost to members - $31 for two years, which includes a supplemental screening prior to the second season (this cost is not paid to PSR, and PSR does not collect any money from background screen charges).

If you create a new profile in SportsEngine, make sure your background screen data migrates over from the old system.  If you completed a background screen in the 2019-2020 season, you should not have to pay for another one.  If you believe your background screen did not migrate over properly from Webpoint, please contact our office


Club Selection

When a membership is purchased, you will not have the option of associating yourself with a club.  The club must send you an invitation, and you must accept it, before you will be associated with a club in the system.  This process must happen before a player or coach can be placed on a roster.  This is different than past seasons.  Previously, you could pick a club during an initial membership purchase.  There will be policies in place that prevent clubs from sending invitations to players prior to tryout dates.


Refund Policy

The new MMS will also come with an updated refund policy from both PSR and USA Volleyball.  This policy will be posted on our website. 

Credit card fees paid on the PSR portion of membership purchases will be non-refundable.  Full membership purchases will be non-refundable except in rare and extreme circumstances. 



Purchase Dates

Dates below show when memberships become available.  You can also purchase memberships after these specific dates. 

September 8, 2020 - Club Directors & PSR Board of Directors members only.

September 8, 2020 - All adult members (includes coaches, officials, tournament directors, club administrators, etc).

September 15, 2020 - New members can purchase try-out membership, Developmental Membership 

October 15, 2020 - Tryout membership open to all Juniors.


Membership Cards & Numbers

Membership cards in the new system will be digital.  You will have the ability to pull up a QR code on your phone, and that code can be scanned to show all of the relevant information about a member. 

You can add your membership card to your Apple Wallet and to Google Pay.  There will be a link to do this once you complete your membership purchase, or it can be done from your SE account.

Your member number will not have a "PS" at the beginning of it, or a year at the end of it, such as "FJ21."  Your number will be 7 digits long (i.e. 1000000). 


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 SE must be USAV members, background screened, and SafeSport certified.  USAV and PSR will be monitoring compliance with this policy.


Member Directory

The member directory is a free tool your club has access to within SportsEngine 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 SportsEngine’s other tools, you may have individuals already in your directory (ex: you use SportsEngine registration tools or a SportsEngine 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!


Data Migration

Much of your old data from Webpoint will be migrated over to the new SE MMS.  When purchasing a membership, the system will look to match your name, DOB, and zip code with a membership record from Webpoint and if a match is found, data migration will happen automatically. 

PSR will also back up data from Webpoint (such as roster information, team selections, etc) and keep it on file in a secure location. 


Technology / AES Integration

All clubs will have access to, and must use, SportsEngine HQ to manage their clubs.  There is a free version and a premium (for-cost) version of SportsEngine HQ.  The free version is all that is necessary for clubs to use – they do not have to buy the premium version.  Webpoint will no longer be in use starting 9/1/20.

The system is integrated with AES, and USAV is working on technology which allows you to build a roster in SportsEngine and have it automatically transferred over to your AES account as that team’s default roster.  (You will still need to upload a roster in AES for each event you register for.)  The administrators of the system are working on ways to have SportsEngine also integrate with other event management systems.

Administrators will have the ability to build rosters via a CSV (Excel) upload.


USAV Academy (LMS)

We are still learning more about how the USAV Academy Learning Management System (LMS) will be integrated with the new platform.  PSR is also working on implementing new policies and requirements to make this experience less cumbersome on our members.

We do know that USAV is trying to develop new learning modules that are more age appropriate (i.e. 14-and-under would view slightly simpler content compared to 15-and-older athletes).  This is still a work in progress and USAV is hoping to have this completed by the Fall.

In Webpoint, in order to register for coursework, you would need to go into your Webpoint account and "register" for an "event" that would load your coursework into Academy.  In the new system, you will not need to find these separate "events."  The registration process will be much more streamlined.