To meet our ongoing commitment to the AYSO community to deliver an accessible and enjoyable experience, from registration through end of season celebrations, AYSO is working to upgrade our current systems. Our goal is to upgrade our challenging systems and data environment into a more capable and productive environment, providing relevant player and volunteer reporting and management, integrated background check and AYSOU updates, and efficient financial transaction tracking. Below are updates and resources for the registration platforms as well as our financial management systems.
As we have gone through the migration to the Mobile First Registration Platform & AYSO Association Platform (New eAYSO), we, along with Sports Connect have compiled all of your questions to create FAQs and Support/User Guides for your reference.
Below are links to those FAQs and User Guides:
- Mobile First FAQs
- Mobile First User Guide and Support Page
- Affinity/NGB/e4/Association Platform Guides and Support Page
- Age Compliance and Team Size Grid for All Play Types
- Printing Official Rosters Step-by-Step Instructions
- Printing Team ID cards Step-by-Step Instructions
- Volunteers/Board Members – Access to Region Portal and AYSO Platform
- Background Check Reminder Process
- Best Way to Access AYSOU through Sports Connect site
For additional support, we have a migration conversation on BAND to post tips and tricks, answer questions, get feedback, and quickly identify issues. Please join the conversation: https://band.us/@soccerregistration.
Mobile First Features Include:
- Ability to register one, two or more players from any device
- Streamlined waiver process
- Volunteer while registering players or independent of registering players
- More control over refunds and credits
In tandem with this migration to Mobile First, each Section, Area and Region upgraded to Mobile First will also be set up in Stack Sports’ Association Connect platform. The Association platform supports the activities of our Sections, Areas & Regions.
AYSO National Platform Features Include:
- S/A/R reporting without logging into multiple portals
- Integrated Background Check (Risk) status
- Volunteer eligibility – Board Members, Coaches & Referees
- Safety & Compliance – as required by health authorities or by individual states
- Messaging Module – target by geography, by role, by participant type
The Association Platform keeps track of how much you’ve spent, if you have achieved elite status, allows you to upgrade, and tracks your membership expiration date.
Mobile First Platform Demos:
Oct 8th Demo
https://vimeo.com/468133608
Oct 9th Demo
https://vimeo.com/468123177
We are very excited to announce new and powerful financial management tools to the Sections, Areas, and Regions (SAR). We listened to you and worked collaboratively with select regions to provide you with modern solutions of today’s world.
We all agree getting players on the pitch is our primary focus, and we hope these tools will allow you the flexibility, visibility and efficiency to keep track of your programs finances quickly and easily.
Below, please find a link to FAQs to help explain what Zipbooks and Divvy do and how they will work for you.
If you have the Divvy Card, you will need to update your Sterling account if you are paying for your volunteer’s membership fee. The two documents below will help you make the change.
How to Update your Credit Card on your Sterling Account
Sterling Credit Card Update Form
Stack Sports Mobile First & AYSO National Platform FAQ’S
When is the upgrade happening, are there Migration Phases?
The migration will take place over the next few months and Regions have identified the best time for them.
The starting dates have been adjusted about 3-5 days for a shorter migration in each phase.
When a Region moves into the migration phase, several functions will be disabled.
During the “Dark phase”, the following functionalities will include:
- Create New Programs – buttons will be disabled, help text includes date when upgrade is complete
- Edit any registration dates or times – all dates will be closed and buttons will be disabled, help text shown
- Register players or volunteers – buttons will be disabled, help text shown
- Transfer players or volunteers – buttons will be disabled, help text shown
For Regions in this phase, we recommend using the Skyscraper Banner, linked here, to communicate to your families with the suggested language below:
PLEASE NOTE: Programs are not currently open for Registration as we upgrade our Registration Platform for a more streamlined experience. Thank you for your patience and we look forward to seeing you on the pitch this spring!
Will there be Training Sessions available?
Training will be hosted the first week of December and will be repeated for each phase. Availability is limited, so please attend when invited but recorded sessions will be posted here for future reference.
Training will take place by role and will be broken down accordingly:
- SD/AD
- RC/Registrar/CVPA
- Division Coordinators
- Coach & Referee Admins
Starting the Season
Jan 19th at 12:00pm PST
Jan 20th at 5:30pm PST
Time To Play
Jan 20th at 12:00pm PST
Jan 21st at 5:30pm PST
Inter-Seasonal Play
Jan 12th at 4:00pm PST
What new platform efficiencies can we look forward to?
The future state objective of upgrading and integrating all systems, which includes, Registration, Background Checks and AYSOU, is for the seamless transition between platforms.
The efficiencies you can look forward to include:
Mobile First
- Printing: medical releases only, or applications too
- Authorized Purchaser role no longer necessary
- Regions who accept Check/Cash payment for registration now complete the transaction with the Region credit card for immediate registration of player. No spreadsheets for upload, no Office invoices for payment. No delays.
Integrated Background Checks
- No longer email CVPA’s with BGC results – visible in Association Insights
Integrated AYSOU
- Association Insights will show highest achievement in Referee or Coaching. All certifications will be visible in AYSOU, including course/assessment detail.
- During the period of migration to Mobile First only, AYSOU updates to Association Platform will be weekly until completion of upgrade – estimating April 30, 2021
- Manual option to upload certificate to Mobile First for immediate update
What will happen to coupons and account credits?
Coupons and Account Credits will be valid on the upgraded platform.
Will the National Player Fee be tracked for those players who previously paid?
Yes. A script will also be run for any players who applied their NPF forward from the Spring MY19 Refunds who did not play Fall.
What will happen to players on waitlists or tryout programs?
Unfortunately, you will be unable to activate players from waitlists associated with programs prior to the upgrade. Players who tryout for a program in the old platform will have to re-register if the program is re-created in the new platform.
Will payment plans remain in place?
Yes. Payment plans will be carried forward as the registration process has been completed (unlike waitlist), and the payment plan is then part of the account information.
Will communication tools (email messages) be available during migration?
Yes. The entire platform outside of taking registrations will still be available.
Creating programs in the new system - where to start?
This process has also been streamlined. Division age min/max will be carried over, and previous programs will be visible to review during setup, however you will not be able to copy/clone previous programs from the old platform.
What does Affiliation mean?
Affiliation is the annual process where the Region confirms they will be operating in the coming Membership Year, also referred to as Sanctioning, and is completed in the Association Platform. You can store Regional documents in the process, like field permits or lease agreements, and provide other information as indicated. Once this step is complete, you can open your Season(s) in the Registration Platform. Affiliation has been completed for MY2020 but will need to be completed prior to opening MY2021. Regions will be notified when this process is available.
Will parents be required to upload birth certificates to verify the age of the player?
Parents will have the opportunity to upload a birth certificate to verify the age of the player during the registration process. Each Region has the option to make birth certificate a required step during registration. Any birth certificate marked as Verified prior to the upgrade to Mobile First will be migrated as verified in Mobile First.
Once our Registration Website has been upgraded to the Mobile First Platform, will we be able to access old setup information?
Yes, you will be able to access the setup information from previous programs, however, it is recommended that new programs be created from scratch for the first Season utilizing Mobile First. In subsequent seasons or membership years, you can use the copy or clone feature as before.
Can you have specific questions display for different divisions during the registration process?
All questions will apply to all divisions. The only specific division options are fees/discounts, similar to the current functionality.
If Team Administrators - Coach, Asst. Coach, Team Manager/Parent - can volunteer as part of player registration, how do parents volunteer for other roles i.e. referee, board member, concession stand, etc.?
One solution is for the Region to create a separate program for Referees, Board Members, and other Non-Team Volunteers. In order to ensure all volunteers receive a background check, you will create custom roles, but each must be of the Team Manager type. Board Roles and Website Accesses are now created in the AYSO National Platform.
What if a volunteer wants to change roles after volunteering, e.g. from Asst Coach to Coach?
Yes, under Team Building, you can reallocate a volunteer from Asst Coach to Coach, to a new division or a new role without requiring the volunteer to register again.
Is there a way to use search and manage to look up players and volunteers even if they are not a registered volunteer in the current/active programs?
Yes, in the AYSO National Platform, Search and Manage can be used to look up players and volunteers who have previously registered in Blue Sombrero/Sports Connect, even if they are not currently registered in active programs.
How many Section or Area board members can view the dashboard information in the AYSO National Platform?
The Security User (highest administrative access) can assign Roles (CVPA, Registrar, Treasurer, etc.) and accesses based on the role (Billing Reports, Volunteer Status, Referee Grade, etc.) Each Security User can assign as many roles as are appropriate, using the AYSO Office recommendations as guidelines.
Can a Section or Area add a waiver or an electronic legal agreement to the registration process?
The AYSO legal commission has drafted the waivers/ELA’s that are currently available, this includes some of the available information sheets for concussion and cardiac awareness, which may or may not be required in a particular jurisdiction or may require signed acknowledgement of receipt. AYSO has determined that it is in the best interest of the players for all parents to electronically acknowledge concussion awareness but have left cardiac awareness as optional giving the option to require signed acknowledgement to the Section, Area or Region. If the Section elects to make the acknowledgment required, this will be applied to all Areas and Regions within the Section.
How will Instructor access be managed in the AYSO National Platform?
The new AYSO National Platform will only indicate that a volunteer is and Instructor (yes/no). Instructor levels, access rights, assessment privileges, and certification authority will be maintained in AYSOU. This data currently exists in AYSOU but is not easily visible. During Q1’21, AYSOU will be upgraded, and the new user interface will display this information clearly. Part of the upgrade of AYSOU will be a direct integration with the AYSO National Platform which will allow seamless transition from one platform to the other.
