freezinKT

Our house teams use HQ to register, but our travel teams do not. However we created teams for them in Season Management as our scheduler still schedules their practices on our fields and has to do conflict checking for them. Now some of the coaches have decided to use the HQ app for communication and practice RSVP management with their teams, which is cool. However I noticed when the coaches fill out their rosters those players and guardians don’t get added to our HQ member directory. Why not?

I asked a related question here: Just to clarify, a coach can score a game in the app?

At this point I'm looking for a slightly less manual option - like an iCal feed or a CSV export - but still manual. I understand there's no League Athletics like master calendar that neatly auto-updates and keeps everything across all seasons, but anything is better than nothing. My board was pretty unhappy about the lack of a master calendar and the fact that only games show up on the season microsite. And don't get my scheduler started on the lack of conflict checking between different seasons.

We're done with our first season registration in SportsEngine HQ and have set up our divisions and season. We're just about to start creating teams and rostering players and staff. I was looking at the scheduling functionality and wondered where coaches go to score games. Please do not tell me that an admin has to score all games. I do not want to be getting emails from 15+ coaches and putting scores in (plus the unnecessary manual publish button) myself every weekend. This has to be something team staff can do in a way that goes on the main website quickly and easily.

Yes, this has to be fixed. We are one of those 30-40 team leagues. We come from League Athletics. Sports Engine HQ sold us on the old system but forced us onto the new.

Are both parents guardians for the athlete? If not, try that. There’s a pinned post in Member Management explaining how to do that.

I had to reach out to my account manager to get he MX records fixed. They did it quickly, but yes it's kind of frustrating when you can't do things yourself.

You can do this with automatic discounts. Just set up a discount for every possible registration combination that will bring anything over $75 to that number. Depending on the number of different sale items you offer in your registration that might be a bit of a pain though.

I just put about 1/4 of our teams on our site following this suggestion (thanks for adding it, Eric). It was pretty time intensive, and I'm not even half way. But it's going to have to be better than nothing.

Absolutely yes on needing auto-publish. 100%. Also an automated way to include public teams on the site.

Is there a way to export a season's events from the season management schedule page and use that to import to the master calendar? I know this could be done under the old system, but the new system seems to have much less calendar integration. I know about the season microsite, but I'm looking for something that will work with the home calendar (or to have automated integration, ideally).

Why does the season microsite require an admin to hit "publish" every time a change is made? Is this something other leagues want? As the webmaster for our league I'd vastly prefer our commissioners and schedulers make changes and the microsite automatically updates rather than requiring them or myself to hit yet another button. Is there a reason changes don't auto-push?

Agreed. It would also be great to have a wait list after a certain date, though inventory would work for our purposes.

There is a season microsite that does part of what you are talking about, but doesn’t seem to fully replace the old system’s team pages. Check out “Settings” under your season for information on how to embed the microsite. A master calendar option to add all games and events to is a feature request I have seen several times. It’s our league’s number one request for sure.

Oh, and when there is a mailing list there will need to be an unsubscribe button. Right now the member directory doesn't have this (per the Member Management forum) and the suggested workaround is to only include the most recent registration. But when you're on a league where sometimes people from spring don't register in fall, but yet sometimes people have moved and never want to hear from you again, that doesn't really cover all cases very well at all. Our prior software, also owned by HQ's owners, offered both sign-up and unsubscribe so people could only get contacted if they wanted to be, whether they'd recently registered or not.

I was told when I asked this earlier that it's on the roadmap. To get around the limitation I manually created a group from the teams I needed to invoice. So basically I had the team roster in one tab and the Member Directory (new, not legacy) in another tab. And I searched the directory based on the roster. Not ideal, but since I only had tens of people I needed to invoice it was doable. I look forward to being able to invoice a roster from Season Management though, for sure.

How would one get on this list for this? Would love to see it as well.

Thanks Kelsey. I look forward to seeing when this is available! We don't use our mailing list frequently but it's been an important tool.

We have a similar (maybe somewhat different) question. We run an in-house tournament for our house league at the end of every spring season. In the past our sports management app let us build a bracket for this with our house teams in every division that we needed it for as part of that app. Tourney Machine would be overkill for this, but HQ doesn't have the bracket feature. It's not strictly necessary, but it was a slick tool our members appreciated.

Is it possible to get a mailing list with tight integration with membership, or is using an external tool and dumping a CSV the only way? We're used to having an ability to email members who both signed up for our mailing list but have never registered and our members from prior seasons all at once. Looks like from the above that to do that requires an extra manual step of exporting from HQ and importing contacts to an additional tool now. Is that correct?

League Athletics offered us a visitor log - it logged both unregistered users and registered users. This was useful to see if admins were making changes and such. Is there something similar with HQ? Or a way to use a third party tool to do something similar, though I know it wouldn't have HQ account info?

We also see the "TBD" issue and the help desk filed a bug report against it 3 weeks ago. The ticket is not yet being worked. It is ID 327 if you want to add your report to it or reference it when you file a bug report. Our organization is coming from League Athletics, where the scheduling features were fabulous - a master calendar across seasons for conflict checking, individual facility start, end, and blackout dates with open and close times, recurring events for practices (not just recurring games), and a lot of things that made the job doable. Standings and schedules easily accessible across the league, not just for the teams you are on. Plus League Athletics let us run a house level tournament at the end of the season and autoscheduled that for us. Season Management needs so much work it's not even funny.

Thank you for this tip - it is helping us keep track of members we need to email who need to complete one registration in order to be eligible to complete another.

I was able to delete my own kids' registrations when I was testing out the system. Has the guardian tried to delete the duplicate?

I have it like: Second Sibling Discount - $25 Third Sibling Discount - $50 (covers siblings 2 & 3) Fourth Sibling Discount - $75 (covers siblings 2, 3, & 4) And it is working. I don't think we've ever had five siblings register at once so I stopped after 4.