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SPORTSENGINE MMS

ELIGIBILITY & YOUR MEMBERSHIP CARD

CLUB CHECK LIST

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 in your e-mail once you complete your membership purchase, or it can be done from your SE account.  All membership cards are digital.  SportsEngine moves us away from printed member cards.

More information on how to access member cards can be found in this SportsEngine article, as well as in the document below.

1) Claim your SportsEngine HQ.  To do this, please follow this link and type in your club name.

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

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


HELP FOR PARENTS & FAMILIES

RESOURCES & VIDEOS

These are simplified instructions & videos for parents/guardians on the most common functions they will complete within the USAV MMS

PARENT RESOURCE PACKET (UPDATED 11-12-2020)

CREATE AN ACCOUNT, LOGGING IN & MY SE OVERVIEW

CREATE AN ACCOUNT & MEMBERSHIP PURCHASE

PURCHASING A MEMBERSHIP FROM A REGION

PARENT VIDEO RESOURCES

REFUND POLICY

The new MMS will also come with an updated refund policy from both CEVA and USA Volleyball.  This policy is posted on our website under the "About" tab - click on "Payments/Refunds".

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

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. 

The individual must be listed within the club’s member directory in order for you to send this association invitation and the club must follow all region policies and guidelines.

An individual must have a membership before accepting this invitation. If 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.


HELP FOR COACHES & CLUB DIRECTORS

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.

USAV / SE HQ FAQ PACKET (UPDATED 11-12-2020)

Help packet produced by SportsEngine and USAV in November of 2020.

DATA MIGRATION & WEBPOINT

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.  If you believe you are missing credentials in the new system, please contact our office at region@cevaregion.org. 

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!

AES INTEGRATION

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.  To start the process of syncing your rosters, please read the document below:

BUILDING ROSTERS

There are multiple ways you can build a roster and submit it within SportsEngine HQ.  Please see this link for a step-by-step outline from SE on how to get started.

You can also look at these instructions from the Badger Region about building rosters.

Important:  Make sure you are sending club invitations to the correct member profile.  We have seen a number of duplicate profiles in club directories, and instances where the "wrong" profile (i.e. a profile that doesn't have a membership or a profile that is unclaimed) is being sent the club invitation.   Make sure that your members are accepting their club invitations.  A member will show as ineligible on your roster (and won't transfer to AES) if the member hasn't accepted their club invitation.

What if a member has a membership in my directory but they don't appear to have a membership on my roster?
The most common reason this will happen is that there is a different profile added to the club roster that does not have a membership.  The quickest way to resolve this is to remove the member and re-add them to the roster, but ensuring they choose the member profile with the USAV membership attached to it, identified during the manual add process when a profile a listed with a membership number (i.e. a 7-digit number).  When using a manual add process, and searching for a staff member or player, if you see two profiles come up, ensure you select the one with a member number attached. 

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 CEVA will be monitoring compliance with this policy.