Ok somehow I’m Noe a soccer registrar so here ate notes ok how to do it. Assuming you use Bonzi which is a soccer club manager. It’s a remarkable database with a terrible interface (and it’s Windows only).
In Bonzi there are four important concepts to understand otherwise you’ll never figure any of it out:
# League. Every year, there is a new top level folder. When you click on it, everything is enabled. There are within each year, two leagues, recreational and select. Beneath rec and select are the teams. When you click on a year or league, you are scoping down the searches you are doing. So if you click on 2008-2009’s Recreational, your queries will only ever look at those players.
# Participant. This means a child who has parents has registered him or her and has been _assigned_ to a team. Before you can play, a participant has to both have paid and also have been have their proof of age _verified_
# Member. Each parent that signs up is called a member as are the kids, so when you do a member search, what will pop up are all parent/guardians as well as a children and coaches. All of these are mixed together. This is a hierarchical database in that Bonzi likes two parents and a group of kids. It actually doesn’t work well for broken and remerged families because of course either parent might register. It also breaks when say the mom registers one year and the dad the next, then you end up with two kid registrations in the system. Bonzi has a merge function that lets you take kids and move them. This is probably Ok for married couples, but for separated families, it makes sense to have two records. In fact, it can get more complicated, if there is remarriage, then you can have up to up to four records (father, mother, step-father, step-mother, think about it).
# Coaches. These are also in the system as another attribute.
The essential job of the registrar is to drive three reports to zero exceptions for the kids and one report for the coach to zero exceptions. When a team does this, the registrar can print out a signed registration so that the coach can give it to the referee when they play a game:
h3. Participants Need Verified Proof of Age
Assigned participants who have not been verified. Every childproof age verification. Everyone needs to show a birth certificate or passport and on Bonzi you have to verify. Choose member verify and search ok last name when you get a birth certificate. To see which players have been assigned but not verified, you click on the appropriate league (rec or select of the current year) and choose participant/detailed report and then select assigned and unverified in the middle. The fields you want to print are: first name, last name, assignment (this is the team name) and then sort by assignment and last name. This will give you a list of unverified kids who are on teams. You can then choose email to nag all the parents to scan and email in their birth certificates and passports. For the teams that aren’t complete, you probably want to copy all the coaches, but I haven’t figured out a way for the coach to see the unverified report yet.
One very annoying thing is that if you have the report above saved, then the verified and assigned buttons are *not* sticky, so you have to reset them every time.
When the report does come out, if you choose email, then it will email everyone in a group email so that you can easily nag folks to get their birth certificates in. This doesn’t let you do it with the coaches, so you have to manually send to each team, what they owe as well.
h3. Assign all Members to be Team Participants
I need to figure out how to get a report of everyone who is register but unassigned
You can see who is unassigned by clicking on a league or team and click on edit/assign/participant. The numbers next to team like 3/10 mean 3 coaches and 10 players so it’s easy to see balance.
The teams vary in size, with U10 at 7 minimum and 10 maximum, U11 is 9 minimum and 14 maximum and U12 and above are 11 minimum and 18 maximum.
h3. All registrants need to Pay.
You can see everyone is registered and who needs to pay report. Click on the league and go to registration/registrant/confirm/all categories and shows all pending payments. You don’t assign unless you pay and you have a proof of age. These players should get an email. If they choose to pay by pending payment.
Click on the league then select reports/participants/detail reports. Click on unverified and assigned and sort by assignment (team) and last name. You can the choose email and send nag mail for folks without. run a report to figure out who has verified and is on a team assigned. need to figure put the exception report.
h3. Every Coach needs a form and an RMA
I haven’t figure out a report to print this out yet. But they need a washington state check called an RMA and a coach ethics form.
Every parent coach needs a washington state rma to show a clean record and a coaches form. To find a coach you click ok the league then choose registration/coach/find and you will see all the coaches. And click on paperwork yes. Then note the team and go to the team page and turn on coaches tool.
h3. If someone wants to drop
Then you don’t use the members button. You need to be ok a league and seacrh registration. Team is only thing that doesn’t turn on registration. And choose edit to find someone. Registration has much data. You can go to parents info and choosr edit and copy the name into your email Click ok registrant financial information and choose payment. Go to financial and choose refund and refund re entire the amount. The treasurer should really handle refunds directly in bonzi. Then click on rejected and click update status. This sends email to the parents and removes them from the team.
For coaches. Two reports
Paperwork and assigned
For scholarships. Registration/registrant/confirmed. Click on confirm and zero the check and check number. Toto their team and open up registration and go to financial I information. New payment or refund and adjustment and choose scholarship and the amount. And put hiwxrequesr in the comment field.
When a team is done. The you have to wait for the team manager to ask for a signed roster.
Meetings you need to go to
Seems to work fast and great.