improving association efficiency - usa...

Improving Association Efficiency Using RegisterASA & Tournament ASA

Kim Swafford JO Commissioner, TN ASA

John McPhail

JO Commissoner, Piedmont VA ASA

Crystal Dombkowski Assistant JO Commissioner, IN ASA

Maggie Combs

Allied Member, OR ASA

Rich Cress Event Manager, ASA National Office

ASA Annual Council Meeting-November 2014

Learning Objectives Participants learn about: •RegisterASA •RegisterASA PayPal •TournamentASA •New Features


RegisterASA.com


RegisterASA You Have The Power!

• J.O. Commissioners and Commissioners can edit team information if the Team Admin is from East Tennessee

• You can add or delete players, coaches, change the roster etc.

• Coach cannot delete a player or add a player from another roster without you.

• Teams are not registered or insured until you receive payment and press the button

No Paper Necessary (eventually)

• Assuming paper rosters go away and we use scanners for team check in, there would be no need for paper

• No paper means less chance of forgery or fraud – no ability to add players by hand

• No paper means no chance of more than one roster being out there

Insurance • With individual registration, coaches don’t need to carry the insurance certificates or birth certificates – cards will do

• If they have the cards, we know the team has insurance

• Insurance certificate can be emailed right from Team Home Page to a non-ASA TD.

• Injured child without parent has I.D. at the hospital

Team Lists for Team Registrations

• National office has an Excel template we now use to upload team registrations

• Again eliminates the need to keep team lists anywhere except on the spreadsheet that will be uploaded

• As leagues send in the registrations, they can be added to the spreadsheet.

• Uploading is easy

Everyone Loves the Cards

• The cards make our look professional and ASA looks organized and

• Parents and Coaches like the cards – last weekend people from KY wanted to know why they did not have cards?

• Team Check in will be a breeze when we get those scanners

• Good reminders for kids who don’t know their DOB

Soapbox Moment • Softball is relational and community based and Register ASA should not replace your personal contact with coaches

• You still need to talk to them and take their calls because you promote this game just like you promote products through relationships

• You cannot encourage coaches to use Register ASA if you don’t talk to them

Still Up Here on the Soapbox

• Since 2009, I have hosted three ASA/USA Nationals and last year I was a Rep at an ASA/USA

• Always amazed when teams walk up at Registration and say “our state does not use do the cards and online registration.”

• Embrace Change - you have to in your real job and it is no different in your ASA job.

• “Try it, you’ll like it”

HOW TO USE PAYPAL The use of PayPal is available in 3 different places on RegisterASA and you can choose any of the 3 for your association.

1. Team Registrations 2. League Registrations 3. Umpire Registrations

HOW TO USE PAYPAL Why Use PayPal? Much higher customer satisfaction Dramatically decreases the amount

of time needed to complete a registration

Clear and informative documentation to see where transactions have occurred

Reduces the work load of the approval process

HOW TO USE PAYPAL

Association’s PayPal Account When using PayPal, the

local association receives the payment in its own account.

HOW TO USE PAYPAL Cost for using PayPal’s services. Standard Account = (Invoice Fee) x 2.9% + $0.30 Nonprofit Account = (Invoice Fee) x 2.2% + $0.30

RegisterASA Invoice Total

Standard Account Fee

Nonprofit Account

Fee Difference

$15.00 $0.74 $0.63 $0.11

$150.00 $4.65 $3.60 $1.05

$300.00 $9.00 $6.90 $2.10

$500.00 $14.80 $11.30 $3.50

HOW TO USE PAYPAL Member’s Perspective

The Team, League and

Umpire Processes are

identical. Using PayPal will need to

start by creating an

invoice.

Once the invoice is

created, this popup will

appear. To start using

PayPal, click the “Pay Now”

button.

To skip using

PayPal, click the

“X” button.



Members will be directed to PayPal’s site. This will allow them to pay for

the team’s invoice. It is

not required to have a PayPal

account.

HOW TO USE PAYPAL Commissioner’s Perspective

Immediately an email will be sent to the local association informing which invoice has been

paid and for which team.


You will still need to mark the invoice paid.

Once the invoice is marked paid, you will approve the team through the normal approval process.


PayPal similarly works as an email alert system for a registering team. With the new mobile friendly layout of RegisterASA, teams can now be approved with much more convenience!


TournamentASA.com


Benefits of Tournament ASA

•Central site to refer teams to for ASA tournaments: TournamentASA.com



•Easy to to enter/modify/delete tournaments



• Many fields allow you to customize tournaments to your needs



• Can link to external website if desired



• Paypal feature makes collecting tournament fees easy



• Facility listing only requires entry once, saving time when adding future tournaments at the same site



• Facility maps make it easy for your teams to find the field location



• System allows for easy mechanism to track who has paid and who still owes



• Delegation of duties via tournament director features allows association to let multiple individuals utilize the features of the system while maintaining control/approval of activity



• Texting/messaging feature allows simple mechanism to reach teams as well as parents/fans


Registration


Registration Administration • Add

Registration • Track

payments • Contact

information • Email teams

Image or photo preferred

Registration


Add Registration • Search Member

Registration


Track payments

Registration


• Contact information

• Email teams

Schedules


Schedule Manager • Pools • Brackets • Communication

Schedules


Pools • Create • Manage

Teams • Create

Games

Schedules


Manage Pool Teams

Schedules


Pools • Create

Games

Schedules


Brackets • Create bracket • Manage games

Schedules


Brackets • Editing and Updating

Schedules


Communication • Messaging • Email • Texting

Order of Finish • Automatic generation of orders of finish


2014 Features Review


We added several new features through the season to help tournament directors work more efficiently and give

their teams a better tournament experience.



Enhanced the Member Search



Added an alternate online payment option



Upgraded tournament director communication tools



Created some automation for scheduling


New For 2015 Cosmetic changes for easier navigation


New For 2015 Improved text message feature


New For 2015 Timepicker Option


New For 2015 Pool and Bracket Gametime Ripple Function


New For 2015 New Coach Incident Report


New For 2015 Single Pool Standings Page


New For 2015 Updated the Coach’s Team Home


New For 2015 Most Requested Feature is Now a Reality.

Integration with RegisterASA


New For 2015 Complete Makeover for TournamentASA Rosters


New For 2015 Updates to Registration Manager


New For 2015 Tournament Day Team Check In

Questions???


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