Add Members | LeagueAthletics.com Documentation

Category: Add Member

Adding new members manually
To add a member to your database, go to Admin > Members > Add Member. Once done, this will present you with a blank member record. Fill out the information for this person on each tab and click Submit to save at the bottom of the page.

Step-by-step

On the Member Information form, you can enter information, such as name and address, email and phone number, parents, and age. Once you've created teams as explained in the Teams chapter, you can create rosters by assigning members to teams on the Member Information form.

Helpful Tip: When entering new members, you should enter parents before their children so that you can associate one or both parents with each child.

Photo File: Click the pencil icon to locate a photo on your computer and then upload to the member record. The photo uploaded here will appear as a thumbnail on the member information page and will also appear on the Player Profile page - the resulting page after the Player's name is clicked on the full contact roster.
First Name: Enter the person's first name here as you would like it to appear on rosters and on mailings.
Last Name: Enter the person's last name here as you would like it to appear on rosters and on mailings.

Address

Enter the member's address in either or both of the two provided fields. Each field is limited to 32 characters. To the right of the entry, you can select to to have the address:

Private
This selection makes the entry available only to Administrators and Coaches with rights to view Member Information.
Roster
This selection makes the entry available only to those members with access to team rosters via an Administration Password or Team/Manager Password. This is the default selection for all personal information.
Public
This entry is primarily for Adult positions such as Coach, Manager or Board Members. This will make the entry available to all visitors to the website on pages such as "Contacts" and "Team Contacts"

City, State and Zip Code

Enter the city, state, and zip code portions of the member's address here. The City field is limited to 24 characters, and the State allows two. The Zip Code field is limited to 10 characters, which must begin with numeric digits and can include a dash (-) between the first 5 and last 4 characters.

Phone, Work & Cell

Enter the member's phone numbers here. The first field is used for the home number, and the second for the work number. To the right of the entry, you can select to to have each phone number:

Private
This selection makes the entry available only to Administrators and Coaches with rights to view Member Information.
Roster
This selection makes the entry available only to those members with access to team rosters via an Administration Password or Team/Manager Password. This is the default selection for all personal information.
Public
This entry is primarily for Adult positions such as Coach, Manager or Board Members. This will make the entry available to all visitors to the website on pages such as "Contacts" and "Team Contacts."

Provider

The dropdown to the right of the cell phone field can be used to specify your cell phone carrier. After you make this selection, all broadcast email messages, including schedule change notices sent from the site will also be sent to your cell phone as text messages. So now if an event is canceled while you're on the road, you'll know about it right away. A few notes about text messages:

Just as with email, only one copy of a message is ever sent to a cell phone number regardless of how many family members have the same number. This is true for all message types. Schedule change notices are sent to both the player's and their parent's cell numbers if configured.
You should be aware that "text message" means exactly that. We strip out any and all HTML formatting prior to sending text messages, so be aware that things may not look the same on one's cell phone as they do in your email inbox. Formatting like bolding, underlining, italics, centering and underlying links will not be preserved and embedded pictures will be removed entirely. Tables will not line up in neat columns but their lines will be preserved.
Text messages are limited to approximately 140-170 characters, including the From address, Title and Body of the message. Anything beyond that will be cut off. For this reason it's probably a good idea to get your main point across early in your message. Email recipients will get the whole thing but only the the first part will be visible on people's cell phones.

Email

Enter the person's email address here. When entering a child's address, you can enter their's or one that belongs to a parent. When entering parents', you might enter a home address for one parent and a work address for the other. That way, messages and notices will be sent to each.

Note: it's possible to enter more than one address in the field. Just separate each address with a comma, for example, [email protected], [email protected].

To the right of the entry, you can select to to have the email address:

Private
This selection makes the entry available only to Administrators and Coaches with rights to view Member Information.
Roster
This selection makes the entry available only to those members with access to team rosters via an Administration Password or Team/Manager Password. This is the default selection for all personal information.
Public
This entry is primarily for Adult positions such as Coach, Manager or Board Members. This will make the entry available to all visitors to the website on pages such as "Contacts" and "Team Contacts."

No Email

When checked, the member will not be included in any Email Broadcasts sent from the site.

Note: If one record is checked that includes an email address, all other records that include the same email address will not receive email communications.

Bounced
The member's email provider returned a "Hard Bounce," undeliverable notice to LeagueAthletics.com.
Opted Out
The user opted out of future communications from this website.

Remind Of

By checking either or both of the boxes, automatic email reminders, will be sent for Games (which include all game types with the exception of "Practice") or Practices. You can also allow your members to determine, for themselves, whether to receive these reminders or, optionally, you can set a global setting that all members receive reminders or not. These settings are located in your site's "Configure" section.

Notes

You can enter any kind of information you like in this field, such as special instructions or other data not contained elsewhere on this form. This information is also searchable through the Find Member form.

ID: This field is used to specify an optional ID number for each member. Some organizations or their governing bodies require that each member be given a unique identification number. You can manually enter a member's ID number here or leave the field blank to have the form automatically assign one. The assigned number is based off the number given on the Configuration page.

Finding US Lacrosse IDs
Member Type: Select the members type from this drop-down list. The choices are "NA," "Parent," and "Player." Select "NA" for members who don't fit the categories such as non-parent, board members, or administrators.
Children: If this is a Parent record, the Children option will be displayed. This will list all of the children this parent is associated with. To see the family account, click the family icon to the left, .
Guardians: The two Guardian fields are used to associate parents (or guardians) with their children. When entering a child's information, you can select guardians from either of the drop-down lists. The lists contain the names of all previously entered members designated as Parents using the Type field mentioned above. For this reason, you'll need to enter parents before their children for all new registrations.

Hint: type the first letter of the guardian's last name in order to jump closer in the list, rather than scrolling all the way.
Gender: This can be used to select the member's gender.
Date of Birth: Enter the person's birthday here. You can later use this information to find children by age when creating teams. Otherwise, if you don't need this information, you can leave the field blank.

Note: The check box to the right of this field can be used to show this person's birthday on their team's schedule and calendar pages. If checked, a birthday item will appear for this date annually, showing their first name and the first letter of their last name. If left unchecked (the default), the member's birthday will not be displayed. You can suppress all birthdays from being shown on calendars and schedules by un-checking the "Show Birthdays" box in the Configure section.
Birth Certificate: Optionally, upload an image file of the birth certificate to be stored in the individual's record. Select the On File option to show that this person's birth certificate is on file and has been verified by an administrator. This can be useful if Birth Certs are viewed offline, but you still need to note that it was seen.
Grade: Use this field to enter children's school grade if your organization divides players by grade.
Rating: Enter the member's skill rating here as a whole number. This field will accept up to 3 digits (1-255) and will not accept decimal places. Ratings can be imported from a spreadsheet using the Member Import option. This rating can later be used when creating teams using the Online Draft Kit. The draft kit will allow you to sort player's based on their skill level.
Weight: Use this field to enter the individual's weight if this is tracked by your organization. If not, leave this field blank.

Register in Program: You can use this selection to manually register a member to a specific program. Select the program from the drop down list of current registration programs and click "Register." On the resulting registration form, fill out all required information and click "Submit." Optionally, you can choose to delete or edit current registration information by selecting the program from the "Current Registration" window and clicking "Edit" or "Delete."
Current Registrations: A list of the member's current registrations. You can edit or delete any current registrations by highlighting them in the box and clicking the buttons below.

Password: This field is used to specify a member's personal password. This password is used by the member to login to their account or any other member-specific area in combination with their email address. To create a unique member password, click "create." This will randomly generate a password for this members. Alternatively, you can type in a password for this member.
Security Roles: You can use security roles to provide individual members with additional administrative access rights. Create new security roles on the Security page, and then go to the member's record and select their role within the organization. The member can now login to the website with their email address and personal password.

When logged in, they will have additional access rights granted by the security role attached to their account. This allows you to create multiple levels of access rights and assign them to many people without creating additional passwords for each individual member. Additionally, if they're assigned to a team with a management position such as "Coach" or "Manager," they will also have the rights associated with managers on your site, automatically. Administrators no longer need to log out and back in again to perform different jobs and the webmaster no longer needs to issue any passwords or remind people of what they are.

Heads-up! Members can retrieve forgotten passwords by entering their email address only in the login tab and the system will send them their personal password automatically. Personal passwords and email addresses are the preferred method for anyone logging into your LeagueAthletics.com website.
Note to webmasters: if your email address is listed as the Billing or Technical contact for your site Admin > Configuration > General Settings > Webmaster, you can log in with your email address and personal password as well, even if no roles have been assigned to you. You'll be granted all the access rights associated with the Master Password, just as before.

Team Assignments

These fields are used to assign members to teams, thus creating rosters. You'll need to choose a season from the drop-down list, which will default to the current season. See the Teams section later in this document for information about seasons and teams.

Team
Select the name of a single team from each drop-down list where you want to make an assignment. Only select a team name, not leagues or divisions that have asterisks in front of their names.

You'll also notice several special teams toward the top of the list. These are "Board," "Friends," "Officials," and "Inactive". The Board team is for your association's board of directors. The members you assign to the Board team will appear on the Contacts page of the web site. You can assign them positions, such as "President," "Secretary," etc., using the New Position fields discussed below. In addition, you can control the order in which board members are displayed on the Contacts page by entering numbers in the "No" field on the right. The person with a "1" in this field will appear first, followed by the person with a "2" here, and so on. If you don't enter numbers here, contacts will be sorted by position or by name if no position is specified.

The Friends team is used for association members who aren't members of any other team including the board. These might be contributors, alumni, sponsors, or anyone whom you want to receive broadcast emails from the site. Anyone who joins your email list will be added to the Friends team by default.

The Officials team is where members, such as referees or umpires, should be assigned. By assigning these members, the system will automatically create an "Officials Area" page on your site's home page. This page is where you can keep articles, documents or bulletins that apply specifically to officials. Optionally, this page can be password protected by entering an "Officials Password" on the Security page. Members assigned as officials will also be able to be assigned to specific games on the New Game Information form. Once assigned, officials will also be able to create a schedule of their assigned games in the Officials Area. The system will also automatically notify officials of games they have been assigned to, as well as, sending out an email reminder, at minimum, 24 hours before the game.

The Inactive team is for members that you wish to keep in your database, but are no longer actively involved and thus, are excluded from email blasts and communications.
Position
Select a position from the list for each assignment. Standard positions include "Coach," "Asst Coach," "Manager," and "Player." You can add to the list by entering a new position type in the New Position field to the right.

Key Positions
There are keywords that, when used in a Team Assignment's POSITION, will trigger the member being included in the TEAM CONTACTS and considered as Team Management. Those are:

Coach
Manager
Assistant
Coordinator
Parent
Director
Scheduler
Representative
Referee
Treasurer
Primary
Trainer
Commissioner

If you'd like to add a Position to the Team Contacts that does not fit the above criteria, simply create a new position and include a tilde (~) in the Position name. This will tell the system to include those assigned this position as Team Contacts.
New Position
You can optionally enter the name of a team position here that doesn't appear in the "Position" list to the left. This allows you to create new positions for this and subsequent assignments. That is, anything you type here will later appear in the list to the left. A word of caution: Be careful when adding new positions. The list of positions can get very crowded and hard to navigate later as you add new ones. They're also hard to get rid of if you later change your mind about a name. To eliminate a position other than the standard ones, you'll have to find all members who are assigned the position and reassign them to another. Once they're all reassigned, the former position will disappear from the list.
No.
This field is used for the player's jersey number. The number will appear on rosters and can help identify players on the field. This field can also be used to position Board members on the Contacts page. For example, the person with a "1" in this field will appear first, followed by the person with a "2" here, and so on. If you don't enter numbers here, contacts will be sorted by position or by name if no position is specified. To enter a player with jersey number "00" enter "-1" here.