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Tips & tricks on Sportlyzer (1): membership management

November 4, 2016 - Posted by

This is the first post in our series of “Tips & tricks on Sportlyzer”. We’ll give you a quick overview of some of the really useful but somewhat hidden features that might be really beneficial to your youth or amateur sports club.

Sportlyzer tips and tricks for coaches and club managers

 

Tip 1: Sync new membership applications to your Sportlyzer account

This tip is for managers only.

Easily get new players registered and their data on Sportlyzer by using the online membership application form. Choose a wide set of variables that you want your new players to fill: name, contacts, emergency contacts, medical history, etc.

Online membership application form - Sportlyzer

You can embed the form on your website or send it via email. Either way, new players will fill in the information required by you. When completed, everything will be instantly synced to you Sportlyzer account waiting for you to accept or reject the applications.

Bonus: You can add your club’s membership agreement to the form. In this case, players or their parents (for underage players) will have to confirm that they accept your club’s terms by verifying with their email.

Click on the button below or navigate to “Manager entry” -> “Preferences” -> “Membership registration form settings” -> “Edit application settings”

View membership application settings

If you are a manager in multiple clubs, this link will take you to the membership application page of the first club listed in your “Home” view

 

Tip 2: Have players update their profile data

This tip is for coaches and managers.

Want to:

  • contact the players and parents but have outdated contacts?
  • collect players’ medical information?
  • know how players and parents can be useful for your club?

On Sportlyzer, you can request players to update their profile information with just a few clicks. You have many options:

Request profile update from players or parents - Sportlyzer

1. Send profile update request to one player, a training group or the whole club

  • Go to “Players”
  • Select the players needed by clicking on the checkboxes on the left (check the topmost checkbox next to “Export” to select all players)
  • Click on the “More” button on top of the names
  • Click on “Request profile update”

2. Send profile update request to players who haven’t updated their profiles since a certain date (managers only)

  • Navigate to “Manager entry” -> “Dashboard”.
  • If you don’t see the “Outdated member profile data” widget, scroll down and click on the “+ Add widget” button -> click on the “Outdated member profile data” widget.
  • In the dashboard, you will see the widget with a date. Choose appropriate date and send the profile update request to players who haven’t updated their profile data since that date.

3. Players and parents can also update the profiles from the Player App or the Parent App whenever necessary.

Ask players for profile updates

If you are a coach/manager in multiple clubs, this link will take you to the Players / Athletes page of the first club listed in your “Home” view

 

Tip 3: Make bulk changes to player profiles by importing an Excel file

This tip is for managers only.

If you have 100, 300 or 500 players in your club then updating each of their phone numbers, addresses, etc. on the web app could be a lot of work. Instead, you can export the membership database to an Excel file, make changes there and import the file to Sportlyzer again overwriting the previous information.

NB! You can’t update player names with this method as Sportlyzer will consider changed names as new players and will add them next to the existing players when importing the file.

Do the following:

  • Navigate to “Manager entry” -> “Players”.
  • Check all the players you wish to export and click on “Export” in the top of the page.
  • Choose which export you need (make sure the fields you wish to edit are in the export).
  • Save the Excel file to your computer and make appropriate changes.
  • When you have finished with the file, save it on your computer.
  • Click “+ Add players” in the top right of the “Players” view.
  • Click on “Import players”.
  • Click on “Choose file to import”.
  • Find the file you just edited on your computer and upload it.
  • Match the columns and click “Continue”.
  • Sportlyzer will probably find some conflicts as you are trying to import player names that already exist on your database. No worries, this is what you want to happen. Just check “Apply for all” and click on “Update” button. This will update the information of all of the players from that file.
  • You’ll see an overview of your import. Click “Close”.

Try bulk changes

If you are a manager in multiple clubs, this link will take you to the Players / Athletes page of the first club listed in your “Home” view

 

Tip 4: Have players sign their membership agreements online

This tip is for managers only.

You can quickly see which players in your club haven’t signed the membership agreement and send the agreement to be signed (via an email verification). It’s an easy way of collecting “signatures” without having to personally meet with every player and parent for this.

Unsigned membership agreements - Sportlyzer

To view and send the agreements, do the following:

  • Navigate to “Manager entry” -> “Dashboard”.
  • If you don’t see the “Unsigned membership agreements” widget, scroll down and click on the “+ Add widget” button -> click on the “Unsigned membership agreements” widget.
  • Find the widget in the Dashboard, edit it if necessary, and send it to everyone who haven’t already signed it.

The players (or parents, if players don’t have an email address) will get an email with a unique link to the agreement. When clicking on the link, they are taken to your club’s membership agreement with a button to accept it. As each player / parent received a unique link, Sportlyzer will know exactly for which player the “I accept” was clicked for. This is a simple way of replacing physical signatures.

NB! If you need the agreement to be signed by an adult, make sure that the underage player’s email address is actually their parent’s or that they don’t have an email address at all, but parent’s email is added.

See it from the dashboard

If you are a manager in multiple clubs, this link will take you to the Dashboard page of the first club listed in your “Home” view

 


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Jaan Saks

Jaan is the Head of Marketing at Sportlyzer and has been involved in sports for his whole life. He has been part of the Estonian speed and inline skating teams, winning various national and international championships. He has coached kids, juniors and adults and has co-founded his own amateur skating team. Besides his athlete and coach career, Jaan has co-started various successful sports events and is still organizing them today as a hobby.

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