Volunteers Guide To The Sports-Clubs-Online(SCO) System

If you volunteered for the position of Head or Assistant Coach during registration then you may have been assigned to a team by a member of your clubs administration team. If you have been assigned you will receive an email message and will be invited to the coaches meetings to occur in March/April. This document details how you can access your team data and perform coach functions using the SCO system. As a volunteer you will be able to Email your team, rate individuals and report scores for games using this system. Please see the 'How-To-guide' in the Family Portal for more information on these functions. You may also email support@sportsclubsonline.com for more help or information.

1. Volunteers access team data and other functions via the Family Portal (also called the Coaches Portal on some league sites). To enter the Family Portal click on the link in the league’s website menu, titled ‘Family Portal Login’ or ‘Coaches Portal Login’. Login using your user name and password which was sent to you during registration. IMPORTANT: To navigate the system once you have logged in, you must select items by CLICKING IN THE SQUARE OF THE FIRST COLUMN OF THE ROW YOU WISH TO SELECT AND THEN USE THE BUTTONS AT THE BOTTOM OF EACH PAGE. If you do not remember your login you may retrieve it by following the instructions below:

1. Access the Family(Coaches) Portal.
2. On the login page, click on the 'Forgotten your user name or password? - click here' link.
3. Click on the ' If you do not know, or cannot remember, this information please click here' Link.
4. Enter your last name and telephone number and click the 'Find' button.
5. If the email address is correct press the 'Send' button and your login details will be sent to you.
6. If the email address is not correct please email: support@sportsclubsonline.com with your name and phone number and you will be sent new login details.

2. Changing Your Email Address as a Volunteer

To change you email address please follow the instructions below:

1. Click on the Family Portal Login link on the website.
2. Login using the username and password that you entered during your login creation.
3. Click on the Volunteers menu item on the left side of the screen. Select the Volunteer you wish to update by placing a check in the checkbox in the left-hand column of the screen and click the 'Update' button. Enter your information – this will be the information shown on the website – and click the Continue button. If you want to change your login and family details click on the Family menu item, enter the desired information and click the Continue button.

3. Accessing Other Data including player registrations for your team etc.

Please read the How-To-Guide located as the first menu item on the Family Portal menu for information regarding player registrations, assignments and schedules.

To access the Roster of the team you have been assigned to:

Click on the 'Register Volunteer' menu item, then the View-Assignments buttons, then select the assignment and click the Roster button. To view details of a player (e.g. telephone number, grade, etc.) and access the Coaches Sheet, click the Coaches Sheet button instead. Note that roster details will only show up if your Organization is registering players through the SCO system.

To Email the players on the team you have been assigned to:

Access the roster, select the players you want to email and then press the Email button. Enter a subject and email message and press the Send button. Note than any players appearing in the missing email message box will not be included when the email is sent. You should contact these individuals by an alternative means (e.g. by phone). NOTE ALSO THAT SOME AOL USERS HAVE SPAM FILTERS SET SO PLEASE FOLLOW UP WITH A PHONE CALL TO MAKE SURE YOUR PLAYERS RECEIVED THE EMAILS

To Rate the players on the team you have been assigned to:

Access the roster, select the players you want to rate and then press the Rate button. Enter the ratings and click on the Pitcher or Catcher check boxes (squares) to indicate if the player was a pitcher or catcher, then press the Rate button to save this data.

To access the Schedule information of the team you have been assigned to:

Click on the 'Register Volunteer' menu item, then the ‘View-Assignments’ buttons, then select the assignment and click the Schedule button. To view further details of each game/match (e.g. directions) click on the Date of the game you wish to view. To print the schedule click the 'Print This' text and select the options in the normal print dialogue box. Some pages will need to be printed in Landscape form.

To print enhanced schedule information:

Access the Schedule information then click the Printable Schedule button. This includes opposing coach information as well as game information. You may also print a game sheet by clicking on the 'Volunteer Schedules' menu item, selecting the game you want a game sheet for and then clicking the Game Sheet button. Note that the 'Volunteer Schedules' menu item only shows games/matches in the future or within seven days previous to today's date.

To enter Notes for a game:

Access the Schedule information for the team, then select the game you wish to enter notes for, then click the Meeting Notes button. Enter the notes and click the Continue button to save the information. You may enter the same Note for multiple games by selecting multiple games from the list. The Notes entered appear in the Notes field on the public website and in the Family Portal.

To Cancel/Uncancel/Confirm a game:

Access the Schedule information for the team, then select the game you wish Cancel, then click the Cancel/Confirm button. Select the action in the 'Confirmed?' dropdown box (Cancel or Confirm) and click the Continue button to save this information. NOTE you may also send an email to either the opposing coach or the opposing coach and your team when you cancel/confirm a game by selecting a choice other than 'No' in the 'Send Email?' dropdown field.

To Reschedule a game:

Access the Schedule information for the team, then select the game you wish Reschedule. Enter the new information for the game and click the Save button (the Cancelled flag is automatically set to No when a game is rescheduled). Please note that when the data is updated this function also sends and email to the coordinators for the league as well as the opposing coach. IMPORTANT: you may only change the date of a game to a date that currently exists in the schedule for your league. To have a date added to the schedule please email support@sportsclubsonline.com with the date in question.

To enter Scores for a game that was played up to seven days ago:

Click on the 'Volunteer Schedules' menu item to display a list of schedules. Select the game you want to report the score for and click the Report Score button. Enter the score information and click the Continue button to save the information. Please note that this list only shows games back seven days and games in the future. Note also that this information is sent via email to both the league and the opposing coach for verification. If you wish to dispute a score please send an email to scores@armonkbaseball.org.

To enter Scores for a game that was played over seven days ago:

Click on the 'Register Volunteer menu item to display a list of volunteer registrations. Click the View-Assignments button. Select the Assignment that is related to the team for which you wish to report the score and click the Schedules button to display a list of games for this team. Select the game you want to report the score for and click the Report Score button. Enter the score information (remember to change the RESULTS and SCORE boxes of BOTH teams) and click the Save button to save the information. Note also that this information is sent via email to both the league and the opposing coach for verification. If you wish to dispute a score please send an email to scores@armonkbaseball.org

Note that you may also enter scores for a game via your club or league website using the menu item ‘Report Scores’ as follows:

Click on the Report Scores menu item. This will bring up the family login screen. Enter your username and password and click the Login button. This will display a list of games for teams you are assigned to as a coach. Select the game you want to report the score for and click the Report Score button. Enter the score information (remember to change the RESULTS and SCORE boxes of BOTH teams) and click the Save button to save the information. Note also that this information is sent via email to both the league and the opposing coach for verification. If you wish to dispute a score please send an email to kienzle@optonline.net.