June 28, 2024

Dear League Representative,

This message is being sent to representatives from MSYSA Scheduling Leagues (including CASL, GVSA, GLCSL, MSDSL, MYSL, MMYSL, MSPSP, WMYSA, and WSSL).

Now that the MSYSA Official Try-Out Date has passed, our affiliated leagues are busy preparing for the Fall 2024 season. Some leagues have already created their new ‘events’ in GotSport for the new seasonal year, and some have not. Either way, we wanted to send along a few important notes to keep in mind for your league event(s) in GotSport. There is a lot of information here, so please review carefully and feel free to pass along any questions you may have. Should you need something explained with more detailed instructions (e.g., screenshots, scheduled Zoom meeting, etc.), or if you otherwise have questions, please don’t hesitate to reach out.

EVENT SETTINGS

Before opening your event(s) to teams, please carefully review all your event settings, especially on the Event Info, Application, Fee and Payments, and Access & Options tabs. Keep in mind there may be certain settings you want to toggle off for now but could turn on at a later date (for example, the ability to build/modify rosters, or giving access to rosters, passcards, and match cards). In addition, we highly recommend completing a test team enrollment (or two!) to ensure everything is working the way it should. This also helps you, as the league, become familiar with what your clubs and/or team officials see, should they need help getting enrolled.

COMPETITIVE LEVEL

For all leagues, there are certain event settings we recommend to ensure your participating teams are enrolled with the correct COMPETITIVE LEVEL. This is important for two reasons: 1) Teams must be assigned the correct level prior to building their event rosters, in order to ensure the Roster Rules apply; and 2) Teams must be the correct level so that the corresponding registrations are submitted to MSYSA correctly (which is done later on).

For all leagues: The main way to coordinate this is through the ‘Fees and Payments’ section of your event settings. Even if your league does not collect team fees through GotSport, you should still set up a $0 Registration Fee for your event. When adding/editing the fee on your event settings, choose the appropriate level from the ‘Competitive Levels’ section. This will make it so that a team must be assigned that level in order to be enrolled in your event, and will thus auto-assign that competitive level as a team’s ‘event level’ upon enrollment.

For leagues that allow direct-enroll: If your league allows teams to direct enroll into your event (i.e., a team application is not needed), then clubs simply need to ensure their teams are the correct competitive level prior to direct-enrollment. If clubs try to direct-enroll a team into your event, but the team is not the right level, then they will not be able to enroll the team. The club will first have to change the level of the team to the correct level in order to direct-enroll into your event.

For leagues that require a team application: If your league requires each team to complete an application to enroll in your event, there is a second event setting that should be enabled to ensure the competitive level is assigned properly. Under ‘Access & Options’, and under ‘Associated Club Roster Permissions’: Check ‘on’ the setting which says, “Have clubs change team comp level during registration”. This adds a quick step during the team application process to have teams choose a competitive level. Note: During the ‘Team Information’ section of the application, teams must choose the correct level (which corresponds to the level you chose when setting up your Registration Fee). If they do not choose the right level, they will not be able to proceed when they arrive at the ‘Fee Selection’ page of the application. In that case, they will need to return to the ‘Team Information’ section to amend their chosen competitive level.

ROSTER SOURCE

For leagues that use GotSport for Scheduling, you might be familiar with the three-event setup that was utilized in 22/23 as well as 23/24. Most leagues that used GotSport for scheduling had their events configured as follows: 1) Fall-Spring. Registration event (this ‘year-long’ event was used for building rosters); 2) Fall Scheduling event (this event was used for the league’s fall schedule only; and 3) Spring Scheduling event (this event was used for the league’s spring schedule only).

Within this setup, the Fall-Spring Registration event was where clubs/teams built and maintained their rosters for the league, and this event is also where leagues monitored and approved those rosters. Then, a corresponding setting was used on each Scheduling event, so that the event rosters within the Registration event served as the ‘source roster’ for both Scheduling events.

The same configuration of events should be used for 24/25. In order to best facilitate this without additional help from GotSport, please keep in mind the following:

• There is a specific event setting needed for your Fall Scheduling event (and the same will be needed for your Spring Scheduling event). Under Access & Options, and under ‘Roster Source Options’: Check ‘on’ the two settings which say, “Allow team selection of roster source event” AND “Require team selection of roster source event.” Then, on the dropdown menu, choose your Fall-Spring Registration event. This adds a quick step during the team application process for the Scheduling event to require teams to choose your Fall-Spring Registration event as the source roster for their team within the Scheduling event.

• Teams participating in the Fall must FIRST apply to your league’s Fall-Spring Registration event (whether via direct-enroll or team application). Only after a team has enrolled in your Registration event can the team apply to your Fall Scheduling event. This is because teams will not be able to choose your Fall-Spring Registration event as their source roster if they have not yet enrolled into that Registration event.

• This three-event configuration also means that the ability for teams to build/modify event rosters (which is a setting found under Access & Options) should only be ‘turned on’ for the Fall-Spring Registration event. Under most circumstances, leagues should not give teams the ability to build/modify event rosters for their Scheduling events.

• Note: Setting up Roster Source for your Scheduling event is only feasible if your league requires a team application to be enrolled in the Scheduling event. If your league does not use team applications for the Scheduling event (i.e., your league uses direct-enroll for the Scheduling event), we will need to have GotSport bulk-change the source roster for all your teams (within your Scheduling event).

NEW CLUBS / CLUB CHANGES

As a general reminder, please notify MSYSA if you have:

• A new (but existing) club joining your league
• A new club joining your league who needs a new GotSport club account created
• A club that needs to change the name on their GotSport club account
• Club(s) from your league that are dissolving, merging, etc.

RISK MANAGEMENT MONITORING

There are various tools, reports, and event settings available that leagues (and clubs) can use to help monitor compliance with the three Risk Management Requirements. If your league would like more information on these, please let us know and we’d be happy to discuss further.

I sincerely appreciate your kindness and patience with me as I have worked through my first year here at MSYSA. If you, or your clubs, encounter issues in GotSport that you can’t seem to resolve, please let us know so we can help troubleshoot or loop in the GotSport team for additional support.

Sincerely,

Elizabeth Satterley

Member Services Manager

esatterley@michiganyouthsoccer.org