AYSO Setup Information

Important Information

Your new Blue Sombrero website and registration portal (RMS) is ready to be used for registering players in the MY2017 Fall Season.  The Register Now button is now activated and no longer points back to eAYSO.  You do not have to contact the Blue Sombrero team to set up your MY2017 Registration and go live.

You can use the new AYSO Content Rotator Images to help point your parents and volunteers back to eAYSO from your new home page.  These new images have been added to the bottom of your Home Page Rotator Module and can be activated at any time.

** Returning AYSO web customers: Please make sure you are setting up Registration on your new AYSO portal, not an old web portal you previously built on Blue Sombrero. You will know if the portal is new by the url. If you have a portal address that begins with ayso.bluesombrero.com, you have already received your new site. If you have not received your new AYSO site, please go Here to get started. **

**Volunteers will sign up for a role per division, at this time we do not offer a program level volunteer role.  Each volunteer form does require an e-signature and references.

**If a player is entered in to the system with an incorrect date of birth, gender or a misspelled name, please contact aysosupport@bluesombrero.com with the correct player info.  Our support team will fix the player info, and notify National so the AYSO player ID matches up moving forward in both databases.

Website

Your AYSO Blue Sombrero site has all the same great features offered to a standard Blue Sombrero site (which you can read about here), plus:

  • Pre-loaded content - Don’t worry if you don’t have high-resolution pictures to fill out your home page -- your AYSO Blue Sombrero site comes pre-loaded with pre-approved images, links and social media feeds. Your site will look great right out of the box! All this content can be replaced with content of your own, so you retain a high level of customization.

  • National News - Your home page will automatically pull news articles from the AYSO National website. These articles will appear in a separate tab from your site’s news stories. These can not be changed by you. 

  • National Partners - AYSO’s national sponsors will appear in your site’s footer in a separate section from your club’s individual sponsors. These can not be changed by you.

  • Banner Ad - The footer of your site will feature a banner ad sourced from the AYSO National website. This can not be changed by you. 

  • Whenever you’re ready to point your existing domain name to your website, or receive your free AYSO URL, contact our support team.

Security Roles

Here is a list of security roles specific to AYSO users. 

  • Regional Commissioner, Assistant Regional Commissioner, Registrar =Club Admin ( these roles all have full access to the site and do not need any other roles added to their account)
  • Treasurer =Combination of Report Admin + Order Admin (sees Orders, Reports & Common tabs)
  • Child & Volunteer Protection Advocate, Coach Administrator = Teams Admin ( the Teams tab)
  • Division Coordinator = Division Manager ( the Teams tab for the designated division)

Registration

Please Note: Your registration creation form tool is specifically designed to meet AYSO National standards. You’ll have access to all the same standard Blue Sombrero tools (which you can read about here). We’ve made the following changes and additions to each step of the registration process to better meet your needs:

 Step 1

  • Enter your Membership Year and season. Keep in mind that Membership Year runs from Fall to Summer. For example, MY2016 begins Fall 2016 and extends through Winter 2016, Spring 2017 and Summer 2017.

  • Choose your AYSO-specific program type.

 Step 2

  • All questions required by AYSO are automatically added and required on your form. Feel free to add questions for any additional information you need to collect.

 Step 3

  • When setting up Divisions please do not include the AYSO National Player Fee in your division price. This fee is assessed as a separate line item by AYSO National and will automatically be included in the parent's basket if it is appropriate to charge the fee.

Orders

 Your AYSO Blue Sombrero site has all the same order management tools offered to a standard Blue Sombrero site (which you can read about here), plus:

  • When refunding orders, please keep in mind that AYSO National Player Fees and credit card fees are non-refundable.

  • Due to a minor billing report discrepancy on players who are being transferred, the transfer option is currently disabled.  We will notify you as soon as this feature becomes available again.                                                  

Teams         

 Your AYSO Blue Sombrero site has all the same team management tools offered to a standard Blue Sombrero site (which you can read about here), plus:

  • Blue Sombrero developed an automatic team assignment tool based on AYSO specifications. Just select the criteria you use to build your teams and the system will automatically generate them.

Reports

 Your AYSO Blue Sombrero site has all the same team management tools offered to a standard Blue Sombrero site (which you can read about here), plus:

  • Under the Reports section you’ll find several custom-created reports for AYSO clubs. The Player Card report will generate printable PDFs that allow you to create your own official AYSO Player Cards. The Volunteer Card report will allow you to do the same thing for volunteers. The Admin Security Access Report gives you a quick look at the users on your site who have administrative access.

  • Areas and Sections can now easily view information on the organizations beneath them. Just navigate to the Reports screen, click Edit next to the type of report you’d like to run, then select the portal you’d like to review.

Schedules

 Your AYSO Blue Sombrero site has all the same team management tools offered to a standard Blue Sombrero site (which you can read about here), plus:

  • Regions: Your region’s portal will have all the same schedule tools available to non-AYSO portals. In addition, area administrators may create shared schedules between any regions they oversee. If your area creates a shared schedule, you will have the chance to enter a date, time and field for each of your region’s home games.

  • Sections and Areas: Sections and areas are able to create shared schedules between teams one step below them. Just create a Pairing Only schedule and, on step 1 of schedule creation, select which portals and divisions you need to include. You retain full control over this schedule, but portal administrators below you will be given the option to set a date, time and field for any of their home games. Once you post the schedule, all edits from lower portals will be locked down.

Email

 Your AYSO Blue Sombrero site has all the same team management tools offered to a standard Blue Sombrero site (which you can read about here), plus:

  • Regions: You will have access to all the same email and communication tools available to non-AYSO portals.

  • Sections and Areas: You will have access to email users and groups at any portal beneath you. Just navigate to the Email page, select any portals you’d like to email from the Available Portals section and click the >> button to move them to the Selected Portals section. Your email group selections will now include users from those portals.

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