RacePlanner CoachandSiteLiaisonInstructions
April 16, 2017 | Author: Anonymous | Category: N/A
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Description
Giving Coaches and/or Site Liaisons access to Rosters and Reports RacePlanner now provides system access to coaches and site Liaisons so that they can see all the participants for the teams they are associated with, and also access a number of reports for those teams, such as attendance logs, health forms and shirt orders. To set up this access, perform the following steps. 1. First, set up the system to allow coaches and/or site liaisons to login. There are two options available: a. If the council wants to set the default to be that coaches and site liaisons can access information each season, click on the My Organizations button. Double‐click on the council in the table to open the record. In the bottom right‐hand corner of the General tab, check the box for Volunteer Login Access and/or Site Liaison Login Access. This will then be the default for all programs going forward.
b. To control login access at each season’s program level, find the appropriate program in the Event List, and click View Details. When the event opens, click the Event Properties button. Click on the Options tab. On the General tab, check the box for Volunteer Login Access and/or Site Liaison Login Access.
**NOTE** For existing programs, these boxes must be checked at the event level, even if they have been checked at the Organization Level.
2. Next, be sure that the season’s sites and volunteers are associated with the program. To do this, take the following steps: a. If you are using RacePlanner to register your Sites and/or Coaches, when the registration process is complete, notify your implementation liaison at RacePlanner. S/he will move the sites from the registration event into the My Sites tool, and/or move the coaches into the My People tool. b. Once the Sites and Coaches are moved into the master lists, you can link the sites and/or coaches to a Program: i. Open the season’s program from within the Event List. ii. Click on Event Properties, and click on the Event Categories tab; or, click on each individual team that appears on the Dashboard under the Category Registration Timeline box. iii. Double click on an existing category, or click the New Event Category button to add a team. In the Program Site field on the first tab, click the drop down arrow to view a list of sites that are coming from the My Sites tool. Select the appropriate site. iv. Next, click on the Program Details Tab, and then the Volunteers tab. Click the Add button, and choose the appropriate coach from the list of volunteers that are coming in from the My People tool. v. Save and close the team, and then save and close Event Properties. 3. Now, notify coaches and site liaisons that they can now login to RacePlanner. a. To get a list of email addresses for the current season’s coaches and site liaisons, open the Program event. Go to the Event Downloads button, and click on the Event Volunteer List. This list will bring back all coaches and site liaisons associated with the program. Extract the email addresses to an email system. b. In the notification email, provide the following link to the volunteers to click on to create a Login ID and password: https://www.raceplanner.com/account/volunteerloginrequest. This link will take the volunteer to the following form:
c. The volunteer will be prompted to enter his/her email address; this must be the email address that is on the volunteer record for that person. d. The volunteer will be notified that the login request has been initiated and s/he will be provided with a verification link via email. Below is an example of the email that will be sent to the volunteer:
e. When the volunteer clicks on the link in the email, s/he will be prompted to enter his/her email address and to create a password. Once that is complete, the system will allow the volunteer to continue into RacePlanner.
4. After logging in, the volunteer will be presented with the following screen:
a. The teams that a coach or site liaison are associated with will appear in the Active Volunteer Assignments table; past assignments will appear in the Previous Volunteer Assignments grid. b. To look at information for a particular team, the volunteer can click the View Details button. The following screen will appear:
c. Under the Category Information section at the top, the volunteer will be presented with schedule details, contact information, and counts for each type of registration status.
d. In the Participants section, the volunteer will see information for each of the participants on the team. There are three tools available to the volunteer in the Participants section: i. Email All Team Members – When this button is clicked, the volunteer’s email system is activated, and a new email will open for composing, with all participant email addresses in the Bcc: field. ii. Reports – By clicking the drop down arrow in this tool, the volunteer can run the following reports that will bring back data just for the team selected: 1. Category Log Sheet 2. Category Roster 3. Category Roster with Running Buddy Information 4. Coach Packet 5. Coach Roster 6. Participant Health Forms 7. Participant Information – All Questions 8. Shirt Order Summary iii. Downloads – This tool provides access to data in Excel Spreadsheets. Currently, one download tool is provided, called Participant Details. It puts the following information about the participants into an Excel Spreadsheet: 1. Name 2. Address 3. Phone Number 4. Email address 5. Date of birth 6. Age 7. Gender 8. Category Short Name 9. Category Long Name 10. Age Category 11. Registration Status 12. Registration Date and Time 13. Submitted Date and Time 14. Waiver Signed – Yes or No 15. Electronic Signature (on the waiver) For questions or assistance on these new tools, please contact RacePlanner at 530‐230‐2225.
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