LEAGUE ADMIN SYSTEM ADMINISTRATION MADE SIMPLE (LAST UPDATE JAN 2020) - HELPWITHIT
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League Admin System
Administration Made Simple (Last Update Jan 2020)
Sports League Administration System
The Sports League Administration System is a mobile friendly system. Designed to be used
on smartphones, tablets as well as laptops and PC’s. All data is stored in a secure database
with encrypted fields, accessed through secure links (https) and automatically backed up on a
daily basis.
https://www.helpwithit.co.uk/ Administration Made Simple
The system is designed to be very user-friendly making long and time consuming
procedures quicker and easier to manage.
The system complements the FA Full-Time System and Whole Game System (WGS) by giving
Leagues administration processes that the FA system does not include.
The system has been developed and refined over a number of years by Leagues up and down
the country asking for more procedures to help them in managing grassroots football.
The system includes (but is not limited to) the following procedures :
• A secure Club Admin area that club secretaries themselves can update club and team
information required by the league
• Additional procedures can be added to the Club Admin area allowing clubs to
o Submit their League Application
o Add images for ID Cards
o Submit Postponments
o Player Registrations (if applicable)
o Post Team Adverts
o Post adverts for friendlies
o Submit referee requests
o Request club officials to attend matches
• Allow clubs to view their fines and charges
• Digitally sign League Agreements (Club Welfare/League/Cup Agreements etc)
• A secure League Admin Area that monitors and manages all the procedures of the
league
• Issue and manage charges/fines (including the upload of evidence) using SCORY
guidelines with a secure area for clubs to respond to charges and to upload any
mitigation
o Automatic email reminders to respond to charge
o Weekly league reports
o Automatic issue of fines
o Automatic email reminders to pay fines
o Email receipts
o League reports
https://www.helpwithit.co.uk/ Administration Made Simple
• Manage annual league applications using the Leagues costings (either based on
individual age groups or other methods)
o Monitor and calculate the cost of a clubs application based on the number of
teams submitted
o Automatic email reminders for clubs to complete and submit their application
(within their Club Admin area)
o Automatic email reminders for clubs to pay their application
o Email application receipts
o League reports
• Maintain list of all clubs and teams registered with the league and all their associated
information such as fines, invoices etc easily exported for further reporting
• Issue and manage other Invoicing such as Player Transfer Fees, pitch fees etc
o Creates an invoice that is attached to an email for issuing
o Automatic email reminders for payment
o Email invoice receipt
• Manage requests from clubs for officials to attend matches for safeguarding
purposes
o Create a list of officials who have offered to be ‘Match Watchers’
o Issue reminders for officials to view the requests
o Officials can accept request and view the nearest teams to them based on their
postcode
o Complete reports of the game
o League Reports
• Manage requests from clubs for team postponement based upon the Leagues own
procedure such as only 1 emergency request per season; request 28 days prior to
match etc
o Manage and monitor club requests for postponements
o Issue response by email
o Issue of invoice (if applicable) with automatic email reminders and email
receipt
• Manage player registrations if applicable and not using other systems such FA Full-
Time/Whole Game System
o Authorise players based on League criteria
o Create Player ID Cards
o Upload player detail to FA Full Time (using their import facility)
https://www.helpwithit.co.uk/ Administration Made Simple
• A secure area for referees affiliated to the League to complete ‘Respect’ reports on
matches
o Score on manager/player/spectator conduct
o Score on respect guidelines seen such as barriers etc
o General reports on the game
o Automatic reminders to referees to complete reports
o Weekly reports issued to League Committee for discussion
• A feature to compliment the referee secure area that allows for teams to make a
request for a referee. Within the referees secure area they can see the requests
made by teams
o Based upon their postcode, the referee can see the nearest team to them
making a request
o Referee can accept a request
o Confirmation emails sent to the team
o Automatic reminders sent couple of days before a fixture to confirm
• League website that combines features from the system allowing for content to be
accurate reducing the need of a website administrator to keep content up-to-date
o News features
o Upload documents
o Tournament detail
o League Meetings
o Club/Team Contact Directory with information supplied from the Club Admin
Area such as team contact and pitch locator
o League contacts (committee members)
o Referee List (if applicable)
o Locate teams nearest to you feature
o Allow members of the public to sign up for team advert alerts (personalised
emails sent with detail of players wanted from teams nearest to them)
o View team adverts posted by clubs (adverts automatically removed after a set
period)
o View club adverts posted by clubs (adverts automatically removed after a set
period)
o View team friendlies posted by clubs (automatically removed after a set period)
• Automatic creation of mailing lists. Mailing lists are created based on the information
supplied by the clubs (updated daily) making it easier to email your registered clubs
and teams using one email address.
o One email address for all club secretaries
o One email address for all team managers/assistants
o One email address for individual age group category eg Under16 teams
https://www.helpwithit.co.uk/ Administration Made Simple
Procedures in a bit more detail
League Charges and Fines
Almost every league has different procedures and different set-ups but essentially it can be
difficult to manage the issueing of charges and fines, especially when you have a large
number of teams.
What the League Admin System can do is to manage this all in one place with charges and
fines issued by email to Club Secretaries/Treasurers. Depending on your committee setup,
fines can be issued manually or automatically.
A list of all your charges and fines are setup within the system including rule numbers,
descriptions, maximum fee and whether it’s a charge or a fine. When a fine is created the
user will be required to enter some detail. This detail will be used to manage the fine from
creation to completion.
Some leagues have registrars that create and send charges/fines with the secretary managing
the responses/decisions and sending out receipts while others have the league secretary do
all the processes. The League Admin System can be setup to work in any way.
https://www.helpwithit.co.uk/ Administration Made Simple
After the charge/fine is created, an email will be sent to the Clubs Secretary/Treasurer. Depending on whether it’s a charge or a fine; different procedures apply. If it is a straight forward fine the email will show the club/team involved, the rule, how much is to be paid, when to be paid for and details on how to pay. This is monitored and a reminder is automatically sent a few days before the due date. Normally the League Treasurer would receive payment of fine and in this case, the treasurer would update the system with the amount and date paid, a receipt can be then emailed and the fine completed. If payment has not been made by the specified due date, automatic emails are sent at regular intervals to remind the club (as well as the league). The League can further escalate the fine to a Penalty Notice (depending on the processes) with further emails being automatically generated at regular intervals for monitoring purposes. If it is a charge there is an option to upload any evidence of why the charge has been created. An email will be sent to the club with a link that they can view and respond to the charge online and upload any mitigation such as screen shots of text messages etc. Again a reminder is issued a couple of days before the due date. Upon the decision of the committee the League Secretary would send an email explaining their decision and whether a fine will be issued or not. If a fine is issued, the procedure follows the sending of a fine (as above). Historically fines can be easily viewed and exported against each club record https://www.helpwithit.co.uk/ Administration Made Simple
Club/Team Directory The Club/Team Directory serves many functions that greatly assists the administration of a League. One of the main concerns of any league is that information they have on their clubs and teams is accurate and up to date. The League Admin System greatly reduces the amount of time spent ensuring this information is accurate by allowing registered clubs to create and manage their information within their own secure Club Admin Area. Not only does it serve as a valuable source of information for the League, it also serves as an online directory for the general public to get in touch and for other clubs/teams to make contact for match days showing manager contacts and directions to home grounds. https://www.helpwithit.co.uk/ Administration Made Simple
The clubs gain access to this secure area by inputting their email address registered with the
league on the Club Directory web page. An email will be sent to the Club Secretary with
detail on how to access their own secure area.
There are a number of sections within the secure club area.
1. Club Information is detail of the club including affliation numbers, web address, social
media, secretary/chairman/treasurer/welfare officer contacts; usually information
required when applying to the league.
2. Team/Player Information is detail of all the teams associated with the club for the
appropriate league including age category, manager/assistant contact detail, club
colours and ground address and location. (includes additional features such as player
registration, team adverts, postponements, officials request etc can also be included, whatever the
league need)
3. Fines/Charges is a list of charges and fines issued to the club for reference
4. Agreements is described within the League Application section
5. League Application is described within the League Application section
At any time the club can access the area to update their detail. Any updates to team
manager contacts and ground locations are automatically sent via email to League
Registrars/Secretary so they can be updated in FA Full-Time (if appropiate)
https://www.helpwithit.co.uk/ Administration Made Simple
League Applications
As mentioned, the Club Admin Area serves as a number of valuable sources of information
and also allows the Club to submit their annual League Application to the league.
With the club entering detail on their club structure and teams for the online Club Directory it
also provides information required for applying to the League.
Depending on the setup of the league, the club can digitally agree to the various policy
agreements and agreements required before submitting their application.
The system ensures that all the required information has been included before a club can
submit their application to the league.
Automatic reminders are sent to clubs to fill and submit their application before a specified due
date.
https://www.helpwithit.co.uk/ Administration Made Simple
Once submitted an email is sent to the Club Secretary (copies to League Secretary) with a summary
of teams registered, how much to pay and method of payment. This is monitored for payment
(email reminders sent) and once paid an email receipt is sent.
https://www.helpwithit.co.uk/ Administration Made SimplePlayer Registration & Import to FA
FullTime
Depending on the League Structure, teams are required to complete Player Registration
forms for their players so an ID card can be produced and available on match days.
A lot of leagues use FA Full-Time and Whole Game System so this may not be appropriate but some leagues have
requested it.
This can be a very time-consuming job for the league especially when preparing for the start
of the season.
The League Admin System has a function that allows clubs to enter this player information
(with age range checks) and to print off individual or batch ID cards so they can be sent to
the League Registrar for authorising, signing/stamping and laminating so clubs can verify
their players on match days.
The clubs can also upload an
image of the player for display on
the ID card.
All information on players is
stored encrypted as an additional
layer of security.
As the player is now stored within the system (encrypted) this information can be imported
to FA Full-Time if required.
https://www.helpwithit.co.uk/ Administration Made SimpleThere is a feature that will export the required information (once authorised) to a text file suitable for import into the FA Full-Time system saving hours of manual import. There is a requirement that the Team Codes generated within FA Full-Time are also entered within the League Admin System so the import knows what team to associate the players with. (helpwithit.co.uk can assist with this) Although the facility can import all the players in one batch. Experience has shown that importing large numbers of players into FA Full-Time causes the fulltime system to time-out especially during busy periods (as it is so popular), it is advisable therefore to split the import into clubs to reduce the risk of this happening. https://www.helpwithit.co.uk/ Administration Made Simple
Referee Respect Some Leagues have requested a facility to monitor the FA Respect Campaign on match days. This allows registered referee’s to record their experience and allows the league to monitor individual teams and take action as necessary. As per the Club Admin Area, there is also a secure area for Referee’s that allows them to record this information. https://www.helpwithit.co.uk/ Administration Made Simple
League Website As an optional extra a League Website can be developed that is kept uptodate within the League Admin System and includes the following base information (additional features on demand) 1. News Features 2. About the League 3. League Officers 4. League Documents 5. Club/Team Contacts 6. Find a Team Facility 7. Contacts Page 8. FA Full-Time Link 9. Facebook/Twitter Links Visit an example of a website at https://www.shwgl.co.uk/ to view all the features This is just a few of the functions that are available; anything that a league would like help with can be developed and incorporated into the system. https://www.helpwithit.co.uk/ Administration Made Simple
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