KENTUCKY YOUTH SOCCER ASSOCIATION

SPRING 2020 SEASON INFORMATION – STACK SPORTS

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Table of Contents

Stack Sports TIPS ............................................................................................................................................................. 2

Recreational: Determining Registration Setup ......................................................................................................... 3

Recreational: Setting Up/Opening Player Registration (One Seasonal Registration Event) ...................... 4-7 Add Fees to Returning Players ........................................................................................................................................................... 4 Registration Forms ............................................................................................................................................................................ 4-5 Re-opening Player Registration for an Existing Event ........................................................................................................ 5-6 Re-opening Coach Registration for an Existing Event ............................................................................................................. 6 Post Registration Links to Website ................................................................................................................................................. 6 Manage Rosters/Add New Players to Rosters ......................................................................................................................... 6-7

Recreational: Setting Up/Opening Player Registration (New Registration Event) .................................... 7-16 Registration Forms ............................................................................................................................................................................. 7-8 Create Folders ........................................................................................................................................................................................... 9 4-5 Quick Links ................................................................................................................................................................................................. 9 5-6 Open Registration ............................................................................................................................................................................. 9-16 6 Post Registration Links to Website ................................................................................................................................................ 16

Recreational: Programs NOT using Online Registration ............................................................................... 16-18 Administratively Add Players ........................................................................................................................................................... 17 Age/ID Verify Players ......................................................................................................................................................................... 17 Open event for Coach Registration.......................................................................................................................................... 17-18 Post Coach Registration Link to Website ..................................................................................................................................... 18

Select: Setting Up/Opening Player Registration (One Seasonal Registration Event)............................... 18-21 Select Information ................................................................................................................................................................................. 18 Add Fees to Returning Players .................................................................................................................................................. 18-19 Registration Forms .............................................................................................................................................................................. 19 Re-opening Player Registration for an Existing Event .......................................................................................................... 19 Post Registration Links to Website ............................................................................................................................................... 20 Manage Rosters/Add New Players to Rosters .................................................................................................................... 20-21

Setting Up/Opening Coach Registration ....................................................................................................... 21-25 Creating Coaches Pool ........................................................................................................................................................................ 21 Opening Coaches Registration/Registration Settings .................................................................................................... 21-25

Website Builder: Adding Open Reg Events ..................................................................................................... 26-27 Check Editing & Publishing Access ............................................................................................................................................... 26 Adding Open Reg Events ................................................................................................................................................................... 27 Edit Player/Coach Reg. Events ........................................................................................................................................................ 27

KENTUCKY YOUTH SOCCER ASSOCIATION

SPRING 2020 SEASON INFORMATION – STACK SPORTS

158 Constitution Street, Lexington, KY 40507 | www.kysoccer.net REVISED 11/20/2019 Phone: 859-268-1254 | Fax: 859-269-0545 Page 2 of 27

TIPS

• Click here for Stack Sports User Guide • Click here for Kentucky Youth Soccer Resource Page • Please determine the process and features you want to use prior to setting up your season then

find and review the resources available before getting started. • Event Registrations:

o If using a new event for the spring: Please note that an event registration has to be set up and opened no matter if you are using online registration or manual registrations. This will be the first step in the process for both player and coach registrations.

o If using a seasonal year event: Reopen the registration for both players and coaches. • Coach Registration:

o Coaches will have to register to or be registered to every event that they have a team under even if they have registered for your organization before. The registration will look like a background check registration; however, if they have completed a in the system and it is still good then a new background check will not be run as long as they use the same login information.

o Coaches will also need to complete the SafeSport training if they have not done so already. • Do NOT open player registration at the team level as it will cause issues with removing players

from rosters and rejecting players form system. • Payment Plans CANNOT be edited AT ALL after the first registration, so make sure everything is

correct before allowing a registration (even a test registration). • Primary/Secondary: State office must update primary/secondary registrations

o If you have a secondary player or show a secondary player you are unsure about, please email hollykirkpatrick@kysoccer.net and/or lisaduvall@kysoccer.net to make sure all players are noted correctly as primary/secondary in the system.

• Auto-Roster (RECREATIONAL): If you turned on auto-feature in the fall and are using a new event in the spring, then you will be able to utilize this feature. This allows players to return to previous team typically used for recreational teams from fall to spring. For the spring event, you will need to use the copy feature to create the new registration event. Click here for details.

• Age Group Settings: Age group settings set at the state level are single birth year. If your club runs 2-year age groups, you can update the age group settings by following these instructions, click here. If you have players playing up, then you will need to use the move assignment feature on the players account to add them to the correct age group.

• Coaches Pool: You can name the coaches pool whatever you wish. This can include all club administrators, or you can create a separate coach/admin pool. Note that registrations to a specific coaches pool makes those admins available to only the teams within that specific coaches pool.

• Assigning Players/Coaches: Players and coaches must be confirmed before being added to a team. Players can be age/id verified after being added to the team but teams cannot be activated until players are age/id verified.

• Player Importer: Please contact lisaduvall@kysoccer.net and/or hollykirkpatrick@kysoccer.net if you wish to use the player importer. Player lists are DUE April 1, 2020.

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Recreational Registration: Determine whether you will use the existing fall event registration OR set up a new registration event. **NOTE: If you use another method/system for collecting your member registrations other than the online system through U.S. Soccer Connect, using your existing fall event registration will be your method of registration for spring. Setting up an additional registration will NOT be necessary!! To get started, you’ll first need to determine if your club can use the existing registration event or needs to set up a new registration event for the Spring season. Steps for both of the following processes are included in this document.

Using Your Existing Fall Event Registration Some Key Points

Setting Up a New Registration Event Some Key Points

• Returning players from the Fall season DO NOT need to re-register for the spring.

• Players from the existing Fall season can have a fee added to their account to pay for Spring.

• If necessary, all forms can be edited including, registration forms, confirmation emails, waivers, coupons, etc. for any new registrant.

• Fall players not returning for the Spring season can be unassigned from the team. **Please note that if you unassign players, you will need to accurately track your new registrations for the spring fees.**

• Returning Fall season coaches DO NOT need to re-register, only NEW Spring season coaches will need to register.

• New players that register will be easily identified for purposes of checking on whether an official club to club transfer is warranted.

• Payment plans CANNOT be edited.

• Clean slate for all since every player and coach must re-register for the Spring season, regardless if new or returning from Fall.

• Spring payment plan option available through new registration event set up only (if you need to set up a separate payment plan for families to pay for spring fees, you will need to set up a brand-new registration event for all to register through)

• Registration form can be edited entirely; HOWEVER, it is still required to use the master state form and include additional questions/fields.

• Copy Feature Available to easily create the registration event.

• Ability to use auto-roster, IF the feature was turned on in the fall season.

• *Please note that ALL coaches and players would need to re-register for the season.

Stack Sports suggests that if your team rosters have a limited amount of change from Fall to Spring (half or more than 50% typically return to the same roster as the fall), it is recommended to use the existing Fall season registration event, re-open your applicable categories for new player only registrations for the Spring season. You can still add a Spring registration fee to any returning players without setting up another registration event.

KENTUCKY YOUTH SOCCER ASSOCIATION

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Registration Setup (For anyone using the existing fall event registration for the fall.) Step 1: Add fees to returning Fall season players (if applicable - if not applicable, move to step 2) – Stack Sports recommends that the spring registration fee be added to all current teams, and request parent/guardian’s login to make payment or send payment in by a certain ‘drop date’. By using the manage payment button on your REGISTRANTS tab, you’ll be able to monitor who has NOT made payment for Spring season. This does not necessarily commit them to that actual team for the Spring season, as you as the club have the ultimate final assignment for the spring. Rather, it just gives the parent a limited amount of steps needed to secure their child’s spring registration. CLICK HERE TO VIEW THE GUIDE ON ADDING TEAM FEES. • You can move players from their team assignment after applying that team fee if desired. It will NOT

impact the amount due by moving them off the team once the fee is applied. Step 2: Edit Registration forms: • Ensure that the registration form for players is set up correctly for your organization. To do this go to

Registration > Administration > Form Builder.

• Click on one of the following to edit –

A. 2019-2020 Master Recreational State Player Registration From B. 2019-2020 Master Select State Player Registration

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• Edit forms as needed – you can edit parent/guardian 1, parent guardian 2, and player. Please note that some items are required by the state office and cannot be changed. If items are not set as required, you can set them as required OR hide them by marking only visible to admins.

• After editing click save. • After saving click enable form

Step 3: Edit Confirmation Emails There is sometimes language that refers to the fall specifically, and we suggest that you review and make any necessary edits or additions at this point. • This step would apply to both player and coach registration forms. Step 4: Open the existing event for new players to register: Click the event level in your left side folder tree, click on the REGISTRANTS tab in right window pane, and then Edit Event Name & Settings. You can update the title of the event for example, “2019-2020 - NEW Spring Players Only”.

Parent/ Guardian 1

Parent/ Guardian 2

Player

Step 4: Save Step 5: Enable Form

Registrants

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• You can edit individual categories in the event by clicking on the “Edit Individual Categories” and scrolling down to the pencil next to that age category or you can edit all categories in bulk. To edit in bulk, select the “Edit categories in bulk” button on the Registrants tab. On the bulk edit screen, update the open and close dates, be sure the member type is correct for all categories, update the base fee if applicable for your new Spring players and update any other category settings.

• This step would apply to both the player and coach registration events that were used in the Fall season

Step 5: Open the existing event for new coaches to register – follow the same process as you did for players but click on the coach tab. Step 6: Post the registration link to your site – At minimum, you must post the Coach Registration for all new Spring season coaches who must complete the online registration, background check authorization and Safe Sport Training. If you collect your player’s registration through another method other than U.S. Soccer Connect, you must still post at least the Coach Registration. Check out instructions on using the website builder on pages 26-28 of this document.

Edit

Update Name

Edit Individual Categories Bulk Edit Categories

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Step 7: Manage current team rosters – If you have a player that was rostered in the Fall, but is not returning for the Spring season, you can unassign the player from the roster. Click on the team in your folder tree, click Assign Participant in the white menu bar at the top, and move the player from Assigned to Available - make sure to click SAVE ASSIGNMENTS to save these changes. The player will no longer be on your roster for the Spring season. Do NOT change their registration status to rejected. Rejected players are only for those players that NEVER played for your club. If a player is transferring to or from another club, please use the transfer process.

o Similar action step for coaches, with the exception of using the Assign Coach button. As well, do NOT reject coaches that are not returning for the spring.

Step 8: Add new Spring players that have registered to existing team rosters – To add a new player to the team roster, click the team in your folder tree, click on the Assign Participant button in the white menu bar at the top, drag the player from Available to Assigned and click SAVE ASSIGNMENTS. Keep in mind, a player must meet all the rules in order to be assigned to an already approved team (age/ID verified, etc.).

o If you need to move a returning player to a different team for the Spring season, click on the players name in the current roster. Then click the ‘Move Assignment’ button located underneath their picture in the profile, click on the team they will be moving to, click a second time on the new team, and go to Assign Participants to save the assignment.

o Similar action steps for coaches to use the Assign Coach button to add new coaches to a roster. It will also be applicable that the coach must have a cleared background check status and their concussion document uploaded to be assigned to the team.

Registration Setup (For any recreational program opening a new event for the Spring Season) Step 1: Registration Forms Ensure that the registration form for players is set up correctly for your organization. To do this go to Registration > Administration > Form Builder.

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Step 2: Click on one of the following to edit – C. 2019-2020 Master Recreational State Player Registration From D. 2019-2020 Master Select State Player Registration

Step 3: Edit forms as needed – you can edit parent/guardian 1, parent guardian 2, and player. Please note that some items are required by the state office and cannot be changed. If items are not set as required, you can set them as required OR hide them by marking only visible to admins. Step 4: After editing click save. Step 5: After saving click enable form

Create Folders: 2 Options

• Tree Builder – Creating a new event from scratch (Stack Sports Instructions)

Parent/ Guardian 1

Parent/ Guardian 2

Player

Step 4: Save Step 5: Enable Form

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• Copy/Roll Event Forward – Use an existing folder for a new season (Stack Sports Instructions). ***If you turned on auto-feature in the fall and are using a new event in the spring, then you will be able to utilize this feature. This allows players to return to previous team typically used for recreational teams from fall to spring. For the spring event, you will need to use the copy feature to create the new registration event. Click here for details. • Copy folders: Copy folder structure, folder names and age settings as is. No changes are made

to structure or settings • Copy with Teams: Copies folder structures, folder names, age settings and copies any teams

housed in folder being copied - age settings stay the same. • Roll Event Forward: Copies the folder structure and folder names and increases the current

age settings by one year • Roll Event Forward with team(s): Copies the folder structure and folder names, increases

the age settings by one year and all previously created teams are moved up one level.

Setup Player Registration (click here for SS User Guide and follow the workflow): (Click on the links for SS instructions and/or scroll down the document for additional instructions.

A. Begin Registration Setup B. Financials & Advanced Settings C. Event Type D. Categories & Settings E. Late Fees & Early Discounts F. Payment Plans G. Family Discounts H. Printable I. Club Waivers J. Coupons K. Confirmation & Success Page L. Pay-by-Check Info M. Game Day Rosters N. Review & Create

Step 1: Click on Registration > Registrant > Open/Create

Step 2: Select the appropriate settings for your club including the registration form that you will be using for this registration.

Registrant Open/ Create

Registration

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Step 3: Select Event Type from the left box (Available), move it to the right (included) and click next.

Available Included

Next

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Step 4: Select the registration you want to open. Select the lowest category levels (i.e. boys and girls) but DO NOT open the registration directly to teams. Click Next.

Step 5: Add Fees, Registration Open/Close dates, max participants, etc. and click next.

Next

Next

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Step 6: If you have an error on the following page, make sure there is play type select for each registration then click next.

Step 7: If needed, add family discounts then click next.

Next

Next

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Step 8: If you use the medical release printable, you can use the drop down bar to select that form. If not, then just click next.

Step 9: Select Waivers by dragging them to the Selected Waivers box or Add New Waivers. Click Next.

Next

Custom Form

Next Add New Waiver

Select Waivers

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Step 10: Select coupons by dragging them to the Event Coupons box. Click Next. TIP: You can add these at a later date.

Step 11: Create Confirmation email and Success Page information then click Add/Update then click next.

Select Coupons

Next

Click add/update Click Next

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Step 12: Enter pay by check information or skip if you do not allow checks. Click Next.

Step 13: Game Day Rosters are tied to games scheduled in the system. Only enable this if you are scheduling games for the event and want your teams to print game day roster for each game.

Click Next

Click Next

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Step 14: Review and click Create Registration

You will see a pop up at the top of the page that says Your registration event has been completed successfully.

Step 15: Post the player registration link to your site –Check out instructions on using the website builder on pages 26-28 of this document.

Registration Setup (For any recreational teams NOT using online registration) Please utilize the same event that you used in the fall season. You will add/remove any players necessary. Below are some resources to help with the appropriate processes. You can visit kysoccer.net/resources for more. Any new coaches will need to register for a background check in the system prior to being added to a roster.

Click Create Registration Event

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Administratively add players: https://usys-assets.ae-admin.com/assets/948/15/Adding%20Players%20-%20Administratively.pdf Player Age/ID Verification: https://usys-assets.ae-admin.com/assets/948/15/Age%20ID%20Verification.pdf Adding Coach Registration Link: At minimum, you must post the Coach Registration for all new Spring season coaches who must complete the online registration, background check authorization, and SafeSport training. If you collect your player’s registration through another method other than U.S. Soccer Connect, you must still post at least the Coach Registration. Step 1: Open the existing event for new coaches/admins to register: Click the event level in your left side folder tree, click on the Coach/Volunteer tab in right window pane, and then Edit Event Name & Settings. You can update the title of the event for example, “2019-20 NEW Spring Coaches Only”.

Step 2: You can edit individual categories in the event by clicking on the “Edit Individual Categories” and scrolling down to the pencil next to that age category or you can edit all categories in bulk. To edit in bulk, select the “Edit categories in bulk” button on the Registrants tab. On the bulk edit screen, update the open and close dates, be sure the member type is correct for all categories, update the base fee if applicable for your new Spring players and update any other category settings. Step 3: This step would apply to both the player and coach registration events that were used in the Fall season

Coach/Volunteer Tab

Edit

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Step 4: Adding Coach Registration Link to the website: At minimum, you must post the Coach Registration for all new Spring season coaches who must complete the online registration, background check authorization and Safe Sport Training. If you collect your player’s registration through another method other than U.S. Soccer Connect, you must still post at least the Coach Registration. Check out instructions on using the website builder on page 26-28 of this document.

Registration Setup (For Select Teams) All Select teams will use the existing registration event for the spring season:

Using Your Existing Event Registration

• Returning players from the Fall season DO NOT need to re-register for the spring.

• Players from the existing Fall season can have a fee added to their account to pay for Spring.

• If necessary, all forms can be edited including, registration forms, confirmation emails, waivers, coupons, etc. for any new registrant.

• Fall players not returning for the Spring season can simply be unassigned from the team.

• Returning Fall season coaches from your club DO NOT need to re-register, only NEW Spring season coaches will need to register.

Step 1: Add fees to returning Fall season players (if applicable - if not applicable, move to step 2) - – Stack Sports recommends that the spring registration fee be added to all current teams, and request parent/guardian’s login to make payment or send payment in by a certain ‘drop date’. By using the

Edit Individual Categories Bulk Edit Categories

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manage payment button on your REGISTRANTS tab, you’ll be able to monitor who has NOT made payment for Spring season. This does not necessarily commit them to that actual team for the Spring season, as you as the club have the ultimate final assignment for the spring. Rather, it just gives the parent a limited amount of steps needed to secure their child’s spring registration. CLICK HERE TO VIEW THE GUIDE ON ADDING TEAM FEES.

• You can move players from their team assignment after applying that team fee if desired. It will NOT impact the amount due by moving them off the team once the fee is applied.

Step 2: Make potential adjustments to the registration form - There are a handful of ways to make small editing adjustments to the same form you used for Fall registration. You’ll want to make sure those and any other form adjustments are squared away BEFORE you re-open registration. CLICK HERE TO VIEW HOW YOU CAN UPDATE YOUR REGISTRATION FORM.

• This step would apply to both player and coach registration forms. Step 3: Edit language in your confirmation email, registration success page, and waivers if applicable - There is sometimes language that refers to the fall specifically, and we suggest that you review and make any necessary edits or additions at this point.

• This step would apply to both player and coach registration forms. Step 4: Open the existing event for new players to register – Click the event level in your left side folder tree, click on the REGISTRANTS tab in right window pane, and then Edit Event Name & Settings. You can update the title of the event for example, “2019-20NEW Spring Players Only”.

Registrants

Edit

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***You can edit individual categories in the event by clicking on the “Edit Individual Categories” and scrolling down to the pencil next to that age category or you can edit all categories in bulk. To edit in bulk, select the “Edit categories in bulk” button on the Registrants tab. On the bulk edit screen, update the open and close dates, be sure the member type is correct for all categories, update the base fee if applicable for your new Spring players and update any other category settings. Step 5: This step would apply to both the player and coach registration events that were used in the Fall season

Step 6: Post the registration link to your site – At minimum, you must post the Coach Registration for all new Spring season coaches who must complete the online registration, background check authorization and Safe Sport training. If you collect your player’s registration through another method other than U.S. Soccer Connect, you must still post at least the Coach Registration. Check out instructions on using the website builder on pages 26-28 of this document.

Step 7: Manage current team rosters – If you have a player that was rostered in the Fall, but is not returning for the Spring season, you can unassign the player from the roster. Click on the team in your folder tree, click Assign Participant in the white menu bar at the top, and move the player from Assigned to Available - make sure to click SAVE ASSIGNMENTS to save these changes. The player will no longer be on your roster for the Spring season. Do NOT change their registration status to rejected. Rejected players are only for those players that NEVER played for your club. If a player is transferring to or from another club, please use the transfer process.

o Similar action step for coaches, with the exception of using the Assign Coach button. As well, do NOT reject coaches that are not returning for the spring.

Step 8: Add new Spring players that have registered to existing team rosters – To add a new player to the team roster, click the team in your folder tree, click on the Assign Participant button in the white menu bar at the top, drag the player from Available to Assigned and click SAVE ASSIGNMENTS. Keep in mind, a player must meet all the rules in order to be assigned to an already approved team (age/ID verified, etc.).

Edit Individual Categories Bulk Edit Categories

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o If you need to move a returning player to a different team for the Spring season, click on the players name in the current roster. Then click the ‘Move Assignment’ button located underneath their picture in the profile, click on the team they will be moving to, click a second time on the new team, and go to Assign Participants to save the assignment.

o Similar action steps for coaches to use the Assign Coach button to add new coaches to a roster. It will also be applicable that the coach must have a cleared background check status and their concussion document uploaded to be assigned to the team.

Setup Coach Registration

Create Coaches Pool: STEP 1: Highlight the appropriate Season STEP 2: Name the Registration: Coaches Pool STEP 3: CREATE

Open Registration: STEP 1: Highlight Correct Season STEP 2: Click on Administration > Coach > Open/Create

Step 1

Step 2

Step 3

Registration

Coach

Open/Create

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Step 3: Select the registration form, season, set share registration data to yes, enter contact name and email and select no merchants for instant background check provider, no for use instant background checks, no for all questions regarding fees.

Step 4: Move coach from left available box to right included box and hit next.

Registration form

Season

YES Contact Name and Email

Mark No

Click on Coach to highlight Click

arrow

Event type should move to the included box

Click Next

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Step 5: Highlight coaches pool

Step 6: Enter Registration Open/Close Date, Max Participants, and click next.

Highlight Coaches Pool

Click Next

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Step 7: Click Next

Step 8: Skip Custom Printable by clicking next

Step 9: Select Waivers by dragging them to the Selected Waivers box or Add New Waivers. Click Next.

Select Waivers

Add new waivers Click next

KENTUCKY YOUTH SOCCER ASSOCIATION

SPRING 2020 SEASON INFORMATION – STACK SPORTS

158 Constitution Street, Lexington, KY 40507 | www.kysoccer.net REVISED 11/20/2019 Phone: 859-268-1254 | Fax: 859-269-0545 Page 25 of 27

Step 10: Create Confirmation email and Success Page information then click Add/Update at the bottom of the page then click next.

Step 11: Select Create Registration

Step 12: Post the coach registration link to your site –Check out instructions on using the website builder on pages 26-28 of this document.

Click next

Click next

Click next

KENTUCKY YOUTH SOCCER ASSOCIATION

SPRING 2020 SEASON INFORMATION – STACK SPORTS

158 Constitution Street, Lexington, KY 40507 | www.kysoccer.net REVISED 11/20/2019 Phone: 859-268-1254 | Fax: 859-269-0545 Page 26 of 27

Add OPEN Registration to Website: TIP: Make sure you have ACCESS to edit & publish on website.

Step 1: Click on Website Builder

Step 2: Click Widgets Step 3: Click Registration List Step 4: Drag the correct event(s) from left to right – Note you can edit the title and description of the widget Step 5: Click Add Widget

Step 1: Website Builder

Admin

Users

Access set to Edit & Publish

KENTUCKY YOUTH SOCCER ASSOCIATION

SPRING 2020 SEASON INFORMATION – STACK SPORTS

158 Constitution Street, Lexington, KY 40507 | www.kysoccer.net REVISED 11/20/2019 Phone: 859-268-1254 | Fax: 859-269-0545 Page 27 of 27

Step 6: Click on Pages Step 7: Click on Publish *If you need to edit the widget at anypiont, you can click on the pencil to add/remove/edit. After making any edits, you will need to click publish

Click here for more information on the Website Builder. Edit Registration Event: http://userguide.stacksports.com/home.php?layout=10517509

• *Go back and edit coach/player registration at any time; However, you CANNOT edit payment plans AFTER a registration has been submitted to an event.

Step 2: Widgets

Step 3: Registration list

Step 4

Step 5: Add Widget

Step 6: Pages

Step 7: Publish

To edit – click on pencil.