Communication Is Crucial: 8 Steps to Improve

Good communication is one of the most important ingredients of running a successful organization and Demosphere has several tools to help you master the gift of gab!

Demosphere’s fully integrated Club and League solution provides many important tools for streamlining communication; from professionally designed websites, robust online registration features, league scheduling tools and our latest addition, the Demosphere Team Communication app.

Check out our 8-Step Guide for improving communication within your organization:

Step 1: Update Your Website’s Homepage

First, create an enticing welcome message front and center on your website encouraging members to join your organization.

register nowShare a list of member benefits, along with important info they will need to join; such as program options, fees and dates.

Demosphere also recommends including a Register Now button that is easily visible on your website to allow members to start the registration process within one click of your home page.

Looking for a customized Register Now image? Demosphere can help!

Step 2: Registration Season Setup

unnamedBe sure to set up a registration outgoing email address within registration settings that is regularly monitored to help parents to stay connected with your organization. Keep in mind, this address can be an alias that forwards to multiple people within your organization. This will ensure your members can quickly reach you with any questions about their registrations, fees, team placement and other instructions.

If you’re setting up a program for youth registrations, you will want the parents to be involved in team communication, so make sure you set “collect parent information” ON within your season settings. By default this setting is ON, but if you were setting up an adult program, or do not want to collect parents’ information, you can always turn it OFF. Just one example of many customizations you can make within the Demosphere solution!

Step 3: Spread the Word!

This is a crucial step to ensure a successful registration season. Be sure to communicate registration instructions via various channels.communication

Notify your members via email and text message. Demosphere’s Club and League solution includes both broadcast email and SMS tools within the Communication Center. You can also opt to use email marketing solutions like Constant Contact or Mailchimp.

Don’t forget to update your facebook, twitter and other social media feeds to ensure your members receive your updates, no matter their channel of choice.

If you are not yet using Demosphere’s integrated broadcast communication tools, now’s your chance to try them out! With robust filtering and custom distribution lists for both email and SMS text messaging, you can easily communicate with specific target audiences.

Step 4: Data Integrity

Protecting-Data-and-Privacy-in-the-CloudWhen communicating registration information with your members, please remind your members to use their existing Demosphere login if they’ve previously signed up! Demosphere has a universal login system that helps users maintain one login for the many organizations who are using the Demosphere platform. When a user doesn’t remember their password, post clear instructions about resetting their password following the “forgot my password” link.

We understand it is not always that simple; that is why we have data merge tools for you to tidy things up later.

Members should first create the unique login details for their own account, using their email address, then they will register their child. Instruct your members to then enter BOTH parents’ email addresses during the registration process, where applicable. This will ensure both members receive important updates from your organization. Step-by-step instructions for navigating the public registration process can be found and shared via this link.

Step 5: Building Balanced Teams

Every communication is very important for the team and its players. Even before registration finishes it is important to keep families informed so that they can be assured as the registration closing date approaches. Once registration comes to a close, you may access Demosphere’s registrationteam roster management area to review registration data, participant and volunteer counts, and build teams and rosters within the system.

Everything you need to build your teams can be found on one screen – toggle between player and volunteer data, edit registration form data, search/sort/filter on all of your registration data to view the data set with which you want to work (including the ability to sort by player rating, zip code, city, school, age group, or any other custom data field you add). From there you may drag and drop players on to teams to build those team rosters, while viewing participant counts to ensure teams are formed evenly.

Step 6: Team Staff Assignment

coach volunteerOnce you have finished building the player rosters for each team, you will also want to ensure Volunteers/Team Staff members are added to each team. As soon as your rosters are complete, you can sync the teams over to the Demosphere Team Communication app (available in iTunes and Google Play) to send email requests to all team members, including parents, to join the team!

All members with Coach, Assistant Coach and Manager roles will receive administrative permission for team communication and calendar management purposes.

Step 7: Send Teams to Demosphere’s Team Communication App

Demosphere TeamEverything looks good, you have followed all the checklist items mentioned above, so go ahead click that button to sync your teams to Demosphere’s Team App at any level (all teams in the season, teams within a single grouping or just an individual team). You’ll first see a summary of how many teams, staff and players will be synced to the app. All team members, parents (if collected), along with team staff and game schedules (if applicable) will be created within the Demosphere Team App.

Is that all? Not quite. Do you want to view the teams you have synced to the Demosphere Team App? After the initial sync, click the Update Team icon again for any team and you’ll see a link to “view the team”. All Club Administrators with registration management permissions will be able to view every team that’s been synced to the team app.

Don’t forget to close the communication loop with your coaches and other team staff to let them know their teams has been pushed to the Demosphere Team App. Your members will have access to several support documents for frequently asked questions, as well as the ability to send you support emails directly from the app.

Step 8: Create and Post Schedule

schedulingIf you plan to use Demosphere’s powerful tools for scheduling league games, it is time to generate and sync your team schedules.

Because Demosphere’s registration, scheduling and team solutions are fully integrated, your organization’s teams, rosters and schedules will be synced across all tools. Best of all, any schedule changes made on the master schedule will automatically update within the Demosphere Team App. Just another way Demosphere helps organizations streamline communication!

 

If you are interested to learn more about how Demosphere can help improve communication within your organization, contact us today!

Custom Team Fees Are Here!

custom team fees

Have you ever wanted to setup custom team fees for different teams within the same age group? Demosphere has listened to your feedback and we know that many competitive youth sports organizations often charge different fees for different teams based on several factors such as coaching expertise, number and cost of team events, region, and other options team managers and/or coaches elect.

As a result, we are excited to announce a new feature: the ability to attach custom team fees to any team in any season!

Demosphere Administrators can now create and bind these custom team fees to the teams directly to ensure the appropriate fees are charged to each player who is accepting a team invitation. You can setup a variety of fees including registration fees, coaching fees, uniform fees, late fees, or any other custom team fee you can dream up!

First, create the custom team fees in the fees and discounts area when managing your season. Next, create your teams for each grouping in your season structure. From there, you can turn ON the team invitation feature and add as many custom team fees as needed to each team. Once you invite the players to the team, those who accept their invitation will be charged all fees associated with the season, as well as any custom team fees that you have added to the team for which they’re registering!

The addition of this feature is just one more example of how Demosphere works to continuously improve our solutions to meet the evolving needs of our users.

We’re proud to deliver this important feature that has been requested by many of our clients – we care about your feedback, and your success! If you have additional feedback and/or feature requests, please pass them along to us at support@demosphere.com.

Have a great season!

Demosphere Propels St. Louis Scott Gallagher into the 2017-18 Season

Camille Cheatwood (Demosphere) and the SLSG Team
Camille Cheatwood (Demosphere) and the SLSG Team

Like many of our customers, St. Louis Scott Gallagher (SLSG) is feeling both a sense of excitement as well as the healthy bit of stress that goes along with preparing for the opening of a new season. The 2017-18 season is upon us and Demosphere is firing on all cylinders to help our clients kick it into high gear!

Senior Account Manager, Camille Cheatwood, recently visited the SLSG team and their amazing facility for a working session to review registration set-up of their club and team invitation programs for both their Missouri and Illinois locations. Managing an organization this large takes a great team, a lot of coordination, and a top-notch system to handle it all – the partnership between SLSG and Demosphere really hits the mark!

The SLSG team previously launched Demosphere’s integrated online registration system for some of their camps and ancillary programs. This recent working session focused on some of the more in-depth components of the system for their larger programs including:

Cheatwood and the SLSG group then discussed solutions for team formation using auto-roster tools via the team invitation process, as well as drag and drop team building with Demosphere’s powerful registration management solution.

Demosphere is really excited about our partnership with St. Louis Scott Gallagher and the opportunity to help them #GetIntegrated to streamline their administrative workflow so they can focus on what they do best: create and grow programs that develop our youth through sport.

Contact us today to find out how we can help your youth sports organization do the same!

Demosphere and Copper Mountain Rec Soccer Expand Partnership

Pictured (left to right): Ted Sonnenburg (CMS), Camille Cheatwood (Demosphere), Racquel Augat (CMS)
Pictured (left to right): Ted Sonnenburg (CMS), Camille Cheatwood (Demosphere), Racquel Augat (CMS)

Demosphere’s Senior Account Manager, Camille Cheatwood, recently made the trip to beautiful Utah to meet with the Copper Mountain Soccer (CMS) team to discuss an expansion of our partnership. Our enhanced solutions will include creation of a new youth soccer website to help in their re-branding efforts to their newly re-envisioned Copper Mountain Rec Soccer name.

While in Utah, Cheatwood met with the CMS team for a working session to review best practices relative to our current partnership which includes online player registration and league scheduling tools. This streamlined solution is vital to the success of their organization, and with the addition of a new and improved website, Demosphere plans to help CMS reach their goal of being a premier, fully integrated, youth soccer club.

Demosphere is proud to support the efforts of Copper Mountain Soccer in achieving their mission to provide a place where all children have an opportunity to learn the sport of soccer and to have fun doing it. Demosphere’s goal is to provide leading-edge, integrated technology solutions to youth sports organizations to allow partners to focus more on what matters most: creating programs that help grow and develop our youth through sport.

If you’re interested to learn more about what Demosphere can do to help your organization #GetIntegrated, contact us today!

Claim Your Free Custom RosterPro® Reports All November Long!

Kick off the holiday season with an early present from Demosphere – the Top 10 Most Requested Custom Reports for your RosterPro® Registration System!

The Demosphere Team has put together the ten most requested custom-built registration reports from 2015, ranging from Deposit By Competition to Volunteer Buy Out to help organizations track registration data like never before during the upcoming season.

Take full advantage of your registrant data with these reports:

1. Deposit By Competition

Sort your organization’s registration deposits by competition (sport) using the Deposit By Competition report! This report includes Competition Name, Item Type, Item Payment Total, and Deposit Date.

2. Registration By Gender

The Registration By Gender report breaks down how many male and female registrants signed up for each program using the Program Name and Participant Gender categories.

registration-by-gender

3. Program Email Addresses

Interested in exporting email addresses from certain programs with the same keyword in the Program Name? Take advantage of the Program Email Addresses report and export the registrant email addresses from Programs containing a specific word. To use this report, filter the Program Name upon your keyword and set the report to show any Registration Date after your timeframe.

4. Custom Form Responses

Using the Custom Form Responses report, administrators are able to browse the answers to all custom data fields from each registrant. Filter on a specific Season’s form responses and the comprehensive report includes Participant Name, Registration Date, Status, Custom Data, and the full list of Form Responses.

custom-form

5. Payments By Team

The Payments By Team report categorizes payments made by individual registrants according to Season and Group Name. The report also includes Household Name, Order Item, and Amount.

6. Fee By Participant

Fees are broken down by Registrant Name and Amount Paid in the Fee By Participant report. Group fees based on Registrant Name, Season Name, Competition, or Group.

7. Form Responses By Household

The Form Responses By Household report allows administrators to browse through Households, filtered by their Seasonal Form Responses. The report includes Household Name, Participant Name, Form Responses, Order Amount Due and Paid.

8. Form Responses By Team

The Form Responses By Team report, filtered upon a particular season, showcases the Registrants Name, Email, Team Name and Form Responses. 

9. Export To Governing Body

Does a Governing Body require specific information from your database each year? Utilize this report to organize the necessary categories.

export-to-gov

10. Volunteer Buy Out

The Volunteer Buy Out report shows a concise list of Opt-Out Volunteer Fees. The quick report displays Household Name, Item Type, and Team Name.

Interested in using these reports for your organization?

Current RosterPro® System users can claim all ten reports at no additional cost throughout the entire month of November! Contact your Account Representative or sales@blog.demosphere.com to claim your custom reports!

New to Demosphere’s registration system? All new members joining the RosterPro® family during the month of November will receive the bonus package of all ten of the most requested custom reports to start off the registration process on the best foot possible!

Schedule a free demo with the Demosphere Team to get more information on the RosterPro® Registration System and download the bonus package of custom-built reports at sales@blog.demosphere.com.