USA Volleyball Rostering Process

Admins and organizers can export team registrant details from LeagueApps and import this data directly into the USAV rostering process. 

Step 1: Turn on Required Form Fields in LeagueApps

1. Sign in to your LeagueApps Management Console
2. Go to the Settings dropdown and click Member Profile under the Members header
3. Under Basic Field Settings, click the toggle on for the following:
   1. Require Member Address
   2. Require Child Birth Date
   3. Collect parent/ adult mobile number
   4. Require parent/ adult mobile #

Step 2: Export Data from LeagueApps

1. From your LeagueApps management console, tap the Search icon in the top right corner and select Teams or Programs and type in the name in the search box
2. Hover over the People tab and click Players
3. Select any Filters if applicable
4. Click the Export to CSV button
5. In the pop-up, these columns must be selected to be included in the export (as well as any other columns you would like to include):
   • Team
   • Role
   • First Name
   • Last Name
   • Parent 1 Email 
   • Birthdate
   • Gender
   • Parent 1 Mobile Number
   • Address
   • City
   • State
   • Zip
6. Click the Export button in the pop-up

Step 3: Map Data Columns in SportsEngine Template

1. After the LeagueApps file automatically downloads, open the file in your preferred spreadsheet program
2. Click to download and open this Import Template
3. Copy the data from your LeagueApps export file and paste it into the associated column in the import template for these required fields:
   

   LeagueApps export field	Import template column
   Team	Team Name
   Role	Team Role
   First Name	First Name
   Last Name	Last Name
   Parent 1 Email	Email
   Birthdate	Date of Birth
   Gender	Gender
   Parent 1 Mobile Number	Phone
   Address	Address 1
   City	City
   State	State/Province
   Zip	Postal Code
   *manually type (or copy+paste) this information for each row e.g. US	Country

4. If needed, paste any additional information into the applicable columns in the template.
5. When you have finished filling in the template, save the final file in a .csv format.

Step 4: Import LeagueApps data for USAV rostering

1. Sign in to your SportsEngine account and go to SportsEngine HQ
2. Go into your Governing Season
3. In the left-side navigation, click USA Volleyball then Governing Seasons
4. On the Governing Seasons page, click Teams
5. Click on IMPORT TEAMS AND PEOPLE in the top right corner of the page
6. Click Get Started
7. Click the Import Teams option
8. On the Upload a File screen, click ADD FILE to add and upload your completed .csv template file from your computer
9. Click Next to import your information and confirm the column matching. Green indicates that the column is valid, whereas red indicates that the column needs to be edited. Go ahead and make any necessary column corrections.
10. When two green checkmarks show at the top of the page, click Next
11. If there are data errors, you will be directed to the Resolve Errors page to correct the errors. If you do not know what to fill in for missing or incorrect data, do not make it up or leave it blank—just remove the member from the list for the time being. Once you've corrected all errors or removed any members with unresolvable errors, click Next
12. The Review page will show you a summary and allow you to click Import if you have all green checkmarks on the left side.
13. Once your import is complete, you will see a blue checkmark. Click Let's Assign Teams to continue
14. Under the left column, click, drag, and drop the team(s) to the right column to assign the teams to their division(s)
15. After the teams are assigned to their divisions, you can change their rank by clicking on a team and moving it up and down
16. When you've completed your division and rank assignments, click Next
17. A reminder screen will appear to make sure you assigned and ranked your teams. Click Go Back if you need to make any revisions; click Save & Continue if your division assignments and rankings are complete
18. If everything is complete, you will see a blue checkmark and purple checkmark on your screen. Click SUBMIT to send your rosters to USAV for approval
19. Click Close
20. To become an active member, the member must accept the email invite sent to them and sign the USAV waiver.

Step 5: Monitor your teams' roster status

1. In SportsEngine, go to the Teams page in your Governing Season.
2. Once a team roster is created, it’s Roster Status will be noted as either:
   • DONE: approved by NCR-USAV
   • NEEDS ATTENTION: member(s) on the team roster didn't meet the qualifications e.g. they may need to purchase their membership, or have not accepted their club assignment, etc.
3. To review a team that is marked as NEEDS ATTENTION, click on the Team Name on the left side of the page. Then you will see a list of the staff and players on that team.
4. If Incomplete appears under the person’s name, they have an issue that to be addressed before they can be approved to be on the team roster. By clicking on Staff Details or Player Details, you can review details about that person's issue.