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League Administration Software Help File

Managing Team Staff

The staff entry permits you to create managers, coaches, team mothers, board of directors, sponsors, etc. – as well as update or remove members from these positions.

Note, however, that anyone you wish to assign to a particular position must be included as a member in the member data table. If the staff member is a parent with a player in the league, they will already be in the data table. If not, you can add them as a member by choosing [Members] from the [Personnel] menu.

There are two ways to enter a staff member onto a specific team. The easiest is to locate the team name in the League Explorer Window (the large window in the middle of the screen). Click on the team name with your right mouse button and select Edit Staff.

Another way to access the Edit Staff function is to choose [Staff] from the [Personnel] menu. You will see a dialogue named Edit Staff List. Identify the division and team that the staff member is assigned to (or will be assigned to) and click the [Edit Staff] button. If the division or team names have not been created yet, clicking [Edit Staff] will cause a message to appear that the division or team was not found. That happens because the names are not defined yet. The program asks if you want to add (create) the division or team. If you answer yes, continue to the staff edit function.

In either case, you will see a screen similar to this one:

If staff members are already defined, they will appear in the displayed list. To change a staff member, highlight the name you want to change and press Enter, or click [Edit]. To add a new person to the staff list, press the [Add] button. A staff member dialog box will appear:

Edit Staff Member Details

The first field is a sequence number, which controls the order of the listing of staff on the various reports. Use non-consecutive numbers like 10, 20, 30, etc. in case you want to insert a staff member between existing members. You may also change the staff order on the staff list itself by highlighting the person you want to move and using the Ctrl- ­ and Ctrl- ¯ keys. There are also buttons in the upper right corner of the screen that will allow you to change the order of the staff members. These buttons are marked ­ and ¯.

Position allows you to enter the job title such as manager, coach, team mother, sponsor, etc. If your league uses ID numbers, you can enter that information in the ID Number field. Next, use the space bar to specify to use either the mother or the father's name from the member file.

Now, if you enter Member Number, this will be used to locate the member record. If you leave member number blank, you can enter the member's last name in the Last Name field. You only need to enter enough characters to make the name unique. The search will stop on the first match of the name. To ensure a match, enter their last name, followed by a space, followed by their first name.

If you’re entering a staff member into the staff member details box (above) and need to lookup the member, you may enter a ? and a full list of members will be displayed. To find a Smith, enter "Sm?". The member list will start with the letters "SM". Use the cursor keys to choose the entry you want.

You may select either the mother or father from the member list; you can include a member as often as necessary for each position they hold.

Click [OK] to add a name to the staff list. Click [Done] to save your changes. Click [Cancel] to abort without saving.

In the future, you can use the League Explorer Window to more easily change the staff details for a single member. Select a team in the left pane and then click on the name of the staff member on the right. You can use the “Modify Staff” button to bring up the “edit staff member details” box. Similarly, for each division you create, there will be an entry in the left pane labeled “All Division Staff.” Click on this entry to see staff for the selected division at a glance.

Important Note!

To permit printing of a list of the main personnel running the league, you should create a dummy division called BOARD as the last entry in your division list. Leave the age limits set to zero. Assign members to positions on a team called DIRECTORS. Then you can create a staff assignment list of all the members of the board for distribution.

Sponsors may be added in a similar way. Create a team under division BOARD. Use the team name of SPONSORS. This will permit you to track sponsors, get phone lists for all sponsors, get financial information on those sponsors who still have outstanding amounts on their pledges, etc. Sponsors can also be assigned directly to their respective teams so they show up on rosters and other important lists generated for each team.