Manager and Coach FAQ

Startup

Forms

US Club Medical Release Form

FYSA Medical Release Form

SCUSC Injury Report Form - Player injuries must be reported to the Club. Complete the form electronically and submit it to admin@spacecoastsoccer.org or give handwritten reports to Directors. The fillable PDF can be typed in and saved.

US Club Incident Report (ECNL, RL, FCL Teams) - used to report any competition incidents which must be presented to the Discipline Committee, pursuant to the US Club Soccer Disciplinary Policies.

FYSA Notice of Possible Head Injury/Concussion (GCF Teams) - To be filled and presented to the Club at the time of the incident or shortly thereafter.

Uniform Ordering

Download the Uniform spreadsheet template, instructions included.

Uniform Order Template

Puma Sizing Guide link - download or send out the link to parents

The Process

  1. Help players pick jersey numbers by tracking those available. Returning players have the option of keeping their number or choosing a new one. New players choose from those left.
  2. Fill out the uniform spreadsheet, instructions are on the sheet.
  3. Make sure to double-check jersey number, email address, and whether or not the player is a goalkeeper (only those designated as keepers will be shown the keeper gear)
  4. Change the name of the spreadsheet to your team (ex. "FCL Girls U12")
  5. Email the spreadsheet to Jason at jason.halsey@spacecoastsoccer.org.
  6. Jason will load the spreadsheet into the soccer.com website.

24-48 hours later, an email will be sent to the email address provided for each player. In the email, there will be a link that will take them to their page.

The required items will be listed at the top of the webpage, with optional items listed below.

  1. Space Coast United fan gear can also be ordered at the bottom of the page or by using this link: https://www.soccer.com/club/5473020?addGear=true
Teamsnap

You are added with manager privileges to the TeamSnap team. 

You are able to add new players.

Photos are not required.

Please enter the game schedule, with field locations. Many fields will already be in the location list.

Chat is to be used for positive team communication only. 

Budget

Directors are now guiding the budget process. You will receive a sample budget from them.

Budgets are divided by the amount of players and payments are collected throughout the Fall.

TGS vs GotSport vs TeamSnap

TGS

  • Total Global Sports (TGS) is used for Player Registration for the season. Parents register and pay through their Parent accounts.
  • Parents can see their payment plans and upcoming payment dates. They can upload documents (birth certificate, form) but not player photos.
  • Players have player accounts under the emails entered during registration (or Tryouts registration). They can add information for recruitment along with a player photo.
  • Managers use TGS for Rosters, Schedules and Match Reports but do not have access to player cards.

GotSport

  • GotSport is used by US Club and FYSA for team rosters and cards/passes.
  • FCL and GCF teams will use GotSport for game day requirements.
  • All teams will use GotSport to register for tournaments.
  • Player information is exported from TGS to create the teams in GotSport.
  • Managers and Coaches are added to the teams and have access through the Team Management tab. They login to their own GotSport account.

TeamSnap

  • TeamSnap is a club-wide communications tool. Each team has its own account which the club can access to send messages.
  • The Roster is added as well as the season schedule. Teamsnap should be used for all game and practice communication.

Soccer.com

  • Soccer.com is where parents order uniforms.
  • Parents are sent a link directly specific to the player and their jersey number.
  • Any questions about uniforms should go to jason.halsey@spacecoastsoccer.org
Team Manager Meeting Presentations

Cheryl's Team Manager Meeting presentation

Cheryl's Team Manager Meeting Zoom recording: Passcode: 6*t$y7%q

Carol-Ann's ECNL, RL, FCL Meeting presentation

Team Binder Contents

Required

  • Laminated player passes on a ring
  • Match Report
  • Up-to-date Roster
  • Medical Release Form for each player
  • Report Forms
    • Incident Report (if a US Club team, for League incidents, not for tournaments)
    • SCU Injury Report
    • Notification of Possible Head Injury Form (GCF Teams)

Suggested

  • Field Maps
  • Game Schedule

Clearances

Clearance for a Coach of an ECNL, RL or FCL Team

1 - All clearance requirements are done in GotSport - start at system.gotsport.com

2 - Login with your coach or manager login email and password.

3 - Go to the Dashboard. (If you have a child in Rec you may first be brought to the family account. Click on the person icon in the top right toolbar to get to your profile.)

4 - Do the clearance from within the Space Coast United box under the US Club heading. (if you only see a USYS heading contact Cheryl)

5 - DO NOT pay for the background check. You should get to a voucher code box. Enter SPACE for payment.

Links to instructions:

ECNL, RL, & FCL Teams - US Club Background Check - https://gotsport.zendesk.com/hc/en-us/articles/1500012553622-Submit-Background-Screening-US-Club

ECNL, RL, & FCL Teams - Disqualification Review - https://gotsport.zendesk.com/hc/en-us/articles/1500012554462-Submit-Disqualification-Suspension-Review-Acknowledgement-US-Club

ECNL, RL, & FCL Teams - SafeSport -https://gotsport.zendesk.com/hc/en-us/articles/1500012653501-Submit-Safe-Sport-US-Club

If you did the full SafeSport course you will only need the Refresher. Click Check Records or enter your last certificate number and click Check Records to link your previous course. This does not link immediately. DO NOT upload your certificate yet. If the past course does not link in a few days, you can upload the certificate and it will be reviewed.

Clearance for a Coach or Manager of a GCF Team

You will need to complete the USYS (for FYSA) clearance requirements. Once complete you will have a pass and appear on the roster.

  • Background check
  • HeadsUp Concussion Course
  • SafeSport Course

The process is the same as in these Rec instructions: https://www.spacecoastsoccer.org/wp-content/uploads/sites/700/2021/08/scu-coach-FYSA-REC-clearance.pdf

Background check (5 mins): https://gotsport.zendesk.com/hc/en-us/articles/360049592294-Submitting-Background-Check

HeadsUp Course (30 mins): https://gotsport.zendesk.com/hc/en-us/articles/360052923734-Submitting-Heads-Up

SafeSport (90 mins first time, can start and stop): https://gotsport.zendesk.com/hc/en-us/articles/360050389574-Submitting-Safe-Sport

If you did SafeSport previously, enter the certificate number and click Check Records. The results are not always immediate. DO NOT upload the certificate unless there are no results after a few days.

Parks & Rec Fingerprinting Requirement

Brevard Parks & Rec Dept requires a fingerprinted background check for all coaches and for volunteers serving over 20 hours. Fingerprinting is good for 5 years.

You will a Code from us to register for fingerprinting.

Go to the AUE Staffing webpage to set up your appointment. Periodic on-site fingerprinting will be scheduled and announced.

AUE Staffing Fingerprinting Schedule Page
Click on Fingerprinting. Choose Recreation Partners (Sports Leagues / Programs)

AUE Staffing
1600 Sarno Rd #109, Melbourne, FL 32935
321-622-8306

Game Day Procedures

Match Reports - ECNL & RL in TGS

Login

  1. Start at admin.totalglobalsports.com
  2. Login and select the TotalTeam (Admin) role.
  3. Select your Team.

1. Quick Dashboard Access

  • On your Dashboard, the next 5 games are listed. You can set the Match Report right from here.
  • Under Players Rostered, click the 0.

or Events Access

If you do not see the game on the dashboard:

    1. On the left select Events.
    2. Select the Event, ex. ECNL Boys Florida Conference.
    3. Select Roster.
    4. Find the game and click Select.

2. Setting Your Players

  • In the My Player Pool, check the players who will be at the game. 
  • Anyone who ends up not playing that game can be crossed off the printed report.
  • If needed, enter the jersey number. (These should be entered in the Player Profile so that you don't need to do this for each game.)

3. Setting "Guest" Players (players on another SCU team)

  • Select the Club Player Pool tab.
  • Find and check the players.

4. Setting Coach and Manager

  • Select the My Staff Roster tab.
  • Click the pencil under Change.
  • Select the Coach.
  • Repeat for the Manager.

5. Printing 

  • Return to the Dashboard and click Print.
Game Day Procedures - ECNL & RL

When you are the Home Team

  1. Present the Match Report to the Referee along with player and coach cards. Please be sure the report is for the correct game number, game date, and opponent.
  2. After the game, the referee will fill the Match Report. You (or the Coach) will verify it and sign as well as your opponent. Please review the report for the correct score. You keep the report.
  3. Within 24 hours, take a phone scan or photo and send it to Carol-Ann Roman along with the half-time and final score. Be sure your phone is not set to "Live" photos as this creates a file format (HEIC) which is not accepted by TGS. Reports should be JPG or PDF.

When you are the Away Team

  1. Bring a Match Report as a backup in case your opponent does not have one.
  2. After the game, approach the head referee and take a phone scan or photo of the completed Match Report in case there is any discrepancy in game reporting.

Adding or Removing Players on Printed Report

  • A maximum of 18  players can be listed for a match.
  • If a player does not appear on the Match Report you can hand write them on as long as you have their player card.
  • Any player who appears on the Match Report who is NOT playing should be crossed off.

If your team receives any Yellow or Red Cards

  1. The cards will be noted on the Match Report.
  2. Whether the Home or Away Team, notify Carol-Ann of any Red Cards.

IMPORTANT NOTES:

Upon completion of a game, please be sure to take a few seconds and review the match report for the following before initialing the report.

  • Verify the score is correctly written in the spot on the correct side for the teams.
  • Verify the score number is correct for both sides.
  • Verify the score is written clearly.  If not, ask the referees to write the number out.  Example:  2 two
  • Please include support for any incidents or red cards during the game.
Match Reports - FCL in GotSport
  1. Login to your GotSport account at system.gotsport.com.
  2. Click on Team Management.
  3. From the list on the left click Matches.
  4. Find the match in the list. Click the 3 dots to the right and choose Print Match Card.
  5. Select Standard for Game Sheet Type. The report will download to a PDF.

See Game Day procedures document in FCL Game Day Procedures below.

Game Day Procedures - FCL
Match Cards - GCF
  1. Login to your GotSport account at system.gotsport.com.
  2. Click on Team Management.
  3. From the list on the left click Matches.
  4. Find the match in the list. Click the 3 dots to the right and choose Print Match Card.
  5. Select Standard for Game Sheet Type. The report will download to a PDF.

You are allowed to write players onto the report as long as you have their pass.

Game Day Procedures - GCF
Rescheduling Games

You must contact the club's League Coordinator. Do not contact the other coach directly.

The Coordinator will contact the Scheduler who will handle scheduling the field and referees.

ECNL, RL and FCL:
Your Director and Carol-Ann Roman
carolann.roman@spacecoastsoccer.org
321-544-1591

GCF:
Your Director and Mike McGonagle
mike.mcgonagle@spacecoastsoccer.org
321-693-6049

Injuries and Insurance

What do I do when a player is injured?

A player or coach injury requires notification to the Club. A possible concussion requires an FYSA form.

Contact your Director immediately following the game and give him a description of the injury.

SCU Injury Report Form. Complete the form electronically and submit it to admin@spacecoastsoccer.org or give handwritten reports to Directors. The fillable PDF can be typed in and saved.

FYSA Notice of Possible Head Injury/Concussion. To be filled and presented to the Club at the time of the incident or shortly thereafter.

Forms and links to file an insurance claim are found on our Forms Page.

Where is information on coach and player Supplemental Insurance?

All registered coaches and players are covered by supplemental medical insurance provided by the organization under which they play. For Comp, it is through FYSA or US Club. For Rec in BYSL it is FYSA, Rec in-house is through USSSA.

If you or your player is injured during a game or at practice, you can file a claim to help cover the costs of medical treatment.

FYSA - GCF and BYSL Teams

FYSA Insurance Page

Who is covered? What is covered?

FYSA New Online Claim Form

 

US Club - ECNL, ECNLRL and FCL Teams

US Club Insurance Claim page with Claim Form and instructions.

US Club Insurance Claim Verification Form (#R011, fillable PDF).

The team coach or manager will submit this form for processing when a parent submits an insurance claim for one of your players. This information provides verification of the player's injury prior to submitting the claim to the insurance company for review.

 

USSSA - In-House Rec Teams

USSSA Insurance - Contact admin@spacecoastsoccer.org

TGS

Where do I login?

admin.totalglobalsports.com

https://admin.totalglobalsports.com/public/registration.aspx

How do I access/download/print my roster?
  1. Login to your TGS account from admin.totalglobalsports.com
  2. Choose the TotalTeam (Coach) or TotalTeam (Admin) role.
  3. Click the team.
  4. On the left, click Player Pool to see your rostered players.
  5. From the More menu at the top right, choose US Club Roster to download the official roster.
How do I print a player card?

You don't. This is not a feature allowed to teams. The card must come from the Registrar. You will be sent a PDF to save and print.

How do I view my schedule?

The team dashboard displays the next 5 upcoming games.

To view the full schedule

  • In the left menu bar, click Schedules.
  • TGS System Games is selected by default. All upcoming games are displayed. 
  • To view games already played, click Past Games.
Where do I find help with TGS?

Email questions for support to help@totalglobalsports.com.

Find the Support pages at https://totalglobalsports.zendesk.com/hc/en-us

GotSport

Where do I login?

system.gotsport.com

https://system.gotsport.com/

How do I add Jersey numbers?

Adding jersey numbers as a Coach or Manager

You will need to add the jersey numbers in two places, the passcards and rosters event and the league event.

Example, Florida Club League passcards and rosters and DEV League Boys.

How do Idownload/print my roster and passes?
  1. Login to your account at system.gotsport.com.
  2. From the top menu bar click Team Management.
  3. Click the team and go to the Rosters tab.
  4. Choose the Event and click Search.
  5. Go to the Documents & ID tab.
  6. Click Roster PDF and/or ID Cards.
GotSport help page is here:  
https://gotsport.zendesk.com/hc/en-us/articles/360053390353-Printing-Roster-as-a-Coach-Manager
How do I view my schedule?

TBD

Where do I find help with GotSport?

Support Hours: Monday through Friday 9 AM to 5 PM

Phone: 904-746-4446 

Email: clubs@gotsport.com

Support topic pages at: https://gotsoccer.zendesk.com/hc/en-us

Online Chat: Click the Support bubble in the bottom.

Tournaments

Disney Tournaments

Disney Tournaments and Showcases are still being administered through GotSoccer. Online Check-In is mandatory.

Tournament Website - there is a different site from the registration one and has the Waiver links.

Roster in GotSoccer - Disney wants the player list in GotSoccer to match your official roster. We are trying to keep them in sync but contact Cheryl if you are missing a player. Do not add players yourself.

Coaches in GotSoccer - We cannot add the coach to the "roster" in GotSoccer but they can be added to the tournament Application.

Official Roster - your association roster is still your official roster (from GotSport or TGS). That PDF is what will be uploaded. Be sure the coaches are listed.

Disney Waivers - the waiver has grown to 5 pages! You need a waiver for every player as well as the coaches and manager. There is a minor waiver and an adult waiver. You will be given entry passes for as many waivers as you submit, usually with a limit of 3 for staff. You want to make sure you submit a waiver for yourself so you receive an entry pass.

Player Waiver suggestion

The middle pages are the same for everyone, you really only need to collect the first and last page.

  1. Send a PDF of the waiver to parents.
  2. Have them print the first and last pages, fill and sign, and return a hard copy to you at a practice or a game.
  3. When you have a complete set, put them in alphabetical order.
  4. Scan them with a scanner or phone app into a PDF, scan the same 3 middle pages for each player to make each waiver complete.
  5. Save as one PDF file.

This avoids a mix of PDFs and JPGs from parents submitting them to you by email. However, if that is a more viable option for you, go ahead and request the waivers be returned by email. You could also print pages 1 and 5 and have them for parents to fill at practice.

Disney Entry Tickets - Disney is using a GotSport ticket system. This allows you to distribute tickets to player GotSport accounts. The problem with this is that the GotSport accounts are transparent to the parents as they do not use the login. You will be contacted about distributing the tickets. The easiest option is:

  • you accept all the tickets for yourself, print them and distribute them to the players/parents. Your name will appear on the ticket.
  • To keep track of the tickets, write the player's name on the ticket and take a picture or make note of the ticket number and player. Then if anyone misplaces theirs you have a record of which ticket went to that player.

Parking - there is no charge for general parking at WWS, there is a drop-off zone closer to the complex.

IMPORTANT: Parent/Family Tickets - I don't know the current situation but last month's Disney tournaments required all Wide World of Sports tickets to be purchased online, there was no box office. Please let parents know this and have them purchase their tickets ahead of time. Tickets can be purchased on their phones if they arrive and need one but the system can be glitchy.

Troubleshooting -

  • if you have any problems with the waiver upload, let me know. I have Acrobat Pro and can rearrange pages or split a document whose file size is too large.
  • if your roster changes after the initial upload, you'll contact the tournament and upload a new file (the registrars can help).

Frequent Questions

What are the Coach Travel finance guidelines?

The Club guidelines are below. You can work out reasonable arrangements with the Team Manager as well.

You can make your own hotel reservations and be reimbursed by the Team Manager, or have them make the arrangements and cover it with the team credit card.

Coach Travel Expense Guidelines

How do I add a player who is not already registered to the club?

Players can be invited to practice for evaluation but cannot join a team until they have registered.

After the player is complete, a new pass and roster will be sent to you.

Jr Division
Dean will start the process and copy you on the request. 

Sr Division
Coordinate with Scotty and gather the contact information for the player, then send it to the Registrar.

  • Tam Name
  • Player Name
  • Parent Name
  • Parent email
  • Player status - current Rec player, registered to another club, coming from another state, etc.
  • When the player is starting
How do I add a player to my roster who is already on another SCU team.

For ECNL or ECNLR, you will add the player to your Match Report in TGS. See Game day procedures.

For FCL and GCF, player additions should be made by Wednesday before a Saturday game day.

Players being added from FYSA to a US Club team will need at least 3 days to process.

Jr Division
Dean will place the request and coordinate with the Registrar. 

Sr Division
Coordinate with your coach and contact the Registrar with the request.

How do I schedule a field?

Contact our Field Scheduler, Matt Shannon, with any requests.

matt.shannon@spacecoastsoccer.org
321-960-7984

To check field availability, the Master Practice Schedule and Master Game Schedule can be viewed from our website Schedules menu.

 

Who do I contact to reschedule a game?

You must contact the club's League Coordinator. Do not contact the other coach directly.

The Coordinator will contact the Scheduler who will handle scheduling the field and referees.

ECNL, RL and FCL:
Your Director and Carol-Ann Roman
carolann.roman@spacecoastsoccer.org
321-544-1591

GCF:
Your Director and Mike McGonagle
mike.mcgonagle@spacecoastsoccer.org
321-693-6049

Coaches

What are the financial guidelines for Coach Travel?

The Club guidelines are below. You can work out reasonable arrangements with the Team Manager as well.

You can make your own hotel reservations and be reimbursed by the Team Manager, or have them make the arrangements and cover it with the team credit card.

Coach Travel Expense Guidelines

What are the Golf Cart Rules?

Golf Cart Rules. 

  • NO driving on the turf.
  • The Club Golf Cart is for approved use only. 
  • Please contact a Director for approved use.
How do I update my coaching license in GotSport?

Email a copy of your certificate to Andrew Simpson at FYSA.

Andrew Simpson
Coaching Licenses
Asimpson3@fysa.com
863-268-8220 EXT 308