Checklist to establish New OrganizationPrintable

The Pensra system is flexible and powerful.   Consequently, there are a significant number of pointers and settings to establish before use.   Some of these are noted below.

 

Checklist of how to set up a new Client

A "Client"  is typically a club or a league that will be loading matches to Pensra .   Individuals are designated as Client Representatives (called Client).   The Client is responsible for the accuracy of match data, for uploading match data and for paying Pensra fees.

A. Client Table Entry
   a. checked Required and must include Name and Address

   b. checked Optional: Abbreviation, GotSport Number, Website link, Description 

   c. checked Assignor Fee Calculations - Can establish a per match Assignor fee as a function of
       per position, per full crew match, per solo match

   d. checked PayPal Access Key, PayPal Secret Key, single User permitted to make PayPal payments

 

B. Client Quickbooks Entry
   a. checked Required:  Name, Address, email address(s) where invoices will be sent.

C. User(s) (Client Representative(s))

Individuals that will register with Pensra


     a. checked With Role=Client
          Typically Club Officer with title of Scheduler
           Must have at least one
           Sometimes a role shared by the Club appointed Assignor
           Accepts Pensra Client Agreement on behalf of Club

    b. checked With Role=Assignor
        See Assignor checklist below

   c. checked  With Role = Referee
        Get referees to register
        Answer questions, conduct training

     d. Checked With Role=Treasurer

D. Establish PlayingLeagues
   a. checked Setting=PlayingLeagues  -- See PlayingLeague checklist below 
       Many already established - for example NorCal Premier, CCSL Coast
       Create new PlayingLeagues for
                 competitions (typically in-house recreational leagues)
                 tournaments  (can also be listed at Manage-Events to appear in Referee:Tournaments)

 

E.  Positions Table Client
    a. checked For the Users with Role=Client
        Typically characterized as associated with a Client
        Can be characterized as associated with a PlayingLeague (tournament for example)
        Can be subset of any Match characteristics (Level, Gender, Class, Location, PlayingLeague, etc.)

F. Positions Table Assignor
    a. checked For the Users with Role=Assignor
        Typically characterized as associated with a Client
        Can be characterized as associated with a PlayingLeague (tournament for example)
        Can be subset of any Match characteristics (Level, Gender, Class, Location, PlayingLeague, etc.)

 

G. Positions Table Treasurer
    a. checked For the Users with Role=Treasurer
        Typically characterized as associated with a Client
        Can be characterized as associated with a PlayingLeague (tournament for example)
        Can be subset of any Match characteristics (Level, Gender, Class, Location, PlayingLeague, etc.)

 

H.  Establish How Client Will Upload Matches

 a.  checked GotSport

    • checked GotSport Club number in Client table
    • checked GotSport Field number(s) in Fields table
    • checked GotSport access hash key and password hash key in Setting = GotSport_API_{name}
      Necessary if a "new-to- Pensra " GotSport Competition

   b.  checked Spreadsheet/Single Match

    • Point to FAQ "How to Upload Matches"

a. and b. the most common

   c.  SFTimeSlots

    • Setting=SFYSTimeSlots.Club (Map SFTimeSlots Club to Pensra Client)

   d.  RedwoodSoccer

    • Setting=RedwoodSoccer.Club (Map RedwoodSoccer Club to Pensra Client)

   e.  Demosphere

    • Currently not in use (May, 2019)

   f.  LeagueApps

    • Setting=LeagueApps.Fields (Map LeagueApp Fields to Pensra Field Keys

   g.  League Line Up

    • Currently not in use (May, 2019) 

     h.  Byga

    • Client Byga Number
    • Contact for details.  Not operational (May 2023)

I. Establish Options   
   a. checked Methods 
       via Administrator:Options-Methods

    • Which matches will have 1 referee
    • Which Matches will have 3 referees
    • Which positions are SelfAssign/Manual
    • Can be subset of any Match characteristics (Level, Gender, Class, Location, PlayingLeague, etc.

   b. Fees (Amount paid to Referees)
       checked Fees
         via Administrator:Options-Fees

    • Can be subset of any Match characteristics (Client,Level, Gender, Class, Location, PlayingLeague, etc.
    • Can NOT be by match length or number of players

    c. Durations
         checked Durations
         via  Administrator:Options-Durations

    • Already established for most PlayingLeagues
    • Includes PreMatch, Match, Half, PostMatch, Extra (example KFTM)
    • Can be subset of any Match characteristics (Client, Level, Gender, Class, Location, PlayingLeague, etc.
    • Can NOT be by match length or number of players

   d. SelfAssign Patterns
        checked Self Assign Patterns/Rules
         via Administrator:Options-Patterns
        or via Assignor:Options-Patterns

    • Already established defaults
    • Custom requires discussion to define objectives of the Assignor/Client
    • Request Pattern identifies who is the Assignor for Matches

J. Establish How Referees will be paid   

  1.  checked If PayPal Payouts
    1. Establish PayPal Business Account
    2. Obtain PPHash and PPSecret - This can take several days
    3. Fund PayPal Business Account -  Do so early and with sufficient dollars to avoid PayPal fraud detection problems
    4. Run a test
  2. checked If PayPal Mass Pay
    1. Run a test

K. Establish Pitches   

  1.  checked Create Area(s) if needed
    Via Options:Settings=Area
  2. checked  Create Locations
    Via Administrator:Manage-Locations
    1. Need Address, special instructions, parking times

  3. checked Create Fields
    Via Administrator:Manage-Fields
    1. Need GotSport equivalent Field Numbers via Administrator:GotSport-Venues/Pitches
    2. Need Parent <-> Child relationships between fields and subfields
  4. checked Creeate Referee:Availability as needed

Checklist of how to set up a new Assignor

  • Users Table Entry
    Required
    checked Assignor Fill in Name/Title/Geographic Area This will appear at Referee:Assignors
    checked USSF . This permits access to Users information via Assignor:Manage-Users if the Referee has a USSF License
    checked AYSO and expiration date. This permits access to Users information via Assignor:Manage-Users if the Referee has a AYSO License
    checked USSF Assignor License existence and expiration data - via Manage-Users
  • Positions Table Assignor
    Specifies which Matches associated with a Client and/or PlayingLeague and/or Locations and/or Gender and/or Age that the individual will be able to manipulate at Assignor:Assignment
  • Options:Patterns-Request
    Indicates that Manual Requests for Matches will be sent to which Users. Need to know the dusKey for the Assignor

 

Checklist of how to set up a new PlayingLeague

  • Options-Settings
    checked Setting=PlayingLeague add new entry.
    checked Setting=Brackets see if the existing Brackets will serve the new PlayingLeague. add new Brackets as needed - sparingly!
    checked Setting=MatchResults to control whether scores are available via Information:MatchResults
    checked Setting=AssignmentLockdown to control how long after a match start a referee can be assigned to a match.  Default is +12 hours

    During the same internet session, the refresh at Administrator:Options-Settings must be clicked to update the Settings loaded into virtual memory at the start of a session.
  • Training Table (Referee:Continuing Ed)
    checked A Continuing Ed module might need to be established for the PlayingLeague.
  • Options:Patterns-Continuing Ed
    checked Self Assign rules, such as Continuing Ed might need to be established for the PlayingLeague.
  • Options:Patterns-Request
    checked Indicates that Manual Requests for Matches will be sent to which Users. Need to know the dusKey for the Assignor. If the Assignor is tied to the new PlayingLeague via a Request based on Client, no additional entry is required. If the Assignor is tied to the new PlayingLeague via the PlayingLeague, then an additional Request entry is required.
  • Options:Patterns-Released
    checked Self Assign rules, such as Released and Available might need to be established for the PlayingLeague.
  • Options:Durations
    checked The Durations for the new PlayingLeague will likely need to be established. Durations are typically based on PlayingLeague and Level, but can also be based on Location, Gender, Client, etc.
  • Options:Methods
    checked The Methods for the new PlayingLeague will likely need to be established. Methods are typically based on PlayingLeague, Client and Level, but can also be based on Location, Gender, etc.
  • Options:Ranks
    checked The Ranks for the new PlayingLeague might need to be established. Ranks are typically based on PlayingLeague and Level, but can also be based on Location, Gender, Client, etc.
  • Options:Fees
    checked The Fees for the new PlayingLeague might need to be established. Ranks are typically based on Client and Level, but can also be based on Location, Gender, PlayingLeague, etc.
  • GotSport
    checked If the matches are coming from GotSport: Sources table entry required.   Pensra Assignor credentials obtained from Tournament or League director.  Setting=GotSport_API_{Client}Bracket established. Setting=GotSport.GroupToBracket updated.   GotSoccer Field Numbers added to Fields table.
  • PlayingLeague Rules
    checked A Topic with Tag=Rules.{PlayingLeague} needs to be created
  • Positions Table
    checked A User needs to designated as the Client, Assignor and Treasurer

   b. PlayingLeague Rules
       Review existing rule summary
       Establish rule summary
       Summary for use by Referees

 

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List of  Features to Introduce to New Users.   

  • Visitor
    • Areas, Locations, Fields
      • Mapping
      • Directions
    • Evaluations
    • Match Results
    • Help Options
      • FAQ
      • Page Help
      • Help Bubbles
      • Glossary
  • User
    • Criteria
      • Create customizable result lists with checked columns
      • Elevator buttons
      • Expand / shrink columns
      • Number of personal criteria
      • Customize and save personal criteria
      • Fragment search 
      • Comparative search
    • Calendar unavailable
    • W9 upload
    • ICS calendar
    • Messaging selections
      • Subscriptions
      • To Cell phone
    • Profile Update
    • Segments 
      • FAQ are segment dependent
    • Page help
    • Language translate
    • Site Search
    • Site Mail
      • Auto delete after set times
      • Create folders
    • Agreements
      • Each segment, expiration
    • Alerts
      • Match field use overlap
      • Self Assign rule conflicts
        • Referee schedule overlap
        • Referee license incorrect
      • Possible bad data
        • Duplicate source key
        • Time after 11 PM and before 7 AM
        • Assignment Method
        • Accounting entry at null
        • Duplicate USSF ID number
        • Discrepency between Pensra and GotSport
  • Referee
    • Inquiry Criteria
    • Customize Schedule bar
    • Respond to Evaluations
    • Team past sportsmanship
    • Establish availability (areas to work)
    • Similar matches
    • Mandatory and Conditional Self Assign rules
    • Manual request via icon, via Referee:Inquiry-SelfAssign
    • Match report via link, via Referee:Match Report
  • Assignor
    • Create Assignor Notes
    • Assignor Directory
    • Match Audit
    • Broadcast
    • Review Match Reports
    • USSF license status
    • Tools Missing Reports
  • Client
    • Match creation
      • via add
      • via copy
      • via csv upload
      • via GotSport
      • via LeagueApps
      • via LeagueLineUp
  • Treasurer
    • Process payroll
    • API with PayPal Payouts