GETTING STARTED (ASSOCIATIONS)

TABLE OF CONTENTS

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STEP 1: GAINING ACCESS

All associations are required to complete the Spordle ID User Form to request access to the system. Once the form is submitted, Baseball Alberta will provide access to Spordle ID at no cost to each Association account. Associations with access can grant different users specific levels of access and add / remove users. 

If your Association already has access to the system, you do not need to fill out this form. Please consult with Association staff/board to confirm access.

STEP 2: ASSIGNING A MAIN CONTACT & REGISTERING YOUR ASSOCIATION

Required by All Associations

ASSOCIATION MEMBERSHIP REGISTRATION

To be in good standing with Baseball Alberta, complete the following steps:

1. General Information Completion

1. Go to the Organization tab on your Spordle iD Association profile. Select Manage > Organization

2. Fill out all required fields in the Base information tab, including:

   • Association Full Name

   • Abbreviation

   • Usual Name

   • Main Email Contact

   • Main Phone Number

   • Primary Mailing Address

   • Website

3. Update your Association logo regularly.

Detailed instructions available here

2. Staff and Board Member Update/Add

1. Add all mandatory staff and board members under the Staff tab. Mandatory roles include:

   • President

   • Registrar

   • Umpire Coordinator

   • Girls/Women’s Baseball Director

   • IT (Spordle Contact)

Things to Note:

1. • Staff must be added in the system as members before they can be added. (See registration info here)

   • Associations with additional roles (e.g., REP Directors, Secretary, Treasurer, etc.) must fill out all their staff and board positions as well.

   • This information should be updated regularly to ensure the Baseball Alberta office has accurate contact lists and staff information.

   • Multiple roles can be assigned to one staff member. 

     • Ex. If you have limited or one volunteer for your association, you will have to add multiple mandatory roles onto one person. 

   • Ensure phone numbers are added for all staff members.

Detailed instructions on applying staff here

3. Association Agreement + Questionnaire

• Complete the 2026 Association Membership Agreement + Questionnaire here

• Have one person with signing authority complete the form using their personal Spordle account. Ensure only one submission per Association.

• Consult with your board before signing the waiver.

Link to Association Agreement + Questionnaire

4. Outstanding Invoices

• Ensure all outstanding invoices or deficiency fines are settled promptly to avoid delays and ensure your Association remains eligible for approval.

• Contact finance@baseballalberta.com for more info.

5. Final Submission for Approval

• Once all above information is complete, submit your Association for approval (You will see a green button 'Submit for Approval' on your Organization Profile)

• We will review the submission, and if everything is correct, your status will change from pending to approved.

Instructions for submitting here

DEADLINE: MARCH 1ST FOR ALL ASSOCIATIONS

Late registration may be subject to applicable fines.

STEP 3: REGISTERING YOUR MEMBERS IN SPORDLE ID

Required by All Associations

All players, coaches, volunteers, and board members participating within your Association must be added into Spordle iD.

WHAT YOU NEED TO KNOW

• All Baseball Alberta participants must be added into Spordle iD and confirmed under the 'Members' tab

• Players, Coaches and Managers must be added to a roster

• Opening an online registration store is the recommended way to collect registrations

BASIC PROCESS

1. Open your online registration store in Spordle iD

2. Have players, coaches, and volunteers register through the store

3. Review and confirm members

4. Add players to the correct team roster

OTHER REGISTRATION OPTIONS

If your Association does not use the Spordle iD online registration store, participants must still be added into the system by:

• importing members

• manually adding members

If you use a third-party registration platform, you must still collect all required Baseball Alberta registration fields and then import or manually enter those participants into Spordle iD.

DEADLINE, REQUIREMENTS AND PURPOSE OF REGISTRATION

Deadline

All Associations must ensure member registrations are fully completed and finalized by July 1st.

This is the final registration deadline for the season. By this date, your Association’s registration records should reflect your final active membership for reporting and invoicing purposes.

Participation Requirement

Any player, coach, or OFM participating in baseball activities must be properly set up in the system before participating.

This is required to ensure they are recognized under Baseball Alberta and properly covered under insurance.

Tryout Exception

The only exception is for players attending a properly registered tryout.

If an Association has created a valid tryout registration, players may participate in tryout activities through that registration. Once a player is selected to a team and begins regular team activities, they must then be fully completed through the standard registration process.

STEP 4: ADDING & ENTERING TEAMS

Required by All Associations

• You will notice a green check mark under the team if it is approved, and if it is pending, Baseball Alberta is still reviewing the entry—please ensure all team contacts, a Head Coach, and an OFM are added.

STEP 5: MANAGING ROSTERS

Required by All Associations

ROSTER MANAGEMENT (FOR BASEBALL ALBERTA PROVINCIAL LEAGUE TEAMS)

Rosters must be 100% completed within the Spordle iD platform for all Baseball Alberta Provincial League (BAPL) teams.

1. Roster Completion

   • All teams participating in the BAPL must have Players, Coaches, and Off Field Managers (OFMs) added to their team rosters before the initial roster deadline.

   • Note: Players will be listed under "Active Roster" while any bench staff (Coaches and Off Field Managers) will be listed under "Team Officials".

2. Responsibility

   • The Association’s designated IT (Spordle Contact) is responsible for roster management, not coaches or OFMs, unless that responsibility has been formally delegated. Communication with the Baseball Alberta office should also flow through one primary contact only: the designated Spordle Contact.

3. Roster Lock and Approval Process

   • Changes to the initial roster can be made up to the Roster Lock / Change Deadline. After this date, any additions or changes must be submitted to Baseball Alberta to be added.

4. Eligibility Compliance

   • All Player Eligibility and Coach Eligibility requirements must be met before the final roster approval deadline. Non-compliant players or coaches will be removed from the roster.

5. Player Transfers

   • For a full breakdown on how to manage player transfers, please head to the following link here. 

6. Affiliate Players

   • You will be able to add up to 10 Affiliate Players to the roster prior to the roster lock date. 

   • Any Affiliate Players added to the roster must follow all rules & regulations.

   • All Affiliate Player Guidelines can be found here. 

7. Coaches

   • Once roster deadlines are complete, all coaching eligibilty requirements will be checked within the Spordle iD rostering system. 

8. Submitting for Approval (For AA / AAA / Elite League only)

   • Once you can confirm that all coaches, players, and OFMs have completed their requirements, you may submit the roster for approval. Baseball Alberta will then review and approve all players and team officials.

   • You can do this by:

     • 1. Head to Manage > Teams

       2. Select the desired team and enter the profile

       3. Go to the top right and select Action > Submit for Approval

   • Once submitted you will see the "Draft" switch to "Pending approval". This means Baseball Alberta is in the process of reviewing your roster.

   • Once approved the button will appear in green as "Approved".

   • Keep in mind this is different from the team entry approved / pending button.