MANAGING REGISTRATIONS & MEMBERS IN SPORDLE ID

This guide is intended for Association Admins and designated Spordle Contacts responsible for setting up registration, managing members, and maintaining accurate records in Spordle iD.

Important

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.

TABLE OF CONTENTS

Select a link below to skip to each section

ONLINE REGISTRATION STORE GUIDE

Use this guide to set up your Association’s online registration store in Spordle iD.

RECOMMENDED SET UP ORDER

Build your Catalog first, then create your online store.

1. Installments

Set up payment plans if your Association allows payments over time.

Detailed guide: Installments - Spordle Help

2. Discounts

Create any family or custom discounts before building registration fees.

Detailed guide: Discounts - Spordle Help

3. Terms & Conditions

Create one Terms and Conditions item for your registration store.

Detailed guide: Terms & Conditions - Spordle Help

4. Waivers

Add any Association-specific waivers needed during registration.

Detailed guide: Waivers - Spordle Help

5. Questionnaires

Create questionnaires only for information not already collected in Spordle iD.

Detailed guide: Questionnaires - Spordle Help

See also: Standard Profile Fields Collected by Spordle

6. Other Items

Add optional items such as deposits, add-ons, or extra fees if needed.

Detailed guide: Other Items - Spordle Help

7. Registration Fees

Create your player, coach, volunteer, OFM, or tryout registration fees.

Detailed guide: Registration Fees -  Spordle Help

The Catalog can be found in the top menu bar. 

BEST PRACTICES

• Use generic fee names that can be reused each season

• Do not include birth years, season years, or detailed schedules in fee names

• Double-check regular, early, and late fee amounts

• Make sure all required items are marked Active

CREATE THE ONLINE STORE

Once your Catalog is ready, go to Manage > Online Registration and create a new online store.

Detailed guide: Online Registration - Spordle Help

1. General Information

Set your store name, language, contact email, registration dates, season, and optional description/confirmation message.

Detailed guide: General Information - Spordle Help

2. Items and Fees

Add the registration fees and other items you want included in the store.

Detailed guide: Items and Fees - Spordle Help

3. Terms & Conditions, Discounts, and Payments

Attach your Terms and Conditions, any discount, and your payment options.

Detailed guide: Terms & Conditions, Discounts and Payment - Spordle Help

4. Review and Create

Review the setup carefully, then create the store.

Detailed guide: Review - Spordle Help

5. Activate the Store

New stores are usually created in Draft status. Change the store to Active when you are ready to open registration.

Detailed guide: Online Store Status - Spordle Help

6. Share the Store

Once active, post the link on your website, include it in emails, or share it directly with members.

Detailed guide: Sharing Store - Spordle Help

IMPORTANT NOTES FOR YOUR ONLINE STORE

• The Online Registration Store only shows registrations completed through that store

• Manual registrations, imported data, and package exchanges are not included there

• For full registration totals, always use the Registration Report or go to Catalog > Registration Fees

Detailed guide: Online Registration Management - Spordle Help

NO-FEE REGISTRATION STORES

You can also create $0 registration stores for coaches, volunteers, OFMs, or board members if needed. You can follow the same process as above, and create your registration fees at $0.

MEMBER MANAGEMENT GUIDE

Once members have been added to the system, all ongoing management should be completed through Manage > Members.

This section applies to all member types, including:

• players

• coaches

• managers / OFMs

• volunteers

• umpires

From the Manage > Members tab, Associations can:

• search for members

• view member profiles

• confirm members

• validate member addresses

• update profile information

• merge duplicate profiles, depending on user role

• search qualifications

• review history and background checks

• submit transfer requests

• view past teams

• view past registrations

• send mass communications

CONFIRMED VS. UNCONFIRMED MEMBERS

Members in this area will appear as either Confirmed or Unconfirmed for the selected season.

You can think of this as the member’s status for that specific year:

• Confirmed = active for that season

• Unconfirmed = not participating for that season

At the top of the page, the active season year will be shown. When filtering by that season, only members attached to that year will appear. If you search more broadly, depending on the filters selected, you may also see members from past seasons.

IMPORTANT: OFFICIALLY REGISTERED MEMBERS OF BA

For a member to be officially registered with Baseball Alberta, they must:

• be confirmed

• have their address validated

• be added to a roster

For more detail on the final step, refer to the Rostering Teams - Spordle Help

For all in depth guides and info on the Member tab, you can head to Members - Spordle Help

MANUAL MEMBER ADD & IMPORTING MEMBERS GUIDE

Manual adds and imports should only be used when necessary.

Baseball Alberta strongly recommends using your online registration store whenever possible. Manual entry and importing can create duplicate profiles, registration errors, roster issues, and added administrative work when done incorrectly.

WHEN THIS SECTION APPLIES

This process is mainly for Associations that:

• used a third-party registration platform

• need to add brand new members who are not yet in Spordle iD

• need to add a small number of missed members manually

In many cases, if a member has previously been registered with Baseball Alberta, their profile may already exist in the system and will not need to be created again.

IMPORTING MEMBERS

If your Association collected registrations through a third-party platform, members will still need to be added into Spordle iD so they can be confirmed, rostered, and properly registered.

To support this process, Baseball Alberta has provided import templates that must be completed fully and submitted for import.

Helpful links:

Spordle iD Import Template - Excel

Spordle iD Manual Registration Form (Collected Fields)

*All finalized import templates can be sent via email to media@baseballalberta.com 

MANUALLY ADDING A MEMBER

If you only need to add one member or a small number of members, you can do so manually through:

Manage > Members > Add Member

From there:

1. Search for the member in the system first

2. If the member already exists, do not create a duplicate profile

3. If no profile is found, select Create New Participant

4. Complete all required fields

Save the profile and continue with the registration / rostering process as needed

IMPORTANT NOTE ON TRANSFERS

If a member already exists in the system under another Association, you should not create them again.

Instead, that member will need to be transferred to your Association before they can be added to one of your rosters.

Helpful link:

• Player Transfers - Baseball Alberta Virtual Handbook

IMPORTANT REMINDER ON OFFICIAL REGISTRATION

Adding or importing a member into the system does not complete their Baseball Alberta registration.

They must still be:

• confirmed

• address validated

• added to a roster