INTRO

CYO Athletics have selected SportsPilot, Inc. as its preferred vendor partner for online registration, scheduling and official assigning at the member parish level. This document is intended to provide you with all the information you need to decide if online registration and SportsPilot are right for you and your organization.

SportsPilot is one of the oldest, well established, providers of amateur sports IT services. Our mission is to help amateur sports organizations, automate administrative tasks, at an affordable cost, thereby freeing valuable volunteer time to focus on the organization and the kids.

Review the information below to learn about the functionality SportsPilot has to offer, set up a demo or contact Brad Darby for online web services, streamlining your amateur sports operation.

Christopher Farroni, Athletic Administrator, CYO Athletics

If you are interested in having online registration for your parish’s recreation department you may contact our provider SportsPilot for more information.  Make sure to mention that you are a CYO Athletics affiliated parish for preferred pricing.

Benefits

Online Registration streamlines the registration process for you as an administrator and offers a tremendous convenience for your registrants.

For Administrators:

1. Data entry workload is drastically reduced.
2. Improve data accuracy and completeness by reducing incorrect or mistyped entries.
3. Real-time financial data, tracked through pre-defined and customized reports.
4. Prevents deposit delays as money is directed automatically into your bank account daily.
5. Far fewer checks to cash and account for - less lost or NSF checks.
6. Early registration discounts, late fees, sibling discounts, merchandise sales, donations and sponsorships can be pre-defined in the administrative section and offered online.
7. Reduce mailing costs (no more expensive registration packets) and data entry expenses.
8. Fewer, or no, "walk up" registration days - registration is live 24 hours a day. 
9. Use our automated email tools to improve communications, and send emails to customizable groups at no cost!
10. As a SportsPilot online registration customer, you will have dedicated support from a person who has "walked in your shoes" and can help you through the setup process and answer any questions. We will work with you to ensure 100% satisfaction before, during and after the registration period.
11. Our friendly customer service team supports your organization by offering a toll-free number and email support for questions about how to register online.
     

For parents:

1. Convenience of paying with credit card, or optional check by mail
2. Register 24/7 when they have time, not when the organization has time.
3. Take care of registering all players at one time with one transaction.
4. Instant automated email confirmation that the registration and payment were successful.
5. Every participant receives a user account that can be updated at anytime and used to pre-populate future registration forms, view team rosters, and send team emails.

Whether you manage a small parish recreation department or an expansive multi sport department, SportsPilot can provide you with some of the very latest “state-of-the-art” online tools being offered today. We can help automate your organizations league activity, tournaments, camps or clinics, and reduce your work load as well as increase team and participant satisfaction. As the CYO Athletics preferred vendor for online registration, SportsPilot will provide additional functionality to completely meet your needs from a league level.

System Features

SportsPilot uses the latest 128 bit encryption technology and state of the art security to protect our servers and your data. The system ensures total privacy and ownership of your proprietary data. We will never sell or allow unauthorized access to your data. Our system is backed be a powerful SQL Server relational database offering secure transactions along with powerful reporting capabilities. Every organization receives its own independent database. Data backups are performed daily, weekly and monthly with complete redundancy.

Feature Rich Online Registration Interfaces

Our sophisticated online registration is linked directly to your existing site (or we can develop a new site for you) and provides the following features;

• Accepts any type of registration style, from individual/unassigned (teams formed in back office), directed to team with prior season validation, entire team, or family registration to keep the whole family grouped together.
• Completely customized registration form that collects any information you desire
• Returning registrants form is pre-populated via login, as well participants can log in and update their information to you at any time.
• Early registration discounts, late fees, sibling discounts, annual membership purchase/validation are all handled automatically by the system.
•  Limitations on players and teams with the option of wait listing.
• Volunteers and Coaches register at no charge, with optional automated US wide background checks.
• Upload documents that need to be communicated to participants.
• Shopping Cart allows for multiple registration checkout with one credit card charge.
• Check by Mail and Electronic Check accepted
• Merchandise and Donations can be  offered during registration

Administrative Functionality beyond Compare!

Now that your data has been entered by your participants and not you, what can you do with it?

• Multiple permission levels allows you to distribute the work load, limit access to only needed data, and prevent sharing of sensitive information.
• Manage offline payments, products, and discounts for easy accurate reporting

Reporting Features

• Keep track of all financial and player data in real time using one of the pre-defined reports, or design your own with the customized report generator.
• Compare data to keep a pulse on your organization from season to season and share the results with the board without giving access to the actual data.
• All results are exportable in CSV format that is compatible with third party applications such as Microsoft Excel and Access

Communication Features

• Save money by communicating with anyone in the organization using an email generator that allows attachments in addition to printing a mailing label for records missing an email.
• Generate mailing labels for any group within the system.
• Invite players to your next season through an invitation email that provides a hyperlink to your registration page with username and password information.

Printing Features

• Team Rosters for Coaches
• League Rosters for League Administrators
• Finance Reports
• Customized Reports

Scheduling

• Integrated with ISIS registration to import teams
• Integrated Referee assignment module
• Schedules generated automatically or by using a pre-built template
• Automatically updates standings
• Publishes schedules and standings to the web for communication/printing to parents, players and fans.
• Links to maps of field locations
• Offers free team site to all scheduled teams

Synchronization

SportsPilot has designed a sync system that allows parish organizations that use their own database to capture the individual player registrations (with payment to your bank account), to form team rosters, and then publish those teams to CYO Athletics’ database for league scheduling.  With the sync function all that is required is that you map your team rosters to the destination league(s) in CYO Athletics’ database and then your rosters are complete.

The process will take a matter of minutes without you or your staff having to manipulate data files for import, and along with the eliminated data entry for all of your registrations, you can focus the extra time on enhancing the parish’s program and improving the league for the children.  Please contact us about scheduling a web presentation to see our system in action. I’d be happy to schedule this at your earliest convenience for anyone in your organization who would like to see a demonstration of our services.