MyAYF2012 User Manual
Contents
1. teams ADDING USERS TO MYAYF Once a user is added to MyAYF they will be automatically emailed a personalized username and password for access to MyAYF In some instances these emails may end up in a junk mail or spam folder please make sure your users know that they should expect an email sent by no reply myayf com with subject line Welcome to Myayf com Please note that after entering a user s contact information and selecting save profile the contact screen should return you to the main management page which lists all the users in that permission group the screen should include the recently added user If the newly added user DOES NOT display this means that the user s information did not save This happens because you did not enter the full information or complete the required contact fields Try again and complete all the fields To add modify LEAGUE CONTACTS and LEAGUE PERSONNEL 1 Sign in to Myayf com 2 Place mouse over Member Profile 3 Select Administrative Users users for Myayf including board members administrators etc To change one s Position 1 Select Create a New Role 2 Select the position you want that person to have and click add role 3 At this point select choose and an existing administrative user and choose the person you want to have this role 4 Select Add user To 5 After you have added the new position you can delete their old position by2. these positions have the same permission levels in MyAYF All League personnel will be granted the same permission level League personnel have access to all options in the Member Profile section and Roster section with the exception of player rosters League personnel can manage teams assign coaches and team contacts to teams however they cannot add players to teams or modify team rosters When joining AYF the contact responsible for registering the league will have the opportunity to assign key league personnel by adding their positions and contact information Please note that league personnel can be added at anytime at myayf2011 com League personnel are permitted to add designate or modify the settings or positions of other League Personnel Please note that several League Personnel may be designated the same position To add these users see ADD MODIFY LEAGUE PERSONNEL on page 7 of this manual 3 Extra Users Extra users are administrators that do not have League Personnel level permission The only administrative option that the Extra User has is the ability to manage add Volunteer users League contacts and personnel can add Extra Users see page 8 of this manual for instructions 4 Team Contacts The Team Contact is the user that League Contacts League Personnel must assign in MyAYF to each of their teams by August 1 Team Contacts are the designated persons the organization deems responsible for addi
3. to the right of each team name 5 Select Add Team Contact to add contacts 6 You can now add a new user or assign the role to an existing user 7 Once you have added the user select Add user Please note If the information does not save and return you to the main Coaches Management Page it is because you have not fully completed all of the required fields please try again this time remember to complete all the contact fields and click save The automatic email that Team Contacts will receive once they are entered at MyAYF Congratulations you have been added to the American Youth Football myayf com registration system as a designated Primary Team Contact Person for a team in your league As a Team Contact Person you are the only team level individual to have access to input modify manage your teams official roster and it is your responsibility to input your teams roster into the MyAYF com system before the due date of October 1st Please note any changes modifications to the team roster after the October 1st 10 deadline will render your team INELIGIBLE for any AYF AYC sanctioned competitive play Login to www myayf com for information and to access your team roster league resources rulebooks manuals and other exciting features username MemberXXXXX password XXXXXX Thank you American Youth Football the nations largest youth football program To add modify Player Roster Please see the MANAGING ROSTERS Sectio
4. Click the Join Now button in the middle of the page 3 Select the Join Now button listed under New Members 4 Read about the information needed to complete your application 5 Scroll to the bottom of the page and press the Join Now button 6 Choose your membership structure Local or National 7 Choose your organizational structure Conference Association Team or Squad 8 Fill out your organizations Information 9 You may add additional users at this time or continue with registration 10 Add the number of teams you wish to pay for 11 Fill our payment information make sure to Check the box agreeing to membership terms 12 Registration is complete Log into the system to access AYF Member Benefits and add any additional users or teams Returning Members If you registered with MYAYF last season follow these steps 1 Visit Myayf com 2 Click the Join Now button in the middle of the page 3 Sign In under returning members with your e mail and password form last season 4 Review your membership information to ensure it is all up to date Please note we have added additional features to help manage your Organizational Structures 5 If all of your information is correct proceed to adding your teams 6 Add the number of teams you wish to pay for 7 Fill our payment information make sure to Check the box agreeing to membership terms 8 Registration is complete Log into the system to access AYF Member Benefits and add any additional users or
5. MyAYF 2012 User Manual For AYF League Personnel Association League or Team Administrative Users MYAYF INTRODUCTION The Myayf is the members only control panel found at http www myayf com MyAYF consists of two main functions The first is to provide a central place where your organization can control manage your organizations membership within AYF AYC this includes managing number of teams naming teams assignment of team contacts and coaches managing rosters and submission and accessing Official Membership Certificates These options can all be found in the Member Profile and Roster sections of Myayf com The second function of Myayf com is to provide all of your users the individuals that your organizations grant permission to myayf com the ability to access AYF AYC member resources and services which include AYF AYC publications such as rule books and manuals administrative resources like paperwork forms and special programs in education and training as well as event details sponsor offerings fundraising programs grant opportunities and more all accessible at MyAYF DATA ROSTER ENTRY One critical function of MyAYF is that it is built into AYFs private database As you add your users and participants rest assured that your information is safe and protected Roster entry is a crucial way that AYF AYC member organizations provide proof of their existence as an active sanctioned youth progr
6. am This information is mandatory to provide your organization with many of AYF AYC services and benefits for various reasons all of which are for internal certification and reporting AYF s policy is to never share member data with any third party Proper data entry to MyAYF s private database provides eligibility to participate in AYF AYC events tournaments meetings and also allows for member services and benefits including donations grants 501 C3 status academic athletic giving back scholarships and awards gifts and giveaways Please additionally consider that potential donors may sometimes request visual proof of member data to certify our memberships existence activity and locations This process of collecting data at MyAYF is imperative for AYF to collect donations grants and funds which we continually distribute to our membership by entering your teams data on time you are not only making your league eligible for great benefits but also benefiting the entire youth football and cheer community across the US MYAYF USERS and PERMISSION Organizational Users Your organizations primary administrators determine who the MyAYF users are in your organization No one else is permitted to access add any users to your MyAYF account this can only be done by your organization There is no limit on the number of users that you can add There is no charge for users and AYF recommends adding as many league administrators volunteers and
7. coaches as are in your organization so that all can access basic AYF AYC services and resources and assist in the betterment of your teams leagues Permission and User Access While all users can access AYF s resources only certain users can access and manage their organizations membership details the options listed in the Member Profile and Roster section or myayf com The access that a MyAYF user has will differ depending on the position the organization s primary administrator has designated them When adding a user primary administrators will need to select a title position for each user By selecting a position you are ultimately assigning that user a permission level MyAYF s positions include League Contact President Vice President Secretary Treasurer Cheer Director Board Member Extra User Volunteer Team Contact and Coach Please see further details below on each position and their permission level USER POSTIONS AND PERMISSION LEVELS There are SIX basic levels of access that can be designated by position at Myayf League Contact League Personnel Extra User Team Contact Coach and Volunteer Below is the MyAYF Permission Pyramid the bottom level users have the most access and the top users have the least access only Descriptions of the 6 User Positions and Permission 1 League Contact When joining renewing at joinayf com the organizations registrant must enter the full contac
8. d competitions 5 Coaches Coaches will not have any administrative access but they will have access to all AYF AYC publications and resources in MyAYF Coaches assigned to teams will NOT have access to the member profile nor will they have access to manage modify their teams roster data they can only view their team s roster Coaches are a mandatory addition to the teams roster and all team coaches must be added to the team prior to the October 1 due date Coaches may be added to teams by League Contacts Personnel and Team Contacts only for their designated team See page 7 of this manual for instructions 6 Volunteers Volunteers will be sent access to AYF AYC publications and resources but they will not be permitted to access the member profile or the roster section of MyAYF They will have no administrative permissions Volunteers may be a parent a referee or a trainer A Volunteer is a useful designation to allow those without a formal league position to be added to Myayf com for access to AYF resources For your use and record there are some extra fields here for notes including First Aid Cert Exp Or CPR Cert Exp Background Check Date or Finger Print Date Feel free to mark details Volunteers may be added by League Contacts Personnel and Extra Users See page 8 for instructions on how to add Volunteers POSITION SELECTION Since all youth organizations differ in their organizatio
9. er for your use To upload your completed teams excel cvs roster into MyAYF 1 Sign in to www myayf com 2 Go to Rosters 3 Click Manage Team located under the team you wish to add a roster for 4 Now select Choose File 5 Select the completed roster file from your computer 6 Once you see the file displayed next to the Browse button and click Upload Roster When adding new player s to a roster using an excel xls file Create an excel file with only the new players on it to avoid the player appearing on the roster twice Upload the excel file into MyAYF as above To delete players must be done before October 1 1 Sign in to www myayf com 2 Go to Rosters 3 Click Manage Team located under the team you wish to add a roster for 4 Click the X to the right of each players information USING YOUR ROSTERS Once you have entered your team rosters league contacts and team contacts can download the rosters into a useable format roster Downloading Exporting and Printing Rosters 14 Sign into www myayf com Go to Rosters Click roster management Chose the team of the roster that you want to export print Click modify roster You will see a list of players then click Jump to team Scroll to select export team and click GO This will download you roster to your computer in the format of an excel spreadsheet where you ca
10. l and Cheer Your team roster has just been registered with American Youth Football and Cheer for the football season Here is your Official Player ID Number XXXXXXXXXXXXXX Use this number to sign in and create your player profile in the Players ONLY social network at www ayfplayers com Make friends with other football players and cheerleaders from across the country compare your stats and get ranked share cheers and post pictures and highlights videos win cool prizes from AYF and Under Armour and even compete to be named a national all star See you at ayfplayers com Have a great season LEAGUE MANAMGEMENT MyAYF section labeled Resources All users have access to the Resources Menu in MyAYF The Resources section includes Rules amp Manuals Grants and Funding Resources Insurance Forms Non Profit Status Special Offers Training Resources and Cheer Resources These sections provide a safe centralized location for your organization to find important documents and details contact information reports paperwork forms etc The resources section should prove helpful when trying to organize numerous events manage equipment control multiple venues and organize and educate volunteer helpers REGISTERING FOR MYAYF There are now two options for registering for MyAYF New Users If your organization is new to AYF you will need to log into Myayf com to register your organization 1 Visit Myayf com 2
11. lect Add user Please note If the information does not save and you return to the main Coaches Management Page it is because you have not fully completed all of the required fields please try again this time remember to complete all the contact fields and click save Adding your coaches is a necessary part of the team roster submission however the coaches and player information is collected in different sections in MyAYF this is to provide all League Personnel the opportunity to add coaches but not to modify player rosters which must remain a strictly controlled process so that each organization may set their own protocol Note Although coaches are added designated through a different function than the players they will be displayed on the same printable roster and be associated with their team in the database The automatic email that Coaches will receive once they are entered at MyAYF Congratulations you have been added to the American Youth Football myayf com and registration system as part of your league s enrollment with AYF Login to www myayf com for information league resources rulebooks manuals giveaways and other exciting features username MemberXXXXX password XXXXXX Thank you American Youth Football the nations largest youth football program To add modify TEAM CONTACTS 1 Sign into myayf com 2 Go to Member Profile 3 Select Team Management 4 Select Manage team located
12. n of this manual on page 12 MANAGING YOUR ORGANIZATION USING THE MEMBER PROFILE SECTION This section includes instructions for a number of things that you will need to do at Myayf com in order to run a smooth operation facilitate data entry remain a member in good standing and protect your eligibility for all of AYF AYC benefits services and events The entire process should be brief follow the instructions and see how quick and easy it can be Official Membership Certificate Your membership certificate is your proof of Membership in American Youth Football Inc The Official Membership Certificate must be printed and included in your League By Laws To Download and Print your Organizations Membership Certificate 1 Sign into www myayf com 2 Click Member Profile 3 Click Membership Certificate 4 Click Download your current AYF Charter to view 5 Click on the double boxes in the upper right corner of the window to download a printable PDF version for print and or to save to your computer Please note you cannot alter your membership certificate the number of teams reflected on your membership certificate is the number of team you have registered and paid for with AYF If you need to add teams see below ADDING TEAMS TO YOUR ORGANIZATION 11 If you have more teams participating than you originally registered for with AYF you will need to add teams to your organizations membership ALL member orga
13. n save and or print the rosters CON ADU KRWDN CONFERENCE PARTITION TOOL The Conference Partition Tool CPT is only available for organizations that have 18 or more teams registered with AYF It can be found in the Roster section of MyAYF The purpose of the CPT is to facilitate the process of entering the contact information data of large organizations With the CPT a conference administrator can add their conference personnel and then add all of their associations leagues to MyAYF and designate a primary league contact for each team they can then parcel out the teams to their associations The association level league contacts will then be responsible for managing their own league personnel team contacts coaches and rosters Large organizations are free to register either as a conference or as individual associations This choice is left to the discretion of the conference and its member associations Adding Associations in Conference Partition Tool Sign into www myayf com Click Member Profile Click Conference Tool Click Add a new Association Fill in Association Information and click save Continue for all Associations in your organization OouohKRWN Adding Associations Members using the Conference Partition Tool Sign into www myayf com Click Member Profile Click Conference Tool Find the Association you want to add members to Click Ass
14. nal charts the permission levels in MyAYF may not properly reflect the responsibility of each position in your organization the organization can therefore designate arbitrary positions to its users to properly grant them the accurate permission level in MyAYF AYF is not concerned with positions rather the objective is that the administrators responsible for adding their users to MyAYF can find an appropriate match in access restriction for each of their users For example if a board member in your league is simply an advisory position and does not need management access to the organizations profile that user should be designated an Extra User or a Volunteer rather than Board Member to limit access permission Please be advised that each user can see the position they have been designated in the welcome bar once they sign in at MyAYF PLAYERS Football Cheer Dance Participants As the team rosters are added at MyAYF and the players valid email addresses are included as part of the rostering process they will NOT be sent access to MyAYF instead they will be sent a player ID number that will grant them access to join www ayfplayers com the AYF and AYC Players Only Private Social Network The automatic email with their Player ID number will be sent to them within 24 hours The automatic email that players will receive once their email has been entered as part of their team roster at MyAYF Welcome to American Youth Footbal
15. ng the teams roster by the October 1 due date The Team Contact is the only team level individual who has permission to add modify print their team s rosters The Team Contact can be a coach a team mom a team administrator or a league administrator this decision is left entirely up to the organization It is permissible for a league to assign the same team contact to multiple teams in the organization however this is not recommended It is recommended that there is one designated team contact for each team in your organization to facilitate administrative requirements and provide added credibility to your organization In the Roster section of MyAYF the Team Contact will find that they have access to manage the team s coaches and players They will be able to add modify export and print rosters only for team which they have been designated Team Contact can be added by League Personnel and League Contacts To assign Team Contacts to teams see page 7 of this manual Requirement for Team Contacts League Personnel are responsible for designating one Team Contact in the Myayf com system for every team in the organization added by August 1 These team contacts are responsible for entering their team roster into the Roster section by October 1 Important Team Contacts must not modify the team roster after October 1 the due date otherwise the team will be flagged as ineligible for AYF AYC sanctioned tournaments an
16. nization must register every team they field in that season with AYF in order to hold a Valid Membership The number of teams that you are currently registered for is reflected on your Official Organization Membership Certificate and this should be kept accurate and affixed to your League By Laws To Add teams to your organization Sign into www myayf com Click Member Profile Click Team Management Click Add teams at the top left of the page under your organizations name Select the Type amp Number of teams you wish to add Then select Add and Pay for teams Pay for your teams and then they will be added to your organization NO oR WN Naming your Teams Before you name your teams they will be displayed as being named default 1 defaut 2 default 3 Follow these steps in order to name the teams in your organization and replace the default titles You will need to name your teams in order to appropriately identify them once teams are named it will be simple to set their divisions assign team contacts coaches and players To Name each of your teams 1 Sign into www myayf com 2 Click Member Profile 3 Click Team Management 4 Select a team and click Manage Team 5 Fill in Team Name and click save 6 Continue for all the teams squads in your organization Designating your Teams Divisions To accurately designate your teams as AYF AYC Divisions
17. ocess All organizations differ and turnover is high so it is necessary to offer a number of distinctions in designation permission accessibility Feel free to use the system however it works for you Have a wonderful season and contact us with any questions concerns or suggestions 16
18. ociations Users Select the member roles you would like to add Fill in member Information and click save Continue for all Associations in your organization CON DOOR WN 15 AYF PLAYER CARDS AYF Player Cards give registered AYF members access to our KIDS ONLY player s space atwww ayfplayers com They are also used for specific promotions run by our sponsors These promotions may vary so please visit the AYF Players section of MyAYF to see the current promotions Click Here Player Cards are created online in MyAYF They are then to be printed out and given to each registered kid in your organization Create AYF Player Cards Sign into www myayf com Click Member Profile Click AYF Player Cards Click the Link that says Click Here to Download Player Cards for your team s Type the number of cards you need into the box 1 card per player Click the button that says Generate Cards Your Cards will be generated in a new window Hand cards out to your players teams Make sure your kids use these cards to sign up for www ayfplayers com OONBDURWN SUMMARY Some of these steps and the various permission levels may at first seem confusing but AYF takes tremendous pride is listening and reacting to the comments and needs of our membership so we have addressed many of the concerns of our administrators and understand the importance to have control over the data entry pr
19. s as above To delete players must be done before October 1 1 Sign in to www myayf com 2 Go to Rosters 3 Click Manage Team located under the team you wish to add a roster for 4 Click the X to the right of each players information To edit player information add advanced details to the players profile 1 Sign in to www myayf com 2 Go to Rosters 3 Click Manage Team located under the team you wish to add a roster for 4 Edit the players information 5 Once changes are made make sure to click Save Roster Uploading rosters into MyAYF using uploading an excel xls file 13 To upload your team rosters using an Excel File you must first format your rosters into an excel file that is formatted correctly Follow these instructions to download a correctly formatted excel file from MyAYF and then follow the instructions for how to complete the upload process Rosters will not upload if you do not use our template exactly To download the excel format to enter your roster information 1 Sign in to www myayf com 2 Go to Rosters 3 Click Manage Team located under the team you wish to add a roster for 4 At the top of the page select File Format Found Here 5 Save the excel cvs file to your computer 6 Input your teams roster information into the specified columns and save the file street address is not required but recommended so that you have a complete and useable rost
20. selecting remove user role to the right of each user s name add League Personnel To Select Create a New Role Select the position you want to assign Click add role At this point you can add a new user or assign the role to an existing user 5 Once you have added the user select Add user AWN add Extra Users To 1 Sign into myayf com 2 Go to Member Profile 3 Select Administrative Users users for Myayf including board members administrators etc 4 Select Create a New Role 5 Select Extra User from the menu and click add role 6 You can now add a new user or assign the role to an existing user 7 Once you have added the user select Add user add modify VOLUNTEERS To 1 Sign into myayf com 2 Go to Member Profile 3 Select Administrative Users users for Myayf including board members administrators etc 4 Select Create a New Role 5 Select Volunteer from the menu and click add role 6 You can now add a new user or assign the role to an existing user 7 Once you have added the user select Add user add modify COACHES 1 Sign into myayf com 2 Go to Member Profile 3 Select Team Management 4 Select Manage team located to the right of each team name 5 Select Add Coach to add your coaches 6 You can now add a new user or assign the role to an existing user 7 Once you have added the user se
21. t information for the PRIMARY ORGANIZATION CONTACT PERSON this person is also referred to as the League Contact The primary organization contact is the person who will receive the AYF Welcome Package in the mail the AYF ID card deliveries in applicable years and other special programs initiatives that require communication and mailings to your organization from National Headquarters While other users can be designated as League Contacts in MyAYF the primary contact person added during the registration process will be the one to receive hard mailings from AYF and official communications from the AYF AYC National Office League Contacts can also be added and designated at MyAYF There can be multiple League Contacts designated for your organization League personnel can designate a user a League Contact by following the steps to ADD MODIFY LEAGUE PERSONNEL on page 7 of this manual The League Contact has access to all options in MyAYF plus they have access to manage add modify export all of the organizations teams rosters The League Contact is the only user with access to modify all the team rosters in the organization League Contacts and League Personnel function is similar the only exception is that the League Contacts have access to the team s player rosters 2 League Personnel League personnel include and refer to the positions President Vice President Secretary Treasurer Cheer Director and Board Members All of
22. view divisional descriptions in the official football and cheer rulebooks found in the Rulebooks amp Manuals section To designate each teams division 1 Sign into www myayf com 2 Click Member Profile 3 Click Team Management 4 Select a team and click Manage Team 5 See the drop down menu Division 12 6 Select the teams division from the menu and click Save ROSTER MANAGEMENT ENTERING MODIFYING the PLAYER ROSTERS Remember the following steps can only be accessed and completed by TEAM CONTACTS and LEAGUE CONTACTS Please note Player rosters will not require an Address street number or street name These fields will show but they do not need to be completed While street address is not required City State and Zip code are mandatory fields There are two ways to enter your roster information into MyAYF First is to simply enter the information into the roster form in MyAYF The second way is upload a formatted excel file must be saved as a csv with your rosters into MyAYF Instructions for both follow Entering Rosters without using an Excel Sheet To add Player Roster Information 1 Sign in to www myayf com 2 Go to Rosters 3 Click Manage Team located under the team you wish to add a roster for 4 Complete the set of fields required for each player then select Add Player Adding players to the roster must be done before October 1 Follow same instruction
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