GameDay FAQ

In the menu, click APPLY. Then select what you want to apply for. Apply to coach would be if you want to either be head coach or assistant coach and have access to communicate to the team through the Game Day system. If you just want to help out and not need to have to send out team communication, then you could just apply to volunteer. 

Thank you for agreeing to coach a team at your school.If you are already in the system as a coach of a different sport. You need to delete that application and submit a new one for the current sport you wish to coach. Click on APPLY > ALL APPLICATIONS. You should see your previous application to coach. Click the Action button and select DELETE. Then Go back and click APPLY > APPLY TO COACH. Fill out the form and submit. Then the A.D. will approve your request and you will be ready to be assigned a team to coach.

Yes. For example, if you coached football, and now want to coach basketball…you will need to submit a new application to coach basketball. First you will need to delete your football application. Click APPLY > ALL APPLICATIONS, click the Action button and hit delete. Then go back into APPLY > APPLY TO COACH and fill out the information for the new sport to coach.

If for some reason you don’t see your team after you go into SPORTS > TEAMS > ALL TEAMS …. Something is entered in the system incorrectly and we need to fix it.  Please check with your school’s Athletic Director. Either they haven’t approve you or added you to them team yet, you may not have applied correctly, you might be looking in the wrong spot, or the team hasn’t been officially “published” yet. They can check all those scenarios and fix what needs to be fixed. They will contact Game Day if needed for additional support.

If you have been assigned to coach a team in the system, you can send a mass email to the team using the Game Day system without the hassle of entering in everyone’s email addresses separately. Simply click on SPORTS > TEAMS > ALL TEAMS. Then, the team you are coaching should come up. Click on the “action” button and select EMAIL. There you type what you want and send. This will go out to the email addresses that were used to sign the players up and the accounts that are linked to those addresses. Please keep in mind some emails may take up to an hour to receive. 

Yes. Click SPORTS > TEAMS >ALL TEAMS. Click the ACTION button for the team and select EXPORT. This downloads the team’s information to an excel file.

If you are entered in the system correctly as a coach for a team, you should receive an email after your game (usually one hour after start time) that has a link to score that particular game. You will also be able to click “score team” button on the team schedule from the dashboard. 

Coaches, Facility Managers, Organization Managers, Athletic Directors, and Sports Coordinators.

In the menu click FACILITIES > ALL FACILITIES. Find the gym or field you want to set availability with and click the ACTION button. Select SET AVAILABLE TIMES and a new window should appear. This is where you can enter specific times for each day. If you are not available to host games on any given day – don’t enter anything. Make sure you enter the date range at the bottom and line it up with the date ranges of the sports session. There could be a time where your gym or field is unavailable during the season when normally it might be. That’s ok, you just have to create two separate date ranges that reflect the situation. For example, My gym can host volleyball games on Saturdays and Sundays all season except the weekend of October 1st and 2nd. You would enter the correct times approved by CSAA on Saturday and Sunday and in the date range from – 2021-08-21 (whenever the season starts) and to 2021-09-30 (ending that range before Oct 1). Then you would create a new Availability from 2021-10-03 to 2021-10-31 (or whenever the season ends). Also, pay close attention and create availability for the tournament weeks for weeknight games when applicable. If you made a mistake and have already submitted the availability for a certain time frame and you want to change something – simply DELETE that timeframe by clicking on the facility (not the action button) and finding that selection and clicking the red delete button on the right hand side. Then you can go back and enter the availability you want. 

Click FACILITIES >  ALL FACILITIES >  Click the AcTION button associated with that facility and click Update Facility Condition. Click Schedule Modification. Then be a specific as you can in the description. Please be as descriptive as possible to avoid any confusion. Make sure you include dates and times and if everything is cancelled or just one game, or if it’s delayed an hour, etc.

Facility Managers, Sports Coordinators, Athletic Directors, and Organization Managers all have access to Update Facility Conditions.

Select sessions from the left hand menu > choose “add session”

This will open the add session window.

1. Select the program from the drop down list. Make sure it is the CSAA program and not one you created.
2. Select the appropriate division from the drop down list (grade level)
3. Enter a description, if needed.
4. If you are charging money for registration enter the amount in the amount field
5. Select the genders that can register for this session. If co-ed, then keep as “everyone”
6. Select the grades entering that can register that this session. For multiple grades, hold control or command to keep highlighted.
7. You DO NOT have to enter max/min age
8. Select the Registration Dates (this sets when parents can register players) for start and deadline)
9. Select the Program Dates. (this will fall in line with CSAA timelines. Tells parents when activities games/competitions for this session will occur)
10. If you need to allow other organizations to register for this session you can select them in the partnership box at the bottom.

You need to create different divisions for different ages by repeating this process and selecting a different division in step 2 and selecting different ages in step 5.  This is helpful if you would like to communicate to 3-4 grade separate from 5-6 grade. (as an example).

**Mergers between schools (partnerships) will need to be approved by CSAA and the schools will need to be within the schools partnership agreement. 

There are two different ways to achieve this based on WHEN you decide to partner with another school. It is much easier if this decision is made prior to registration (before creating the session). The HOME school will create the session and the team will be formed under that school’s umbrella.

1. Create a new session.  

2. Select the other organization(s) in the partnership box at the bottom.

3. Once that session is submitted, the other “partnering” school will need to approve the “partnership.” 

The AD or Org Mgr for the partnering school will approve the merger by selecting SESSIONS > OUTSIDE SESSIONS. They should see the sessions on the list and will click on the little red “no” button to turn it to a green “yes” to approve the partnership for that session. For multiple sessions, just keep click on the red “no” where applicable. 

**If you made the decision AFTER sign ups and realize you might not have enough to participate and the other school was willing to partner up, that’s fine, but will be handled differently. 

1. Call the CSAA office to get the merger approved by their office. 

2. Once approval is decided, either send them a list of what to merge (players, teams, grades, etc).

3. They will send this to Game Day Support to move them correctly within the system. 

4. If you feel like this will be an ongoing issue, try to agree to a partnership before sign ups next time.

Athletic Director/Organization Manager – Can view registrations for all sessions at the school

Sports Coordinator – Can view registrations for the sport they are coordinator for.

1. Click on SESSIONS > ALL SESSIONS

2. Find the session from the list to view and click the “Action” button.

3. Choose SHOW REGISTRANTS

This should populate a list of players currently registered I the system for that session. 

You are able to export this list into an Excel, CSV, or PDF file to either print or review by clicking on one of those choices at the top of the page.

Teams need to be created first. 

 1. Click on SPORTS >TEAMS > ADD TEAM. 

 2. Select the program (Sport) and the correct division and conference (single A or AA). 

 3. You can name the team something to easily keep track of the different teams in the same age group. For example, if you have 3 different 5th and 6th grade teams in soccer. You could name one (your school) 5/6 #1, another (your school) 5/6 #2, and the other (your school) 5/6 #3. 

 Once you have created the teams, you can now go add the players and coaches to the teams. 

 1. Click SPORTS > TEAMS > ALL TEAMS. 

 2. Find your team you want to add them to and click the Action button. 

 3. Select  ADD PLAYERS. 

 4. A new window should pop up and you will see the list of players that have registered in that program and division. Highlight the check box next to the players to add ands click Save Team Players. 

 5. Add the coaches the same way. Click The Action button on the correct team and click ADD COACHES. 

 6. Then Strat typing their name and the should come up to add. 

 7. After everyone is added correctly, you will want to “publish” the team and make it “Active.” Click on the red “no” button under the Publish heading. It will turn to a green “yes” and will now be active. 

 8. Then the parents, and coaches should be able to see the roster and schedule when it comes out.

This can be tricky because it is usually decided after registration is over and when you realize you need some additional numbers on certain teams. Of course this is solely at the discretion of the school’s athletic department on whether kids can “play up” and also play on grade level. The player MUST be registered twice (once for each grade level). As an AD or Organizational Manager, you can get these players registered in the system accordingly.

1. This assumes the parent registered the player for their current grade level during the registration timeframe, and purchased the sign up.

2. Figure out what session that parent needs to also register for and edit that session to accomodate that players grade level and extend the deadline if needed.

3. You will need to create a unique promo code for that parent to enter when they register for the new session. This is so they won’t have to pay twice for a sport.

4. Instruct that parent to log into Game Day and register for that session so they are added into the registration pool. After you know they have completed this action, you can go back and edit the session timeframe to close registration to eliminate any possible miscues.

5. Then you can add them to the appropriate teams on both grade levels. 

This process will be much easier on a computer vs. phone. If a player gets assigned a team and needs to be moved to a different team for some reason, they can, just within that particular session.

Click SPORTS > TEAMS > ALL TEAMS. 

  1. Find the team(s) you want to move players from and click on that team (not the “action” button). 

  2. A list of players assigned to that team will appear. Find the player(s) you wish to remove from that team and click delete (in red on right side).

  3. Now, those players go back into the pool of players available from the session to put on a different team. 

  4. Find the new team (or create it) and click the action button.

  5. Select Add Players. That/those player(s) should appear as an option to add.

** Once a player is registered, they go into a pool of players for that “session.” Once it is determined how to split-up or assign teams, then those players can get added to a team from the session. If they are not assign to a team, they stay in the “pool” for that session.

** You ONLY want to create a program for those sports or activities that do not fall under CSAA umbrella**

Examples are: Any sport with participants in 2nd grade and under, lacrosse teams, Men’s leagues, Cheerleading, and any other sport/activity not on CSAA list of recognized sports. 

Create a Program:

 1. Click PROGRAMS > ADD A PROGRAM

 2. Choose whether an individual sport or team sport

 3. Do not check box for CSAA Sport

 4. Name the Program. I would suggest you keep the name different than the CSAA program names. For example: “Pee Wee Soccer” instead of just naming it “soccer.” That way, when you go to create sessions and teams, you know the difference in CSAA and Non_CSAA programs.

 5. Type in a description that identifies the program a little more in depth. For Example: “Pee Wee Soccer for kids 2nd grade and under.”

 6. You don’t really need to change game duration or seperator. 

 7. Click SAVE

This adds a program to your school. It allows you create sessions for registration that are separate from CSAA sports. 

A program is the Sport or Activity in general. The CSAA sets these programs as a whole. For example, Basketball is a Program. These programs get broken down into Sessions, which is the particular grade and gender level for the program.

Sessions are created by either a sports coordinator, A.D., or Organization Manager. They are created for the purpose of registrations. Once a session is created, it allows the parents of Players that align with those session parameters, to sign up for particular sports or activities. Teams are created after the session is closed, and if necessary, after tryouts. Once teams are created, they are assigned players and coaches on to that roster and will then be able to communicate and see schedules through the Game Day system. 

Program – The sport or activity. Example: Basketball

Session – narrows the program down into selected groups for sign ups. Example: Girls 7/8th grade basketball

Team – Teams are assigned after the registration deadline and typically after tryouts (if there are enough for more than 1 team). They follow the CSAA guidelines for Divisions and Conference (Single A or AA). Example: Girls 7/8th grade #1 and Girl’s 7/8 grade #2. Some schools call them ‘A’ and ‘B’, or go by some sort of color system. How ever you want to designate teams is fine. 

Once you want to get paid out for the registrations of a particular session or sessions (usually this would be after your registration deadline), the A.d. or organizational Manager would log in and go to SESSIONS > ALL SESSIONS. Find the Session(s) to pay out and click the action button for that session. Then click POTO (Pay Out To Organization). 

You can add a coordinator/coach to your organization by completing the following steps.

From YOUR GameDay Dashboard:

• Click the “Apply” link in the left navigation
• This will open an option for “Add Application”

In the add application screen:

• Select the Programs you would like the applicant to coordinate
• Click in the “user” field and begin typing their name. (user must already be registered in GameDay to be found)
• Select the Role the applicant should have.
• Toggle the Agree to Yes
• Click Save

* You better make sure that person has completed the safe environment training beforehand.

You can have multiple roles in the system. The system might “kick” someone out of a role after assigning them a new role. For example, Your facility manager is now coaching and when you assign them to be a coach, the facility manager designation goes away. If that happens, please contact us to assign the multiple roles for that individual.  There is a “hierarchy” of access for the different roles in the system ranging from greatest to least – Organization Manager, A.D., Facility Manager, Coach, Volunteer, and Parent. The system sometimes won’t add a role under the other one. Everyone enters the system as a Parent, even if they don’t have kids or add players. 

Sports Coordinators, Athletic Directors, and Organization Managers have the ability to email large groups in their organization. Coaches will only have access to mass email their particular teams. 

In the Menu click EMAILS

Once they click the “send email” a link will open the compose email window.

At the top they will need to select “Group User” > click in the field below and it will show options for recipients.

Admins – This would be CSAA Staff

Athletic Directors – for your organization only

Coordinators – For your organization only

Coaches – For your organization only and must be approved

Volunteers – For your organization only and must be approved

Parents – For your organization only **  If you don’t select a program, it goes to ALL PARENTS of that organization

To filter the email to a particular sports program, select that from the list under the Groups.

If they are in the system properly, everyone registers for that particular sport and in that group will receive what you send. If they do not get it, they are not in the system under the proper parameters.

Your Athletic Director can add your coaching application and approve it. Contact them to have that done.