Tryouts Settings - Settings

Tryouts Settings - Settings

Use the Settings tab for the following items:

1. Add a name for the Tryout workflow (this will be seen in Player Activity so a descriptive name is helpful)
2. Add the season associated with this workflow. Setting the season is needed once team placement is needed.
3. Enable payment collection: payments for a Tryout signup can be collected via the Custom Form Payments tab if enabled in settings.
4. Verify public submissions: If enabled, a form submitter must be signed into their Byga account or if they do not have an account, will receive an email that they need to verify in order to complete the submission process. This option verifies the user has access to the email address (avoids mistyped addresses). This option also increases security and your confidence in the account data. For these two reasons, Byga recommends that public submission emails are verified despite requiring an additional step.

Tryouts Settings - Form

Tryouts Workflows now utilize Byga Custom Forms. By using Byga Custom Forms Clubs get increased flexibility in the data that can be collected with respect to flow, data types, and graphics.  Custom Forms also leverages built-in form widgets such as file uploads, waivers, dates formats, etc. Refer to Custom Form documentation for creating and managing Byga Custom Forms.

Tryouts Settings - Mappings

When questions are asked in Custom Form Fields, use the Mappings tab to map these form responses to existing Player Profile fields.

Tryouts Settings - Player Pools

New: With the use of Custom Forms, clubs now have increased flexibility in formation of Player Pools besides just age and gender.  To facilitate team formation, Clubs can organize the player submissions using player age and gender or various other (non-text input) data fields submitted by the user. There is a 100 pool limit.

If the “Automatically add new signups to their player pool” is selected, Byga will then automatically place players into pools that match the criteria. This example shows age and gender pools. Organizing players into Player Pools facilitates inquiry management and team placement. Pools also enables users (e.g., coach or administrator) to watch a player pool they are associated with and get notified when there are new inquiries.

Existing players can be reclassified into pools. Individual pools can be deleted or all pools can be deleted. Note pool deletion does not delete any existing player submissions.

Use the Create tryout pools button to create new pools based on various submitted form data. Note, one or more criteria can be selected. The number of pools that will be generated will be the product. Examples:

1. Selecting Team Competitions Level of Interest option will create 3 pools
2. Selecting Player information year alone will create 19 pools based on birth year
3. Selecting Player information gender alone, will create a Boys and a Girls pool.
4. Selecting both Age and Gender will create 38 (19x2) pools
5. An unassigned pool is also automatically generated

Based on the examples above, A player can be in multiple pools. For example, a player can be in a Boy pool, a 2002 birth year pool, a 2002 Boys pool, and a Competitive Level interest.

Tryouts Settings - Messaging

Each Tryout workflow can have its own set of customizable messages.

• Found in Custom Form: The Custom Form serves as a landing page for someone clicking on the Tryout registration link.
• The second is a thank you message shown upon submission of the tryout registration form. This message is also included as part of the Thank You email provided to users upon form submission.
• In addition, additional customizable messages can be created to automatically notify users who are added to the following buckets within the Tryout Workflow: Accepted, Rejected, and Waitlisted.

Tryouts Settings - Activating Messaging

Each of the Accepted, Rejected and Waitlisted automatic messages can be activated or deactivated. Note the messages are queued to go out each night enabling coaches to make corrections or change their minds without messages going out immediately. If a more immediate notification for a specific player is needed, there is a “Notify” option in the player menu.

If a notification is queued, the “Pending notification” indicator will be visible.

Tryouts Settings - Status Message Reset

Note, a player will receive each Accepted, Waitlisted or Rejected email notification only once even if moved from one bucket and back. They can receive all three if moved to all three buckets on different days. Turning on and off the notifications will not reset the player.

Also, note that if a player is moved to an Accepted/Waitlisted/Rejected bucket and then subsequently Placed on a team, the Accepted/Waitlisted/Rejected message is skipped in favor of the registration invite message.

If a player does need to be reset, there is a player menu option “Reset status.” This will reset the Checked In or Accepted/Waitlisted/Rejected or Placed status (in the case of a Placed player, only the tryout status is changed and the player is NOT removed from the roster). The player history is maintained.

Tryouts Settings - Notifications

Select groups to be notified when a Tryout entry is submitted. This can be via a daily summary or a real-time email.