The goal is to ensure your Players/Coaches have an Ontario Soccer Membership and are rostered in Season Management. 

Let's start with memberships. 

(NEW THIS YEAR) You can purchase memberships as a team through the team submission process within Season Management. 

To get Ontario soccer memberships within Season Management in OSCAR through the roster submission process, you will first need to ensure that every player and staff member have a SportsEngine account set up in the system, add that SportsEngine account to your directory (If they are not already added from previous years), then roster them to a team created in the new Season Management tool.  

Once they are rostered to a team and that team is completed, you will submit that team to Ontario Soccer. To submit a team through season management, you will need to follow the steps below: 

1. From the Teams tab, click the three dots on the right-hand side of the table that corresponds to the team you wish to submit. 
2. Click Share Roster to Ontario Soccer - season 

Through this submission process, the system will run through the team you are submitting, you will assign teams to the proper division, and assign roles to your staff. There will then be an extra prompt stating that a membership will be applied to the rostered players and staff. When you click ‘Get Memberships’ to move forward, The System will automatically remove any player or staff that already has a membership. From there, complete the rest of the acquisition process and you’re good to go! 

NOTE: There is a NEW membership this year! All Coaches will be required to purchase an Ontario Soccer 2024 Coach Membership to be eligible to coach. This membership can be purchased directly through the team submission process within Season Management.

Let's move on to season management! 

Season management is where you will, well, manage your season. This is where you will create your season(s), create divisions, teams, and rosters. 

Let's get started! 

1. From HQ, click Competition > Season Management. 
2. Click Add Season. 
3. Enter the “Season Name,” “Sport,” “Start Date,” and “End Date.” 
4. Click Add Season. 
5. From the Overview tab, click Connect to connect your season with Ontario Soccer. 
6. Choose the season you want to connect to (NOTE: If Ontario Soccer has not yet opened the season, you will not be able to join. You can still move forward with creating your season and connect once it’s open using the Overview tab.) 
7. Click Save. 

1. Click the Divisions tab. 
2. Click Add Divisions. Enter the “Division Names” for each.  
3. Click Add Divisions when completed. 
4. Within the season, click the Teams tab to begin creating teams. 
5. To the right of the team search, click the three vertical dots. You’ll be able to either Add Teams or Import Teams. 

NOTE: You can name your divisions anything you wish as your seasons are strictly used only for your reporting. You will later assign each team to the proper Ontario Soccer governing Division through the team submission process. 

Option 1: Add Teams Manually 

1. Choose the Add Teams option. 
2. Enter the “team name” and choose the “division.” 
3. Repeat step 2 until all teams have been created. 
4. Click Create. 

Option 2: Import Teams/Rosters 

Importing teams is helpful if your members are not yet in your directory or if your teams/rosters have already been created in a spreadsheet or using a third-party system. It is recommended to stay within a max number of 100 per import. 

1. Choose the Import Teams option. 
2. Download and fill out the template. 
3. Once done, click Add File or drag and drop the file to upload it. 
4. Add a file by selecting it from where it is saved on your computer and click Open. 
5. Click Next. 
6. Once the file is uploaded, ensure that the columns match. 
7. Click Next. 
8. The system will check for errors and search for duplicates. 
9. Errors found with your files will need to be resolved within the spreadsheet and saved. Click Restart to try again. 
10. Fields that need to be resolved can be done on the next screen. Fix the errors and click Next. 
11. Review and click Import. 
12. It may take several minutes for the upload to complete. 
13. Your teams and players will appear on the roster. 

NOTE: If you import individuals who are not already a member listed in your member directory, an email invitation will be sent out via the system to the email address that corresponds to that individual within your import file. The individual will then need to accept the invitation to properly create their profile within the system. 

The rostering tool can be used whether you’ve imported your teams or created them manually. It can be especially useful to make small changes to the roster if you initially imported teams. 

Players/staff will need to already be in your member directory in order to be rostered. 

1. From within the season, click Rostering. 
2. To the right of Assign, select either Players or Staff. 
3. You can also search by name or use the Filters button to pull up a list of players/staff. 
4. Drag the player/staff member to their team. 

NOTE: When rostering staff, you will need to type in their role on the team. This can be anything you wish to designate to them as when you submit the team to Ontario Soccer, you will then have to select a role for them from a pre-existing list of roles that Ontario Soccer has added.

Teams may be submitted at any time. If there are any changes to the roster, you must submit the roster again. 

1. From the Teams tab, click the “Team Name.” 
2. Click Share Roster. 
3. Follow the on-screen directions to confirm your teams are assigned to the proper Ontario soccer division, confirm player and staff roles for the teams being submitted, and obtain player and coach memberships for individuals submitted that do not have memberships already acquired. 

NOTE: When a team is submitted, the status under ‘roster submitted to’ will change from ‘unsubmitted’ to the name of the Ontario Soccer Season. 

SportsEngine has a vast help center to answer your questions as a club admin. There are several ways to get help and learn more about the SportsEngine platform. All help can be accessed by selecting the blue Need Help button on the right side of your screen. 

We strongly suggest trying out SportsEngine Academy. SportsEngine Academy will walk you through different areas of your HQ with helpful icons guiding you on your screen. To get started, select the blue Need Help button on the right side of your screen, choose the Academy tab --> select Getting Started --> select Welcome to SportsEngine HQ. 

You do not have to go in order, so if there are certain admin tasks you would like to learn about, such as how to add additional admins, choose Getting Started --> select Learn About Adding Admins. 

You can also take a look at our Help Articles. Click here to access our catalogue of Help Articles. We typically suggest typing in key words into the search bar, such as "Permissions", which will generate a list of articles related to admin permissions. 

If you are struggling to find what you're looking for, feel free to reach out and speak to a Customer Success Coach for assistance! Just click the blue Need Help button, then choose Contact Us.