Setting Up SportsEngine for Team Communication
Waunakee Baseball uses a tool called SportsEngine (SE) to manage and coordinate team business. It also functions as the primary communication tool for coaches to get important information to players and parents through email, texts and the SE mobile app. For this to be effective, Parent/Guardian Membership Accounts and Athlete Profiles must be set up and linked correctly.
Using SportsEngine gives students and families control over the communication they receive from the team. The information can be updated as needed to fit each family's communication needs. Coach and team distribution lists will update automatically based on the preferences you choose and the email addresses and phone numbers you provide.
Most families with student athletes have used SportsEngine in the past, many families discover they have multiple Membership Accounts and Athlete profiles for their students which can get very confusing, especially for families with multiple households. Please see the notes at the end of this message if you need help with this.
UPDATING INFO FOR CURRENT HS PLAYERS
If you are currently rostered to a team, and your player or family members are not receiving communications, please check the following. Note that these changes have to happen on your end; SE administrators are not able to add or change contact information to user profiles.
Login to the parent/guardian SE Account.
Under the "Team" settings, verify that the player is currently rostered to a Waunakee team. If you know your player has been rostered to a team and it doesn't appear here, your player was probably registered using a different SE account. Your communication settings will have to be updated in this other account. Contact the boosters if you need help finding your account information.
Under settings, update communication preferences for the owner of this account. Multiple email addresses can be added for other family members. Be sure to check the communication setting preferences to make sure they are switched on to receive emails.
Update your player's athlete profile with their phone number, and email address(es) to ensure they receive team communication.
Some families choose to use Guardian accounts so that additional family members can access their player's profile while keeping their own SE user account. Guardians can also be added under the Athlete Profile.
If you are listed as a "Fan" In the App and have only limited access, you probably are logged into the App with an SE account that is not linked to the rostered athlete profile. Log in again using the account of the profile "owner" or one of the guardians linked to the account.
SETUP FOR INCOMING 9TH GRADERS AND OTHER NEW HS PLAYERS
Please follow the instructions below to make sure you do not miss important team communication.
Login to your SportsEngine Account. If you are new to SE, you can use the link to create an account. Note that the owner of this account will "own" the student's Athlete Profile and will be responsible for registration and payment of fees. Other parents or guardians will be able to access the same communication and information as well as full access to the Athlete Profile.
In the Household section, determine if there is an existing Athlete Profile for your student. You can choose to update an existing profile or create a new one. Please fill in the following fields:
student’s name
student's birthdate
student's expected graduation year
student’s cell number
student's email address
Also from the Athlete Profile page, add additional account Guardians as needed for anyone who needs to receive communication directly from SE (please see notes for details).
In Settings, update Parent/Guardian emails and phone numbers.
Also in Settings, choose the Communication Preferences tab and update options for you and your student. These preferences can be updated at any time as needed.
Complete this form to link your SE Membership Account and Updated Athlete Profile with the WHS Baseball Program.
Once you have completed the form, your student can be rostered to the current teams. Once the Boosters do this, you will receive communications based on the settings you choose in the SportsEngine Communications Preferences.
NOTES
If your household has used SportsEngine in the past, it is possible that multiple accounts and multiple athlete profiles already exist. Note that only one player profile from one Parent/Guardian’s Account can be used for the Waunakee Baseball site. Check out SportsEngine Help to learn how to merge profiles and accounts if desired.
Guardians in SE
In the SE world, a Guardian uses their own personal SE account while sharing access to an Athlete Profile. Guardians share the same access to communication and information while maintaining their own individual login, contact information, and communication preferences. If it works better for your family, you can also share a single SE account and simply add additional email addresses if needed. (Note that while additional cell phone numbers can be provided, only one primary phone number per account can receive text messages. If more than one parent must receive text notifications, use a Guardian account). To add a Guardian, you will need to enter their email address. SE will send out an email detailing the steps to link to the Athlete Profile.
If you need help navigating SE Accounts/Profiles, please contact the Boosters for help.