Access
To create User accounts for Staff or Players in Sports Office, you must have the 'Club Administrator' user role sometimes referred to as 'Superuser'. Only Sports Office staff can allocate this user role to end users and that request must be approved by someone in charge of the management at your organisation. This user role allows the user to create and manage user accounts (therefore managing who can log into your system) and also access to all of the system options to help customise they system to the user needs.
Once you have this user role, everything you need is in the System module.
One thing to note is that accounts can be created on the system for both players and staff without allowing them access to log in to the site themselves.
For the user to log on to the system and add/access data, they require a User Account.
For users using PMA – Due to the link between PMA and iFAS, Players are automatically moved to the correct Club in line with their Registration Periods and Club on iFAS.
As long as the Registration has been completed by the Premier League/EFL and the date has passed in which that player has started at the Club, they should be visible in your System > Assign Players to Teams area.
You can then assign the player to the correct team by selecting the relevant team in the list > scroll down the page to the view the players (Already assigned players to the left - Available players to the right) > find the player in the Available player list (you can type and find to make it quicker) > click add.
If you have had confirmation that a registration has completed but still cannot find the player in question please email pmasupport@pma.premierleague.com stating the players name and someone from our support team will help further.
Click the Add Players Button which should bring a pop-up wizard box (if the pop-up box doesn’t show, you may need to clear your internet cache by pressing Ctrl and F5 on Windows OR cmd and F5 on Macs).
The first step is to add any personal details you wish against said player. You can enter as much detail as you like, but mandatory fields Forename, Surname and DOB must be completed to add.
The next step is to assign the player to a team or teams by simply selecting the team(s) the player is in. The player can be added to more than one team if needed.
The final step is an option to create a user account.
NOTE: You only need to create a user account if you would like the player to log in to their portal. For example to view schedules, complete surveys or access videos etc. If you simply want the player on the system to record data against them, they will not need a user account.
To create a new account every user must have a unique username and email address. The system creates a generic forename.surname username but this can be changed. If the player has been on the system before perhaps at another club or there may be another player with the same name – you may need to change the username format to add him.
The wizard will flag whether the username or email address is in use and you will need to amend your details to create account.
If you are aware of the players previous club, it may be possible for your client manager to amend his original account details at that club allowing you to use his correct email address. Please use the chat channel on PMA (bottom right speech bubble) for help with this
If you are using PMA and the player had a user account set up at his previous club, this can be reactivated and re-used. Follow steps below.
Please Note: Player accounts do not need any user role configuration, they are set automatically for players.
Archiving Players
If a player is no longer at your club you can archive their account to remove them from the Manage Player page. I suggest that you remove them from any squads they are in to make sure they disappear from any team lists.
NOTE: PMA Users - Due to the aforementioned link with iFAS, you can no longer Archive any player with a FAS ID. This is due to the fact that this player may move to another club using the PMA.
When the players Registration Period has ended at your club, he will automatically be removed from your player list in Manage Players and be unassigned from any Squad they may have been assigned to. You can add them to the Past Player team if you wish to easily locate them in the future should you need to. More details on that process is here.
Managing User Accounts
Go to System > Manage users
To remove user accounts (prevent a user logging in) go to System > manage users > find the user in question from the list and click the deactivate link below the green light. This will then turn red and hide that user from the list.
I would recommend you also remove the user from the teams they are associated with (assign players/staff to teams). In often cases organisations have a ‘past players team’ or similar that they assign departing players to. This allows them to access any data they may need to use in future such as medical.
Deactivated accounts can be seen by clicking the Show Inactive accounts button. You can reactivate accounts by clicking the reactivate link below the red light.
Troubleshooting
Below is a list of common issues that can be easily rectified by club administrators:
Athletes / Players cannot log in
Make sure the user is assigned to at least one team and their user account is not locked out.
Locked out accounts can be seen in System > Manage Users > simply find the user in the list > the locked-out check box will be checked > click the unlock text to unlock.
In this case, you may also want to change their password by manually creating one (edit option on the right > enter manual password in the update account details section of the wizard).
OR you can use the send welcome email option (found on the left-hand side of the manage users table). This sends an email (to the address you used on creation of the user) allowing him/her to set up a new password.
The User has been archived
Go to System > manage staff to check the user hasn't been archived.
You will see this by either a Red or Green Traffic Light at the side of their name.
You can Restore accounts by clicking the cog on the player and clicking Restore.
I cannot see a user account on System > Manage Users
Make sure the user has an account > you can check this by searching the user in manage player and clicking edit on the cog wheel.
Make sure you click the ‘Show Inactive Users’ option at the top right to check a user has not been deactivated.
A user is not receiving the welcome email
Check the address on their user account is correct.
Ask the recipient to check their Junk or Spam folders.
Contact The Sports Office (on the below contact details) who can check our email tracking service for issues. Please be aware that we can only control sending the email from our server, some email servers may block the email from arriving which is out of our control.
The wizard keeps saying ‘username or email in use’ when trying to add account
As stated in the instructions above, every user must have a unique Username and Email Address to have a user account. It is common for a person to have had a previous account using the same credentials at another club using The Sports Office
For cases such as this, you can either change the format of the user you are creating i.e. john.smith1 or jsmith AND/OR use an alternative email address for said user
Failing that, please contact The Sports Office naming the persons previous employer and we can look to change the previous credentials allowing you to use them.
The Sports Office Contacts
Please use the following support channels to help further with any related questions/issues you may be having with your system.
Telephone:
0330 058 0303 - Our phone line is open Monday to Friday from 8:30am to 4:30pm
Email:
For Clients using the Premier League PMA system:
For all other Client:
For Clients from the IRFU:
Chat:
Our interactive chat bubble in the bottom right of your platform
Someone will aim to reply to your email within 24 hours given it isn’t on a weekend.