The information in this document will assist you with SoccerWorks Online - GAASA’s online registration system. You can always refer back to it by clicking on the Help link at the top of every page once you are logged in.
Note: SoccerWorks Online is only part of the GAASA registration process. Please read these instructions in conjunction with the Registration Process [PDF] document on www.gaasa.org. Additional info can be found from the GAASA Homepage under the Registration and Registration Forms menu items.
Questions 
- For technical questions regarding the system, please contact us at: support@gaasa.org
- For specific registration questions, contact Lu Ann Blazeff: Registrar@gaasa.org
- For general questions, contact Tom Pickett: grtrakron.soccerassoc@verizon.net
- Access this file from any page in the online system by clicking the Help Link at the top of the page.
General System Information
Accounts:
- If you do not already have an account, click the Account Registration link at the top of the SoccerWorks Online Home Page. You must already be authorized by your club through GAASA in order to register for an online account. When you register for an account, the spelling of your First Name, Last Name, and Email Address must match EXACTLY what GAASA has on file. Note: if you use a spam blocker or similar software, please add info@gaasa.org to your ‘safe senders’ list. You will receive and be required to respond to a confirmation email from GAASA before your account can be activated.
- Once you are logged into your account, you can change your password anytime by clicking the Change Password link available at the top of every page.
- Forget your password? At the top of the SoccerWorks Online Home Page there is a link to reset a forgotten password. (note: if you are already logged in, this link will not be visible.)
Web Access Security Levels
There are three web access levels:
- Level 1 - Admin: Reserved for the GAASA league administrators.
- Level 2 - Registrar: Allows the individuals designated as registrars to perform all functions in the system. Care must be taken in assigning registrar authority, as this person can access all of the club’s data.
- Level 3 - Manager: Allows the individual to view data and print reports but they cannot update or add data.
Users with Level 2 and Level 3 accounts only have access to their own club's data. Your club president designates access levels for club staff members.
Data Entry
- Required fields on all data entry forms are marked with a check mark icon
. - Please be attentive when entering your data. Player’s name must match exactly what is listed on their birth certificate in order for that player to be registered.
SWO Tool Box
- The Tool Box is available on the menu bar on the left side of every page once you are logged into SoccerWorks Online.
- The Tool Box gives you quick and easy access to all of the major system modules: Club Info, Staff management, Team Management, Player Management.
Reports
- You can view and print a ‘printer friendly’ html version of a page if there is a printer icon
at the top of the page content. Click the Printer Friendly Version link. - Official GAASA Registration forms will be produced as PDF documents. You can save and/or print the PDF document. Click the link next to the PDF icon
for official league reports. - We recommend using the latest version of Adobe Reader to print GAASA official reports.
- Need Adobe?
- Need Adobe?
Where to Begin?
When entering data, it’s important to initially follow a sequential order:
- Enter your Club Info.
- Add at least some of your staff.
- Add a team or teams.
- Add players and Staff to that team or teams.
You can go back and add more staff, teams, and players at any time, or modify what you've already entered.
1. Add/Edit Club Info
The first thing the registrar must do is enter all of the Club Information. The club's Primary Contact can be any club staff member but be aware that the league will add this information to the Club Members Contact page on www.gaasa.org and this individual will be the person the league contacts for any updates, announcements, etc.
A unique email address is required for each club.
2. Add Staff Info
The next thing the registrar must do is enter at least some of the club’s staff. For every team you enter, at least the head coach must be entered into the system first. Only enter a staff member once. You can assign them to more than one team. After a coach or manager is entered, you will be able to assign them to a team in Step #3. You can enter all your staff at the same time, or just prior to assigning them to a new team.
To enter new staff members, click on Staff Management then click Add New Staff Member and complete the form and click Add New Staff Record. Note that the staff Status is defaulted to Active. A registrar can go back at any time to check on staff team designations, inactivate or edit staff information. A staff member cannot be inactivated if they are assigned to an Active team. You must first remove him/her from the team or assign him/her to an Inactive team, then set the status to Inactive
3. Adding Your Teams
Teams can only be added through Team Declaration system. Your teams will then be imported into SoccerWorks after the final team registration.
After teams are imported, you will have access to your team information by clicking Team Management on the tool menu. You can assign coaches and managers to teams but remember that a coach, assistant coach, or manager must already have been entered to be included on the team form.
Teams names within a club must be unique and you must not change a team’s name from spring to fall.
A club registrar can go back at any time to inactivate teams or edit team information. However, team names are locked and cannot be changed through the system. You must request a team name change though the league registrar.
Each club automatically has a team called ‘UNASSIGNED’. This team consists of your club’s players that are in the system and Active, but are not currently assigned to an active team.
Each club also has a team called ‘INACTIVE’. This team consists of your club’s players that are in the system and Inactive. Players that are assigend to the ‘INACTIVE’ team will be periodically deleted by the league. If you do not want a player to be deleted, simply move that player to the 'UNASSIGNED' team or place them on an active team.
PLEASE DO NOT CHANGE ANY INFORMATION PERTAINING TO THE INACTIVE OR UNASSIGNED TEAMS.
4. Adding Your Players
After steps #2 and #3 are complete, the registrar can add players to a team. Click on Player Management, and then Add New Player. Complete the player information, assigning the player to a team from the pull down menu, or placing him/her temporarily on your Unassigned Team. When done, click Add New Player Record at the bottom. If all data was entered correctly, you'll get a message that the player has been added. You can then click on Player Management, select the team, and confirm the player now appears on that team's roster.
Note that the player Status is defaulted to “Active” when he/she is assigned to any team except the team named "INACTIVE". A registrar can go back at any time to check on player team designation or edit player information. Remember if you have an "Active" player that is not assigned to a team yet, assign him/her to your UNASSIGNED team.
You will not be able to enter a player if he/she already exists in the system with another club. They must first be released from their previous club. If you get a message stating that the player is already in the database with another club then please contact GAASA to resolve the issue.
A player is not officially registered with the league at this point. Refer to the registration procedures document for detailed info.
Other Player Management Tools
- List of all Active Players: To view a complete listing of all active players in the system for your club, click on Player Management, and then List of all Active Players.
- Export Data: You can export all of your active player data to CSV or Microsoft Excel format. To export, Click on Player Management, and then Export Player data to Excel or Export Player data to CSV file.
5. Creating Reports
At any time, the registrar or manager may access your online player data and create and print a report of that data. To create an html report, click the link next to the printer friendly icon . For official league reports, click the link next to the PDF icon .
- GAASA Roster: Click Player Management in the SWO Tool Box, select a team to view. The option to print the roster will be near the top of the page.
- GAASA Passes:
Note: printers differ in the way they handle loading paper. Therefore, you may see slightly different results in the way the text lines up on the pass sheets. Make sure the sheets are loaded correctly when printing passes.
- Single Player Pass: Once you have assigned a player to a team you can print their pass. Click Player Management in the SWO Tool Box, select a team to view, select a player. The option to print the pass will be near the top of the page.
- Player Passes by Team: Once you have assigned all players to a team you can print the entire team's passes at once. Click Player Management in the SWO Tool Box, select a team to view. The option to print the passes will be near the top of the page.
- Coach Passes: Once you have assigned a coach to a team you can print their pass. Click Team Management in the SWO Tool Box, select a team to view. The option to print the passes will be near the top of the page.
- Game Roster/Ref Report: Click Player Management in the SWO Tool Box, select a team to view. The option to print the game roster/ref report will be near the top of the page.