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Management of Softball Transfers

To manage softball transfers, you will first need to view the database by going into your Dashboard, then into Online Registrations, and click on the name of the database/form.

In the database view, you will see the column Status, which indicates the status of the registration. When people register, their status is automatically set as Pending. This means their registration is waiting for approval by a club administrator.

Click the + button to approve each valid registration.

This changes the + button to a grey tick and also changes their status from Pending to Active.

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When the new club clicks the + button to approve the player's registration, the system will alert the club to the fact the player is registered with another club, and then give them the opportunity to request a transfer.

Requesting a Transfer

When you click the + button to approve the registration of a player, but they were last registered with another club within the last 60 months, a message will prompt you to request a local transfer from that first club.

The system will prompt you to request the transfer as below.

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If you click Request Transfer, the following message will display and system will email the first club a transfer request.

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Note that, once a transfer has been requested, the status of the player in your database will display as Transfer Pending.

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The club that the player first registered with will receive a Registration transfer request email similar to below. This email will be sent to all database administrators of the club. The club administrator will click the View registration link which will prompt them to login to their site.

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When the club administrator logs in, they will be prompted to decline or approve the transfer.

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When they approve or decline the transfer request, they will see one of the following confirmation messages.

A confirmation prompt will be displayed upon clicking Approve Transfer. A comment may be added regarding the transfer and its approval. Click OK to continue.

 

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Accepting transfer request

 

A confirmation prompt will be displayed upon clicking Decline Transfer. It is mandatory to enter the reason the transfer request is being declined. Click OK to decline the transfer request.

 

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Declining transfer request

 

Once the administrator has approved/decline the transfer, an email is then sent back to the club that requested the transfer to notify them that it was approved or declined. Should the home club of the player fail to take any action within 7 days, the transfer request will automatically be approved.

Note: If the club has more than one database administrator any one of the admins can approve/decline the transfer.

If you are dissatisfied with the response from the home club, please escalate the matter to your softball association.

Levels of Transfers

Club to club Transfers

When a player wishes to transfer to a club belonging to the same association their previous club belongs to, the transfer will only require the approval from the original clubs' administrator.
The association admins will be kept aware of the transfer process and receive carbon copies or the transfer request and its approval/denial. No input is required on their behalf.

Inter-association Transfers

Should a player wish to transfer to a club belonging to a different association, the transfer will now require approval from both the original club administrator & the association administrator.
Both admins will be notified of the transfer request, and the approval/denial from the other administrator. Should either administrator deny approval, the entire transfer shall be prevented. As with standard transfers, failure to take action within 7 days will result in automatic approval for the transfer.

Player transfers – Summary view

To view all transfers in your club or association, go into Online Registrations, then click the transfer icon located next to your player registration form. 

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This opens the player Transfers / Clearances summary view. That shows the status of all pending and completed player transfers for your organisation in that season.

By default, when you land on this page you will see records in a Pending state because they still require action. You can click on the dropdown to modify the Transfer Status and change the display to show Accepted, Declined or All records. 

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You can also Export the transfers.

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When you click the Export link you are prompted to enter a date range. This lets you refine the time period.

 

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The player Transfer / Clearances summary view is colour coded to make it easy to see what portion of the player transfer acceptance process still needs to be completed.

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The player name appears first.  Click the player's name to see a detailed view of the players transfer.

All organisations impacted by the player transfer request are listed.

  • The name of the organisation will appear in Green if transfer approval is still required.
  • The name of the organisation will appear in Red if transfer/clearance/permit was declined.
  • The name of the organisation will appear in Black if they do not need to take any further action.

The transfer status is also colour coded to show:

  • Pending transfers in Green (action still required)
  • Declined transfers in Red (transfer/clearance/permit request declined)
  • Accepted transfers in Black

 

Player transfers – Detailed view

Clicking a player name will take you to the detailed view.

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Shania Forrest having received full transfer approval

In addition to the information provided by the summary view, the detailed view will display the name of the administrator who gave approval for the transfer and date the approval was given. If no name is displayed, this indicates approval was provided automatically.

If the transfer is still awaiting approval by your organisation, you can action the transfer from the detailed view by clicking Decline Transfer or Approve Transfer buttons. 

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Note:  You should only approve a transfer if the club the player is transferring to has met any transfer requirements as specified by your parent organisation.

A confirmation prompt will be displayed upon clicking Approve Transfer. A comment may be added regarding the transfer and its approval. Click OK to continue.

 

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Accepting transfer request

 

A confirmation prompt will be displayed upon clicking Decline Transfer. It is mandatory to enter the reason the transfer request is being declined. Click OK to decline the transfer request.

 

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Declining transfer request

 

 

 

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