e-2
Hints from the Help Desk
SENDING BLAST E-MAIL MESSAGES
AYSO Regions, Areas and Sections have been clamoring for the ability to use eAYSO to send email messages to players, parents and volunteers. eASYO2 now has the function built in. This will be a very handy function for our
RoadShow event coordinators. At this time, only the Regional Commissioner, Trusted Data Manager, Area Director or Section Director has this access included in their blanket package of rights. However, each of those can assign the single access right to use the email function to individual volunteers within their Region, Area or Section, through the following path: Section >Admin >Access Rights.
In order to be granted access rights, a volunteer first must (a) have completed an online volunteer application form (even if they’ve been around forever and even if there is already a record for them in eAYSO) and (b) have a user name and password. Volunteers who have not yet completed this process must be instructed to go to www.eayso.org, click on the First time button and follow the onscreen directions. While completing the online application, they will see a screen where they will create their user name and password. They must create a user name and password. The application must be submitted to the
volunteer’s Region (or sent to the NSTC) and accepted by the CVPA in the system. This will assign an AYSO I.D. number to the volunteer.
Before starting to assign the access right, you will first need to know the AYSO I.D. number for the volunteer and his/her email address. Use Lookup >Volunteer to find the I.D. number and email address. Once you have the I.D. number, here’s how you assign a single access right (e.g., Email Campaign).
e-2
Hints from the Help Desk
ASSIGNING A SINGLE ACCESS RIGHT
1. Log on to eAYSO
2. At the Welcome screen, rest your mouse on Section, move to Admin on the drop down listand then select Access Rights from the fly out menu.
The Volunteer Access Rights wizard opens.
3. Enter some or all of the characters of the first and last name and then click on the button labeled Search.
4. In the Select Volunteer window, the list of user names will be filtered to show only those that match the name you entered.
5. If you recognize the user name for the volunteer in question, click on the name to highlight it.
a. If the search reveals more than one user name, check them against the e-mail address you noted during the Volunteer lookup to ensure you assign rights to the correct volunteer or to the user name the volunteer uses most frequently.
e-2
Hints from the Help Desk
number you copied during the Volunteer lookup. Make note of the number of existing access rights already assigned to the volunteer.
c. If no ID number appears, enter or paste the AYSO ID number you found during the Volunteer Lookup and click on the button labeled
Update AYSO ID.
7. Click the radio button next to System Function.
8. In the System Function drop down, scroll the list and click on Section – Admin – Email Campaign.
d. Then click on the Assign Rights button. If you would like to give additional access, click on another access right from the drop down list and click again on the Assign Rights button.
e. When the screen refreshes, you should see a green confirmation message at the top indicating the right was assigned successfully and access right should appear at the bottom of the screen. If the volunteer already had access rights the number of rights assigned should have increased by 1.
e-2
Hints from the Help Desk
SENDING A BLAST EMAIL MESSAGE
1. Log onto eAYSO.
2. At the Welcome screen, rest your mouse on Section, move to Admin on the drop down listand then select Email Campaign from the fly out menu. The
E-mailCampaign wizard opens.
3. By default, the Wizard shows the selection criteria for setting up a Player E-mail campaign. To send an email to a group of Volunteers, click on the
Volunteer tab in the blue band at the top of the Wizard screen. When the screen refreshes you will see the Wizard for setting up a Volunteer E-mail Campaign.
e-2
Hints from the Help Desk
4. By default, the E-mail Campaign wizard will limit the selection of addresses to volunteers from the user’s own Area and Region. Open the Region drop down list and select All to broaden the capture of email addresses to all volunteers in a given Area. Open the Area drop down list and select All to broaden the capture of email addresses to all volunteers in the Section. 5. By default, the system will display all the postal zip codes for the search
criteria selected in step 4. If you wish, you can narrow the search further by deleting some or all of the zip codes and manually entering one or a few specific zip codes. If you enter more than one zip code, remember to separate each with a comma.
6. Next you will select the volunteer positions for the volunteers you wish your email message to reach. Scroll the list in the window on the left, click on the position and then click the button in the center with a right-facing arrow to move that position into the window on the right. Repeat these steps for additional volunteer positions.
a. NOTE: In our experience some CVPAs do not assign positions to their volunteers, especially coaches and referees, so the action above may miss some people.
e-2
Hints from the Help Desk
acceptance by the CVPA. If you want your message to reach all volunteers, this is a good selection to use.
7. Scroll down if necessary and click on the button labeled Next. The message screen opens.
8. Note the pre-filled entries in the Sender’s name, Sender’s email address and Subject windows. We urge you to enter the specific subject of your message in the Subject window (e.g., Section 10 RoadShow Announcement).
9. You can type your message directly into the blank message window, where you have some limited formatting options. Alternatively, you can prepare your message in a Microsoft Word document, copy everything when you are done and then paste it all into this window.
10. When your message is prepared, scroll down if necessary and then click on the button labeled Preview & Send.
11. When the screen refreshes you will be able to see how your recipients will see your message. Click Previous if you want to go back and fix something. Click on Preview & Send again when finished.
12. When you are satisfied that everything reads as you want it, click on Send.
Change this to something that better describes the Subject of your message. Type your message
here or compose in Word, copy your text and paste it here.
Then click here to see what your message will look like.
e-2
Hints from the Help Desk
13. You will see a green message at the top of this screen indicating that your message was successfully sent.
Please call 866.588.2976 or send an email to [email protected] if you have any questions.
Thank you for using eAYSO,
The number of addresses that matched your search criteria These addresses will actually be entered in the BCC window in order to preserve confidentiality
Check this box.
