AYSO Region 58 — Fall 2026 Season | Last updated May 19, 2026
98%
Heads-up emails sending. Registration launch in progress. 2,000 of 2,152 heads-up emails sent May 19 via custom Python campaign tool from registrar@ayso58.org. Remaining ~152 send after midnight. PM invitations trigger tomorrow. Professional HTML email with personalization, AYSO branding, and positive BC messaging.
✅ Full Registration Flow ValidatedTest group (4 board families, 8 players) registered May 16 via imported invitation links. Invitation emails, registration, confirmation emails, volunteer signups, and coaching requests all working. Annie Grabarsky: "It was an easy process!" App flow also tested by Sara — "the app flow is great."
Team & Contacts
Person
Role
Responsibilities
Sara Zaldivar
Regional Commissioner (RC)
Program review, oversight, PM liaison
Steven Davis
Registrar
Data migration, automation, platform config, technical lead
Conditional radio question ("Have you played before?") removed per Heather (May 14). Upload element retained. Verified players from import automatically skip.
3
Division — package-specific dropdown, auto-populated with division name
For 6U/7U/8U: shows "Do you have a team mate request?" Yes/No + "Do you have a coach request?" Yes/No. For 10U+: parent sees their division name only, no linked questions — clean display.
4
School Name — text field
5
Years of Soccer Experience — dropdown (None, 1, 2, 3, 4+)
6
Positions Played — dropdown (Goal Keeper, Defense, Mid Field, Forward, Winger, Not Applicable)
7
Player Uniform Sizes — dropdown (Child Sizes, Adult Sizes)
8
Player Jersey Sizes — dropdown (Extra Small, Small, Medium, Large, Extra Large, Extra Extra Large)
9
Player Short Sizes — dropdown (Extra Small, Small, Medium, Large, Extra Large, Extra Extra Large)
10
Medical — "Does your player have any conditions of which program staff should be aware?" Yes/No
"Yes" triggers linked text field. Verified working on Mary's page.
11
Soccer experience outside Region 58 — multi-select
"None" option added after test group feedback (Steve Post chose "Other" as workaround). Fixed by Sara May 16.
12
Coach Request — full name text field (added from board meeting)
13
Soccer Position Preference — dropdown (surfaces club experience without asking directly)
14
AYSO Standards of Conduct Waiver
15
AYSO Player and Parent Agreement & Liability Release Waiver
Program Questions — Section 2 of 4 (once per registration)
1
Emergency Contact: Relationship to Player
2
Emergency Contact: Person to Notify
3
Emergency Contact: Telephone
4
Volunteering Obligation — "Are you aware that each family are obligated to volunteer 2 times during season for field setup, field takedown, info tent, field monitoring?" Yes/No
Volunteering — Section 3 of 4
✅
5 positions: Head Coach, Assistant Coach, Team Manager, Referee, Board Member
Head Coach collects contact info inline (Email, First Name, Last Name, Mobile Number) and triggers League coaching request questions.
Coaching Request Questions (triggered by Head Coach)
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Experience: coached before (Yes/No), age groups (6U–19U checkboxes), licenses (6U, 8U, 10U, 12U, Intermediate, Advanced)
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Role: Head Coach / Assistant Coach checkboxes
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Training: full requirement list (Background Check, SafeSport, Safe Haven, Concussion, Sudden Cardiac Arrest, Laws of the Game, CA Fingerprinting), commitment Yes/No
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Jersey: need new one (Yes/No), linked Gender Style (Men/Women) + Size (Extra Small–Extra Extra Large)
Checkout — Section 4 of 4
Verified with 2-player test (Bruce 07UB + Mary 10UG):
Line
Amount
Total (2 Programs)
$410.00
Club Fees (NPF × 2)
$50.00
Total Discounts (early bird × 2)
-$60.00
Due Today
$400.00
✅
"Add a donation?" prompt, refund policy checkbox, mailing address captured
✅
Payment Method: Merchant account active — test group processed payments May 16
Confirmation Page
✅
Merchant: AYSO Region 58, Sherman Oaks, Los Angeles, CA, USA — TAX ID: 95-6205398
Confirmation email to sdavis@davisportal.com. Refund Policy link shown.
Confirmation email from noreply@ayso58.playmetrics.com — includes every question response, waivers, volunteer positions
Active subscriptions
Programs → 2026 Fall Core dashboard — count of completed registrations (per player, not per family)
💡 Players vs LeaguesRegistered players appear under Programs → Program Players. They do NOT appear under Leagues until assigned to teams — that's the team formation step, covered in the July 1 League Operations webinar. This is expected behavior, not a bug.
Known Issues
✅
Package-specific dropdown — resolved
Label changed from "Team Mate and Coach Requests" to "Division". Parents now see "Division" with their division name auto-populated. For 6U/7U/8U the linked team mate and coach request questions appear below. For 10U+ they simply see their division name with no extra questions — clean and intuitive.
⚠️
Merchant address — PO Box rejected
Kristen confirmed PM won't accept a PO box for the customer service address (same as entity address). Receipt shows physical address "Sherman Oaks, Los Angeles, CA." Need to raise with PM support — Sara wants PO box on parent-facing receipts.
⚠️
Can't delete questions once registration is open
From Krista's R18 support ticket: once registration is open, player questions can only be hidden, not deleted. Finalize all question structure before go-live. If a question needs to be removed mid-registration, hide it instead.
In Progress Underway
✅
Program review completed by Heather (April 29) — 5 items flagged, all clarified May 4. Action plan reply sent to Heather May 4 (cc'd both Zendesk addresses to fix threading). Items #1, #2, #5 = Steven + Sara reviewing together. #4 = Steven prepping BC file.
Steven
✅
Refund policy updated by Kristen (April 28). PO box issue discovered — raised as Known Issue.
Sara → Kristen
✅
Test parent walkthrough completed — all 4 sections + checkout + confirmation verified
Steven
✅
CC processing fee + service fee confirmed — Sara confirmed region absorbs, Heather acknowledged
Sara
✅
SA data analysis complete (May 4) — evaluated 4 SA reports. playerUpload.xlsx is optimal data source (pre-split names, M/F gender, parent2 data, addresses). Player Photo BC Info is definitive BC source (upload + verification dates).
Media=B from playerApplications debunked — every player had B, making it a default flag not a BC indicator. SC Enrollment Details confirmed 7 players with "No File Uploaded" despite Media=B.
Steven
✅
Standalone import tool built, tested, published (May 4)
Python tool: SA playerUpload + Player Photo BC Info → PM Player Import CSV. Tested against real data: 1,377 verified / 32 non-verified. Supports --dir batch mode, multi-season merge, flexible filename matching. VS Code project with .exe build pipeline. Published at github.com/sdavis9248/playmetrics-import.
Steven
Program Review Action Items (from Heather — all resolved, changes applied May 14)
✅
U19 age classification upgraded — PM added U19 as an age group.
✅
NPF: Attached to all 17 packages — accounting code 5703.
"You can resend to any accounts that are not verified… as many times as you want in bulk." Use Players → All Players → Manage Invitations.
Answered
2
Can we get the unique invitation link per player?
Links ARE unique per contact (token uses contact_id + cryptographic signature). We can't construct them ourselves, but resend via Manage Invitations handles it.
Resolved
3
Invitation status per player?
Players → All Players shows Invitations dashboard: Not Verified (invited, not registered), Not Invited, Delivery Failed (bounced), No Contacts. Manage Invitations button for bulk resend.
Answered
4
Player export ID = invitation URL?
No — token uses contact_id (from Player Contacts export), not player_id. Confirmed by decoding test group invitation links.
Confirmed
5
Enable Mailchimp beta?
"Enabled"
Done
6
Gotchas for 178 non-verified import?
"Nothing special, just need to import them."
Clear
7
Enable/activate the account?
Account enabled — test registrations processed May 16.
Done
✅ Invitation Tracking — Fully SolvedPlayers → All Players shows an Invitations dashboard with real-time counts of Not Verified, Not Invited, Delivery Failed, and No Contacts. The "Manage Invitations" button allows bulk resend to anyone who hasn't responded. Combined with the Player Contacts export (which contains the contact_id used in invitation tokens), we can cross-reference and build targeted follow-up lists. Invitation emails are delivered via Mailjet (nvo1.mjt.lu tracking links).
Remaining Blockers None
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PlayMetrics program review — completed, all 5 items resolved.
PlayMetrics
✅
CC processing fee + service fee — region absorbs, confirmed.
PlayMetrics
✅
Merchant account activation — active, test group payments processed.
PlayMetrics
✅
BC question + import — both resolved and executed.
PlayMetrics
⚠️
PO box for customer service address — PM rejects it. Low priority.
PlayMetrics
Kristen's Tasks In Progress
✅
Refund policy text updated in Merchant Account
Completed April 28. Used Sara's original text with July 15, 2026 specific date. $30 non-refundable fee, email to registrar@ayso58.org.
Kristen
⚠️
PO Box rejected for customer service address — PM won't accept it
Kristen reports PM requires a physical address for the customer service field too (same as entity address). Receipt currently shows physical address, not PO box. Need to raise with PM support — Sara wants PO box on receipts.
Kristen / Steven
☐
Verify tax ID (showing 95-6205398) and set payout frequency
Kristen
Pre-Launch Steps Complete
✅ Import → Invite → Register flow confirmedTest group proved the full cycle: imported players received unique Sign Up links, clicked through, created passwords, and pre-loaded data was waiting. Parents completed remaining questions and registered. Full confirmation emails received with all responses.
✅
NPF attached to all 17 packages — accounting code 5703
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Instructions block cleared
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Refund Policy waiver removed from player questions
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Conditional BC question removed, BC upload kept with skip-verified ON
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BC-verified player CSV sent to PM — 2,334 players imported by Heather
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Account enabled — merchant active, test registrations processed
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Test group: 4 families, 8 players registered successfully (May 16)
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Sara drafted heads-up email for imported families — tested with board group
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Volunteer positions toggle added to confirmation email template by Sara
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"None" option added to soccer experience question (bug fix from test group)
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Import 178 non-verified players — completed May 18
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Import new SC accounts (created on/after 04/01/2025, never enrolled) — completed May 18
Go-Live Steps In Progress
✅ Email Campaign Infrastructure BuiltCustom PlayMetrics email campaign module (playmetrics_email_campaign.py) added to SportsConnectAutomation framework. Sends personalized HTML emails via Gmail OAuth2, tracks per-recipient send status, respects 2,000/day Gmail limit with automatic resume, and cross-references PM Export Responses to track registration conversion. AI inbox assistant updated with PlayMetrics knowledge base for auto-drafting responses to registration questions.
✅
Heads-up email sent to ~2,000 families (May 19) — personalized HTML from registrar@ayso58.org
Professional HTML template with AYSO blue/gold branding, numbered steps, positive BC messaging ("your information will already be there including any birth certificate you previously uploaded"), personalized greeting per parent. Sent via custom Python campaign tool with tracking.
New volunteers without SC accounts → add directly in Sports Affinity to get AYSO ID and enter compliance pipeline
Closes the "new volunteer gap" — no need to wait for PM Governing System. Confirm exact SA admin steps with Jay.
Jay
☐
Import to Governing System when access granted (summer 2026 — July 9 webinar expected to cover)
☐
Organize R58 Fingerprint Fair — early August (Jay coordinating, Sara to combine with coach meetings/training)
Jay
☐
Play-up request Google Form — structured intake for parents requesting child play up (July 31 age cutoff)
Sara
⚠️ Compliance → Scheduling Dependency
Jay's two-step enforcement: (1) BG check + fingerprinting before team assignment, (2) video training before Game 1 (Aug 24). This drives Ben's scheduling timeline. Sequence: Fingerprint fair (early Aug) → compliance verified → teams formed → Ben builds schedule → first games (Sep 19).
✅ Existing automation + SA workaround covers the gapSports Affinity / ETrainU compliance automation continues for all volunteers. New volunteers without SC accounts can be added directly in SA. Full details in Volunteer Compliance Guide.
Website (Duda)
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Sara attended Duda training Zoom (May 14) — drag-and-drop builder
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Privacy issue: board member gallery widgets expose personal emails from PM accounts
Sara set her info to private, added commissioner@ as secondary. All board members need to do the same before profiles go on Duda site.
☐
Sara prefers fresh start — streamline, no import from old SC site
☐
FAQ widget — convert registration info into modern FAQ. AI email agent can identify common questions.
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Confirm with Paula that ayso58.org domain switchover is in Duda rollout plan
Steven
Other
☐
Volunteer Sign Up beta — confirm enabled for Region 58 (for non-coaching volunteer signups after registration)
✅
Mailchimp beta integration enabled by Heather — set up for ongoing season communications
☐
Archive old test season/league
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SportsConnectAutomation updated with PlayMetrics campaign module
New playmetrics_email_campaign.py module: loads PM All Players export, deduplicates by parent email, sends personalized HTML emails via Gmail OAuth2, tracks sends per-recipient, respects 2,000/day limit with auto-resume, cross-references against PM Export Responses for registration conversion tracking. CLI: --pm-campaign, --pm-campaign-status, --pm-test, --pm-export.
✅
AI inbox assistant updated with PlayMetrics knowledge base
Updated registrar_email_assistant.py, config.json, and response_style_guide.json. New intent categories: invitation_link_issue, duplicate_account, playmetrics_help, bc_verification. PM-aware system prompt with invitation flow guidance, common troubleshooting, and fee info. Data context loads PM Export Responses CSV with SC fallback.
☐
Set up Locations & Fields in PM for game scheduling (Ben Hauser) — attend scheduling webinar first
Quick Reference
Setting
Verified Value
Region
AYSO Region 58 — Van Nuys/Sherman Oaks
Program
"League 2026 Fall Core" (ID 101848)
Season starts
Sep 19, 2026 (14U−); Aug 16, 2026 (16U/19U)
Divisions
17 packages: 5U coed, 6U–16U gendered, 19U gendered. No 4U.
Base price
$205 flat all divisions
NPF
$25 "AYSO Membership Fee MY2026" per player at checkout
Total to parent
$230; with early bird $200
Early bird
$30 off, currently active
Multi-player
$15 off 3rd+ player
Fees
Region absorbs CC + service fees — confirmed April 29
Friend/coach request
Package-specific: "Division" dropdown, linked questions for 6U/7U/8U only
Data Import Steps (HTML) — 11-step guide with 8 embedded screenshots (PII-blurred), SA-based workflow
PlayMetrics Import Tool (Python) — standalone tool converting SA reports to PM import CSVs. Uses "Player Detail | upload format" + "Player Photo BC Info" reports. Supports --dir batch mode for multi-season auto-load. Published at github.com/sdavis9248/playmetrics-import. VS Code project with setup.bat/build.bat for .exe distribution.
Volunteer Compliance Guide (HTML) — implementation guide for Sara
AI Inbox Assistant (Python) — registrar_email_assistant.py updated with PM knowledge base. Auto-drafts responses to registration questions about invitation links, duplicate accounts, BC verification, fees, and PlayMetrics navigation.
Communication Assets (AYSO National)
SC rotator banners (3 themes), email headers, social media graphics, caption template
All embedded in Website Migration Guide HTML for offline access.