Creating a Volunteer Form and Login Account on eAYSO.org

The eAYSO system can be difficult to use. We try and guide you through the menus to help avoid the pitfalls. As a convenience, the major steps in the process are listed here first so you can quickly jump around the tutorial or return to it mid-process:

Note that if you do get a server error; page, you can usually use the browsers back button to get back to the form that caused it. Look for the offending data that may have caused an error -- usually a date incorrectly entered, a letter where only numerals were expected, or similar. Do not be alarmed. These pages do come frequently.
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Home / Login Page:
Go to http://eAYSO.org/ and you will see the screen as shown below. Use the “First time” button to enter your complete volunteer form if you have never used this system before. Make sure to create a login account as part of the process now. Otherwise, you will have to use the “click here” button next time and may have trouble finding your volunteer record.


Note, the “login” and “volunteer form” are two separate items and initially disconnected in the database. The CVPA or RC has to register you as a volunteer once your volunteer form is complete. They then have to separately enable your login access, associate it with your registered volunteer form, and add access rights to menus in the system. Access rights to the eAYSO system menus are associated with your login and not a volunteer form to enable spouses and parents to setup one or more volunteer forms for other household members. Hence the complexity and confusion for new users.

So lets assume this is your first time and you click the First Time button. Now just skip through the next two screens by clicking the “next” buttons.


Continue skipping hitting “Next”:


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Volunteer Form Entry Buttons:
Now we are ready to really get started and you should have the screen as shown below.

Depending on your age, click on one of the two volunteer buttons. Youth age 17 and under use the "youth volunteer" button. Most parents simply use the middle, "volunteer" button meant for Adults.

If your volunteer is 13 or under, the system is hardwired not to accept their information due to COPPA federal regulations in the USA. Unfortunately, we cannot register volunteers at this age or under at this time. If you or your child volunteer are 13 or under, please do not register them by faking the age.


Do NOT click on the “parents” button. Most of our local regions do not use the National eAYSO system to register players. We all use a system called Web Youth Soccer (formerly known as WebAYSO) that was written by a local dad. We do not accept player registrations with this National system. The "parents" button is to register your player on this sytem, not to setup a volunteer record. Any players registered here will be deleted so as to avoid duplicate records and double payments as National bills us for registrations entered here.
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Setting Login info (screen appears as “Start Over”):
Assuming we clicked on the parent volunteer, a screen appears that allows us to finally start entering information as shown below.

The youth volunteer process is somewhat simpler and hopefully self evident given the tutorial here. Youth volunteer entry is not covered further here.

So now we are ready to start the process by setting up a login. Note that the name here is not the name that is used or will appear on the volunteer form unless you repeat it exactly. This is the name associated with a login ID. The name will be used to greet you in a friendly way on various screens in the system. It is associated with your login only and not your volunteer form. If you have a common nickname, like "Bob" instead of "Robert", then you can use your more common name here while reserving your formal, legal name for the volunteer form. The reason a login name can be different than what is eventually on a volunteer form is so a parent / spouse can setup volunteer forms for others in their household even if they themselves are not a volunteer.


Your first and last name are in separate fields or boxes. Your phone number is split into three boxes and will automatically switch to the next box when you have entered 3 characters. The phone fields accept any character even though only 3 digits are allowed. So do not enter spaces, hyphens, or parenthesis as these each take up one of the character spaces intended for the numerals.

Note that we give a name of Freddie Adu for our example purposes here. This is important to note for region staff as we point out an issue with the system in your tutorial elsewhere.
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Login Info page (Unlabeled):
The next step is to create a login ID and password. So fill out the form as requested and shown below. Hit "Next" when done.



Note the first box says "email" but it really is asking for the login ID you will use to login to eAYSO later. It can actually be anything. This does not have to be the email address that will appear in your volunteer form later or any valid email address for that matter. The email address is suggested to (a) make your login ID unique and (b) give the RC and eAYSO staff some idea of how to contact the person associated with the login account. If you forget your password later on, and answer the question correctly, the system will assume your login ID is a valid email address and simply try and email your password there. If you do not need this functionality, and feel using your email address as a login ID is a security risk, you can enter anything you like for the "email ID" that will then be used as a login ID. But realize that your region's staff may have trouble identifying you later.
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Page 1 of 7 (Find a Region):
Time to enter your region. The first time through, you will need to click “Find a Region” button to enter your region. In later years, the list of regions you previously were ever active in will appear and you can select which region you plan to be associated with for this season now. You can always come back and change your region if you make a mistake or change regions later. But realize, your home or desired region this season will never know you pre-registered unless you select them here and now.


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Page 1 of 7 (Search a Region):
Try using your zip code and city / state first if you are not sure of your desired region number. If the region you want does not come up, use the regions zip code or city / state. If you select the wrong region, your RC will not find you later and not be able to enable you. But you can change your region later if you discover it is incorrect. See the help page “changing your region”


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Page 1 of 7 (Select a Region):
The search results by zip code or city may include more than one region. Choose the region you know is correct. Otherwise, if the region you were expecting does not appear, hit the back button on your browser or “Find a Region” button again to do a new search. Once you find the region you want, select its radio button and hit “Next”.

Note that not all regions have properly setup their zip code and cities of service. So you may not be able to find your desired region in any case.


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Page 2 of 7 (main volunteer info):
Now we are finally getting to the volunteer form. This is the start of the volunteer form information that you need to fill out.

All red asterisk fields must be filled out completely and accurately. This is the information that will appear in the printed form that you sign and attest to later. The regional CVPA or National CVPA may check your address, employment, and references. All information must be entered. Any inconsistencies or false statements can lead to you not being registered as a volunteer and possibly being banned from AYSO. So please be complete and accurate.

Note: If you want to understand what information will be required, peruse the PDF of the volunteer form here (Adult or Youth). But note that this PDF form will not be accepted. Only the printed version created with this eAYSO national database is accepted. The PDF is provided purely to help you see what is expected to be filled in during the next few screens of the online application.


Note that all phone number (and social security) fields are multi-part. Just keep typing NUMERALS ONLY and the cursor will advance to the next box automatically. You can always log back in and correct information but try and be accurate the first time around. It saves lots of headache and potential expense from unnecessary mismatches found during background checks.

Hit “Next” once you have looked over the information and verified it as correct.
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Page 3 of 7 (job title):
Select the reason you are here (the volunteer position you are performing for your region). You can select more than one. The RC will verify you in that position before promoting you to a registered volunteer.


If you cannot find your position, simply select "Regional Staff". That serves as the simple "volunteer" role. Hit "Next" when done.
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Page 4 of 7 (First reference):
Now we are getting into the heart of the volunteer form. You can enter your kids names but it is not necessary. 2 to 3 complete references will be asked for in this and subsequent screens. You must have your references name, address, and phone number to proceed.


Note: remember to enter only numbers for a phone entry. The system will skip to the next field automatically. No spaces, dashes or parenthesis should be entered. Hit "Next" when done.
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Page 5 of 7 (Additional References):
And finally we are near the end of the volunteer application. You need at least one more reference (and it must be complete with a name, address, city, state, zip and phone number).


Pay close attention to the boxes pointed out by the red arrows. Your name will be added to sponsor mailing lists if you do not answer correctly. The first one is usually useful to allow (leave unchecked) as this is email and other communications directly from the National office; including the plAYSOccer magazine. The second one can be checked if you do not want your email and/or mailing address provided to a National sponsor to solicit you for some product.

The last two highlighted fields are yes/no radio buttons that ask about criminal convictions. Be honest -- court records are checked as part of the background check. Nobody except the CVPA and National CVPA have to see this form, if you wish. So better to be honest then caught lying. (Print and send the form directly to your CVPA if concerned about this or any other information on the form.)
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Page 6 of 7 (Consent):
Now onto the legalize of the volunteer form. This is what you will be signing once you print it out and send it in.

Note there is a check mark box in the middle allowing you to get a copy of any background check

Otherwise, simply hit “Next” after you are comfortable with the text.


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Page 7 of 7 (Acknowledgment):
Almost done. Some more legalize to attest that you have read and seen certain documents. You can then acknowledge the statements by clicking on the “I AGREE” box, typing you name, and entering the date in the format shown.

Hit “Next” when done.


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Form finish; print form list:
You can now print your form so the region can get an original ink signature on your volunteer application.

Click on your name to cause a pop-up to appear with the PDF of your form. You can then print the form from there. If you notice an error on the printed form, click "Back" until you get to the screen where you entered that information.

Hit "Next" once done.


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Pop-up window to print form; showing whole form:
An example of the PDF pop up of the form to print appears next.

Note the Pre-reg ID. You may need this if any issues crop up using the system before your RC has accepted your registration.


Part of your drivers license appears at the bottom so the person accepting the form can easily verify your government ID and photo against this form. Some regions will only accept the form (or only accept it from new volunteers) in person so they can verify the form name and address against your government ID.
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Final page after hitting “Next” on print form page:
If you get to the below screen, you should be done for now.


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Home login menu for pre-registered volunteer (not enabled with access privileges yet):
Once you click "Finished", you are brought back to the main screen you get after logging in. This is the generic screen you will get while in the pre-registered (or pre-approved) state and is known as the "MyeAYSO" screen..

Send an email to your CVPA, RC or designated eAYSO support person to let them know you have completed the eAYSO volunteer registration form and login account creation (cvpa@ayso43.org in our region). They will have to go in and approve your volunteer application, possibly enable your login ID; and maybe give you permissions commensurate with your position in the organization.


Once you are registered by the CVPA (or RC), you will get an AYSO ID that will allow you to take online training from the National office. If your login is given access rights, you can also find and sign up for coach and referee courses using this National system and thus be more assured your record of course completion is not lost due to the misreading of cryptic handwriting on the class roster.

Note that we show a different name in the login creation menu from that used in the volunteer form. So the screen above shows a welcome to the login ID name of Freddie Adu while the volunteer appears to the RC in the database as Landon Donovan. When the RC goes to activate the login, they will see it as “Freddie Adu (<login id >)”. When they try to activate the volunteer, it will appear as “Landon Donovan”. So it is best to use the same name in both places. The system is confusing in that it allows this difference. It appears they may do this so one login can handle multiple family members of volunteers. And so more than one volunteer form may be associated with a login. Maybe this is a feature but it is confusing – especially for first time users just trying to get setup. As mentioned earlier, privileges in the database are associated with the login.

To change your volunteer form name or other information, click on the underlined “Volunteer” across the top (and then the name of the person you want to change). To change the login information and name, click on the underlined “My Login Info”.

The above pre-registered home page (or main menu) can be accessed even after you are enabled with access rights by hitting the “MyeAYSO” menu item shown next.
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Enabled, Registered Volunteer menu:
Once your CVPA or RC registers your volunteer form, and enables your login ID with some access rights, you should see all the menus for access like shown on the following screen. This is a new home screen replacing the MyeAYSO home screen of before. Unless you are a board member, instructor or similar senior regional administration person, you likely will have only one menu item of the hundreds now available and enabled (beside MyeAYSO). This is the “Lookup / Course” menu item as shown. The white words across the top are actually drop down menus. But most are not available to most users in the region.


Note that the system is odd in that every menu and every menu item that exists in the system is visible to everyone. But what menu items you can actually click on are very restricted. Even an RC has access to less than 10% of the menu items. Area Directors, Section Directors, National Staff and others have access to many of the different menus and areas that regions do not. Usually the only menu items accessible to all is under “LookUp” (see red arrow). In there you can look-up and register for a course.

To get back to the pre-registered home page you may be familiar with, click on the menu item "MyeAYSO" at the far left.

The list of menu items that appear as hyperlinks (green arrow above) may exist or may not. Depends on what privileges your login has been given. The items in this list are a convenient short cut to show just the pull down menu items that are enabled for you. Often this is the more convenient way to access the system than the pull down menus across the top.
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Restricted Page:
Every time you try and access one of the menu items that is not enabled to your account, (that is, if you are a glutton for punishment and try them out), you will get a “restricted page” screen as shown below:


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Server Error Page:
Unfortunately, also, a very common or similar looking page you may often see is:


Such is the life of an eAYSO user :)
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Created by Randy Harr, RC, AYSO Region 43 Los Altos on 20 Sep 2006 using SnagIt software.