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AES ROSTER INSTRUCTIONS


AES ROSTER EDITING AND PRINTING INSTRUCTIONS

AES ROSTER SUBMISSION & EDITING

You will need to submit a roster for every event that your team(s) are registered, regardless if an ACE event or another host's.

STEP 1: LOG INTO YOUR ACCOUNT

(1) Visit www.advancedeventsystems.com.

(2) Click "Sign In" which is found in the top right hand corner of your screen.

(3) You will be directed to a Sports Engine login page. Use the appropriate user email and password to view and edit your club’s teams. This should direct you to your dashboard on AES.

STEP 2: GO TO YOUR DASHBOARD

If your browser does not take you there upon signing in, it most likely took you to the home page where you search for events. If this is the case, follow these instructions.

(1) Find “Dashboard” in the top right hand corner of your screen. It will be next to “Welcome {YOUR NAME}!”

(2) Click on "Dashboard." If the account is connected to your club, you should see your club's dashboard page.

(3) On your home page, you will see a large box with a bunch of teams listed in red and on the left side of the box will be a margin with different links.

STEP 3: FIND YOUR TEAM

Click on your team name.  This will bring up the events in which the specific team is registered via AES. 

STEP 4: EDIT ROSTER

You can either upload your default roster or create a new roster from scratch.

If you would like to add a default roster, follow the instructions below.

(1) Prior to clicking on any event, click on the roster icon found on the left side margin under the header “Team Details”. This will bring up your default roster.

(2) If the information is incorrect or needs to be updated, such as jersey number, etc, fill in the correct info.

(3) Click Save Roster, red box found towards the bottom.

If you would like to create a new roster, follow the instructions below.

(1) Click on the specific event for which you are creating a roster.

(2) Click "Roster" found on the left side margin under the header “Actions”.

(3) Begin typing each individual's name to add them where appropriate. If they are not showing up, go to the troubleshooting section below.

(4) Click "Save Roster" which will be a red box found towards the bottom of the screen.

To check on a specific event roster, go back to your team’s event page if not already there.

(1) Click on Teams in the left side margin.

(2) Scroll to find your team and click on it.  This will again, bring up your team’s events.

(3) Scroll until you find the appropriate event and then simply click on the roster tab.  This will bring up the roster for that event only. 

(4) If there is no roster listed, simply scroll to the bottom and click on “Copy Default Roster”.  This will populate the event roster with the default roster created by you.  Prior to copying the default roster, check that the default roster needs no revisions.

AES ROSTER PRINTING

STEP 1: REVIEW THE ROSTER

Check that your roster is correct for the specific event. Make any corrections needed for that specific event. See instructions above on “AES Roster Editing.”

STEP 2: PRINT THE ROSTER

Once you have made sure that your event roster is correct, print the roster. We suggest that you print out TWO copies to bring with you to the tournament, one for check-in and one for backup if needed.  

(1) Click on My Events found on the left side margin.  This will bring up all of the tournaments in which your club is entered.  

(2) Find the correct event and click My Teams. NOTE: Some events may be listed in the “Closed” section of events. This means the event is closed for registration, but you can still usually edit your roster unless they are locked by the event directors.  Rosters are usually locked the Wednesday prior to a tournament and sometimes earlier than that. Hence, check your rosters early! 

(3) At the bottom of the box, you will see three boxes.  Click on the arrow for Rosters.

(4) Click on View.  

(5) Scroll through to find your team’s roster and then follow your prompts to print. NOTE: To print one team’s roster only, you will need to put the appropriate page number for printing. Otherwise, it will print all of the club’s teams’ rosters for that event.

TROUBLESHOOTING ROSTER SUBMISSION ISSUES

IF IT IS PAST THE ROSTER SUBMISSION DEADLINE

If it is past the roster deadline, rosters will need to be edited and submitted by ACE staff. Please, send an email with the following information.

If needing an edit, send the following information:

For Adults, send the following:

  • Team Name
  • Coach's Name
  • Position
  • Email if the Head Coach
  • Phone Number if the Head Coach

For Athletes, send the following:

  • Team name that they are currently listed on if any so that I can first remove them.
  • Team name that they are being added.
  • Athlete's Name
  • Jersey Number

If needing your roster submitted, you have two options:

Option 1: Provide the information requested above.

Option 2: Email us a copy of your team’s roster from another event if the information is correct for this event.

For anyone being added, please make sure they are up to date in AES that allows them to be added to a roster. See information below based on the type of event, AAU or JVA.

AAU-SANCTIONED EVENT

Below is a list for troubleshooting when running into a roster submission error for an AAU-sanctioned event. Click here to make sure you know the requirements for participating in an AAU event.

(1) Make sure your club and every individual listed on the roster has a valid AAU membership.

If your club or an individual needs an AAU membership, click here to access the membership registration page.

If you need to check someone's membership status, you can either email membership@aausports.org or call 407-934-7200 and ask to speak with the Membership Department.

(2) Make sure you import the individuals on your roster(s) from AAU to AES. Otherwise you will get an AAU membership error. Typing in AAU numbers yourself does not provide verification. Here are instructions provided by AES on their FAQ page:

"AAU-Affiliated Clubs – the easiest way to pull member data into AES is by clicking the AAU Data Import and entering your AAU club code and Membership ID. ALL active players and staff in AAU’s database will pull directly into AES. If a player or staff does not appear, check with AAU’s office to ensure they are active as sometimes players or staff are still in process. We recommend following up with AAU directly for most AAU Data Import questions."

(3) Make sure each individual's membership is associated with your club.

When signing up for an AAU membership, the default to the question "Are they the member of a club?" is "No, not at this time (can be updated later)". If an individual did not select your club, they will need to log into their AAU profile and add your club's code through the "Membership Edit" option. Click here to access the membership login area.

If the individual is associated with another club, the club attachment rules for AAU state that in order to change from one club to another, an athlete either needs to be released from the club by completing the Club Release Form, or wait 60 days from the last time they competed in an AAU Licensed event. If either of those has been done, they would need to change the club code on their membership and then the import would need to be redone to add them to a roster.

(4) Make sure the individual's information is correct. For example, if their birthday year was entered incorrectly which can prevent them from showing up in AES as eligible for their age group.

(5) Make sure each coach is the head coach of only one team per event. Each coach is allowed to hold the position of head coach on only one roster per event.

(6) Make sure each athlete is only on one roster. Each athlete can only be on one roster as each athlete may only play on one team per event. If you are trying to move an athlete from one team to add them to another, you will need to delete the athlete first before adding.

(7) Make sure you are not trying to add more people than allowed. You may have one head coach, two assistant coaches, one team rep, and one chaperone listed on your team roster. If you have more than two assistant coaches, use the team rep and chaperone spot.

JVA-SANCTIONED EVENT

Below are different things to check if you are running into a roster submission issue for an AAU-sanctioned event. Click here to make sure you know the requirements for participating in an JVA event.

(1) Make sure that every adult that you are trying to list on the roster has a JVA valid verified background associated with their AES profile. Click here for instructions if you are running into that issue.

(2) Each coach is allowed to hold the position of head coach on only one roster per event.

(3) Each athlete can only be on one roster as each athlete may only play on one team per event. If you are trying to move an athlete from one team to add them to another, you will need to delete the athlete first before adding.

(4) You may have one head coach, two assistant coaches, one team rep, and one chaperone listed on your team roster. If you have more than two assistant coaches, use the team rep and chaperone spot.