AES ROSTER INSTRUCTIONS
SUBMITTING & EDITING AES TEAM ROSTERS
A roster is required to be submitted in AES for every ACE event that a team is registered. Rosters are due two Wednesdays prior to an event. Any roster submitted past the deadline will result in a $25 late fee. Roster submission and editing will no longer be available after two Fridays prior to an event. If you need to make edits past this time, we will need to do this for you.
Below is the index for what you will find on this page. Click the topic appropriate for your current situation to find instructions if needed.
AES ROSTER SUBMISSION/EDITING PRIOR TO THE DEADLINE
EXPERIENCING ISSUES, NEED TROUBLESHOOTING HELP
SUBMITTING/EDITING ROSTERS PAST THE DEADLINE
ISSUES WITH TEAM ROSTER FOR AAU EVENT
ISSUES WITH TEAM ROSTER FOR JVA EVENT
INSTRUCTIONS FOR SUBMITTING & EDITING TEAM ROSTERS IN AES
AES ROSTER SUBMISSION & EDITING PRIOR TO THE DEADLINE
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 CLUB 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 THE TEAM(S)
You have two options for this step. Choose the option below based on your specific situation.
OPTION 1: If you are submitting a team roster for one team in one or multiple events...
(1) Click on the appropriate team name. This will bring you to the team's detail area in AES which will list the events in which the specific team is registered via AES.
(2) Find the event for which you are submitting/editing the team roster.
(3) Click "Roster" next to that event.
OPTION 2: If you are submitting team rosters for multiple teams in the same event...
(1) Click on "My Events" found listed in the menu on the lefthand side of your club dashboard.
(2) Click on the appropriate event under "Open Events". If you do not see the event, make sure your filters are cleared and that your team is in fact registered for the event.
(3) Click "My Teams" next to the appropriate event. This will lead you to a list of your teams for the event.
(4) Click "Roster" next to the team for which you need to submit/edit a roster.
STEP 4: SUBMIT/EDIT YOUR ROSTER
If submitting, you have a few ways for doing this step as well. Either submit a roster from a previous event, use your default AES roster, or start from scratch.
If you would like to use a roster from a past event or upload your default roster, follow the instructions below.
(1) Click the link in the bottom lefthand corner of the window that pops up associated with either option.
(2) If any information needs to be updated, you can do so within your roster window. For example, adding/removing anyone, updating 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 roster from scratch, follow the instructions below.
(1) Begin typing each individual's name to add them where appropriate. If they are not showing up, go to the troubleshooting section below.
(2) Click "Save Roster" which will be a red box found towards the bottom of the screen.
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.
OPTION 1
(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.
OPTION 2
(1) Click on My Teams found on the left side margin. This will bring up all of your club teams.
(2) Find the team participating in the event and click on the team's name.
(3) Under the column "Actions" next to the event, you will see the three words, Roster | Pay | Print.
(4) Click on Print.
(5) A dropdown menu will appear for both Roster and Entry Form. Click Roster.
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 by the Wednesday prior to an event.
If needing an edit, send the following information:
1. Event Name as it appears in AES.
2. For Adults, send the following:
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Team Name as it appears in AES
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Full Name as it appears in AES
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Position Title (Note that an individual may be listed as Head Coach for only one team per event.)
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Email if the Head Coach
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Phone Number if the Head Coach
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If replacing the current Head Coach with someone else, include what to do with the person being removed from the position. Ex: Remove or Move to Assistant Coach.
3. For Athletes, send the following:
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Team Name as it appears in AES that they are currently listed on if any so that I can first remove them.
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Team Name as it appears in AES that they are being added.
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Full Name as it appears in AES
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Jersey Number
Below is an example of formatting:
If needing your entire roster submitted because you missed the deadline, you have two options:
Option 1: This is the easiest option. Email us a copy of your team’s roster from another event if the information is correct for this event.
Option 2: Provide the information requested above under "If needing an edit" listed out.
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.
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 have imported the individuals on your roster(s) from AAU to AES. Otherwise you will get an AAU membership error. Note a few things:
- AAU to AES import happens in your AES club dashboard. If you do not know how to do this, click here for instructions.
- Typing in AAU numbers yourself does not provide verification. You must do the import.
- If any updates have been made to memberships since you last did an AAU to AES import, you will need to do this again as updates in AES do not happen automatically.
(3) Make sure each individual's membership is associated with your club code.
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, there are two ways to update this.
One, they can log into their AAU profile and add your club's code through the "Membership Edit" option. Click here to access the membership login area.
Two, you can visit the AAU Membership Lookup website to check what club code, if any, is associated with their account and, if none, can update it right within that page. Note for that second option, you will need the following information associated with that individual's membership: First Name, Last Name, Zip Code, and Birth Date.
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.
(8) Make sure the individual is eligible for the division. Note that AAU does not allow age or gender waivers for Grand Prix or Super Regional events.
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. If the individual should have a JVA-verified background check through AAU, go through the troubleshooting list above for AAU-sanctioned events.
(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.
