Technology & Data Management

Directors Technology & Data
Last updated June 22, 2026
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Starlings Volleyball USA utilizes technology platforms to manage membership, rosters, communication, compliance, and operational data across all clubs.

These systems are essential for ensuring athlete safety, organizational compliance, financial transparency, and effective communication between Clubs and the National Office.

Director Responsibility: Directors are responsible for using designated platforms, maintaining accurate data, and ensuring that all required information is current and complete.

Important Reminder: Technology platforms are not optional tools. They are required systems that support safety, compliance, and organizational operations.

Designated Technology Platform

The primary platform used by Starlings Volleyball USA is LeagueApps.

This platform is used to manage:

  • Director, Coach, and Player memberships
  • team creation and assignments
  • player rosters
  • waivers and registration records
  • communication and notifications
  • operational data collection
  • financial tracking of player fees and payment plans

Technology Requirement: Directors must use the designated platform as directed by Starlings Volleyball USA.

Director Responsibilities

Directors are responsible for maintaining accurate and up-to-date information within the designated platform.

This includes:

  • creating teams and assigning coaches
  • maintaining accurate player rosters
  • ensuring all memberships are completed prior to participation
  • entering required operational data
  • updating club information when changes occur

Compliance Requirement: All data entered into the platform must be accurate, current, and aligned with actual club operations.

Required Data Entry

Directors must ensure the following information is entered and maintained within the platform:

  • tryout dates
  • first practice date
  • first date of competition
  • which Starlings tournaments the club will compete in
  • number of teams by age division
  • player assignments to teams
  • coach assignments to teams

Director Responsibility: This data is critical for National Office planning, communication, compliance tracking, and program support.

Best Practice Tip: Enter and update data as soon as information is available rather than waiting until deadlines.

Membership & Compliance Tracking

The platform is used to verify and track all required safety and membership requirements.

This includes:

  • background screening status
  • SafeSport / APS training completion
  • Director, Coach, and Player memberships
  • waivers and acknowledgments

Safety Requirement: Directors must confirm that all participants are fully cleared in the platform before allowing participation.

Directors may not rely on:

  • verbal confirmation
  • pending registrations
  • incomplete profiles

Director Responsibility: Use the platform as the official source of truth for determining eligibility.

Team & Roster Management

Directors must ensure that all players and coaches are properly assigned within the platform.

This includes:

  • assigning players to the correct team
  • assigning coaches to the correct team
  • maintaining accurate and current rosters
  • updating rosters when changes occur

Compliance Requirement: Players and coaches must be assigned to a team in the platform to be considered active participants.

Best Practice Tip: Finalize team assignments as early as possible to improve communication and tracking.

Integration with Financial Management

The technology platform supports financial tracking and alignment with club operations.

Directors should:

  • use the platform for payment collection when required
  • ensure payments align with rostered players
  • track all payments (including offline payments) within the system

Director Responsibility: Financial data should align with roster data to ensure accuracy and accountability.

Data Accuracy & Updates

Directors are responsible for maintaining accurate data throughout the season.

This includes updating:

  • player participation status
  • roster changes
  • staffing changes
  • schedule changes
  • club operational details

Compliance Requirement: Outdated or inaccurate data may result in compliance issues, communication breakdowns, or loss of eligibility for certain programs.

Best Practice Tip: Schedule regular weekly or bi-weekly reviews of your data to ensure accuracy.

Communication Tools

The designated platform may be used for communication with:

  • players
  • parents/guardians
  • coaches

Directors should ensure that:

  • communication is consistent and professional
  • communication aligns with Safety & Compliance policies
  • approved communication methods are used

Safety Requirement: All communication must follow SafeSport and Starlings communication policies.

Additional Tools & Systems

In some cases, Directors may be asked to use additional tools outside the primary platform.

These may include:

  • Google Forms or Sheets
  • Smartsheet submissions
  • email-based reporting
  • event or tournament platforms

Director Responsibility: Complete all required submissions accurately and within specified deadlines.

Important Note: These tools are used to supplement the primary platform and do not replace required data entry in the designated system.

System Limitations & Expectations

Starlings recognizes that the current technology platform may have limitations.

Directors may experience:

  • system constraints
  • feature limitations
  • occasional technical issues

Important Reminder: Directors are expected to work within the system provided while maintaining compliance and data accuracy.

Future System Development

Starlings Volleyball USA is actively working toward improving its technology systems.

Future goals include:

  • improved financial tracking
  • integrated reporting and dashboards
  • enhanced communication tools
  • better Director visibility to National/Player information
  • streamlined compliance tracking

Director Responsibility: Directors are expected to adapt to system updates and changes as new tools are introduced.

Data & Record Retention

Directors are responsible for maintaining records related to:

  • membership and registration
  • rosters and team assignments
  • financial transactions
  • compliance documentation
  • communications when relevant

Document / Form Required: Records should be maintained in an organized and accessible manner and provided to the National Office upon request.

Director Responsibility: Directors can fulfill their responsibility for maintaining records by ensuring that the technology platform (currently LeagueApps) is accurate and up to date.

Alignment with Good Standing

Technology usage and data management are essential components of maintaining GOOD STANDING within Starlings Volleyball USA.

A club may be considered out of good standing if it:

  • fails to use the designated platform
  • maintains incomplete or inaccurate data
  • allows participation without completed memberships
  • fails to assign players and coaches to teams
  • does not submit required information
  • ignores system requirements or deadlines

Corrective action may include:

  • required data updates
  • additional reporting requirements
  • restricted participation
  • increased oversight