In order to facilitate the Vaqueros team managers, a number of Excel Forms or spreadsheets have been designed for your use. To download the form for your use, please click on the hyperlink for each form. Each form is briefly described below.
1)MASTER LIST: Fill this form out FIRST. This form will contain all the information about the players, parents, and a checklist for all the items you need to collect from the families. The majority of information for this sheet will come from the CYSA application each family will fill out. Also on this form are spaces to put in the parent volunteer names and the duties you should delegate. Contact information for the League Administrator, VP of Competitive and the mailing address for PYSL can also be found here. This list is NOT for distribution to the players or parents.
2)PHONE LIST: This form is given to the parents. You can distribute via email or print and hand out to parents. Copy the information from the Master List directly to this form by doing the following:
a)Open Master List form
b)Right above the cell “A1” is a drop down menu. Find the word “Phone List” – select that.
c)Click edit, copy.
d)Open the Phone List form, place the cursor in the cell “A1”
e)Click edit, paste.
f)To input changes that occur during the season, you can either input the changes in both the Master List and Phone List or you can input the changes to the Master List only and follow steps 1-5 above to update the Phone List.
g)On the bottom of this form is the Field Condition Hotline phone number: Encourage your parents to use this on days when the fields may be closed due to rain. This will cut down on the number of emails and phone calls to you.
3)TOURNAMENT LIST: Input all the data from the Tournaments you expect to enter, including Presidio and State Cup. This form will serve as a tool for budgeting and “dates to remember” for tournament deadlines. All areas shaded in gray are calculated automatically.
4)TEAM FINANCES: You will use this form to determine how much money to collect from each family and track team finances. These funds are separate from any amounts due to PYSL. All areas shaded in gray are automatically calculated.
a)Money Received Area: You can copy the player names from the Master List and paste it to this form. The total received with all appear automatically in the Finance Summary box in the upper section of the form.
b)Money Spent Area: Use this like you would a check register. The total spent will appear automatically in the Finance Summary box in the upper section of the form.
