ESA has partnered with LiveHeats to provide a single end-to-end tool for membership, registration, competition management, scoring, and rankings across the ESA community. This onboarding guide is written to help ESA District Directors get their events created on LiveHeats to start accepting registrations.
Step 1 - Access your district's LiveHeats account
1A: You already have a LiveHeats account & access for your District
If your district used LiveHeats during 2021, just login with your existing Director account at www.liveheats.com.
1B: You or your District is new to LiveHeats and you don't yet have access
If you are new to LiveHeats, just register as a Director here, and the LiveHeats team will set you up as a Director, and let you know within 24 hours. Once set up, you can complete the steps below.
Step 2 - Add credits to cover your calendar of events
Once you are logged in as a Director, follow these steps to add credits to your account: Purchasing event credits on LiveHeats.
2A - Your district will use LiveHeats for computer scoring, draws, schedules, and rankings (recommended)
If you plan to use LiveHeats’ automated draws, scheduling, live scoring, and rankings features you’ll purchase credits on the plan that covers the rough number of maximum athletes you’d expect per event. Use the slider to move up or down the number of events in your plan and purchase using a credit card.
2B - Your district would only like to use LiveHeats for registration, and will do everything else manually
If you do not plan to use LiveHeats for automated draws, scheduling, live scoring, and rankings, and only wish to use LiveHeats for handling registration, contact us at firstname.lastname@example.org with your district name, and how many events you'll run this season, and we'll add the credits for you. Seeding, draws, scoring, and rankings will need to be handled manually.
Step 3 - Connect your district bank account
To accept paid event registrations, you’ll need to connect and verify your District bank account within LiveHeats. This guide provides full instructions for this step: Connecting your bank account to LiveHeats to handle payments
Step 4 - Create your events and set as part of the ESA Membership Central HQ series
You can either create your full event calendar, or create each event as you go through the season.
This article provides the instructions for creating your event: Creating an event
IMPORTANT - when creating your event or in the Event settings, you’ll see a field that reads Which series does this event belong to? Be sure to addESA Membership (Eastern Surfing Association (ESA) - Central HQ), so that active ESA membership is enforced during the event registration process.
Be sure to add the Central HQ series to all your events:
They should show up like this:
Step 5 - Activate paid registration for events
This article describes how to activate paid registration for your event: Activating paid registration for an event. When setting prices, remember a 7.5% transaction fee applies which includes credit card fees and payout fees to your nominated bank account. For example, if you set an event's registration price as $40, $37 will arrive in your bank account.
Setting age restrictions on divisions
You can also set the DOB cut-offs for each event, by following this help centre article. The minimum and maximum ages for ESA divisions are listed below. Please note: in the future LiveHeats plans to allow you to set and forget the DOB cut offs for the whole season, but for now they need to be set for each event.
|Division:||Minimum age:||Maximum age:||By the date:|
|Boys U12 (11 & Under)||11||2023-01-01|
|Boys U14 (13 & Under)||13||2023-01-01|
|Boys U16 (15 & Under) (U12 EXCLUDED)||12||15||2023-01-01|
|Junior Men U18 (17 & Under) (U12 & U14 EXCLUDED)||14||17||2023-01-01|
|Legends (40 & Over)||40||2023-01-01|
|Grand Legends (60 & Over, M/F)||60||2023-01-01|
|Girls U12 (11 & Under)||11||2023-01-01|
|Girls U14 (13 & Under)||13||2023-01-01|
|Girls U16 (15 & Under) (U12 EXCLUDED)||12||15||2023-01-01|
|Junior Women U18 (17 & Under) (U12 & U14 EXCLUDED)||14||17||2023-01-01|
|Ladies (40 & Over)||40||2023-01-01|
|Menehune Longboard U14 (13 & Under, M/F)||13||2023-01-01|
|Jr. Mens Longboard U18 (17 & Under)||17||2023-01-01|
|Mens Longboard (18-39)||18||39||2023-01-01|
|Legends Longboard (40 & Over)||40||2023-01-01|
|Grand Legends Longboard (60 & Over, M/F)||60||2023-01-01|
|Jr. Womens Longboard U18 (17 & Under)||17||2023-01-01|
|Womens Longboard (18-39)||18||39||2023-01-01|
|Ladies Longboard (40 & Over)||40||2023-01-01|
|Open Shortboard (All Ages, M/F)||2023-01-01|
|Open Longboard (All Ages, M/F)||2023-01-01|
Step 6 - Promote your LiveHeats link for registration
Each district has a public url on the LiveHeats platform (e.g. www.liveheats.com/esanfl), which is where you can direct your athletes for registration, draws, scoring, rankings and membership. To find your district’s public page url, go to the ESA directory and click your District, then copy the URL from your browser.
Note, if you follow Step 3 correctly, members will need to use the email address associated with their membership to register for ESA events on LiveHeats.
Step 7 - Get prepared to roll out live scoring at your first event
If you are new to using LiveHeats for live scoring, don't worry, its super easy! It actually saves you time running the event, by providing you with automated draws, schedule, progression, and rankings.
To get prepared, you can start with organising the required devices. To see our other resources, just navigate to the home page of our help centre above, and check out the 'setting up your event' and 'running live scoring' sections.
Need more help?
- be sure to bookmark the LiveHeats help centre (https://support.liveheats.com/hc/en-us)
- contact our community support thread (email@example.com)
- book a 30 minute Google Meet with a sports specialise to ask any questions and get a better understanding of how to get the most out of LiveHeats: https://calendly.com/chrisfriendy/liveheats-discovery-meeting?month=2020-11