Surrey Volleyball Association

VolleyZone implementation

Sept 2026 (Year 1)

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Contents

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Clubs’ Volleyzone handbook and recordings

SVA Clubs Volleyzone Handbook - do not download a static version - pls review ONLINE version at all times

SVA VZ Handbook Here

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Training 2 - 15 Sept recording HERE

Passcode: f8.0d+Vt

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Volleyzone account types

1. Member - for players to purchase SVA player membership and referee to upgrade to SVA referee

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• Admin - for CLUB admins to confirm fixtures, create rosters, assign team secretaries/coach

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• Referees account for VE registered Referee

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Clubs Admin account

• How to create additional Clubs admins account.

It is recommended to have at least 2 clubs admin accounts as the workload in VZ is now increased from this year.

From the main Club’s admin account / Navigate Menu/ System Configuration/ Manage User Accounts/ Add.

Recommend using naming convention [NAME_CLUBNAME] so that it is different from the individual player’s login name.

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VZ data structure

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Club Admins are responsible for:

1. Ensuring all players to purchase Surrey players memberships
2. All Surrey Referees to purchase Surrey Referee memberships
3. Confirm / Approve fixtures
4. Nominate Default Referees for Home games (google form) and assign 1st referee
5. Assign Team Secretary & Coach to Rosters

SVA Referees are responsible for:

• Purchasing Surrey Referee memberships (free but NO insurance benefits)
• Officiating per SVA rules 2026/2027
• Input Results in Game Management App and attach scoresheets in App

Coaches are responsible for:

• Select team sheet line-up on match day from Roster
• Create team sheet in VZ prior to game time

Team Secretaries are responsible for:

• Create team sheet in absence of coach
• Purchasing Surrey Referee membership (to be able to input home results in case SVA Referees cannot do it)
• Home game: Input Results in Game Management App and attach scoresheets in App

Use club Admin Account

Use Member Account

SVA Admins

Division Coordinators, Comps Secretary, SVA Treasurer, VZ Project Mgr

1. Fixtures in VZ to be “Confirmed/ Approved”

All Fixtures finalised as at 1st Sept (v1.1) will be uploaded onto Volleyzone. Navigate to Game Management / Fixtures

ACTION Before 27th September 2026:

1. Home Games: [Confirm] - pls review date/ time/ Venue. Leave 1st Referee as TBD. If any issues - pls send email to competitionssva@gmail.com
2. Away Games : [Approve]

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• After 27th September all fixtures will be locked and the standard process for fixtures amendment applies

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1. Fixtures confirmation - stages

Game confirmation pop-up: Make sure you AMEND game status in the drop down and then click SUBMIT at bottom of the page - otherwise your confirmation will not STICK

1. Game Not confirmed
1. Home team must [CONFIRM] first
2. Away team must [APPROVE] secondly
2. Pending
• Away team must [APPROVE]
3. Game Approved
• Both sides have confirmed / approved

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1. Reminder on Fixture Change request

1. Excel v1.1 SVA Fixtures were issued to all Fixtures Secretaries on 1 Sep 2026
2. Fixtures will be uploaded to Volleyzone as per Excel v1.1
3. Any Amendments to v1.1 (and Volleyzone) MUST be sent to Competitions Secretary at competitionssva@gmail.com
4. Any amendments to fixtures in v1.1 but can be initiated in VZ but agreement with opposition must be attached in email to competitionssva@gmail.com

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• After 27th Sept , fixtures will be locked and manual amendment protocol is:

Both teams to agree the change 2 weeks ahead of scheduled date and send change request with below format including both teams correspondence:

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Game: Guildford International v Epsom Ladies

Division: SVA Womens 1

Original Game Date Time: 25/11/2025 15:30

Venue: Guildford Spectrum

New Game Date Time: 26/11/25 16:30

Venue: Guildford Spectrum

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2. Club Admins to create Roster and nominate Team secretary

1. Navigate to Electronic Games Management/ Team Rosters / Click on Add
2. Select correct season, Create Roster for [TEAM]
3. Age Grade is [Adult Open] for Mens and [Adult Women] for Womens
4. Make sure you select teams in the drop down list (do NOT create a new team). Only teams in the drop down list are linked to fixtures
5. Recommended naming convention for Roster: [Team Name SVA W1 2026]
6. ​

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2. Club Admins to create Roster and nominate Team secretary

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• Navigate to [Coaches] tab on right side of roster, nominate 1 team secretary and 1 coach (they will be able to select and create team sheets on match day).
• Click on the [Tag] next to name to assign role
• From here, Team Secretary & Coach can manage Rosters/ Team sheets from their Member portal

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3. Team Secretary /Coach - Login into Volleyzone via Member login

To manage roster:

1. Use VolleyZone Members login /Menu 3 red lines/ Team Rosters
2. Get all your players to purchase SVA players Adult/ Junior membership (free)

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Do not Use the SportLomo (Member) App - Update 4/9/26- App has a bug - SVA will not use for Year 1.

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3. Team Secretary / Coach - Generate team sheets on match day

At beginning of the season

1. Select all your eligible players for the given team prior to your first match (deadline 1st October)
2. Add their Jersey Number

On Match day prior to game time

1. Select all your players from roster - make sure data source is roster (not membership) and
2. Assign their role ( Captain/ Libero) and jersey numbers
3. Print/ Show Pdf Team sheet to the scorer for scoresheet
4. Highlight any NVL players and playing up from lower divisions in the remarks to scorer
5. Team Sheet will be LOCKED 30 minutes after match start time
6. For scorers: Team Sheet will be available on Volleyzone public site at match start time if team sheet was not provided on time

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3. Team Secretary / Coach - Generate team sheets on match day

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The Scorer will only accept the Volleyzone generated Team Sheet (PDF/ printed) and highlight in the remarks of scoresheet any:

1. NVL players and
2. Players playing UP from lower divisions

4. SVA Referees as default inputters

• All Qualified (and VE registered) Referees in Surrey must register with the [SVA Referee Local] membership - whether you are only qualified or VE registered for the current season
• SVA referee 1st Referee assigned to your fixture is responsible to enter the results for the given match
• In addition, each team to nominate 3 “default referees” who can be the default Results inputter and will be assigned to all home fixtures:
1. All SVA referees Must a Grade 4 (or above) Referee (Qualification will be requested at the beginning of the season) in Surrey league.
2. These officials might not be the actual referees on the day. The Team secretary is responsible to find the required officials (1st Referee) for match day
3. These 4 will be assigned to all fixtures by default for the entire season (this process will evolve in following season if clubs adhere to VZ process and feel the need to assign the actual referee ahead of the fixture).
4. The above 4 names will be collected per team via google forms (see slide 14)
5. SVA will assign the Team secretary as eScorer in all fixtures. Team Secretary must purchase the Surrey Referee membership to be able to input results.
6. The Match Results will be inputted into the Referee App (SportLoMo Game Management App) or via Volleyzone by the Team Secretary or any of the default referees/ assigned 1st referee.
7. if an external referee is used as the actual referee on the day then the scoresheet must be sent to one of the 4 default inputters above for VZ updating. It is the responsibility of the HOME Team Secretary to record match results within 24h of game fixture time.

This is different from the way London VB league and NVL use the Referee App - and this process will evolve as SVA referees get stabilised in subsequent year.

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4. SVA Referee - membership

Purchase Free SVA Referee Adult (or Referee Junior) membership using your MEMBER login and click on upgrade/ add category

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1. Surrey Adult Referee - to be eligible to referee and must have Grade 4 qualification. Proof of qualification will be requested.
2. Exception is : 1 Team Secretary (non-qualified) allowed per Team to administer results.

BEWARE: this does not give you any referee benefits or insurance it is purely for SVA match admin purposes.

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4. Nominate your default referees

All Team Secretary/ Club Admins to submit 3x default Referee names so that they can be assigned as default to all your home fixtures.

Each team will have up to 3 referees (max) and 1 Team Secretary assigned to all home fixtures.

If you do not have default referees then only the Team Secretary will be able to input results.

Deadline is 27th Sept 2026

If these default referee names are not submitted - you will not be able to input your match results as no officials will be assigned to your fixtures.

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https://docs.google.com/forms/d/e/1FAIpQLSf8SFDGPjUxzw-5AdQb-IXTOS4ifJh-OJ3RzMrB32Szkyh7zw/viewform?usp=publish-editor

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SVA Referee - Game Official App

Playstore: type SportLoMo Game Management

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Login:

1. your [referee] credentials if VE registered
2. Your [player] credentials if SVA referee and NOT VE registered.

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ANY Questions ?

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ANY Questions ?

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Appendix 1 - Slides from May 2026 AGM

Case for change - voted in favour at May 2026 AGM

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Contents

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1. Why SVA decided to migrate

• League Republic was free but it came with too many spams and advertising
• Players’ registrations did not offer system time stamp and audit trail for changes and resulted in our SVA Division coordinators to spend of LOT of time manually checking player’s eligibility (eg playing squads against the official excel team rosters ; players playing up divisions etc) …A considerable amount of time was spent to check handwritten playing squad (spelling errors!) to the official team rosters.
• SVA divisions coordinators are volunteers and workload required to administer competitions and results admin was very high and burdensome for volunteers
• League Republic does not offer comprehensive players reporting to NVL league and other competitions
• Volleyball England is driving adoption of Volleyzone across all regions and counties at all competitions levels (NVL, Juniors Grand Prix, London VL, Berkshire VA, Sussex etc…)

IT IS NOW TIME TO INVEST IN SURREY VOLLEYBALL SYSTEMS AND MODERNISE PROCESSES AND DATA

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1. What does Volleyzone offer

• One place for players registration whether you play NVL, Juniors grand prix or Surrey VA competitions
• Team sheets (on match day) produced in a standard format easy for scorers and referees and only from approved team rosters (also highlighting NVL players and Juniors)
• Published match results provide better insight of games (ie detailed set points 25-22…)
• Referee App for results (sportlomo games management free app) to enter scores immediately after the game is over
• Comprehensive players and games reporting functionality to allow systematic SVA rules compliance with minimal efforts by divisions coordinators (playing up divisions, registered in NVL …)
• SVA competitions and integrated fixtures generating engine and publishing online to SVA customised page without any advertising

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1. Cost

• Cost to SVA – platform fees by players of £2 per annum funded by SVA in Year 1 (2026/2027) and progressively built in the future competitions fees. Interim funding during implementation phase is financed by SVA.
• Cost to players – £0 free as [SVA Adult local player category] is free (as well as SVA Junior and SVA Local Referee)
• Time needed: Players account creation (and annual registration) in VZ will be new for most players in Surrey (unless you are already Coach/referee or NVL/ Juniors who already use VZ).
• Referee App – only deployed to SVA Local referees (and nominated Team secretaries): cost £0 and only deployed for match admin in Surrey - this does NOT come with ANY referee benefits eg insurance etc…) but only to administer match results

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1. Timeline

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1. Case for change

• Modernise SVA match admin system (less emails, less manual excel sheets)
• Systematically embed controls in a standard tool that is proven and already used by NVL, London VL, Berkshire, Sussex VA and numerous other sports national and local bodies (Rugby, Football, Cricket etc…
• Decentralise match admin rules compliance and build a more transparent data driven framework.
• Visibility of Surrey VA to influence systems roadmap for Volleyball England.

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1. Please cast your vote

Google Form vote due by 12th June 2026

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https://forms.gle/zWEnTKahBzCQwwCCA

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2. What is changing for Clubs in VZ

• A NEW SVA player category ( £0 FREE) will be cascaded down from the SVA level down to all clubs
• All clubs playing in Surrey must push that category down to all players for them to register (similar to NVL player, Referee, Coach memberships)
• NB.: this SVA player category must be purchased separately AFTER all other memberships are purchased (eg after NVL, Junior, referee, coach membership are purchased) - in a separate check-out purchase.
• IMPORTANT: if your Club is playing in more than 1 county (eg London league or Sussex league you must email Volleyball England for enabling multiple county hierarchy)

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2. Your club in the VZ hierarchy

Make sure that your club is under the correct hierarchy - SVA Surrey Volleyball Association

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If you do not have SVA as a hierarchy parent then you will need to request Volleyball England to add your club under the Surrey Volleyball Association hierarchy ( similarly if you play in different county, you need to request your club to be added to 2 separate counties - eg London+ Surrey or Surrey + Sussex

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2. SVA Membership Type pushed to Club level

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3 new SVA specific memberships will be pushed from county level down to clubs in Surrey:

1) SVA Adult Local Player

2) SVA Junior Local Player

3) SVA Referee Local

3. What is changing for Players in VZ

• In June 2026(when the new season starts in VZ) and after Clubs renew their 2026-27 Club’s affiliations, the new SVA Adult player category (and if under 18, select the SVA Junior player category) will be visible (only after clubs push the category down to their players)
• All SVA players to register in VZ and to join the relevant club in the VZ hierarchy (Clubs might need to approve their players membership in VZ)
• FIRST: Players to purchase following affiliations in order: i) Coach, ii) Referee, iii) NVL and iv) Junior Player - all these have a cost from Volleyball England
• SECOND , in a separate transaction players to purchase the SVA adult player local league - this is FREE £0
• Players MUST be registered in VZ under the correct team to be able to play matches in Surrey competitions
• Clubs must add their players in team rosters prior to first match of season (beginning October 2026) and assign their playing squads (team sheets) BEFORE every single fixtures.

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4 . Games Scheduling / Fixtures - unchanged

• Competitions fixtures generating and fixtures upload will be managed by SVA League admin centrally in VZ.
• All Fixtures will be published onto SVA website without advertisements
• The process of changing fixtures dates remain UNCHANGED (email to competitionssva@gmail.com).

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• In future years, we will look to implement the fixtures confirmation functionality in VZ if there is demand for it.

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4. What is changing for Match Admin – Teams Rosters (approved panel)

• No more excel team rosters, Clubs must create team rosters (panel) in VZ at the beginning of the season prior to the first match (30 Sept 2026). Players can be added to rosters until end of Feb. After this player transfer window applies.
• Each player can ONLY be added to ONE roster for each competition (eg. 1 roster/1 team for Mens League only)
• Each team must have a coach and a team secretary (in charge of fixtures confirmation and entering scores) - it has to be a nominated individual (no generic shared account in VZ are allowed)
• Only players with an account and an active SVA membership for the current season can be added to the roster

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4. What is changing for Match Admin – Teams Sheets (playing squad for the match)

• Prior to a match, the playing squad must be selected from the available roster and added to the team sheet
• The team sheet (aka playing squad for the day) will be used to complete the score sheet and will be the official record of the players “playing” on the day
• The team sheet will be locked at the time of the game start time
• The team sheet can be shown to the scorer printed or on a mobile device

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4. What is changing for Match admin – Teams Sheets (squad for the match)

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5. What is changing for Referees in VZ

• All Qualified (and registered) Referees in Surrey must register with the [SVA Referee Local] membership - whether you are qualified or registered for the current season
• Each team to nominate 4 “Officials” who can be the default match officials and can input the match results for home fixture:
• Must a Grade 4 (or above) Referee ( Qualification will be requested at the beginning of the season)
• Must be named as the Coach or Team secretary in the team roster
• They might not be the actual referees on the day
• They will be assigned to all fixtures by default for the entire season (this process will evolve in following season if clubs feel the need to assign the actual referee ahead of the fixture)
• For each fixture, these 4 “Officials” will be assigned to the fixture and only these 4 officials can input match results ( 2 referees/ 1 Scorer/ 1 E-scorer) into the Referee App (SportLoMo)
• If an external referee is used as the actual referee on the day then the scoresheet must be sent to one of the 4 Officials for VZ updating.

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