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How to lock a team roster (Open, Submitted and Locked statuses)

  • Updated

Lock a team's roster on the program's 4 Rosters page by clicking the lock icon in the team's Status column. Locked is the only status that stops the team manager from changing the roster; Open and Submitted only show you where the roster stands.

Applies to: Admins · All plans (Team Registration plus Roster programs need the Enhanced, Elite or Enterprise plan) · Team Registration and Team Registration plus Youth or Adult Roster Registration programs

Where: Programs > Manage Programs > (program) > 4 Rosters

What the three statuses mean

Status What it means What the team manager can do
Open The roster is being built. Every roster starts here. Add, edit and remove members, then click Submit.
Submitted The manager clicked Submit to tell you the roster is finished. Last Submit shows the date and time. Still add, edit and remove members. Any change sets the roster back to Open, and the manager submits again.
Locked An admin locked the roster. No changes. Add to Roster and Submit are gone, members can't be edited or removed, and a gold lock shows beside the roster name.

Open and Submitted are for your information only. Submitting doesn't email you, doesn't stop changes and doesn't limit what admins can do.

How to lock or unlock a roster

  1. Go to Programs > Manage Programs and open the program.
  2. Click 4 Rosters. Teams are listed by division with the Status, Last Submit, Staff and Players columns, plus Players Enrolled in Team Registration plus Roster programs.
  3. In the team's Status column, click the lock icon ("Click to lock roster").

What you'll see: the status changes to Locked. The team manager isn't emailed.

To unlock a roster, click its lock icon again ("Click to unlock roster"). The roster goes back to Submitted if the manager had submitted it before, or to Open if not.

In Team Registration plus Roster programs, Players counts everyone added to the roster as a player, and Players Enrolled counts the players who have completed their enrollment.

What the team manager sees

Team managers build their roster on your website: they sign in, open the team under Manage Rosters and click Add to Roster. In Team Registration plus Roster programs, each person they add gets an email invitation to enroll. When the roster is Locked, the manager's roster page says: Your Roster is in Locked Status because your Roster has been locked by "(your organization)". If you need to make changes to your Roster then contact "(your organization)" by clicking here.

A Locked roster also stops invited players who haven't enrolled yet. Their invitation link shows "Your roster invitation is no longer valid. If you have questions, contact your Team Manager." and the invitation isn't listed in their cart. Unlock the roster to let them finish enrolling.

How admins change a locked roster

  • Team Registration programs: click the team's name on 4 Rosters. Add To Roster, editing and deleting work whatever the status.
  • Team Registration plus Roster programs: click the team's name on 4 Rosters. While the roster is Locked, Add to Roster is hidden and the red X is grayed out, but the Edit icon (pencil) still changes a member's name and email. To add or remove someone, unlock the roster, make the change and lock it again. You can also add a player with Place Order > Add to Roster on the customer's account, which works on a locked roster. To remove a player who has enrolled, cancel their enrollment.

If it doesn't work

  • A manager says their roster went back to Open. They or a coach added, edited or removed someone after submitting. They click Submit again when they're done.
  • The manager's Submit button is grayed out. The roster is below the Roster Min set on the program's 1 Setup page. The manager sees "You must meet the minimum number of (number) enrolled players before you can submit the roster." in Team Registration plus Roster programs, where only players who have completed enrollment count, or "You must meet the minimum number of (number) players before you can submit the roster." in Team Registration programs.
  • Last Submit is blank. The manager hasn't clicked Submit yet. Once filled in, Last Submit keeps the latest submit time even if the roster goes back to Open. Programs that use master rosters don't show the column.
  • A manager can't find their roster. Managers see the team under Manage Rosters only until the day after the program's end date (Program Duration on 1 Setup). In Team Registration programs, Coach Roster Mgmt on 1 Setup must also be Yes; with No, only admins enter rosters.
  • Players say their roster invitation is no longer valid. The roster is Locked, the player was removed from the roster, or the program is hidden. Check the roster's status on 4 Rosters.

Good to know

  • Only the lock icon, or Lock All Rosters, locks a roster. Publishing a schedule or Team Sites doesn't change any roster's status.
  • Lock All Rosters appears only in programs that depend on a master program. It locks every team's roster at once, and an empty roster first gets a copy of the team's master roster.
  • Reinvite All on 4 Rosters still emails invitations while a roster is locked, but those links don't work until you unlock it.
  • Locking and unlocking don't email the team manager, so tell the manager when you lock a roster or open it again.

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