Skip to main content

Search

Welcome to Support

How to assign players and coaches to teams (Assign To Roster)

  • Updated

To put players and coaches on teams in an individual registration program, open the program's 4 Rosters page and click Assign To Roster. Drag each enrollee from the unassigned list onto a team, or switch with Toggle Mode to check enrollees and choose the division and team.

Applies to: Admins · All plans (Volunteer Quick Add: Enhanced plan and higher; Automated Assignment: Elite and Enterprise) · Youth Registration, Adult Registration and Youth & Adult Registration programs

Where: Programs > Manage Programs > (program) > 4 Rosters > Assign To Roster

Before you start

  • Divisions and teams: create them in Schedules > Leagues & Divisions, in the league with your program's name (it has a link icon, Linked Program). Click Add Division to add divisions; to add teams, use the More Options icon on a division row to open its 2 Teams page and click Add Team. You can also add them on Assign To Roster with + Add Division and + Add Team.
  • Who you can assign: accepted player and adult registrations in this program, and volunteers registered as Coach, Assistant Coach, Team Parent or Manager. Waitlisted, canceled and sponsor registrations, other volunteer types and people already on a team aren't listed.
  • Each player needs their own player registration in the program, from the family's registration or your Place Order. A parent's volunteer or sponsor registration doesn't add their child to the list.

Step 1: Open Assign To Roster

  1. Go to Programs > Manage Programs.
  2. Click the More Options icon on the program's row and choose 4 Rosters. The page lists the program's divisions and teams and shows how many enrollees are still unassigned.
  3. Click Assign To Roster.

Step 2: Find the enrollees you want

  • Add Filter: under Step 1: Add Filters, click Add Filter, choose a Filter Field (Enrollment Type, Age As Of, Gender, Player Grade, Offerings or one of your enrollment fields), click Add, then check the values you want. Filter Results shows how many enrollees match.
  • Search: type part of a name in the Search box; the list narrows as you type.
  • Sort by first name, last name, birthdate, zip code or a field.
  • Highlight: check fields such as Offering, Birthdate, League Age, Special Request or an enrollment field, then click Update to show them next to each name.
  • Details: point to a name for about a second to open Enrollee's Information (Volunteer's Information for volunteers): offering, age, comments, answers and previous teams. To open it with a click instead, choose Enrollee Info on Click under Additional Options at the bottom of the page.

Step 3: Assign with drag and drop

Drag and drop is the default mode. Unassigned enrollees are on the left; divisions and teams are on the right, with each team's staff and player count.

  1. Click the arrow next to a division to show its teams.
  2. Drag an enrollee from the left onto a team. To move several at once, hold Ctrl (or Shift) while you click their names, then drag them together.
  3. To move someone to another team, drag them from one team to the other. To take someone off a team, drag them back to the unassigned list. This removes only the team assignment; their registration isn't canceled.

Or: assign with checkboxes (Toggle Mode)

  1. Click Toggle Mode under Additional Options. The page remembers your choice.
  2. Under Step 2: Select Enrollees, check the enrollees.
  3. Under Step 3: Select Roster Assignment, choose the Division, then the Team.
  4. Click Assign. Reset clears your choices.

What you'll see: "Roster Assignments completed." On the Elite and Enterprise plans, the Automated Assignment tab fills a division's teams with the unassigned players that match your filters, up to the Max # of Players per team, balancing the options you check under Include in Analysis (Age, Gender, Custom Grouping, First Name). Coaches and other volunteers are still assigned by hand.

If your organization uses Smart Auto Assign, Assign To Roster always uses drag and drop, Toggle Mode isn't shown, and a Smart Auto Assign tab appears next to Drag & drop.

Change a volunteer's type

  1. Open the volunteer's Information (point to or click their name).
  2. Click the edit (pencil) icon next to Volunteer Type.
  3. Choose the type and click the green check mark to save.

Only the Coach, Assistant Coach, Team Parent and Manager types you've added to the program are offered. To offer another, add it in the Volunteers section of the program's 2 Configuration page.

Locked rosters

A locked team can't take new enrollees, and its members can't be dragged off it; in checkbox mode the team is grayed out in the Team list. To change it, unlock the roster on 4 Rosters: click the lock icon in the team's Status column. If you don't see the Status column, or the lock icon and the Lock All Rosters and Unlock All Rosters buttons aren't available, your admin role doesn't include roster locking.

After you assign

  • On 4 Rosters, click a team name to check its roster. The Staff and Players columns show the counts; if the program uses Workflow, each team also shows its progress.
  • The first Coach you assign to a team with no contact becomes the team contact on the division's 2 Teams page.
  • Publish team sites from 5 Team Sites. If a team's site is already published, people you assign are added to it automatically.

If it doesn't work

  • Someone isn't in the unassigned list. Their registration is waitlisted or canceled, they're already on a team, a filter hides them, they're a volunteer with a type other than the four above, or they're a player with no player registration in this program. If your organization uses Protect Youth Sports background checks with the coach filter, volunteers appear only after their check is approved.
  • "You must select at least one enrollee to assign.", "A Division assignment is required." or "A Team assignment is required." Check at least one enrollee and choose both a Division and a Team.
  • A team won't take a drop, or is grayed out in the Team list. Its roster is locked. Unlock it on 4 Rosters.
  • There's no Toggle Mode button. Your organization uses Smart Auto Assign.
  • + Add Team is grayed out. Add a division first.
  • "This Division name is already in use. Please use a different name." Choose another division name.
  • The Assign To Roster button is grayed out. The program is archived, or your admin role doesn't include assigning rosters.

Good to know

  • Each registration goes on one team. To put someone on a second team, give them a second registration; see the article on more than one team.
  • Assigning someone to a team doesn't change their registration or offering.
  • On the Enhanced plan and higher, Volunteer Quick Add on this page registers a coach or other volunteer without checkout.
  • Team Registration and Team Registration plus Roster programs don't use Assign To Roster: teams are placed in divisions with Assign Teams, and team managers build their rosters.

Related articles