Team Registration process: how to run a Team Registration program from setup to divisions

Team registration runs in four stages: you set up the program, team managers register their teams, managers fill in their rosters (and you lock them when they're final), and you place the teams in divisions so you can schedule them. This overview walks through each stage and links to the step-by-step article for it.

Applies to: Admins · Team Registration: all plans; Team Registration plus Youth or Adult Roster Registration: Enhanced, Elite and Enterprise plans · Team Registration programs

Where: Programs > Manage Programs > Add Program, then the program's 4 Rosters page; Schedules > Leagues & Divisions

Choose the type of team registration

Registration Type	How it works
Team Registration	The manager registers the team and pays the team fee. If Coach Roster Mgmt is Yes, the manager types in the roster. Players don't register or pay.
Team Registration plus Youth Roster Registration	The manager registers the team, then adds each player with Add to Roster. The player's parent or guardian gets an invitation and registers the child, paying any player fee and accepting your waivers.
Team Registration plus Adult Roster Registration	The same, for adult players, who register themselves.

You choose the type when you add the program, and you can't change it later.

Stage 1: Set up the program

Go to Programs > Manage Programs and click Add Program.
Choose the Registration Type and the Sport, and click Next. A league for the program is created at the same time.
Fill in 1 Setup and click Save. In a Team Registration program, set Coach Roster Mgmt to Yes if managers should enter their rosters.
Add the team offerings on 2 Configuration (2a Team Configuration in Team Registration plus Roster programs). In each offering's Auto Placement, choose where registered teams go: Do not assign (you place them later), Create new Division (a division named after the offering), or one of the program's divisions.
In a Team Registration plus Roster program, set each roster offering's player fee and registration dates on 2b Roster Configuration.
On Programs > Manage Programs, click the program's red eye icon (Toggle Visibility) so it turns green. New programs stay hidden until you do this.

Every setting is explained in How to set up a Team Registration program and How to create a Team Registration plus Youth/Adult Roster Registration program.

Stage 2: Team managers register their teams

Managers sign in on your website, register for the program and enter their team's name. The person who registers a team becomes its Manager. Their steps are in Team managers: how to register your team and invite players.
To register a team for a manager, place the order from the manager's account. See How to register a participant or place an order for a customer (admin Place Order).

Stage 3: Collect and lock the rosters

Managers open their team under Manage Rosters on your website and click Add to Roster. In a Team Registration program they type in each player and staff member. In a Team Registration plus Roster program, each person they add is emailed an invitation to register.
Managers can use Manage Rosters until the day after the program's Ends date on 1 Setup.
When the roster is ready, the manager clicks Submit. Any change afterward sets it back to Open until they submit again.
The program's 4 Rosters page shows each team's Status (Open, Submitted or Locked), Last Submit date, and Staff and Players counts. Team Registration plus Roster programs also show Players Enrolled, and Reinvite All emails the invitation again to every coach and player who hasn't registered yet.

To lock a roster when it's final:

Go to Programs > Manage Programs, click the program and click 4 Rosters.
Click the team's gray lock icon, whose tooltip reads "Click to lock roster".

What you'll see: the lock turns gold and the Status reads Locked. The manager can no longer add, edit or remove anyone. Admins can still change a Team Registration roster; in a Team Registration plus Roster program, unlock the roster first to add or remove someone. To unlock, click the gold lock: the roster goes back to Submitted, or to Open if it was never submitted. See How to lock a team roster (Open, Submitted and Locked statuses).

To let someone besides the manager manage a Team Registration plus Roster roster, add them with the Coach role: see Team managers: give your coach access to edit the roster or Admins: give a coach roster edit access (Team Registration plus Roster).

Stage 4: Put the teams in divisions

Teams placed by Auto Placement are already in their divisions. Every other registered team is listed under Unassigned on 4 Rosters until you assign it.

If the divisions don't exist yet, click Leagues & Divisions on 4 Rosters (or go to Schedules > Leagues & Divisions), click Add Division and add each division to the program's league.
On 4 Rosters, click Assign Teams.
Optional: under Step 1: Add Filters, click Add Filter to narrow the list.
Under Step 2: Select Teams, check the teams for one division.
Under Step 3: Select Division, choose the Division and click Assign.

What you'll see: "Team Assignments completed." The assigned teams leave the list, so repeat the last two steps for each division. The teams then appear under their divisions on 4 Rosters, ready for scheduling, and you can publish their team sites from the program's 5 Team Sites page. See How to create a Division and Assign Teams for Team Registration.

If it doesn't work

The two Team Registration plus Roster types are grayed out on Add Program. They come with the Enhanced, Elite and Enterprise plans, and your admin role must include Team/Player Registration.
"You cannot show this program because there are no Offerings configured." Add a team offering, then turn on visibility.
A manager doesn't see the team under Manage Rosters. Coach Roster Mgmt is No, the program's Ends date has passed, or the manager signed in with an account other than the one that registered the team.
"Add Team" and "Add Placeholders" are grayed out on a division's 2 Teams page. Teams in a Team Registration program come from registrations. See Why are "Add Team" and "Add Placeholders" disabled? (Team Registration leagues).
Assign Teams is grayed out. The program is archived, or your admin role can't assign teams.
A team isn't listed under Step 2: Select Teams. It's already in a division, or its registration was canceled. Only accepted registrations that aren't in a division are listed.
"You must select at least one team to assign." or "A Division assignment is required." Check at least one team and choose a Division before you click Assign.

Good to know

Lock All Rosters appears on 4 Rosters only in a Team Registration program linked to a master program. It locks every submitted roster and every open roster that has anyone on it, and fills an empty roster from the master team's roster before locking it.
In a Team Registration program, an admin can let another person manage a team's roster: open the team from 4 Rosters, click the Edit icon on the person's row, set Roster Edit to Yes and click Save. When they sign in with that email address, the team shows under their Manage Rosters.
When a manager opens a locked roster, the page tells them to contact your organization for changes.

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