Admins: give a coach roster edit access (Team Registration plus Roster)

To let someone other than the team manager manage a Team Registration plus Roster roster, add the Coach volunteer type on the program's 2b Roster Configuration, then add the person to the team's roster with the Coach role. Coaches get Roster Edit automatically, so once they accept the roster invitation they can sign in and manage the roster.

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

Where: Programs > Manage Programs > (program) > 2b Roster Configuration, then 4 Rosters > (team)

Step 1: Add the Coach role to the program

1. Go to Programs > Manage Programs and click the program's name.
2. Click 2b Roster Configuration.
3. In the Volunteers section, click Add Volunteer.
4. In Volunteer Type, choose Coach. If you run background checks, choose one in Background Check.
5. Click Add.

Coach now shows in the Volunteers list and in the Role list on every team roster in the program. You only do this once per program.

Step 2: Add the coach to the team's roster

1. In the program, click 4 Rosters.
2. Click the team's name. Teams are grouped by division, with the team contact's last name in parentheses.
3. Click Add to Roster.
4. Enter the coach's First Name and Last Name.
5. In Role, choose Coach.
6. In Email, enter the email address the coach signs in with, or will create an account with. (The note about a parent or guardian's email applies to players.)
7. Click Add.

What you'll see

The coach is listed with a blue people icon next to the role, which means "Has Roster Edit ability". Roster Edit is set to Yes automatically for the Coach role.
The coach is emailed a roster invitation. When they sign in with the invited email address and complete it, a check mark appears in the Enrolled column.
When signed in on your organization's website, the coach finds the team under Manage Rosters. From the roster they can add players and coaches, reinvite, edit or remove members who haven't enrolled, and click Submit, just like the manager.

How to turn Roster Edit off or back on

1. On the team's roster, click the Edit icon on the coach's row.
2. Set Roster Edit to No or Yes. The note beside it reads "Allow this staff member to sign in and manage the roster".
3. Click Save. You'll see "Roster Updated."

Only the Coach role has a Roster Edit setting.

Other staff roles: Assistant Coach, Team Parent and Site Coordinator

On 2b Roster Configuration, the Volunteer Type list also offers Assistant Coach, Team Parent and Web Site Coordinator. It lists only the types you haven't added yet. Each type you add appears in the roster's Role list; Web Site Coordinator appears as Site Coordinator.
People you add with these roles get a roster invitation, like players and coaches, but they don't get Roster Edit.
Only admins can add these roles. Team managers, and coaches with Roster Edit, can add Players and Coaches only.

Can I change a team's manager?

Not with a setting. Each team has one Manager: the person whose account holds the team's registration. The Manager type isn't offered on 2b Roster Configuration, and editing the name or email on the Manager row of the roster only changes what the roster shows; it doesn't give anyone the manager's access.

To hand the roster to someone new, add them as a Coach (Step 2). With Roster Edit they can do everything on the roster that the manager can, except Copy Roster.

If it doesn't work

"To add a Volunteer, you need to make a 'Volunteer Type' selection." Choose a Volunteer Type before you click Add.
Coach isn't in the Role list. The Coach type hasn't been added on the program's 2b Roster Configuration (Step 1). If Coach is missing from the Volunteer Type list there, it's already been added; check the Volunteers list.
"The staff member must complete Enrollment before the "Roster Edit" feature is available." You turned on Roster Edit for a coach who hasn't completed the roster invitation yet. Your change is saved. Ask the coach to complete the invitation, or click the Reinvite icon on their row to send it again.
The coach sees "This roster invitation is for a different user. Please click the roster invitation link again and sign in with the following email address:" followed by an email address. They signed in with another account. They should sign in with that email, or you can correct the email with Edit (before they enroll) and reinvite them.
The coach sees "Your roster invitation is no longer valid. If you have questions, contact your Team Manager." The coach was removed from the roster, the roster is locked, the program is hidden on Manage Programs, or the team's registration isn't accepted.
The coach sees "Registration has been closed for the Program you are trying to register for. If you have questions, contact your Team Manager." or "Registration has not opened yet." Invitations follow the registration dates of the roster offerings on 2b Roster Configuration. Click the Edit icon on the team's roster offering and adjust its Reg. Duration.
The coach doesn't see the team under Manage Rosters. Check that they signed in with the email on their roster row and completed the invitation, that Roster Edit is Yes, and that the program's end date (1 Setup > Program Duration > Ends) hasn't passed. Roster access ends the day after that date.
You can't change the coach's name or email. Once a coach completes enrollment, their name and email are read-only on Edit Roster. Only Roster Edit can still be changed.

Good to know

Copy Roster stays with the manager. It lists other teams the signed-in person registered, so a coach with Roster Edit normally doesn't see it. As an admin, you can click Copy Roster on the team's roster page; it lists the manager's earlier teams.
Copied players get roster invitations. Copied coaches and other staff aren't emailed and don't get Roster Edit, so click Reinvite on their row and turn on Roster Edit with Edit.
Adding, editing or removing someone on a Submitted roster sets it back to Open, so the manager needs to click Submit again.
When you publish the team's site on 5 Team Sites, the coaches, assistant coaches, team parents and site coordinators on the roster are added to it with that role, even if they haven't completed their invitation.
Team Registration plus Roster programs need the Team/Player Registration permission, which comes with the Enhanced, Elite and Enterprise plans.

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