How to deploy Mail Merge forms to Team Sites (such as emergency contact forms)

To let coaches print a Mail Merge form, such as an emergency contact or medical form, filled in for their own team, deploy it from the program's 5 Team Sites page with Deploy Forms. The team's Coach or Manager then opens it under Forms on the Roster page of the team's published Team Site, with one copy for each player on the team.

Applies to: Org admins whose role includes Team Sites and Mail Merge (deploying); a team's Coach and Manager (printing) · All plans · Registration programs with published Team Sites

Where: Programs > Manage Programs > (program) > 5 Team Sites > Deploy Forms; on the team's site: Teams > (team name) > Roster > Forms

Before you start

Create the form as a Mail Merge document: on Reports > Mail Merge, click Add Document, write the form, and add fields such as the player's name, parents or guardians, emergency contacts, medical information and allergies from the editor's Links drop-down, under Mail Merge. See How to create and run a Mail Merge document. A document from a Mail Merge library can be deployed too.
A form prints only what your registration collects. If it needs a question your registration doesn't ask, such as an emergency contact or allergies, add it as an enrollment field; see How to create an enrollment field and add it to a program.
To show a file families uploaded, such as a medical release, put its field in a table cell; see How to bulk download or print uploaded documents (birth certificates, report cards) with Mail Merge. Coaches' copies have extra limits for files (see If it doesn't work).
Publish the teams' sites first. Forms show only on published Team Sites; see How To Create Team Sites.

Deploy a form to your Team Sites

Go to Programs > Manage Programs and click the program's name.
Click 5 Team Sites.
Click Deploy Forms.
To start, Click Deploy Form.
In Form, choose the Mail Merge document.
In Division, leave All to deploy the form to every team in the program, or choose one division.
If you chose a division, leave Team at All for every team in it, or choose one team.
Click Deploy.

What you'll see: "The form was added successfully." The form is listed under "Form:" and its name, with a row for each Division and Team it's on. Deploying a form again doesn't add a second copy to a team that already has it.

What coaches see

On the TeamSideline website, the team's Coach or Manager signs in and clicks Teams, then the team's name, then Roster. Under Forms ("This table lists roster forms available to print."), each deployed form is listed by Form Name. The form will not show on the TeamSideline App, only on browser.
The green View icon next to a form opens it in a new browser tab, filled in once for each player on the team. They print it with the browser's print command (Ctrl+P, or Command+P on a Mac) or save it as a PDF.
Only the team's Coach and Manager see Forms. Assistant coaches, team parents, site coordinators, parents and players don't. An admin who opens the team's site from 5 Team Sites (the Open Team Site icon) sees Forms too, which is a way to check a form before the season starts.
The form is filled in each time it's opened, from the accepted player registrations assigned to that team, so it follows roster changes. Staff and volunteers aren't included.
Changes you make to the document on Reports > Mail Merge show the next time a coach opens the form.

Remove a deployed form

On the program's 5 Team Sites page, click Deploy Forms.
Check the box at the start of each team's row you want to remove. Rows are grouped by form.
Click Delete Selected.

What you'll see: "Items Deleted." The form no longer shows on those teams' Roster pages. Deploy Forms has no edit icon: to change what a form says, edit the document on Reports > Mail Merge.

If it doesn't work

"You must select a Form." Choose the document in Form, then click Deploy.
"This program type does not currently support Team Sites." The program's type doesn't have Team Sites, so 5 Team Sites shows no teams and no Deploy Forms button.
A coach doesn't see Forms on the Roster page. The team's site isn't published yet, or the coach isn't on the team's site as Coach or Manager. Check their role on the team's Roster page.
A team added after you deployed doesn't have the form. A deployment covers the teams that existed when you clicked Deploy. Deploy the form again, to that team or to All; teams that already have it don't get a second copy.
A player is missing from the form. Only accepted player registrations assigned to that team are included. Check the player's team on the program's 4 Rosters page.
A field prints blank. The registration didn't collect it, or the field name in braces doesn't match exactly. See Mail Merge FAQ & Troubleshooting Guide.
An uploaded file prints as its file name. On a coach's copy, an uploaded file prints only from an (e) enrollment field or a (c) player custom field, and only when TeamSideline has turned on Mail Merge Embedded Image for your organization; otherwise the file's name prints. A file in an (es) section prints as its name. The file must be a JPG, JPEG, PNG or PDF. Contact TeamSideline Support if your coaches need the files.
Terms and Conditions print without anyone's acceptance. On a coach's copy, a (terms) field prints the current terms text only, never an enrollee's acceptance or eSignature. Run the document yourself on Reports > Mail Merge to print acceptances.

Good to know

The form will not show on the TeamSideline App, only on browser.
Mail Merge only prints. Deploying a form doesn't email anyone.
Coaches don't need any admin access: they see only their own team's forms, filled in for their own players.
Photos print on coaches' copies: {Enrollee Picture} and {Enrollment Picture} work there as they do on Reports > Mail Merge.
Families can print their own filled-in forms with Print Forms, which you set up on the program's 2 Configuration page once TeamSideline turns it on; see What is Mail Merge? (documents, Mail Merge libraries and Print Forms).
To print a form for the whole program yourself, click Run Mail Merge on Reports > Mail Merge.

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