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How to add coaches, managers and team parents (volunteer registration and Volunteer Quick Add)

  • Updated

Coaches, assistant coaches, managers and team parents join teams as volunteers in your registration program. Add their volunteer types to the program, get them registered as volunteers (they register themselves, or you use Place Order or Volunteer Quick Add), then put them on teams with Assign To Roster.

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

Where: Programs > Manage Programs > (program) > 2 Configuration > Volunteers, then 4 Rosters > Assign To Roster

Which volunteer types can be on a team

Only four volunteer types can be placed on a team: Coach, Assistant Coach, Team Parent and Manager. Register head coaches as Coach. The first Coach you assign to a team that has no team contact becomes its contact. Other volunteer types can register for the program, but they aren't listed on Assign To Roster.

Don't use Customers > Volunteer Management for team staff. That module is for volunteer shifts at events, concessions or field work, and it doesn't put anyone on a team.

Step 1: Add the volunteer types to the program

  1. Go to Programs > Manage Programs and click the program's name.
  2. Click 2 Configuration and scroll to Volunteers.
  3. Click Add Volunteer.
  4. In Volunteer Type, choose Coach. If you use Protect Youth Sports background checks, choose it in Background Check.
  5. Click Add. Repeat for Assistant Coach, Team Parent and Manager as needed.

What you'll see: each type in the Volunteers list, with its background check if it has one. The red X removes a type.

Step 2: Get your volunteers registered

Option A: Volunteers register themselves

For volunteers to register, the program must be visible (green eye icon on Manage Programs) and open for registration. Each volunteer signs in and, on the registration page, chooses themselves as the Enrollee, Volunteer as the Enrollment Type, your program, the offering, and their role in Enrollment Selection. They click Add Enrollment, complete the enrollment page, including your waivers and any background check information, and place the order. Volunteer registrations cost nothing; any fee comes from a volunteer add-on.

To open volunteer registration earlier than player registration, or keep it open later, set Volunteer Reg. dates on each offering:

  1. On 2 Configuration, under Offerings, click the Edit icon (pencil) on the offering.
  2. In Volunteer Reg., set Starts and Ends. Times must be on the hour.
  3. Click Save.

Volunteers can then choose that offering only between those dates. Volunteer Reg. is available on Youth Registration programs with Standard Pricing.

Option B: Register a volunteer yourself with Place Order

On the volunteer's account, click Place Order, then Add Enrollment. Choose the adult as the Enrollee, Volunteer as the Enrollment Type, the program, the offering and the role in Enrollment Selection, then check out. Place Order isn't limited by the offering's registration or Volunteer Reg. dates. For step-by-step instructions, see the related article on registering a new coach.

Option C: Volunteer Quick Add (Enhanced plan and higher)

  1. In the program, click 4 Rosters, then Assign To Roster.
  2. Under Step 2: Select Enrollees, click Volunteer Quick Add.
  3. In Role, choose the volunteer type. In Offering, choose the offering.
  4. Under Volunteer, choose Use Existing Adult and pick the person, or choose Or Add a New Volunteer and enter their First Name, Last Name and Email. Phone Number is optional.
  5. Click Add.

What you'll see: "The volunteer was added successfully." A Coach, Assistant Coach, Team Parent or Manager then appears in the unassigned list, ready to assign.

Quick Add creates an accepted $0 volunteer registration with no checkout, so the volunteer isn't asked your enrollment fields, waivers or background check, and TeamSideline doesn't email them. Use Existing Adult lists the parents of players registered in this program. For a new volunteer, an adult in your organization with the same first name, last name and email is used if there is one. Otherwise a new adult is added: on the family's account when the name and phone number match an adult there, or on a new account. A volunteer who is new to TeamSideline sets a password with Forgot your password? on the sign-in page, using that email.

Step 3: Put volunteers on teams

  1. In the program, click 4 Rosters, then Assign To Roster.
  2. Drag the volunteer from the unassigned list onto the team. Volunteers show their type after their name, such as Coach.
  3. To use checkboxes instead, click Toggle Mode, check the volunteer under Step 2: Select Enrollees, choose the Division and Team under Step 3: Select Roster Assignment, and click Assign.

What you'll see: the volunteer on the team with their role. If the team's site is already published, they're added to it automatically; otherwise they're added when you publish team sites on 5 Team Sites.

If it doesn't work

  • A volunteer isn't listed on Assign To Roster. They registered as a type other than Coach, Assistant Coach, Team Parent or Manager (change it with Volunteer Type on the enrollment's Edit tab), they're already on a team, their registration is waitlisted, a filter hides them, or your organization uses the Protect Youth Sports coach filter and their background check hasn't passed.
  • A parent shows as Team Parent, or another volunteer role, by mistake. They registered as a volunteer of that type, often thinking it just marks them as a parent. Cancel only that volunteer registration, with Remove from Roster set to Yes. Their child's registration isn't affected.
  • Volunteer isn't in the family's Enrollment Type list. They chose a player as the Enrollee; they choose themselves. Otherwise, no visible program with volunteer types is open: check the eye icon, the offering's Reg. Duration and its Volunteer Reg. dates.
  • There's no Volunteer Quick Add button. It needs the Enhanced plan or higher and a Youth Registration or Youth & Adult Registration program. Use Place Order instead.
  • The Role list in Volunteer Quick Add is empty, or a role is missing. Quick Add offers only the volunteer types added to the program under 2 Configuration > Volunteers. Add the type there first (Step 1).
  • "Please select either the Use Existing Adult or Add a New Volunteer button.", "Please select a volunteer role." or "Please select an offering." Complete the part named.
  • "Please configure your program to contain offerings to add volunteers." Add an offering on 2 Configuration first.
  • "To add a Volunteer, you need to make a 'Volunteer Type' selection." Choose a Volunteer Type before you click Add.
  • "Both Volunteer Registration Duration dates must be entered.", "Volunteer Registration End date must be after start date." or "Volunteer Start and End times must be on the hour." Fix the offering's Volunteer Reg. dates.
  • There's no Volunteers section on 2 Configuration. Adult Registration and Youth Camp Registration programs don't have one. In Team Registration plus Roster programs, volunteer types are on 2b Roster Configuration and coaches are added on the team's roster; see the related article.

Good to know

  • Registering team staff as volunteers keeps their contact details, waivers and any background check with their registration, and gives them their team role on the team site once you assign them and publish.
  • Each volunteer registration goes on one team. To put a coach on a second team, give them a second volunteer registration.
  • For a teen or other junior coach, add them to their family's account as a parent first; see the related article.
  • Volunteer Quick Add never starts a background check. Volunteers who need one should register themselves or be registered with Place Order.

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