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How to set up a Team Registration program

  • Updated

In a Team Registration program, team managers register their teams and pay the team fee. To set one up, click Add Program on Manage Programs, choose Team Registration and a sport, fill in 1 Setup, add team offerings on 2 Configuration, then preview the program and make it visible.

Applies to: Admins · All plans · Team Registration programs (for players who are invited and register individually, use Team Registration plus Youth or Adult Roster Registration)

Where: Programs > Manage Programs > Add Program

Is this the right program type?

  • Team Registration: the manager registers the team and pays. Players don't register, pay or sign waivers. If you turn on Coach Roster Mgmt, the manager types in the team's roster, but no invitations are sent.
  • Team Registration plus Youth Roster Registration or Team Registration plus Adult Roster Registration: the manager registers the team, then invites each player, who completes their own enrollment, payment and waivers (Enhanced plan and higher).
  • Youth Registration or Adult Registration: players register individually and you place them on teams.

Step 1: Add the program

  1. Go to Programs > Manage Programs and click Add Program.
  2. In Registration Type, choose Team Registration.
  3. In Sport, choose the sport. A league is created and linked to the program automatically.
  4. If Master Program appears, leave it at Standalone unless teams must first register in one of your master programs.
  5. Click Next.

Step 2: Fill in 1 Setup

  1. Enter the Program Name, Program Season and Program Description.
  2. For Program Image, click Remove to upload your own image, or click the library icon (Choose from Library) to pick a stock image.
  3. In Program Duration, set Starts (first game or practice) and Ends (last game).
  4. Under General Settings, set Coach Roster Mgmt to Yes if team managers should enter their team's roster, or No if you don't need rosters from them.
  5. If Coach Roster Mgmt is Yes, set Roster Min/Max: the fewest players a manager must list before they can submit the roster, and the most the roster can hold (0 = No Restrictions). Only players count, not staff.
  6. To list registered teams on the program's More Information page, set Show Registered to Yes. Then set Show Roster (whether visitors can view each team's roster there) and Team Display Order (Team, or Offering, Team).
  7. Optional: under Max Enrollments/Waitlist, limit the number of teams for the whole program or by Offering (cannot be set for both) and turn on a waitlist.
  8. Click Save.

What you'll see: "Program has been saved." and the program's 2 Configuration page opens.

Roster Deadline (shown for information only) appears only when the program is linked to a master program. Bypass Invite/Enroll and Manager Background Check belong to Team Registration plus Roster programs, so you won't see them here.

Step 3: Add team offerings (2 Configuration)

  1. Under Offerings, click Add Offering.
  2. Enter the Offering (for example, a division or skill level) and the Regular Reg. Fee, the fee the manager pays for the team.
  3. In Reg. Duration, set when teams can register. Starts and Ends each take a date and a time on the hour.
  4. Optional: set Max # of Enrollments to limit the number of teams in the offering, and any early or late fees.
  5. In Auto Placement, choose where registered teams go: Do not assign (you place them later), Create new Division (a division named after the offering is created and its teams go there) or one of your existing divisions.
  6. Click Add. Repeat for each offering.
  7. Add the Add-Ons, Enrollment Fields, Terms & Conditions and Coupons team managers should see when they register. See Related articles listed at bottom of this article.

Step 4: Preview and make the program live

  1. Click 3 Preview to check what managers will see.
  2. Go to Programs > Manage Programs and click the program's red eye icon (Toggle Visibility) so it turns green.

New programs start hidden, so managers can't register until you turn on visibility.

What happens next

  • Managers sign in on your website, register for the program and enter the Team Name. The person who registers a team becomes its Manager and team contact.
  • With Coach Roster Mgmt set to Yes, the manager then opens the team under Manage Rosters, adds people with Add to Roster (or Copy Roster from an earlier team) and clicks Submit. Manage Rosters is available until the day after the program's Ends date.
  • Teams placed by Auto Placement go straight into their division. The others are listed under Unassigned on 4 Rosters; place them with Assign Teams.
  • On 4 Rosters you can open each team's roster, see its Status and Last Submit, and lock or unlock a roster with its lock icon.
  • When teams are in their divisions, publish team sites from 5 Team Sites.

If it doesn't work

  • "A Sport is required." Choose a Sport before you click Next.
  • "To add an Offering, you need to complete the "Offering" field." or a similar message about the Regular Registration Duration. Fill in the offering name and both Reg. Duration dates.
  • "Start and End times must be on the hour." Choose a time such as 6:00 PM, not 6:30 PM.
  • "Max # of Enrollments has been set on the 1 Setup page for the program." Limit the number of teams on 1 Setup or on the offerings, not both.
  • "You cannot show this program because there are no Offerings configured." Add a team offering first.
  • The eye icon is grayed out. The program's Pgm Status is Closed because its Program Duration has ended, or your admin role can't change program visibility.
  • ""Add Team" and "Add Placeholders" are disabled due to the registration type Team. Teams are added during the enrollment process." You're on the 2 Teams page of a division linked to this program. Teams come from registrations. To register a team for a manager, open the manager's account, click Place Order and add an enrollment in this program with the Enrollment Type General.
  • A manager doesn't see Manage Rosters. Coach Roster Mgmt is No, the program's Ends date has passed, or they signed in with an account other than the one that registered the team.
  • "You must meet the minimum number of (number) players before you can submit the roster." The manager adds more players, or you lower Roster Min on 1 Setup.
  • "You cannot add any additional players since you have met the maximum number of players for this roster." The roster has reached Roster Max.
  • Players expected an invitation email. Team Registration doesn't invite players. If players must register and pay themselves, set up a Team Registration plus Youth or Adult Roster Registration program.

Good to know

  • You can't change the Registration Type after Add Program. To switch to Team Registration plus Roster, create a new program.
  • Team Registration has no Volunteers or Sponsorships sections. Managers list coaches on their roster with the Coach or Assistant Coach role.
  • The team fee is the only fee: there's no per-player fee in this program type.

Related articles