Skip to main content

Search

Welcome to Support

How to create a Team Registration plus Youth/Adult Roster Registration program

  • Updated

A Team Registration plus Roster program has two parts. Team managers register their teams, then each player the manager adds to the team's roster gets an email invitation and completes their own enrollment, payment and waivers. To create one, click Add Program and choose Team Registration plus Youth Roster Registration or Team Registration plus Adult Roster Registration.

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

Where: Programs > Manage Programs > Add Program

Is this the right program type?

  • Team Registration plus Youth Roster Registration: players are children. The manager enters each player's parent or guardian email, and the parent registers the child.
  • Team Registration plus Adult Roster Registration: players are adults who register themselves.
  • Team Registration: use it if you only need each team's registration and the manager just lists the players. See How To Setup a Team Registration Program.
  • Youth Registration or Adult Registration: use them if players register on their own and you place them on teams. See How to Create an Individual Registration Program.

Step 1: Add the program

  1. Go to Programs > Manage Programs and click Add Program.
  2. In Registration Type, choose Team Registration plus Youth Roster Registration or Team Registration plus Adult Roster 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 No unless your organization uses master rosters.
  5. In Pricing Type, choose Standard Pricing, or Variable Pricing to let team managers set each player's fee. Variable Pricing appears only if your organization has variable pay.
  6. Click Next.

Step 2: Fill in 1 Setup

  1. Enter the Program Name, Program Season and Program Description.
  2. For Program Image, upload an image, or click the library icon (Choose from Library) to pick a stock one.
  3. For Program Duration, set Starts (first game or practice) and Ends (last game).
  4. Under General Settings, set Roster Min/Max. Min is how many players must be enrolled before a manager can submit the roster; Max is the most players a roster can hold; 0 means no restriction. Coach Roster Mgmt is always Yes for this program type.
  5. Set any other General Settings you need, such as Manager Background Check, Show Registered and Show Roster (what the program's More Information page shows) and, for youth rosters, Age Validation Type.
  6. Optional: under Max Enrollments/Waitlist, limit the number of teams and turn on a waitlist. See How to Enable and Manage Waitlists.
  7. Click Save. You'll see "Program has been saved." and 2a Team Configuration opens.

The Ends date matters later: team managers and coaches can use Manage Rosters only until the day after it.

Step 3: Set up what team managers see (2a Team Configuration)

Everything on 2a Team Configuration is for team managers, not players.

  1. Under Team Offerings, click Add Offering.
  2. Enter the Offering (for example, an age group or division), the Regular Reg. Fee (the team fee the manager pays) and the Reg. Duration (when teams can register). Add Early or Late fees and dates if you use them.
  3. Optional: set Max # of Enrollments to limit the number of teams in the offering, and Auto Placement to put registered teams straight into a division.
  4. Click Add. Repeat for each offering.
  5. Add the manager-facing Add-Ons, Enrollment Fields, Terms & Conditions and Coupons you need. See How To Add an Add-On/Buy Item to my Program, How To Add an Enrollment Field to a Program, How To Add Terms & Conditions to my Program and How to Create a Program Specific Coupon.

In Variable Pricing programs, team offerings also have a Deposit Fee, the fee paid during team registration.

Step 4: Set up what players see (2b Roster Configuration)

Everything on 2b Roster Configuration is for players and the parents who register them, not managers.

  1. Click 2b Roster Configuration. Under Roster Offerings there's one offering for each team offering, created for you with a $0 fee.
  2. Click the Edit icon on a roster offering. Set the Regular Reg. Fee each player pays and the Reg. Duration when invited players can enroll. For youth rosters you can also set an age restriction. Click Save.
  3. Add the player-facing Add-Ons, Enrollment Fields, Terms & Conditions and Coupons you need, using the same articles as in Step 3.
  4. Under Volunteers, click Add Volunteer, choose Coach in Volunteer Type and click Add. This lets team managers add coaches to their rosters. You can also add Assistant Coach, Team Parent and Web Site Coordinator for admins to use on team rosters.

A roster offering's name comes from its team offering, so rename it on 2a Team Configuration.

Step 5: Preview and make the program live

  1. Use 3a Team Preview and 3b Roster Preview to check what managers and players will see.
  2. Go to Programs > Manage Programs and click the red eye icon (Toggle Visibility) on the program's row so it turns green.

Keep the program visible while rosters are being filled. Roster invitations don't work while it's hidden.

How the team fee and player fees work

  • Team fee (2a): the team offering's fee is charged to the manager when they register the team. Leave it at $0 if only players pay.
  • Player fee (2b): the roster offering's fee is charged to each player when they accept the roster invitation. It starts at $0, so players pay nothing until you set it.
  • You can charge one, the other, or both.
  • Variable Pricing: the team manager sets each player's fee when adding them to the roster, and player payments are applied to the team's balance. See How To Set Different Costs per Player for Team Registration plus Roster.

What happens next

  • Team managers register their teams. The person who registers a team becomes its Manager.
  • Managers sign in, open the team under Manage Rosters and use Add to Roster. Each player gets an email invitation.
  • Players, or their parents, sign in with the invited email and complete the enrollment and payment. A check mark then appears in the manager's Enrolled column.
  • Managers click Submit once the roster minimum is met. You can lock a roster with its lock icon on 4 Rosters.
  • If teams weren't placed by Auto Placement, assign them to divisions with Assign Teams on 4 Rosters. See How to create a Division and Assign Teams for Team Registration.

If it doesn't work

  • The two Team Registration plus Roster options are grayed out on Add Program. Your plan or admin role doesn't include Team/Player Registration (Enhanced, Elite and Enterprise plans; Administrator and Registrar roles).
  • "A Sport is required." Choose a Sport before clicking 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.
  • "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 offering, not both.
  • There's no Add Offering button on 2b Roster Configuration. Roster offerings come from 2a. Add the team offering there.
  • "You cannot show this program because there are no Offerings configured." Add a team offering on 2a, then turn on visibility.
  • The eye icon is grayed out. The program's status is Closed. Check Program Duration on 1 Setup.
  • A team has no manager and doesn't show under anyone's Manage Rosters. It was typed in on the division's 2 Teams page. Teams in this program type need a team registration: the manager registers, or you place the team registration order for them. Don't add teams on 2 Teams for these programs.
  • Players can't accept their invitations. Check that the program is visible, the roster offering's Reg. Duration on 2b includes today, the roster isn't locked, and the player signs in with the email the manager entered.

Good to know

  • Players can join only through a team's roster invitation, and there's no separate volunteer sign-up. For players without a team (free agents), use a separate individual registration program.
  • Each team has one Manager, the person who registered it. To let someone else manage the roster, add them as a Coach; see Admins: give a coach roster edit access (Team Registration plus Roster).
  • Coupons aren't available in Variable Pricing programs.

Related articles