Administrator FAQs

Frequently asked questions for club administrators.

Adding Athletes

How do I add new athletes to the club?

1. Go to the Admin section of the app or web dashboard
2. Navigate to Athletes or Roster Management
3. Click "Add Athlete"
4. Enter the athlete's information:
   • First name, last name, and/or nickname (at least one required)
   • Date of birth (used for cohort assignment)
   • Gender (optional)
5. Save the athlete

The athlete will be automatically assigned to a cohort based on their birth date, if cohorts are configured.

How do I import athletes in bulk?

1. Go to Admin > Import
2. Download the import template (CSV format)
3. Fill in athlete data following the template format
4. Upload the completed file
5. Review the import preview
6. Confirm the import

The import system detects the file format and validates data before creating records. You can import athletes along with their family connections in a single file.

Family Management

How do I invite a guardian to a family?

1. Find the athlete in the roster
2. Go to their Family section
3. Click "Invite Guardian"
4. Enter the guardian's email address
5. Select their relationship (parent, guardian, etc.)
6. Send the invitation

The guardian will receive an email with a link to create their account and join the family.

Can I add multiple guardians to a family?

Yes! Each family can have multiple guardians. Common setups include:

• Both parents with separate accounts
• A parent and a grandparent
• Co-parents in different households

Each guardian receives their own login and notifications.

Schedule Management

How do I create a recurring practice?

1. Go to the Schedule section
2. Click "Add Event" and select "Practice"
3. Fill in the basic details (title, time, location)
4. Enable "Recurring" and set the pattern:
   • Days of the week (e.g., every Monday and Wednesday)
   • Start date and end date
5. Assign teams or divisions to the practice
6. Save - instances will be generated automatically

Changes to the master practice will update all future instances. Individual instances can be customized without affecting others.

How do I cancel practices for a specific day?

For a single practice:

1. Find the practice in the schedule
2. Open the event details
3. Select "Cancel Event"
4. Optionally add a reason for the cancellation
5. Families will be notified automatically

For a club holiday (multiple practices):

1. Go to Admin > Club Holidays
2. Add the holiday date (e.g., Thanksgiving)
3. All practices on that day will be automatically skipped
4. Families are notified when practices are skipped due to holidays

How do I manage RSVP deadlines?

When creating or editing an event:

1. Look for the "RSVP Settings" section
2. Set an RSVP deadline (date and time)
3. Optionally enable RSVP reminders

RSVPs received after the deadline will still be accepted, but families are encouraged to respond before the deadline. Reminder emails are sent automatically as the deadline approaches.

Staff Management

How do I assign coaches to teams?

1. Go to the Team in Admin
2. Find the "Coaches" section
3. Click "Add Coach"
4. Search for or select the staff member
5. Choose their coaching type (Head Coach, Assistant Coach, etc.)
6. Save the assignment

Coaches are assigned per season, so you'll need to reassign coaches when a new season starts.

How do I invite new staff members?

1. Go to Admin > Staff or Admin > Users
2. Click "Invite User"
3. Enter their email address
4. Select their role:
   • Coach
   • Division Admin
   • Club Admin
5. Optionally assign them to specific divisions or teams
6. Send the invitation

The staff member will receive an email to create their account.

What's the difference between Club Admin and Division Admin?

Club Admin:

• Full access to all divisions, teams, and athletes
• Can manage club settings, branding, and billing
• Can invite and manage all staff members
• Can send club-wide communications

Division Admin:

• Access limited to their assigned division(s)
• Can manage teams, schedules, and rosters within their division
• Can send division-wide communications
• Cannot access other divisions or club-wide settings

Use Division Admin for age group coordinators or program directors who only need to manage specific age groups.

Communication

How do I send an email to all families?

1. Go to Admin > Messages or Email Campaigns
2. Click "New Message" or "Create Campaign"
3. Select your audience:
   • Everyone in the club
   • Specific division(s)
   • Specific team(s)
   • Specific cohort(s)
4. Compose your message with subject and body
5. Review recipients
6. Send immediately or schedule for later

Messages support rich text formatting and can include attachments.

How do I create email campaigns?

You can send email communications to families through the admin dashboard. See Email Campaigns for details on composing and sending emails to your club community.

How do I manage polls across teams?

As an administrator, you can:

1. View all polls created by coaches across teams
2. Create club-wide polls for broader input (uniform orders, facility preferences)
3. Monitor poll results to inform club decisions
4. Close completed polls when voting is done

Division and Cohort Management

How do I set up age divisions?

1. Go to Admin > Divisions
2. Click "Add Division"
3. Define the division parameters:
   • Name (e.g., "U12 Boys", "High School Girls")
   • Age range or birth year range
   • Gender (if applicable)
   • Season dates
4. Assign coaches and staff to the division
5. Set division-specific rules (practice limits, game formats)

What are cohorts and how do they work?

Cohorts are age-based groups that help organize athletes born in the same year:

1. Automatic assignment: Athletes are placed in cohorts based on birth date
2. Flexible grouping: Cohorts can span multiple calendar years if needed
3. Cross-division use: The same cohort can participate in multiple divisions
4. Easy filtering: Use cohorts to filter athletes, send targeted communications

How do I move athletes between divisions?

1. Find the athlete in Admin > Athletes
2. Go to their Team Assignments section
3. Remove them from the current team (if applicable)
4. Assign them to a new team in the target division
5. Verify their cohort assignment still makes sense
6. Notify relevant coaches and families about the change

Data Import and Integration

How do I import from SportsEngine?

1. Export your data from SportsEngine in CSV format
2. Go to Admin > Import > From SportsEngine
3. Upload your exported files
4. Map fields between SportsEngine and Rostered
5. Review the import preview carefully
6. Complete the import process

The import tool handles:

• Athlete registration data
• Family connections
• Team assignments
• Basic schedule information

What data can I import in bulk?

You can import:

• Athletes: Names, birth dates, contact information
• Families: Guardian information and relationships
• Teams: Team assignments and rosters
• Schedules: Games and practice schedules
• Staff: Coach and administrator information

How do I handle duplicate records during import?

The import system:

1. Detects duplicates based on name and birth date
2. Shows preview of potential matches before importing
3. Allows manual review of questionable matches
4. Offers merge options for confirmed duplicates
5. Creates new records only when no match exists

Invitation Management

How do I track invitation status?

1. Go to Admin > Invitations or Admin > Users
2. View invitation status for each family:
   • Sent: Invitation delivered but not yet opened
   • Opened: Guardian clicked the invitation link
   • Accepted: Account created and family connected
   • Expired: Invitation link expired (links expire after 7 days)

How do I resend invitations?

1. Find the family in Admin > Families or Admin > Invitations
2. Look for families with "Pending" or "Expired" invitation status
3. Click "Resend Invitation" next to their name
4. Optionally update the guardian's email address
5. Confirm resending - a new invitation will be generated

What do I do about bounced invitation emails?

1. Check email addresses for typos (common cause of bounces)
2. Try alternative email addresses if available
3. Contact families directly via phone to verify email addresses
4. Use text message invitations as an alternative delivery method
5. Update contact information before resending

Club Settings

How do I upload the club logo?

1. Go to Admin > Club Settings
2. Find the "Logo" or "Branding" section
3. Click "Upload Logo"
4. Select your logo image (JPEG, PNG, or SVG)
5. Save changes

Your logo will appear in the app and on email communications. For best results, use a square image with transparent background.

How do I set up calendar subscriptions?

Calendar subscriptions are enabled by default. Each guardian and athlete can subscribe to their personalized calendar feed.

To help families set up calendar subscriptions:

1. Direct them to Settings > Calendar in the app
2. They can tap the subscription link to add it to their calendar
3. The feed updates automatically when schedules change

You can customize the calendar event prefix for individual athletes (like their initials) to help families with multiple children distinguish between schedules.

Roles and Permissions

What roles are available in Rostered?

Role	Access Level
Guardian	View family schedule, RSVP, receive messages
Coach	View assigned teams, see rosters, add athlete notes, send team messages
Division Admin	Manage assigned division(s), create events, assign coaches
Club Admin	Full club access, manage settings, all divisions
Account Admin	Multi-club management, billing, account settings

Can someone have multiple roles?

Yes! A single person can be both a guardian and a coach, for example. They'll see different views in the app depending on which role they're using.

Users with multiple roles can set a default tab in their settings to control which view they see first when opening the app.