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Managing Divisions

Divisions help organize your club into age groups and competition levels. Each division can have its own teams, coaches, and communication settings.

What are Divisions?​

Divisions are organizational units for:

  • Grouping teams by age, skill level, or gender
  • Assigning coaches to work with specific age groups
  • Communication - sending messages to all families in a division
  • Visual organization - each division gets a color for easy identification

Creating Divisions​

Basic Division Setup​

  1. Go to Club Management → Divisions
  2. Click "Create Division"
  3. Configure the division:
    • Name (e.g., "U12 Boys", "Varsity Girls", "Recreation League")
    • Age group (optional display label)
    • Gender (male, female, or coed)
    • Age limits (min/max age in years)
    • Cutoff date (MM-DD format for age eligibility)

Division Settings​

Visual and Organization:

  • Tint color - Pick from available colors to visually distinguish the division
  • Logo - Upload a division-specific logo if desired
  • Info/Description - Add details about the division's purpose or level

Sports and Competition:

  • Sport keys - Select which sports this division participates in
  • Allowed genders - Further restrict which athletes can join (if needed)
  • Tournament settings - Min/max athlete counts for tournament eligibility

Managing Division Athletes​

Viewing Division Athletes​

Each division shows:

  • All athletes currently assigned to the division
  • Cohort information - which graduating class they belong to
  • Team assignments - which teams within the division they're on
  • Years in division - calculated based on cohort progression

Adding Athletes to Divisions​

Two ways athletes join divisions:

  1. Cohort assignments - Automatically includes all athletes from specific graduating classes
  2. Individual memberships - Manually add specific athletes to the division

Available athletes list shows:

  • Athletes not currently in this division
  • Filtered by age eligibility (only athletes who meet min/max age requirements)
  • Sorted by cohort year and name

Coach Assignments​

Division Coaches​

View coaches assigned to each division:

  • All coaches for the division (they coach all teams in the division)
  • Coach profiles with contact information and bio
  • Coaching roles - head coach, assistant coach, etc.

Coach assignments are managed through the club's role assignment system - coaches are assigned to divisions in the staff management area.

Division Communication​

Sending Messages​

Send messages to all guardian families in a division:

  1. Go to the division page
  2. Click "Send Message"
  3. Write your message
  4. Mark as urgent if it's time-sensitive
  5. Send immediately

Message features:

  • Push notifications to guardians with the mobile app
  • Message history - view previously sent messages
  • Delivery stats - see how many guardians can receive messages

Messaging Stats​

Before sending, you can check:

  • Total guardians in the division
  • How many have push notification capability
  • Whether email or push messaging will work

Division Administration​

Editing Divisions​

Update division information:

  • Change name, age group, or gender restrictions
  • Modify age limits and cutoff dates
  • Update visual settings (color, logo)
  • Edit description and sport assignments

Deleting Divisions​

Warning: Deleting a division also removes:

  • All teams in the division
  • Coach assignments to the division
  • Division-specific communication channels

Only delete divisions that are no longer needed and have no active teams.

RSVP Settings​

Practice Reminders​

Configure automatic RSVP reminders for division events:

  • Days before - How many days in advance to send reminders
  • Reminder time - What time of day to send (HH:MM format)
  • Enable/disable - Turn practice reminders on or off

These settings cascade: division settings override club-wide defaults.

Best Practices​

Division Planning​

Before creating divisions:

  • Plan your structure - How many age/skill levels do you need?
  • Consider team sizes - Ensure you have enough athletes for viable divisions
  • Pick meaningful names - Clear, descriptive names help everyone understand the structure

Age and gender organization:

  • Use consistent age ranges - U10, U12, U14, etc.
  • Consider skill levels - Recreation vs. competitive divisions
  • Plan for growth - Leave room for additional teams as your club expands

Communication​

Keep families informed:

  • Send regular updates about division activities
  • Use message history to avoid repeating information
  • Check delivery stats to ensure messages reach families
  • Mark urgent messages appropriately

Visual Organization​

Use colors effectively:

  • Assign different colors to each division for easy identification
  • Consider age progression - maybe younger divisions get warmer colors
  • Keep it simple - Don't change colors frequently once families get used to them

Troubleshooting​

Athletes Not Showing Up​

If an athlete should be in a division but isn't listed:

  • Check age eligibility - Do they meet the min/max age requirements?
  • Verify cohort assignment - Are they in a cohort that's assigned to this division?
  • Look for individual membership - Have they been specifically added to the division?

Message Delivery Issues​

If messages aren't reaching families:

  • Check messaging stats first - how many guardians can receive messages?
  • Verify guardian setup - Do families have the mobile app installed?
  • Try alternative communication - Use email or other methods as backup

Coach Assignment Problems​

If coaches aren't showing up for a division:

  • Check staff assignments - Coaches are assigned through the club staff management system
  • Verify permissions - Do coaches have the right roles for the division?
  • Contact system admin - Role assignments may need to be updated

Divisions provide the structure for organizing your club's teams and communication, making it easier for families to find their place in your club's community.