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Welcome Guide for Team Administrators


Welcome to TeamSnap! As an administrator (team owner or manager) for a TeamSnap for Teams....team, we've put this handy guide together to get you on your way to with how-tos and helpful tips for your team admin privileges! Not sure if this guide is for you? Team administrators are classified as the account holder that owns the team (for independent teams) or the designated team owner (for teams under a TeamSnap for Clubs and Leagues organization account), as well as any members that have been granted team-level administrator privileges.

In this article

Applies to:
  • Members
  • Team Admins
  • Team Owners
  • Org Admins
  • Org Owners
  • Teams
  • Clubs & Leagues
  • Tournaments
  • Website Builder
  • Trial
  • Free
  • Basic
  • Premium
  • Ultra
  • Web app Web
  • iOS app iOS
  • Android app Android
  • United States USA
  • Canada CAN
  • Worldwide Worldwide

Manager? Accept Your Invite

If you are the team owner for an independent team, you won't need to do this since you likely set the team up under your account and are already on the roster. So, for those of you who are administrators (aka team managers), you will first need to have an invitation from the team owner, or an organization administrator if your team is part of a TeamSnap sports organization, since they are the only ones with the permissions to add other users with administrative permissions. Depending upon whether or not you've used TeamSnap before, your invitation may be handled in a couple of different ways. Check out our help article for info on how your invitation will be handled and instructions on how to accept: Accepting a TeamSnap Invitation

*Spoiler alert*: It will be automagically accepted if you already have an account, and if you don't have an account, you create one!

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Download the Mobile App

The only thing better than TeamSnap is TeamSnap in your pocket wherever you go! Download our free app for iOS or Android, log in with your new username and password, and feel the power!

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Get to Know Your Dashboards

Once you’ve been added to your team in TeamSnap, you’ll log in and access your TeamSnap dashboard. This is where you access and manage your account and all the teams you are affiliated with. 

The My Teams section of your TeamSnap dashboard will display any teams your account has been rostered to. Access your team dashboard by clicking your name below your team name under the My Teams section. Any and all information about your team, schedule, messaging and more will be viewable through the team dashboard. 

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Quick Start Checklist

Ready to customize your team settings?

Certain team settings are only available to teams on our Premium or Ultra plans, but team administrators for all plan levels should check their team settings under the Manager tab to customize details like the selected sport, uniform information, adding a team photo, and more! Learn more about changing team settings.

Ready to bring on your staff? (team owners only)

If you have additional administrators (aka team managers) who need to be invited to your team, you will need to add them and grant them administrative permissions. Typically those brought on as team managers are also marked as non-players.

Add a manager to your team

Ready to create your roster and invite your team?

There are a few ways to add members to your team in TeamSnap. If your team is part of a sports organization in TeamSnap that is utilizing our registration feature, your team members will be added via registration and assigned to your team by your organization administrators, so you can skip this section unless otherwise instructed by the organization..

There are four member types for teams: Team Owner, Manager, Player, and Non-Player. 

On TeamSnap for Clubs and Leagues accounts, there are two additional member types: Organization Owner and Commissioners. Sports organization owners have the highest level administrative access in an organization's account. There can only be one member with this designation.

Commissioners are the second-level administrators within an organization and can be granted either organization-wide or division-specific administrative rights. Organization-wide commissioners have all the permissions that a league owner does, except that they are unable to grant other members commissioner status - only the organization owner can do so.

All other members within the organization will be designated as players by default, and can then be marked as non-players and/or granted team owner (sports orgs only) or team manager administrative rights. Learn more about member types and roles

Manually Add Roster Members

Importing Roster Members

Ready to accept payments?

Will you be accepting fees or other payments? Check out our Tips, Tricks, and Best Practices: Accepting Payments to make sure you are prepared to take payments from your members. Some key highlights:

  • Have highly visible contact information
  • Have a clear refund policy published and visible to your members
  • Be prepared for how to handle possible payment disputes

Once you feel ready, you can quickly and easily collect fees from your members:

Creating Invoices

Once you have set up your preferred way of collecting payments, you'll need to enable deposits:

Setting Up Your Payment Deposit Account

Ready to create your schedule?

If your team is part of a sports organization, the scheduling may be handled at the organization level by top-level administrators, in which case you don't need to worry about it unless otherwise instructed by the organization. Otherwise, you have two options for creating your schedule at the team level:

Manually Add Games and Events

Importing Games and Events

Ready to start tracking availability?

As a team admin, you can set team-wide availability preferences under the Availability tab. You can also set a default availability for the whole team. You'll also want to make sure you know how to send availability reminders, just in case. 

Ready to set up your team store?

Did you know that you can set up a store for your team within TeamSnap? Well you can! Tada!

Ready to start a team fundraiser?

We've teamed up with FlipGive to offer you an easy fundraising option for your TeamSnap team. Learn more about FlipGive and TeamSnap.

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Planning Ahead: Season Management

You may just be getting started with your season, but it's important to be aware of why and how to manage your seasons. If your team is part of a sports organization, you may not need to handle the archiving since it can be handled at the division or organization level by a higher-level administrator.

Our recommendation is always to archive your season once it is over, but you need to understand what, if any, information from your season needs to be carried over, and how archiving works. What to do when your season is coming to a close? How do you prepare for the upcoming season? 

In order to begin the new season, you’ll need to archive your outgoing season. Archiving saves your season data as an archived copy and then creates a fresh, blank season for you to work with. You can still go back and access your archived season(s) with limited functionality, and you can always send messages out in an archived season. Learn more about team season archiving.

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Support Contact Options

Is something not working right in your TeamSnap account? Stuck somewhere and not sure what to do next? We have a dedicated team for that!

Our support team is here to help. You can reach them via the help button in the bottom right corner of the screen.

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Common Questions

How do we add family members or contacts to a member profile?

You can add family or other contacts under the main roster profile for a member so that they can receive team communications. You can also invite them to join the team so they can access and view team info like schedule, availability, etc. Check out our help article to learn more: Add Family or Contacts to a Profile

What features are included with my team plan?

TeamSnap offers several different plans to meet your needs. Some of our features are only available with a paid plan. You can see each of the plan options we offer, as well as what features are included with each on our Team Plans and Pricing page.

Can I have multiple teams on the same plan?

TeamSnap plans support a single team per plan. This allows you to select the plan that works best for each team's needs. When you add a new team, you will be taken to the plans and pricing page to select the plan that will work best for your new team, and the free plan is always available.

Do non-players count towards the team roster limit?

Yes, all members including both players and non-players added to the roster count toward the total roster member count.

Can I select members to invite to specific games or events?

Currently there is no functionality to support choosing members to invite to schedule games and events. The automatic schedule update emails and game and event notifications go to all members who have their roster email enabled for team communication. Since team rosters only support one roster per team, if you need to communicate or schedule portions of your roster separately, we recommend creating a separate team on its own plan for each roster group.

How can I tell who has access?

When you view the roster from the roster tab online, you will see a checkmark by the player's name. This means at least one person from their list of emails has accepted their invitation. Learn more about invites with All About the Invitation Process

To view player contacts and see which contact invitations are still pending, click the player's name. Contacts with a Resend Invite button next to their email have not accepted their invitation yet. If an invitee has expressed that they cannot locate their invitation, you can resend it by clicking the Resend Invite button. Invitees who aren't able to locate their email invitation may also need to troubleshoot email issues

Mobile app

A small orange triangle will appear next to the email address for members that have a pending invitation or have not yet been invited to the team.

Managers can resend the invite from the mobile app by editing and re-saving the player's profile.

  1. Click Edit (iOS) or the pencil icon (Android)
  2. Chose Save (iOS) or the √ (Android)

The invitation will be resent!

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