Getting Started: TeamSnap for Club and League Administrators
Welcome! As an administrator (org owner or commissioner) for a TeamSnap for Clubs and Leagues account, we've put this handy guide together to get you on your way with the how-tos and what's it's for your org admin privileges.
Not sure if this guide is for you? Organization administrators include the organization owner (the account which owns the organization in TeamSnap), along with any members that the organization owner has granted commissioner privileges to.
In this article
- Team Admins
- Team Owners
- Org Admins
- Org Owners
- Clubs & Leagues
- Website Builder
Commissioner? Accept Your Invite
If you are the organization account owner, you won't need to do this because, well, you are already part of the organization as the account owner. So, for those of you who are administrators (aka commissioners) for sports organizations using TeamSnap, you will first need to have an invitation from the organization owner, since the owner user role is the only one with the permissions to grant administrative permissions to other users. Once you have been invited, you will receive an invitation via email.
Get to Know Your Dashboards
There are two dashboards in your TeamSnap account. One is your TeamSnap account dashboard, and the other is the dashboard tab for your organization.
TeamSnap Account Dashboard
Once you’ve been added to your organization in TeamSnap, you’ll log in and access your TeamSnap dashboard. This is where you access and manage your account information, organization, and all the teams you are affiliated with.
The My Organizations section of your TeamSnap dashboard will display any organizations you have administrative access for.
Tip: Need to add teams to your organization? Do not use the +Create New Team or Group button on the account dashboard. Organization teams need to be created directly within your organization site under the Divisions tab. If you use the +Create New Team or Group button on the account dashboard, you will create an independent team that won't be associated to your organization.
The My Teams section of your TeamSnap dashboard will display any teams that a roster profile associated with your account has been assigned to. This will not list the teams within your organization account unless you have been sent and accepted an invitation to join a team roster in your organization. You can click your name below the team name in this section to access the desired team site.
Any and all changes to your organization’s teams, registration, payments, schedule, messaging and more, will need to be done through the organization site.
Organization Site Dashboard
Access your organization site dashboard by clicking your organization’s name in the My Organizations section.
The Dashboard tab is where you will be able to view overview snapshots for different areas of your organization site. From there, you can access the rest of your site features by clicking on the desired tab.
Here's a quick rundown of each tab's purpose:
Financials: This tab does not appear until the first organization invoice has been created, or when the first fee is created in a registration form. Once it appears you'll manage your deposit account information and be able to pull financial reports here.
Invoicing: This is where you can create and send invoices to members in all areas of your organization.
Registration: Need a form? This is where you can create and customize forms of all kinds, which can include documents, waivers, fees, and custom fields to gather information from participants. If you are using registration to add members to your organization, you will set that up here and can have member roster profiles automatically created. If you'd like you can also set up automatic rostering to place members into a division or team as soon as they finish registration based upon the fee that they select.
Divisions: This tab is where you will set up the structure for your organization with either divisions or just teams for a flat structure. Once set up, this is how you can navigate down into individual team sites as an administrator without having to be rostered directly to every team.
Rostering: This tab is where you can drag-and-drop one or more members to place them in divisions or teams.
Directory: This legacy tab is slated for retirement once the Members tab has all the functionality in place to replace it.
Members: This is the new member management tab where you can transfer and assign individual members and view member details.
Schedule: This tab is where you can manage the full organization's schedule, including adding org-wide locations for use throughout all levels of the organization, and uploading the schedule for your organization if desired.
Messages: This is where you can send out email messages to members in all areas of your organization.
Settings: This tab is where you can manage the nitty-gritty settings for your organization site, like whether settings throughout the org will be managed at the organization level or if teams can do that on their own, general organization site settings, site preferences, manage available tabs, manage your organization's seasons, and more.
Quick Start Checklist
✔ Ready to organize and build your teams?
We recommend organizing your teams by divisions; these can be age groups, boys/girls, sports or by season i.e. 2019 Fall Season. If you are a multi-sport organization, we recommend setting up divisions by sport. If you'd like, you can add subdivisions within each division and then your teams within that.
If you are using divisions, teams can only be added within the lowest level division(s)/subdivision(s) you have set up. They cannot be added at the same level as a division or subdivision, meaning you cannot have both a division and a team listed at the same level.
Attention: If no divisions are created and teams are added, there is no way to go back and create divisions for the teams. Teams have to be deleted to re-enable the ability to create divisions, which the teams could then be created under. Please be extra sure that you have no use for divisions before creating a flat, non-divisional structure.
✔ Ready to bring on your staff?
There are a couple of different staff levels for organizations to add administrative staff to. Organization-level administrators (commissioners) are those who require administrative access to the organization either as a whole or for specific divisions. Team-level administrators (team owners/managers) are those who require administrative access to specific teams, but no administrative access to divisions or the top-level organization.
You will need to add these people to your organization so that they can be granted administrative access at the desired level. Typical administrators include registrars, treasurers, coaching directors or coordinators, etc.
For org-level administrators (these can only be added by the organization owner):
- Add the person to your organization.
- Ensure they have accepted their invitation to join.
- Grant them the appropriate administrator access.
- Share this guide with them.
For team-level administrators:
- Add the person to your organization.
- Assign them to their team.
- For those who will be team owners, assign them team ownership.
- Share the Getting Started: TeamSnap for Team Administrators with them.
Tip: Unsure about who will need what permissions? Check out our help article on the different member types available within TeamSnap for Clubs and Leagues.
✔ Ready to accept payments?
Will you be accepting fees or other payments? Check out our Tips, Tricks, and Best Practices: Accepting Payments to help get you prepared to take payments from your members. Some key highlights:
- Have highly visible contact information
- Have a clear refund policy available 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 a couple of different ways:
This next step is important - once you have set up your preferred way of collecting payments, you'll need to Set Up Your Payment Deposit Account.
✔ Ready to add your members to TeamSnap?
There are four ways to add members to your organization in TeamSnap:
- Is your organization using registration to gather and assign participants? ➜ Registration Set Up
- Need to add your admins or like typing things out? ➜ Manually Adding Roster Members
- Not using registration and have everyone's info in a spreadsheet? ➜ Importing Roster Members
- Bringing teams that are already in TeamSnap into your organization's account? ➜ Transferring Teams into Your Organization
Once you have added members you can share the Welcome Guide for Members and Contacts.
Tip: Want to learn more about member types and different roles? Check out our help article on the different member types available within TeamSnap for Clubs and Leagues.
✔ Ready to schedule?
You'll want to have a good understanding of your organization's needs, the way in which you will be creating the schedule, how it should be managed on an ongoing basis, as well as what will work best for you when the season ends and you need to get the next one started. How is your schedule generated? Do you receive a schedule from a governing body, league or other admin within your organization? Or do you let your coaches create the schedules for their teams on their own?
TeamSnap for Clubs and Leagues has three different areas where a schedule can be created, all with slightly different outcomes. You can learn more about our scheduling options with Creating a Schedule for Clubs and Leagues.
First you need to add some prerequisite information to create the framework for a successful schedule setup:
- Adding Schedule Locations
- Adding External Opponents (opponents that are not part of your organization)
Once the locations and any needed opponents have been set up, you can proceed with your schedule creation.
Planning Ahead: Season Management
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.
It's important to think ahead and understand the available archiving options, and what the outcomes of each are. TeamSnap for Clubs and Leagues has three different archive options with different options for carrying data to your new season, and situations where they are best applied.
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 customer support team is here to help. You can reach them via the Help button in the bottom right corner of the screen when logged into TeamSnap, or when viewing the help center.
How do I invite everyone to join?
If you are utilizing the registration component, players will be automatically added to your account through the registration cycle. There is no need to invite players or add them manually into the system.
If you are importing players and members into your account through a CSV, to invite them to join all at once simply go to your Members tab and select a member with a Manage Invites tag on their name, invite them to join and then check the box to ‘invite all members who have not yet accepted their invitations.
I have existing TeamSnap teams I want to add to my sports organization/club account, how do I do this?
Email your customer success manager indicating that you need to transfer teams into the account. They’ll work behind the scenes to get you a team transfer form and have those teams moved into the account.
What happens if I created a team and want another team merged with the one I created?
Teams that are transferred into your account will not merge with existing teams there, even if they are the same team. You’ll need to decide which team you plan to use going forward and retire the other team.
How do I add another commissioner or administrator to the account?
You’ll need to create a profile for this person first in the Members tab by clicking +Add Member.
- Enter their name + email address and indicate they are a non-player and save the profile you created
- When the page refreshes, search for the member you just added and click Manage Invites > Invite to join
- Once they have accepted their invitation, you can edit their profile in the Members tab and check the box for specific or global commissioner access and hit save.
- The new commissioner will need to clear their cache after you grant access in order to sign in. If they sign in and receive an error message, please have them clear cache or sign in with a different browser.
I don’t see any teams under My Teams?
The My Teams listing on your TeamSnap dashboard includes any team you have a profile on within your user account. This does not necessarily equate to the teams that are listed in your sports organization account.
If you would like to have this list your organization’s teams, please add yourself to each team as either a non-player or manager.
Why do you need my Social Security Number or Social Insurance Number (SIN) for setting up my payments account?
We’re pretty playful here at TeamSnap, but moving money is a serious matter. In our role of distributing money to individuals, we have a responsibility to validate the identity of the recipients of that money. Your social security number helps us to do just that. For all Canadian customers, we require a social insurance number for identification to confirm that you are a representative of the business for which you are filing the application. Your SIN is not retained in our system and is used for verification purposes only.
Do I need to add parents to the account separately?
Parents can be added as contacts to a player’s account through registration or importing your member’s via CSV provided they are listed as Parent 1 and Parent 2. They do not need their own profile in the system unless they require manager or commissioner access. You can also manually add family or other contacts under the main roster profile for a member so that they can receive communications. Check out our help article to learn more: Add Family or Contacts to a Profile