Welcome Guide for Sports Organization Administrators

Welcome! As an administrator (org owner or commissioners) for a TeamSnap for Clubs and Leagues organization, 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 are classified as the account holder that owns the organization in TeamSnap, along with any members that the organization owner has given commissioner privileges to at the top org or division level. 

In this article

Get Familiar with Your Dashboards

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

You can access your organization dashboard under the My Leagues section of this page. Any and all changes to your organization’s teams, registration, payments, schedule, messaging and more, will need to be done through the club dashboard. Clicking your organization’s name under the My Leagues section will get you to the right place.

If you need to add more teams to your account, you will need to add them within your organization's dashboard under either the Divisions tab. If you have divisions set up in your account, you will want to navigate to the lowest level subdivision to create teams within that division. 

The My Teams section of your account dashboard will display all teams you are affiliated with under your email sign in (user ID). This will not list the teams within your club account unless you also have a roster specifically created and accepted on those teams, otherwise, this will only display teams you have rosters associated with. To access these teams, please click your name hyperlinked in blue under the team name. 

Quick Start Checklist

✅ Step 1. 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. 

Add Divisions (optional)

  1. To enter your organization, click the name under the My Leagues section
  2. Click Add Divisions under the Divisions tab
  3. Enter division name
  4. Click Save and Create Another to continue adding divisions
  5. Repeat steps 3 & 4 to add multiple divisions
  6. Click Save when finished adding divisions

Add Subdivisions (optional)

  1. Click the division name where subdivisions will be added
  2. Click Add Divisions
  3. Enter subdivision name
  4. Click Save and Create Another to continue adding subdivisions
  5. Repeat steps 3 & 4 to add multiple subdivisions
  6. Click Save when finished adding subdivisions

Once you've added your divisions and or subdivisions, you can begin entering teams. You'll want to enter teams in the lowest level division/subdivision to which they correspond to.

Add Teams

Note: 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 in the same area.
  1. Click the division name where teams will be added (If divisions are not being used skip this step)
  2. Click Add Teams
  3. Enter team name(s) and other available team information
    1. If available, enter the team owner name and email
    2. Teams can be created without the owner name and email
    3. If the owner name and email are entered here, they will automatically be assigned as the team owner in your team list. Otherwise, a team owner whose member profile is added at a later time will need to have an accepted team invitation before they can be assigned as the team owner.
  4. Click Add More Teams to generate additional team fields
  5. Click Continue when finished adding teams
  6. Choose whether to send team owner invitations or not
    1. If coach/team owner information was entered, you will be given the option to send invitations to join right away or to wait and send invitations later 
      1. Click Yes, Send the Invitations to send invites right away
      2. Click No, Wait Until Later to skip this step so you can send the invites at a later time

✅ Step 2. Add organization administrators

If you have additional administrators (also known as commissioners) who need to be invited to your account, go ahead and do so in the Members tab or via instructions here. Typically additional administrators include registrars, treasurers, coaching directors or coordinators etc.

  1. Click the Members tab
  2. Click +Add New Member if they are not set up in TeamSnap yet, or search for the person you'd like to grant commissioner access to. 
  3. If they are not yet set up in TeamSnap, enter their name and email address and hit Save. Refresh the Members tab and search for the member you just added and click Manage Invites and then Invite to Join on the next screen. Once this person has accepted, you can grant commissioner access via step 4
  4. If they are already a member, select Edit from the Actions button and scroll to the System Permissions section and grant specific or full organization admin capabilities.

Note: Unsure about who will need what permissions? Check out our help article on the different member types available within TeamSnap for Clubs and Leagues.

✅ Step 3. Set up your payment deposit account

Accept online payments by creating invoices or registration and setting up your payment deposit account.

TeamSnap Member Types

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

For TeamSnap for Clubs and Leagues accounts, there are two additional member types: Organization Owner and Commissioner. 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 league 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.

Season Management

Is your season coming to a close? Has your season previously ended and you are ready to roll over and prepare for the upcoming season? Either way, in order to begin the new season, you’ll need to archive your current season. Archiving saves your current season information and data as an archived copy and then creates a fresh, blank season. You can still go back and access your archived season(s) with limited functionality, but don’t worry, you can always send messages out in an archived season.

Archiving Best Practices

There are 3 different archiving options depending on your needs, all of which can be found in our Season Archiving Guide, but we do have some best practices to share that will help you choose the right archive for your organization’s needs.

  • Decide upon archive type ahead of time
  • Know what information you need to carry through seasons vs what can be cleared for the new season

League/Club wide archive

  • This option will archive your entire organization in one go. You’ll start fresh with a blank slate for rosters, schedules, messages, registration data & payments, locations and media.
  • This is a great option if your season has finished completely, you want to archive EVERYTHING and build out registration or schedules in your new season.
  • If all your team names or division names are going to stay the same, you’ll want to select to bring forward division and team names to the new season to save time from entering that information over.

Divisional Archive

  • This option will archive everything within that specific division i.e. rosters, schedules, messages, locations and media. This will NOT archive any registration or invoicing information.
  • This is a great option if you have already started building your registration form in the Registration tab but need to roll into a new season within your specific divisions. This is also a great option if you run a multi-sport organization or have overlapping seasons as it allows you to archive teams in one division of your account, but not others.
  • If all your team names or division names are going to stay the same, you’ll want to select to bring forward division and team names to the new season to save time from entering that information over.

Team Archive

  • Team archives are done individually on each team via the team Manager tab. This is a one by one option that allows you to carry over everything within the team to the new season.
  • This is a great option if your rosters stay the same year over year because this is the only option that allows you to carry rosters forward to the new season. 

Registration Best Practices

  • Creating one or multiple forms is really up to you. Using multiple forms is great if you are a multi-sport organization and run registration multiple times throughout the year or have overlapping registration periods.
  • If you have installment plans that vary based on fee amounts or age groups or another defining factor, you will want to create multiple registration forms as you can only have one installment plan schedule per form.
  • If your installment plans have different deposit amounts based on fee or age group or sport, you will need to use multiple forms.
  • If you plan to use one form, it’s advised to create a custom field to create a custom field that allows you to distinguish what sport or age group they are registering for. This will allow for quicker rostering later on.

Additional Registration Resources

Scheduling Best Practices

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?

  • If you receive a schedule from another person or governing body, you can import that schedule directly into your TeamSnap account using our CSV schedule import template. You’ll just drop the information into the appropriate columns in the CSV template, ensure all information in your file matches what is in TeamSnap and have entered your organization-wide locations and team level opponents. Please note your team, division and location names in your CSV will need to match the team names, opponent names, division names and location names listed in TeamSnap and you will need to use the column headings listed in the template we give you in order for the data to map.
  • If you want to allow team managers to make updates to the games and practices be sure you select Create Team Controlled Events when uploading your schedule.
  • For full instructions on importing the club’s schedule, see our guide to schedule importing at the club or league level.
  • If each coach is responsible for creating their own schedule, they can add their games and practices one by one in their schedule tab manually or they can import their schedule using the team level schedule import file.
  • For full instructions on importing individual team schedules, see our guide to importing individual team schedules.

TeamSnap Scheduling Tools

If you are charged with creating the entire schedule for your organization or a subset of your organization, we can help with that too!

Our Scheduler tool allows you to create a game or practice schedule for all teams in your account based on the scheduling parameters you set in place. Learn more here:  Create Games and Practices in Scheduler

Frequently Used Set-Up Guides

These handy links will take you to our most-used set up articles for organization administrators.

  • Bring on Your Staff
  • Organize Your Teams
  • Set Up Registration
  • Collect Payments with Invoicing
  • Schedule Your Season

  • 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 Experience 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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