Kickoff Guide for New Sports Organization Admins

In this article


Overview of TeamSnap for Clubs & Leagues

TeamSnap for Clubs & Leagues provides sports organizations with a centralized solution for scheduling, organizational, and management needs. It allows you to manage schedules and communications for multiple teams at once, as well as collect payments via registration or invoicing. We can even help you get set up with  your own website that syncs and displays some of your TeamSnap site data publicly!

Want to learn more? Check out  What is TeamSnap for Clubs and Leagues? 


Guides and Resources

We have a wide variety of resources to help you become an expert in all things TeamSnap including webinar training, video tutorials, and instruction guides. Our help center, lovingly dubbed the TeamSnap Playbook, contains all of these resources, not just for sports organization admins but also for coaches, parents, players, and fans.

The TeamSnap Playbook

TeamSnap Training Webinars


Your Dashboards Explained

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

You can access your organization's 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 in your organization's site dashboard under either the Teams or 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.

Warning: Do not use the Create New Team or Group button on your My Teams & Leagues account dashboard page. This will create a new independent team outside of your club account that will not be covered by your club billing plan.

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. 


Managing Admins

If there are other people in your organization who want to help manage your organization's TeamSnap site or need access to it, you can  add them as a commissioner/administrator

Most organizations include their registrar, treasurer, and coaching or program directors as account administrators. You can also grant limited admin access to those who only manage the boys or girls program, or travel vs rec programs for example, by granting divisional commissioner access.


TeamSnap Member Types

There are four basic member types: Team Owner, Manager, Player, and Non-Player.  If you have a Club & League account, you will have two additional member types: League Owner and Commissioner.

League 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 access - 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, or can be granted team owner or team manager administrative rights. Want to learn more about member types? Check out  Member Types.


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:  Creating Games in Scheduler


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 & Support Team is here to help. You can reach them via the Help button in the bottom right corner of the screen.

Parents and coaches also have their own support team they can reach out to via the orange message icon on the bottom right corner of their screen.

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