Important Note When Rostering
Team managers can build their event roster from their PlayerFirst account — start from scratch or copy a prior roster, then assign coaches, upload required documents, and finalize before the event's roster due date.
NOTE: If PlayerFirst finds an existing account matching a player or coach you add, some of their information will auto-fill and lock. For a player, name, birthday, parent email, and athlete email are locked; for a coach, only email locks (their phone stays editable). To change a locked field, ask the family to update it on their own PlayerFirst account — the roster will reflect the change automatically.
Overview
Open your team's roster — navigate to My Account > Teams and open the roster for your team
Start the roster — start from scratch or copy a prior roster, then add athletes
Assign coaches and upload documents — assign a head coach and complete any required documents
Save and finalize — save your changes, then finalize to submit the roster for the event
Notify families — email selected athletes/parents about waivers, and payment if applicable
1. How to Open Your Team's Roster
Log in to the PlayerFirst website on which you registered your team.
Hover over the user icon in the top right and click My Account.
On the sub-navigation bar, click Teams.
If you don't see the Teams tab, make sure you're logged into the website you registered on.
If you're on the right site and still don't see it, reach out to the event operator.
Find your team and click the Roster icon
.
NOTE: If a roster already exists for this team, this opens straight to it — click Edit before you can make changes.
2. How to Start the Roster
Read the terms of the event and click Agree to terms.
Choose one of two options:
Start from scratch (under Start From Blank Roster) — manually add your roster by typing in the required information.
Copy players (under Copy Prior Team) — if you've attended an event for this brand within the last 14 months, find the roster you want to copy and click Copy players.
NOTE: A Roster Dashboard at the top of the page shows quick-glance widgets for Active Players, athlete eligibility, and Coaches — plus, for teams paying via Split Invoicing, Split Invoice Payments and Payment Status.
Adding Athletes
Click Add to Roster.
In the window that opens, either:
Under Add Athlete Rows, use the stepper to choose how many blank rows to add, then click the plus icon.
Click Upload Roster to import a CSV or XLSX file. Check The first row in the file contains headers if your file includes one, or click Download Roster CSV Template for a blank template.
Fill in each roster spot's columns (* = required):
Athlete First Name*
Athlete Last Name*
Jersey #
Birthday (M/D/YYYY)
HS Grad Year
Parent 1 Email*
Parent 2 Email
Athlete Email
NOTE: A Required Purchase column also appears if the division requires an add-on purchase.
Roster Reporting Columns
Rostered — toggle to include or exclude a player from the active roster.
Existing — checkmark if the player matches an existing PlayerFirst account; matched info and waiver status populate automatically.
Valid — whether the athlete's waiver is complete and their birthdate/grad year is eligible for the division.
Waiver — whether the athlete's waiver has been completed.
3. How to Assign Coaches and Upload Documents
Scroll to the Coaches section and assign a head coach.
NOTE: You cannot save your roster without a head coach assigned.
Scroll to the Documents section and upload any documents required for this event (columns: Name, Instructions, Required, Completed)
NOTE: Required documents must be uploaded to finalize your roster.
4. How to Save and Finalize Your Roster
Click Save.
NOTE: Saving records your changes but does not submit your roster for the event — finalizing is a separate, required step.
At the top of the page, check the status indicators for Rosters, Coaches, and Documents — each shows a checkmark once that section is complete.
Once all three are valid, and before the roster's due date, click Finalize.
A Roster Completed window confirms: "Your roster is finalized for the event, but you are still able to make changes until the due date." Click Close.
NOTE: The status banner at the top of the page reads Roster Completed (with the finalize date) once done, or Roster Incomplete (with due date/last-updated date) before that. You can still edit a finalized roster up until its due date — click Edit to resume.
5. How to Notify Your Team's Families
After saving, in the confirmation window, click Select Recipients to email selected athletes and parents about waiver requirements, including a link to complete their waiver.
For teams paying via Split Invoicing, you can also send an invoice email with a payment link.
NOTE: On the roster table itself you'll also find Email Missing Waivers, Link to Self-Roster (may be hidden depending on your brand's settings), and — for split-invoice teams — Reset Split and Pay in Full buttons.
How to Delete an Athlete or Coach from a Roster
Log in to a PlayerFirst website.
Hover over the user icon in the top right and click My Account.
On the sub-navigation bar, click Teams.
Find your team and click the Roster icon.
If the roster isn't already in edit mode, click Edit.
Find the Athlete or Coach to remove. In the Actions column, click the Trash Can button on their row.
NOTE: A player who has made a payment can't be deleted — you'll see "A player that has made a payment cannot be deleted. You can make their roster spot inactive." Use the Rostered toggle to mark them inactive instead.
NOTE: The head coach can't be deleted until a different coach is assigned as head coach.