This article covers running a club/travel season end to end: setting up the program, managing the teams and rosters that come out of it, and making sure what you've built actually shows up for families in the Club App.
Overview
Program Setup for Club Season (Tryouts) — the program- and division-level fields that define a tryout season.
Team > Team Management — creating teams, moving athletes onto them, and adding coaches.
Ensuring Everything is Visible in the Club App — the three independent gates that control what families and coaches actually see.
1. Program Setup for Club Season (Tryouts)
There's no single "tryout program" flag — it's an accounting classification (Activity Type: Club Team) plus a separate feature toggle. Checking the Tryouts checkbox ("Include Tryout Registration") is what actually turns a program into a tryout program, revealing tryout-specific fields: Tryout Cost, Start Showing Tryouts on Website, Tryout Label (replaces the "Register" button text), and Tryout Year/Season/Start/End for reporting.
NOTE: A Program must have at least one Division before any Team can exist, and every Team belongs to exactly one Division — enforced at the database level, not just convention.
Basics Tab
Field | What Needs to be Done |
Tryout Cost | Tryout Cost not including fees.
The Division and Team Tryout Cost will override what is inputted in this field. |
Total Tryout Cost | Tryout Cost including fees. |
Program Cost | Enter the lowest team cost that you will be offering. Division and Team costs will override what is inputted in this field. |
Scores and Schedules | Enable this field. |
Manager Preview | Enable this field. |
Roster Privacy | This should be set to Hidden to start. After the roster acceptance period, this will need to be updated to Visible to Same Team or Public. |
Registration Tab
Field | What Needs to be Done |
List Publicly | Ensure this is set to Public Registration. |
Tryouts | Ensure that the Include Tryout Registration field is enabled, and stays enabled - even after tryouts have passed. |
Start Accepting Rosters | Enter the date roster acceptance will begin. To play it safe, you can make this date earlier than the date you're expecting acceptance to begin. |
Start Showing Tryouts on Website | The date and time when this program will be viewable on the website via public or private link. |
Tryout Label | This field will replace the "Register" button text on the registration page. |
Program Director(s) | Accounts that are added here will have visibility to all Teams and Team Chats on the Club App, without having to add them as a coach to each team. |
Reporting Tab
Field | What Needs to be Done |
Tryout Year, Season, Start, End | Fill out these fields based off your tear sheet. |
Divisions Tab
Field | What Needs to be Done |
Teams Public After | The date needs to be set in the past. |
Start Accepting Rosters | The date needs to be set in the past. |
Override Program Tryouts | Disable tryouts to allow a registration for the full program price.
Once an athlete has accepted, the Override Program Tryout field in both divisions needs to be set to Disable Tryouts in order to move an athlete. |
Related: How to Create a Tryout Program, How to Create, Copy, and Edit a Division, How to Generate Tryout Numbers, How to Find the Tryout Acceptance Link
2. Team > Team Management
After filtering to a program, Team > Team Management splits into three tabs:
Roster Management — Move or unassign athletes between teams. This is where a tryout registrant gets resolved onto a specific team.
Coaches & Managers — Add or remove coaches and team managers.
Team Management — Add the specific teams that athletes will be placed on.
Sending a team invite is a targeted email, not a dedicated button — the envelope icon on the Team Management tab lets you message All, Unconfirmed, Accepted, or Declined. Choosing Unconfirmed is what people mean by "sending invites": it drops in a template containing the Roster link. Unsure the Divisions "Start Accepting Roster" date is in the past prior to sending team invitations.
Related: Creating and Managing Teams, How to Add a Coach or Team Manager to a Team, Sending and Managing Team Invites for Club Season, How to Move Athletes Who've Accepted Their Roster Spot from One Team to Another
3. Ensuring Everything is Visible in the Club App
Ensure the Teams Public After date for the division and/or the team (on the Team Management page), is set in the past.
Ensure the Roster Privacy field when editing the program is set to Visible to Same Team or Public.
Ensure the Start and Stop Showing fields when editing the program is set accordingly to account for your entire club season.