Use this roadmap to guide you through the steps you need to take before, during, and after every season’s registration period.
60 Days Prior To Registration
Phase: Program Planning
- Cost to participate
- Number of participants
- Divisions and level of play
- Registration open and close dates
- Enabling a registration refund policy utilizing RegSaver
- Legal waivers & forms that need to be created
- Update website content to reflect a new season
- Launch your online uniform and apparel store (Squadlocker)
- Create listings for upcoming programs on SportsEngine.com
- Activate your next season
- Note: Make sure your teams, leagues, and divisions are accurate
- Find local and national sponsors
- Start a fundraising campaign (FlipGive)
- How to create a program listing:
- Log in to SportsEngine HQ
- Select “Promotion” in the navigation
- Click “SportsEngine.com Listings” and create a new listing to advertise your programs
- How to activate a new season
- Go to your club, team, or league page and follow the steps on the page
- Use the Sponsorship Tool in SportsEngine HQ to create proposals and customized letters
30 Days Prior To Registration
Phase: Registration Building
- Provide details to begin building registration forms
- Autoforms, waivers, financial consolidation, payment options, etc.
- Get advice on the upcoming season
- Review registration with Account Manager PRIOR to opening for the season
- Determine how and when you will reach out to former and prospective participants for the upcoming season
- Create smart groups in SportsEngine HQ of past participants to encourage them to return for another season
- Plan social media posts, make sure accounts are updated
- Create and collect applications for coaching positions
- Have each applicant complete a background check (NCSI)
- Launch your coaching application form
- Utilize the Registration Request Form to create a new registration
- Submit a Copy Request Form from a past season with updated details to expedite the process
- Create smart groups to make sending messages to specific groups easy
- Navigate to SportsEngine HQ
- Select Members, then choose Permissions and Newsletters
- Select the Groups subtab then choose to Create New Group
- Safety requirements are always evolving, make sure you’re up-to-date with the latest initiatives and mandates by contacting your account manager
Phase: Registration Opens
- Execute your communications plan
- Ensure SportsEngine.com listings are active and accurate
- Watch as signups are collected
- Track incoming payments
- Create and run financial and member reports
- Select coaches
- Ensure coaches have correct certifications and have completed background checks
- Have hired applicants complete abuse prevention training
- Utilize SportsEngine HQ to its fullest and view live daily updates to your registration and payment collection progress
- Contact your account manager for information on abuse prevention training
Phase: Registration Opens
- Complete player evaluations (Team Genius)
- Organize and build teams
- Add players, coaches, and staff to teams via rostering too
- Make team pages public to enable them in the SportsEngine mobile app
- Send messages to teams and families to encourage them to download the free SportsEngine mobile app for real-time schedules, team communications, and more
- Collect additional fees (tournaments, roster-based fees, uniforms, etc.)
- Offer payment terms/plans to those that need it
- Make sure to complete team rosters using the Rostering Tool in SportsEngine HQ
- This is how you’ll communicate to players, families, and coaches for the entire season
- When rostered, all players and coaches will be included in the mobile app.
- Track all payments in SportsEngine HQ
Phase: Season Starts
Questions? Contact your account manager or consult help resources found in SportsEngine HQ.
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