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Roadmap to Success: Create a Program


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
  • 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 “ 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 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.