Make the most of your tryout registration process by customizing it to fit your organization’s needs. In Participant Registration, you can tailor everything from required forms and waivers to tryout fees and player information fields. Below are setup steps and helpful tips to streamline your setup, improve organization, and ensure a smooth experience for both admins and participants.
Select Tryout for the Program Type
Be sure to mark your program as a Tryout to create a dedicated setup designed just for tryouts. This will unlock system-specific features that help simplify registration, evaluations, and team assignments for a smoother process.
Link Tryouts to an Invitation Season
On the Seasonal Registration Setup page, go to the Setup tab for the season where you’ll be inviting players. You’ll see a new settings section titled "Invitation Season", which includes an Edit Invitation Season button.
Click the edit button to display the "Set Invitation Season" dialog and choose your competition/season. Click Save once complete.
Once an Invitation Season has been set, the Program name and Season name are displayed in the settings area.
Set your Tryout Season Structure
Create your Tryout Seasonal Levels by clicking on Groupings & Settings > Select the edit button at the season level. Easily customize your season structure by organizing teams into groups or divisions based on gender, birth year, location, or tryout dates. Whether you're managing multiple tryouts across different sports and age groups or need to set up specific divisions for tryouts, you have the control to structure everything just the way you need.
Once you have your Season Structure set up, don’t forget to create a Pool Team for each group or division.
After creating your Pool Teams, turn on the Direct to Team Registration for your tryouts. This automatically adds participants to the group pool team, which enhances the mobile app workflow for coaches and directors.
Consider requiring a participant photo as part of your Tryout registration - If enabled, photos will be collected at the time of registration and be displayed on the mobile app. This helps Coaches and Directors not only see names, but also easily recognize participants by their pictures.
Create Evaluation Templates
Use the form builder tool to quickly create custom Player Evaluation Templates for coaches to use during tryouts. Add checkboxes, text fields, and dropdowns to make player assessments simple and organized. Pro tip: Include a drop-down with team options so coaches can easily suggest players to specific teams for the season.
Grant Mobile Access for Coaches/Directors
Give the Coaches and Directors access to the evaluation workflow by assigning them a Director role. You can customize the permissions needed for tryouts based on specific seasons, groups, divisions, or even genders to ensure they have the appropriate level of access for the participants they’ll be assessing.
Complete Evaluations via the Mobile App
As tryouts are underway, Coaches and Directors can easily submit player evaluations by tapping the evaluation button (paper clip icon) next to a participant’s name. Multiple evaluations can be submitted for each player, giving all evaluators the chance to share their feedback and help with player selection.
Adding Tryouts Players to a Team Invitation List
Coaches and Directors can easily add Tryout Players to a team's invitation list within the linked Invitation Season—right from their phones, even while on the field. This streamlines the team creation process by eliminating the need for admins to manually generate invite lists.
Note: Tryout players can only be submitted to a team invite list once. Once invited, a message of “Player Already Invited” will be displayed to staff.
Admins can remove a player from a team’s Invited Players list, allowing them to be invited to another connected Seasonal Team through the Team Roster table.
Sending and Tracking Team Invitations
In Participant Registration, as players are recommended to teams, they are then added to an invite list. Admins can send invites, remove players from the invite list, and track player responses.
When sending player invite messages, you can customize the content to include important details like instructions or next steps for accepting a team spot. Click the envelope icon, then under Select Recipients, select Email to Invitees.
As invites are being sent, Coaches and Directors can track player responses by viewing the Player Invitations Report located on the Team Page.
