Clubs can create invite-only programs at the season, grouping, or team level. The Invite Only feature can only be turned on for one level at a time, either the entire season, the grouping(s), or the teams. It applies only to player registrations; coaches and volunteers can register without an invitation.
Important: If Invite Only is enabled at the season level, it overrides settings at lower levels. To enable invites at a lower level (grouping or team), disable Invite Only at the season level first.
Enabling Invites at the Team Level vs. Grouping Level
Invitations can be sent from either the team level or the grouping level:
Team level: Invite players to a specific team within an age group
Grouping level: Invite players to an entire age group (e.g., a U10 age group rather than a specific team within U10). To enable invites at the grouping level, click the Edit icon > Reg Options on the age group before clicking the Invite Player button.
The steps for building your invite list are the same for both levels.
Note: Turning on Team Invitations for one team will turn it on for all teams in the season. The invitation setting applies to all teams at once, not individually.
Setting Up Teams and Invite Lists
Navigate to Programs > choose your program and season > Structure.
Click a grouping and then an age group. A table will appear on the right showing all available teams with player and staff counts.
3. Click Add New Team to create your teams within each age group.
4. When creating or editing a team, turn on the Team Invitations toggle to enable invite-only functionality. Remember, this applies to all teams in the season.
5. Add a team fee if you need to charge a separate or additional fee for a specific team.
6. Invite players by clicking the Edit button next to the team name, then select Invite Players. Select your tryouts program and season, check the boxes for the players you want to invite, and click Save.
Tip: Use the filter and search options to quickly locate players. For example, if you're working on a Girls 2008 team, filter by "Group Name = Girls 2008" to narrow the list, or search by name to add players individually.
Important: All Groups Must Be Invite-Only
Any grouping in your season structure that doesn't have an invite-only team added to it will be visible to the public during registration. Make sure every grouping in your season structure has an invite-only team added if you don't want the season to appear for public registrations.
If non-invited users can see an Invite Only season, check that all groups within the season are set to Invite Only and remove any non-invite-only groups to restrict visibility.
Invitation Statuses
After adding players to an invite list, the Response column shows their current status:
Unsent: Invitation has not been sent yet
Queued: Invitation has been added as a recipient to a scheduled email. This is retrievable via Email Broadcast, which is scheduled to be sent at a specific date/time in the future.
Pending: Invitation was sent but has not been responded to
Accepted: Player completed registration and has been added to the team
Declined: Player declined the invitation
Sending Invitation Emails
Click the envelope icon in the team table (last column) to open the email composition screen.
Change the recipients to Email to Invitees and filter by the invitation status you'd like to target (e.g., Unsent or Pending).
Customize the pre-populated email body with any additional information.
Send immediately or schedule for a later date and time.
Note: Team invite emails are sent to all household admins regardless of email opt-out status. Household admins on your club's opt-out list will still receive these emails.
Note: Age Group Commissioners can email their team or group members from the Season Structure without needing full access to the Communications product.
Tracking Responses
Return to the team table (Edit) to view each invitee's response, the date they were contacted, and the date they responded.
Setting Invitation Expiration Dates
Set an expiration date on invitations to ensure unresponsive invitees don't hold spots indefinitely.
Navigate to Programs > choose your program and season > Structure.
Click Edit at the season or grouping level.
Select Reg Options and enter the number of days before invitations expire.
Click Save.
Note: All invitations expire at midnight following the number of days from when each invitation was originally sent, or the status was updated to Invited.
What happens when an invitation expires:
If an invitation is accepted but the registration is not completed by the expiration date, a pop-up will inform the registrant that their invitation has expired during public registration
If the invitation is not accepted by the expiration date, the status is marked Expired
Household admins will still see the expired invitation pop-up the next time they access registration, but only to inform them. They can close it and continue with registration.
Troubleshooting
Players unable to register:
Verify the season is open. Invitations do not override a closed season
Ensure players are logging in using the account that received the invitation
Consolidate duplicate accounts if necessary
Non-invited users can see the Invite Only season:
Check that all groups within the season are set to Invite Only
Remove any non-invite-only groups to restrict visibility
FAQs
Does Invite Only block staff and volunteer registrations?
No, it only restricts player registrations. Coaches and volunteers can register without an invitation.
What happens if a player can't see their invitation?
Make sure they're logging in with the account that received the invite. Consolidate duplicate accounts if necessary.