Your roster

For head coaches and club administrators.

The roster is the list of athletes on a team. Everything else (memos, attendance, payments, invites for families) hangs off it, so it's the first thing to set up.

Add athletes one at a time

In the app: open your team, tap Add (the + button) and choose Add athlete. Enter the name, and optionally:

• Weight / group: for wrestling, the weight class. In other sports, a position or age group. The roster is sorted by it.
• Experience level.
• Birthdate: used to work out an age for matching practice partners, and for tournament entries. Assistant coaches and other families see "Age 9", never the date.

On the web: open the Roster tab and use Add athlete. It asks for the same optional group, experience level and birthdate, and for at least one family contact, so nobody ends up on the roster with no one to call.

Reading the roster

In the app, each athlete's line says what their group is, in your sport's own word (Weight Class 88), with their age and level if you've entered them.

On the web, the roster is a table: each athlete with their parents' names underneath, their group in your sport's own word (Weight Class for wrestling), their birthdate and age (or just the age, see below), and where their family stands:

• On the app: a parent has joined.
• Invited: a code went out and hasn't been used yet.
• Not invited: there's a family contact, but no code yet.
• No contact: nobody to reach. Add one.

Type in Search to find an athlete or a parent. The buttons above the table (No contact, Not invited, Invited, not joined, On the app) show just those families, with how many there are. Click a column heading to sort by it; click again to reverse. Click an athlete to open everything about them in a panel on the right: edit them, add or change a contact, send or show a code, move them to another team, or take them off the roster.

Tick athletes to act on several at once: Move to another team, Email invites (to the ticked families who aren't on the app yet) or Download.

Birthdates are shown to the head coach and club administrators, for tournament entries, and to each child's own family. Assistant coaches see the age, and families never see another child's birthdate.

Grade and membership number (for wrestling, the USA Wrestling card #) are optional fields on the athlete: open the athlete, click their name, fill them in and Save changes. Leave them empty if your club doesn't use them. The membership number is seen by coaches, club administrators and the child's own family, never by other families. A spreadsheet import fills in grade (and a card number, if the sheet has one) when it can.

Families can fill in their own child's details

A parent who has joined can see and change their own child's birthdate, group (weight class), grade and membership number on the web: the Team tab, then Edit details. You see the change the next time you open the roster. So instead of collecting card numbers and weights yourself, you can ask families to enter them, for example in an announcement. Parents can't change a name, an experience level or a team. What to tell them: Your child's details.

Download for a tournament

Head coach and club administrators, on the web.

Roster → Download for a tournament gives you a CSV file (it opens in Excel or Google Sheets) of the athletes shown: everyone, or just those your search and filter leave. To pick particular athletes, tick them and choose Download in the bar at the bottom. Choose the columns: first and last name always, and birthdate, age, group, team, grade, membership number and a parent's name, email and phone if you want them. The file has birthdates in it, so share it only with whoever needs it.

Coaches also see when each athlete last had a memo: Last note Oct 9, or No notes yet. An athlete with no memo in two weeks is flagged, No notes in 3 weeks, so you can see who you haven't watched lately. Club administrators don't see this line, since memos aren't shared with them.

Import a whole roster from a spreadsheet

If you already keep a roster in Excel, Google Sheets or Numbers, you can import it as it is.

On the web: Roster → Import a spreadsheet, then choose the file: an Excel workbook (.xlsx, any number of tabs) or a CSV. From Google Sheets use File → Download → Microsoft Excel; from Numbers, File → Export To → Excel.

• A plain sheet (a name column, maybe a group and parent columns) is read straight away.
• Anything messier (a registration form's responses, several tabs, a squad list on one tab and parents on another, names written "last name then first") is read by AI. That takes about a minute. It reads every tab, works out each athlete, their group and their parents, and suggests a squad for each athlete if your club has more than one. It lists anything you need to decide under To check: a parent who didn't pick a squad, a contact with no phone, a child who may be on the sheet twice.
• Nothing the AI suggests is taken on trust: every name, email and phone it returns must be in your file, and you review every row (and can change each squad) before anything is saved.
• Columns about a child's health or behaviour (medical notes, allergies, "critical information") are left out before the file is read, and never imported.
• Your file is deleted as soon as it has been read. See How AI is used.

If a plain sheet comes out wrong, choose Not right? Read it with AI.

In the app: Add → Import from CSV → Choose CSV… reads a CSV with:

• the athlete's name, one athlete per row: a Name column, or First Name and Last Name columns (headings like Wrestler Name or Child's Name work too);
• optionally a group column (Weight, Group, Division, Level…);
• optionally family columns: Parent Name, Parent Email, Parent Phone, and another set for a second parent (Parent 2 Name, Parent 2 Email).

For a registration form's export or a workbook with several tabs, the web is quicker.

Either way you see what each row became before anything is saved, then confirm.

A parent email or phone that can't work (an address with no ending like .com, a phone number too short to dial) is marked in red in that preview, and that contact won't be added: fix it in the sheet and choose the file again, or import and add it by hand afterwards. A likely typo such as gmial.com gets a "did you mean gmail.com?" — only a suggestion; it's imported as written. If any contacts still don't save, the import says which ones and why.

If you already have athletes, importing again adds nobody twice: athletes and contacts already on the roster are updated instead. Anything the sheet leaves out (a birthdate, an experience level, a phone number you typed in later) is kept.

On the web, the preview also says, row by row, what the sheet would change: new, no change, or the change itself ("Weight Class 70 → 75", "Kim Lee: new phone"). Only new athletes and real changes are saved. A child already on another of your club's squads is found there too: if the sheet places them on a different squad they stay where they are, and the row says what the file says. Choose the other squad in the row to move them; their notes and attendance move with them.

Change or remove an athlete

In the app: open the athlete, then More (⋮ on Android) → Edit athlete. On the web: on the Roster tab, click the athlete, then their name (or edit) in the panel, change the name, group, experience level, birthdate or Sorts under, then Save changes.

To take someone off the roster:

• On the web: click the athlete on the Roster tab, then Remove from roster at the bottom of the panel.
• In the app (version 1.1 or later): swipe the athlete left on the roster (iPhone and iPad), or open them and use ⋮ → Remove from roster (Android). It needs a connection.

They come off the roster and the schedule; their memos, reports and attendance stay with the team.

An athlete who is on a membership plan or still owes money can't be removed until that's sorted out, because removing them would quietly stop their dues. End the plan (on the web, the Plans tab; in the app, open the athlete, then Membership), or mark what they owe paid or waive it (on the web, Payments; in the app, Plans & fees), then remove them.

Older versions of the app. On iPhone and iPad version 1.0, removing is paused: swiping an athlete away could remove a different athlete. If you swipe one there, they stay on the roster and you get an email saying so; update the app, or remove them on the web. Android version 1.0 removes without checking money: anything such an athlete still owes stays on the web's Payments tab marked (removed from roster), so you can mark it paid or waive it, and autopay won't charge it. Their monthly dues stop, and a plan shows on Plans as dues stopped, with End to close it.

Removing an athlete doesn't remove their parents from the team: a parent who has the app keeps it (they may have another child on the team, or still follow it). On the web, the roster tells you when a parent of the athlete you removed still has the app and has no other child on the team; to take them off too, use Remove next to their name on App access.

Good to know

• Camp sign-ups from your public page aren't on the roster until you add them. See Camps and clinics.
• An athlete with no family contact is flagged on the web roster (no contact) and counted on the Family contacts screen. See Family contacts.
• Several teams in one club? Athletes can move between them without losing anything. See More than one team in a club.