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Workflow Guide

Coordinate Team Messages and Availability

Use this workflow to keep families, coaches, and admins aligned before, during, and after events.

3 min read Updated from live product pages

Overview

Use this workflow to keep families, coaches, and admins aligned before, during, and after events.

Start by choosing the path that matches your goal: team chat, RSVP, rideshare, or live-game chat.

In This Article

  • Pick the right path for messaging, availability, or rideshare.
  • Send clear team updates and ask @ALL PLAYS questions.
  • Set event status as Going, Maybe, or Can't Go.
  • Offer rides, request spots, and manage request decisions.
  • Recover quickly from common send, access, and RSVP issues.
  • Send targeted messages to individuals or staff groups.
  • Browse all team Photos & Videos including older media.
  • Use notification inbox, push preferences, chat mutes, assistant mentions, recipient picker, and team email tools.

Who Is This For

  • Parent: Share updates, set availability, and coordinate rides.
  • Coach: Post reminders, keep chat focused, and moderate chat.
  • Admin: Support communication standards and moderate chat.

Prerequisites

  • You are signed in.
  • You have access to at least one team.
  • You opened a team context from your dashboard, team view, calendar, or live game page.
  • For RSVP buttons, the event is already tracked in the team schedule.

Choose Your Path

  1. Send a team update or reminder now: use team chat.
  2. Submit event availability: use the schedule list or calendar event view.
  3. Coordinate transportation: use event rideshare.
  4. Communicate during a game: use live-game chat when enabled.
  5. Send a direct or staff-group message: use Conversations in team chat.
  6. Reduce noisy threads: mute a conversation or tune notification categories.
  7. Send a longer announcement: use team email drafts, templates, history, and attachments.

Step-by-Step Workflow

Path A: Team Messages and Moderation

  1. Open team chat from your current team context.
  2. Write one clear update per message.
  3. Optional: add voice input or attach photos or short videos (up to 5 MB each).
  4. To ask the assistant, include @ALL PLAYS and your question in the same message.
  5. Select Send.
  6. Confirm the message appears in the thread.
  7. Add reactions for quick acknowledgment.
  8. Edit or delete your own message if plans change.
  9. If you are a Coach or Admin, remove off-topic or inappropriate messages from others when needed.
  10. For live-game chat, post short updates. If chat is locked, retry at game time.

Path A2: Targeted Conversations (Direct or Staff Messages)

  1. Open team chat (team-chat.html) and select Conversations.
  2. Start a new conversation by selecting recipients — an individual member or a staff group.
  3. Send targeted messages visible only to the sender, listed recipients, and team owner/admin.
  4. Switch between conversations and the default team-wide channel using the conversations list.

Note: The default team-wide channel is always available. Targeted messages are stored separately and are access-controlled — only listed participants can read them.

Path A3: Mentions, Mutes, Notifications, and Team Email

  1. Use @ALL PLAYS when asking the assistant for help. For targeted delivery, use the recipient picker or open Conversations; person and group @ mentions are not supported.
  2. Open a conversation's mute control when you want to suppress live chat push notifications from that thread. Muting affects push delivery; it does not hide messages from the conversation.
  3. Use the notification bell or inbox sheet to review unread team activity, then tune category preferences for schedule, game-day, chat, fee, media, award, rideshare, officiating, and access notifications.
  4. For longer updates, open team email. Drafts, reusable templates, send history, and attachments are available for team-wide communication that should not be buried in chat.

Path B: RSVP Availability

  1. Open the event from schedule list, calendar, or day detail.
  2. Confirm team and player context.
  3. Select Going, Maybe, or Can't Go.
  4. Confirm the selected state stays active.
  5. Verify the availability summary updates.

Path C: Family Logistics (Rideshare)

  1. Open the event rideshare section.
  2. To drive, select Offer Ride.
  3. Set seats and direction, add an optional note, then save.
  4. To request a seat, choose the child and select Request Spot.
  5. Cancel your request if plans change.
  6. If you own the offer, use Confirm, Waitlist, or Decline for each request.
  7. Close or reopen your offer as needed.

Common Questions

  • Where should I post updates? Use team chat for general updates and live-game chat for real-time game communication.
  • Why are RSVP buttons missing? Availability controls appear after the event is tracked in the team schedule.
  • Who can moderate chat? Everyone can manage their own messages. Coaches and admins can also remove messages from others.
  • How do I ask the assistant a question? Type @ALL PLAYS and your question in one message.
  • How do I stop push notifications from one conversation? Mute that conversation. You can still open and read it later.
  • Where do I find missed notifications? Open the notification bell or inbox sheet; unread badge counts follow current inbox state.
  • Who can see a targeted conversation?

Only the sender, listed recipients, and the team owner/admin can read targeted messages. Other team members cannot see them.

  • Why does the Photos & Videos gallery sometimes load more images after it opens?

The gallery fetches older chat history when it opens so media beyond the initial real-time window is included. The count and grid refresh automatically once the older messages are loaded.

Recovery & Troubleshooting

  • Message failed to send: Check your connection, resend, and keep the message short.
  • Image upload failed: Retry with a valid image at or below 5 MB.
  • No response from @ALL PLAYS: Resend with a clear question after @ALL PLAYS.
  • Live-game chat is locked: Wait until game time, then post again.
  • RSVP did not save: Reopen the event, reselect your response, and confirm the button stays active.
  • Team chat access error: Return to team context and reopen chat from that team.
  • Cannot start a targeted conversation: Confirm you are a team member with chat access and the recipient is a confirmed team participant.
  • Gallery shows fewer photos than expected: Wait a moment for older chat history to load — the gallery fetches older messages on open and refreshes automatically.
  • Conversation notification did not arrive: Confirm the recipient is a participant in the conversation, the message was not muted by that recipient, and the user has the relevant push category enabled.
  • Notification opens the wrong place: Use the newest notification from the inbox. Current deep links carry conversation, game, team, player, and fee context when available.
  • Team email draft missing: Reopen Messages after a short wait. Drafts, templates, and history are cached, but a stale tab may need a refresh after another admin changes email content.
  • choose-home-dashboard
  • schedule
  • game-day
  • postgame
  • join-team

Need More Help

  • Ask your coach or admin to verify team access and event assignment.
  • When reporting an issue, include team name, event date, and the action that failed.
  • Include a screenshot to help support reproduce the issue.