Build and Maintain Team Roster

Overview

Use this workflow to keep your team roster accurate and parent access connected.

You can:

• Add players and jersey numbers.
• Update player details.
• Deactivate players without losing history, then reactivate them later.
• Link parents to active players and send invites.

In This Article

• Who should run this workflow.
• What to prepare before you start.
• How to choose the right roster action.
• Step-by-step roster and parent invite actions.
• How to recover from common invite or roster issues.

Who Is This For

• Coach: Day-to-day roster updates and parent invites for active players.
• Admin: Full roster cleanup, including reactivation and parent-link fixes.

Prerequisites

• A team already exists.
• You have full-access permissions for that team.
• Player names and jersey details are ready.
• Parent emails are ready if you plan to send email invites.

Choose Your Path

• Add one player: Use Add Player.
• Add many players: Use Bulk AI Update with roster text or an image, then review and apply.
• Correct player details: Use Edit on that player row.
• Remove a player from active roster: Use Deactivate.
• Bring a player back: Use Reactivate.
• Link a parent: Use Invite Parent on an active player.
• Invite Parent is disabled: Reactivate the player first, then send the invite.

Step-by-Step Workflow

1. Open roster management and confirm you are on the correct team.
2. Add or update players.

• Single add: In Add Player, enter name and optional number/photo, then submit.
• Bulk update: In Bulk AI Update, upload an image and/or paste roster text. Select Process with AI, review changes, then select Apply Changes.

1. Edit a player when details change.

• Select Edit in the player row, update name/number/photo, then save.

1. Manage active status.

• Select Deactivate to remove a player from active roster while keeping stats and history.
• Select Reactivate when the player returns.

1. Link parents and send invites.

• Select Invite Parent for an active player.
• Choose relation, enter parent email, then send.
• No email available: Leave email blank to generate a shareable code/link.
• Existing account detected: Share the shown code/link so the parent can connect.

1. Verify your updates.

• Check the team roster list.
• Open the player page to confirm name, number, and photo.

1. Parent completes the invite.

• Parent opens the invite link or enters the 8-character code.
• If they open it on another device, they confirm the invited email and complete join.

Common Questions

• Should I delete or deactivate a player?
• Use Deactivate. It keeps historical stats and reports.

• Can I invite a parent without email?
• Yes. Generate a manual code and share the signup link/code.

• What if the parent already has an ALL PLAYS account?
• Share the generated code/link from the invite modal so they can connect right away.

• Where do I confirm changes?
• Check the team roster list, then open the player page.

Recovery & Troubleshooting

• Invite button is disabled.
• Reactivate the player, then send the invite again.

• Parent did not receive the email.
• Use the fallback code or copy the signup link from the invite modal.

• Parent opened the invite on a different device.
• Have them enter the invited email on the confirmation step, then continue.

• Code is invalid or expired.
• Generate a new parent invite and share the new code.

• Wrong parent linked to player.
• Remove the parent connection from that player, then resend invite from the correct player row.

• Duplicate player was added.
• Keep the correct profile active and deactivate the duplicate.

Related Workflows

• team-setup
• schedule
• track-game
• postgame

Need More Help

• Start again from Choose Your Path for the exact change you need.
• If an invite keeps failing, generate a fresh code and share it manually.
• When contacting support or another admin, include team name, player name, parent email (if used), and the exact on-screen error.