Create Team Foundation and Staff Access

Overview

Set up your team foundation first, then grant staff access.

This workflow helps you create or update a team, set core team details, and manage coach/admin invites.

In This Article

• When to create a new team vs update an existing team
• How to complete team foundation settings in one pass
• How to invite staff and handle invite delivery issues
• How to delegate scorekeeping and streaming to confirmed members
• How to preview prior roster rollover options during team creation
• How to verify what families and players will see
• How to recover from common setup and access problems
• Grant scoped scorekeeper and videographer access.
• View the team staff and permissions overview.
• Configure a registration provider (Sports Connect).

Who Is This For

• Coach: Set up team identity and invite assistant coaches/admins
• Admin: Standardize team setup, visibility, and staff access across teams

Prerequisites

• You are signed in
• You have full team management permissions
• You already chose the team name and sport
• You have staff emails ready if you plan to invite coaches/admins

Choose Your Path

• Create a new team: Open My Teams (dashboard.html) and select Create New Team
• Update an existing team: Open My Teams, select the team, then choose Edit
• Manage staff access only: Open Edit Team and go to Admin Access
• Delegate volunteer duties only: Open Edit Team and go to Team Permissions

Step-by-Step Workflow

1. Open the team editor.

• New team: dashboard.html -> Create New Team
• Existing team: dashboard.html -> team card -> Edit

1. Confirm edit access.

• If you can see the full form and Save Team, continue.
• If you are blocked or redirected, ask the team owner to add you as an admin.

1. Complete team identity.

• Enter Team Name
• Select Sport
• Add Description (recommended)

1. Add communication and location details.

• Enter ZIP Code
• Enter Notification Email

1. Add links families will use.

• Add League Link for standings
• Add Live Stream (YouTube or Twitch URL)

1. Set visibility.

• Enable Public Team to make the team discoverable in Browse Teams
• Disable it for invite/direct-link access only

1. Preview prior roster rollover for new teams only.

• Enable Roll Over Previous Roster if you want to review a prior team before saving
• Select a source team where you have owner/admin access
• Review active players and visible linked family/contact counts
• This step is preview-only: saving the team does not copy roster, family, staff, admin, fan, or follower records yet

1. Invite coach/admin staff.

• In Admin Access, select + Add Admin
• Enter email, then select Send Invite
• Use Remove to remove an added person before saving

1. Delegate scorekeeping and streaming volunteers.

• In Team Permissions, choose All confirmed members or Selected confirmed members only for scorekeeping.
• Repeat for streaming access.
• Selected volunteers are saved as member IDs and do not become team admins.

1. Optionally roll over staff/admin access for a new season team.

• On a new team, choose a Source Team under Access Rollover.
• Review eligible staff/admin emails separately from roster work and leave Carry over staff/admin access enabled only for the people to copy.
• Existing admins on the new team are skipped to avoid duplicates.
• Fan/member carry-forward is omitted until player rollover can map parent access to copied players.

Scoped Staff Permissions

Beyond full admin access, you can grant scoped helper permissions to specific confirmed members without making them team admins.

Scorekeeper Access

1. Open the Team page and go to Staff & Permissions.
2. In Scorekeeper Access, select members to grant scorekeeping rights.
3. Scorekeepers can track and score scheduled games but do not receive team management access.
4. Revoke access by removing the member from the scorekeeper list.

Videographer Access

1. In Videographer Access, grant selected confirmed members live-game media capture rights.
2. Videographers get native camera capture and scoped Firestore media update permissions — without admin status.
3. Revoke by removing them from the videographer list.

Staff and Permissions Overview

The Team Staff & Permissions section on the team page (visible to full team admins) shows current owner/admin staff, pending admin invites, and all scoped helper permissions with distinct empty states. Access it via the Staff entry in the team management banner.

Registration Provider Setup

Connect a registration provider (such as Sports Connect) to sync roster and schedule data.

1. Open Edit Team and select Sports Connect (or your provider) in the registration provider field.
2. Enter the external Team ID / mapping field.
3. View connection status, last sync status, and last sync time.
4. Use the manual re-import entry point to trigger a fresh sync when needed.

1. Handle invite outcomes.

• If the email sends, no extra action is required.
• If email delivery fails, share the provided code or signup link.
• For a new team, queued invites are finalized when you select Save Team.

1. Save and return.

• Select Save Team
• Confirm you return to My Teams and can open the team

1. Verify the team page.

• Confirm name, sport, and description
• Confirm league and stream links are visible and open correctly
• Confirm behavior matches the Public Team setting

Common Questions

• How do I create a team from scratch?

Open My Teams and select Create New Team.

• Why can I view a team but not edit it?

You likely have limited access. Ask an owner/admin to grant admin rights.

• When are admin invites sent for a brand-new team?

Invites are processed when you save the newly created team.

• Does roster rollover copy players yet?

No. The current rollover control only previews eligible prior teams, active players, and linked family/contact counts.

• Can I make a team private later?

Yes. Open Edit Team, update Public Team, then save.

• Where do I verify what families will see?

Open the team page and check identity, league, and stream links.

• What can a scorekeeper do?

Scorekeepers can track and score scheduled games. They do not have access to roster management, schedule editing, or team settings.

• What can a videographer do?

Videographers can capture live game media using native camera access. They cannot access team management, roster, or schedule features.

Recovery & Troubleshooting

• Save fails:

Check required fields, especially Team Name and Sport, then try again.

• Stream link does not work:

Paste a full YouTube/Twitch URL and save again.

• Team does not appear in Browse Teams:

Enable Public Team in Edit Team, save, then refresh.

• Staff member did not receive invite email:

Resend from Admin Access or share the code/signup link manually.

• You cannot edit even though you are staff:

Ask the owner to remove and re-add your admin email, then sign in again.

• Need a backup invite path:

Use profile.html to generate and copy a signup code/link, then share it directly.

• Scorekeeper cannot access game tracking: Confirm the game is scheduled and the member's email matches their account. Re-grant access if needed.
• Edit config access blocked: Only owners, platform admins, or admins whose auth email matches the Firestore adminEmails list can enter the editable stats config. Contact the team owner to verify your admin record.

Related Workflows

• choose-home-dashboard: Start from the correct landing page before team operations
• roster: Add players after team foundation is complete
• schedule: Add events and game timing after team setup
• admin-ops: Handle broader organization-level admin tasks

Need More Help

• Re-open My Teams and repeat this workflow step by step.
• If access still fails, contact your team owner/admin with your account email and team name.
• If invite delivery keeps failing, share the signup code/link manually and confirm the recipient used the same email.