Assigning staff to teams controls which teams they can access, what they can manage, and which team conversations they can participate in. The recommended approach is assigning in bulk from Teams > Assign Staff, but you can also assign staff individually from their staff profile.
What you’ll find in this article
The best practice bulk workflow
The individual assignment workflow
Rules and constraints (Head Coach limit, one role per person per team)
What to do when someone does not appear in the list
Before you start
This is available on the web browser only.
A staff member must have the right role before they will appear under the matching role tab during assignment. If you cannot find someone under a specific tab, they typically do not have that role assigned yet. Please see the Adjusting Staff Roles & Permissions article for more information on adjusting or assigning staff roles.
Best practice: Assign staff to teams in bulk
Use this method when you need to assign multiple staff members across teams in the same program.
In the left navigation menu, go to Teams and then Assign Staff.
Use the Program filter to select the program you are working in, then click Search.
Review the staff list and check the box next to each person you want to assign. Staff will be organized by Role in tabs at the top of the list. Staff have the ability to have multiple roles in Sprocket and may appear in multiple tabs.
Click Assign.
Select the Team from the dropdown, then click Save.
If you cannot find a staff member under a tab
If a staff member does not appear under the tab you expect, it means they do not have the required role.
To fix it:
Go to Staff.
Select the staff member by last name.
Open Roles & Permissions.
Add or update their role, then Save.
Return to Teams > Assign Staff and search again.
Alternate entry point: Assign a staff member from their profile
Use this method when you are setting up one person and want to assign their teams as part of their onboarding.
In the left navigation menu, go to Staff. It will default to Manage Staff.
Select the staff member’s Last Name to open their profile.
Select the Programs/Teams tab.
Assign the staff member to the appropriate team(s).
The same rules below apply whether you assign in bulk or from the staff profile.
Rules and best practices to avoid access and reporting issues
Rule 1: Only one Head Coach per team
There can only be one Head Coach per team for retention reporting purposes.
If a team already has a Head Coach assigned, additional coaches must be assigned as Assistant Coach.
Rule 2: One role per staff member per team
Each staff member should be assigned to a specific team with one role only.
Do not assign someone as both a Director and a Coach on the same team.
Example scenario
A Director oversees all teams in the Core Program but also coaches team 16-1:
Assign them as Director for all Core Program teams except 16-1
Assign them as Coach for team 16-1 (Head Coach if they are the primary coach, otherwise Assistant Coach)
This keeps the mobile app clean and avoids role conflicts that could cause teams not to appear correctly in the mobile app or on the Team Dashboard.
If you run into issues
A staff member is not listed for assignment: Confirm their role under Staff > Roles & Permissions, then try again.
You cannot assign Head Coach: Another Head Coach is already assigned to that team. Assign the coach as Assistant Coach instead.
Access seems too limited after assignment: Confirm both pieces are in place: the correct role and the correct team assignment.
FAQs
Why can’t I find a staff member under the role tab I expect?
They typically do not have that role assigned yet. Update their role under Staff > Roles & Permissions, then return to Teams > Assign Staff and search again.
What is the recommended way to assign staff to teams?
The recommended approach is assigning in bulk from Teams > Assign Staff, especially when assigning multiple staff members across teams in the same program.
Why can’t I assign more than one Head Coach?
There can only be one Head Coach per team for retention reporting purposes. Additional coaches should be assigned as Assistant Coach.
Why should a staff member only have one role per team?
Assigning multiple roles on the same team can create role conflicts and cause teams not to appear correctly in the mobile app or on the Team Dashboard.