Invite-only programs use team rostering plus invitations to control who can register. As an admin, you will assign players to the correct team first, then send an invitation so the registration appears on the family’s account.
This workflow is managed from the Assign Players page, and Sprocket supports four ways to build rosters depending on where your player list is coming from.
Availability: Web browser.
What you’ll find in this article
Where to go to assign players to teams
The 4 ways to roster players in invite-only programs
Best practice for assigning players (outside of tryouts)
How to send invitations once players are assigned
What player statuses mean (Assigned, Invited, Accepted)
Where to go
From the Administrator view, go to: Teams > Assign Players
Best practice (outside of tryouts)
If you are not rostering directly from tryouts, the recommended option is Assign Players to Teams.
This option is typically the fastest and easiest because Available Players and the Team rosters are shown side by side on the same page, so you can assign players without jumping between separate tabs.
Choose how you want to roster players
On the Assign Players page, you will see four options. Use the one that matches your scenario.
Option 1: Assign Players from Tryouts
Use this when your club is rostering directly from a Tryout Pool.
Important: This option is only available if your club has configured Tryout Pools under Teams > Tryouts. If you do not see this option, confirm the program end date has not passed under Programs > Manage Programs.
On Teams > Assign Players, select Assign Players from Tryouts.
In the left column, select:
Program
Registration
Tryout Player Pool
In the right column, confirm the Program and Team you are assigning players to.
Select the players you want to roster, then click Assign.
The players you assigned will populate in the right column.
When you are ready to invite families, select the checkbox next to the player(s) in the right column and click Invite.
Complete the invitation email (see “Send invitations” below).
Option 2: Assign Players to Teams (recommended outside of tryouts)
Use this when you want to sort players into one or more teams using a side-by-side view.
On Teams > Assign Players, filter to the program you want to roster and invite players into.
Select Assign Players to Teams.
(Recommended) Click Filters to open Advanced Filters and narrow your list.
Click Get Players.
On the Available Players list:
Select the checkbox next to each player you want to assign, then
Click-and-drag the players into the correct team in the Teams column.
To assign in bulk, use the checkbox in the header next to Player Name.
Click the Up Arrow icon to view the roster list. Players you added will show in an Assigned status.
If a player was assigned incorrectly, click the gear icon and select Unassign Player.
Select the player(s) and click Invite.
Complete the invitation email (see “Send invitations” below).
Option 3: Assign Players From Any Program
Use this when you want to roster players based on a program, registration, or team they already exist in, and you prefer the “assign then save” flow.
Note: This option uses separate tabs to work through Available Players and Rosters & Invitations. If you want to assign while viewing team rosters at the same time, use Assign Players to Teams instead.
On Teams > Assign Players, filter to the program you want to roster and invite players into.
Select Assign Players From Any Program.
(Recommended) Click Filters to open Advanced Filters and narrow your list before continuing.
Click Get Players.
On the Available Players tab, select the checkbox next to each player you want to assign.
To assign in bulk, use the checkbox in the header next to Player Name.
Click Assign.
Select the team you are assigning the player(s) to and click Save.
Confirm the Team Assignment updates and the status reflects Assigned.
If a player was assigned incorrectly, click the gear icon and select Unassign Player.
Go to the Rosters & Invitations tab.
Select the player(s) and click Invite.
Complete the invitation email (see “Send invitations” below).
Option 4: Assign Players from Prior Team
Use this when you want to copy or move a roster from a previous team into a new team.
On Teams > Assign Players, select Assign Players from prior team.
In the left column, select the Program and Team you are assigning players from.
In the right column, confirm the Program and Team you are assigning players to.
Select the players you want to assign, then click Assign.
The players you assigned will populate in the right column.
Select the checkbox next to the player(s) in the right column and click Invite.
Complete the invitation email (see “Send invitations” below).
Send invitations (applies to all options)
Once players are assigned to a team, sending an invite is what makes the registration available to the family.
Click Invite.
On the Compose Email page, select Insert Template.
Choose the Player Invite (Default) template (or your club’s preferred invite template), then click Save.
Notes:
Only templates with an Template Group of Invitation will appear.
Accept By Date is a hard deadline. If the player does not register by that date, the registration will close on their record.
Review the message, then click Send.
After sending, the player status updates to Invited and the registration will display on their account. As families complete registration, the status updates automatically to Accepted.
Statuses you will see
Assigned: The player has been placed on a team, but has not been invited yet.
Invited: The invitation has been sent and the registration is available on the family account.
Accepted: The family completed registration.
If you run into issues
“Assign Players from Tryouts” is missing: Confirm Tryout Pools are configured under Teams > Tryouts, and confirm the program end date has not passed under Programs > Manage Programs.
A player was assigned to the wrong team: Use the gear icon next to the player and select Unassign Player, then reassign correctly.
A family cannot register: Check whether an Accept By Date passed and closed the registration on their record.
You are seeing too many players: Use Filters (Advanced Filters) before clicking Get Players to narrow the list.
FAQs
What makes a program invite-only?
Players must be assigned to a team and invited before the registration appears on their account.
What is the difference between Assigned and Invited?
Assigned means the player is on the team roster but has not been invited. Invited means the registration has been sent to the family.
When does a player move to Accepted?
The status updates to Accepted automatically once the family completes registration.
Can I resend an invitation?
Yes. You can select the player and send a new invitation from the Assign Players workflow.