Applicable to: Association and Club Administrators

Application(s): Admin Portal > Competition Management > Competition > Season

Applicable Sports: All Sports

This article will cover the following:

1. Creating a team as an Association Administrator
2. Creating a team as a Club Administrator
3. Creating teams via rollover (Club Administrators)
4. Editing a team
5. Deleting a team

Related articles:

• Allocating teams to grades
• Management Access for Team Staff within the Participant Portal

Resources:

• Create and Edit a Team demonstration video

A team is typically made up of a number of participants (players, a coach/es, and a team manager/s). A team plays in a grade of competition for the season and maybe moved between grades so that they are appropriately challenged during the season of play.

Teams can be created in two ways:

1. Manually within a competition season by an organisation administrator; or 
2. By team organisers who register teams using the online 'Team to Season' registration process.  

This article describes how an administrator can create, edit, and delete a team in the PlayHQ Admin Portal, including how Club Administrators can create teams in bulk using the rollover feature.

Create a team

If you are an association/league administrator

Select the Competition Management main menu item then the appropriate Competition and Season tile, and select the Add a Team button when viewing the Teams tab.

To help minimise in-season changes, Association Administrators can stop clubs making edits of team names and attributes. This will help with name consistencies and updates made via the fixture upload tool, as team names will remain the same throughout. Association Admins will be able to make changes to team names at any stage. Locking team names can be done here: Admin Portal > Competition Management > Competition > Registration > Club Management Settings
 

If you are a club administrator

Select the Competition Management main menu item, and then select the appropriate View button for the Competition Season, and select the Add a Team button when viewing the Teams tab.

You will arrive at similar Create a new team form (clubs have an added feature that assists with the naming convention of club managed teams):

Complete the Setup team details section including:

1. Gender - select from Boys, Girls, Men, Mixed, Women, or Unspecified
2. Age group - select a range from U8-U23, Open, or Unspecified
3. ID - optional - this is used as a team identifier (for example: A, B, Red, Yellow, 1, 2, etc)
4. Team name - the full name of the team, this will be displayed throughout fixtures, results, and ladders. Club team names are automatically created, but the team name can be overridden at any time provided the name hasn't been locked by an Association Administrator.

Note: Team custom fields that have been configured will show below the above details and can be completed by the administrator.

Within a home and away competition, the following fields are also mandatory:

Within a Home + Away competition, the fixture generation wizard will use this selection to automatically allocate the venue and playing surface of the home team to each game.

 

Once you've completed the required details, select the Add team button to commit the team to the season.

You will be returned to the Teams tab that lists all of the teams involved in the competition season (for your club only, or for the association and/or clubs competing in the competition season)

Creating teams via rollover (Club Administrators)

Rollover lets a Club Administrator copy all of a club's teams from a previous season into a new season in one action, instead of re-creating them manually — a faster starting point when a competition runs again.

Important: Rollover only copies club-created teams

The rollover only includes teams originally created by the club. It doesn't include teams created by the Association, or teams registered to the Association hosting the competition.

1. Check rollover is available Navigate to the Teams tab within the Club's Competition Season you want to add teams to, then select Add a Team. Rollover is only offered if all of the following are true:

   • At least one other season exists in the competition
   • Your club has accepted an invite to that other season of the same competition
   • No club teams already exist in the season you're rolling teams into

   If any of these aren't true — for example, your club hasn't accepted an invite to another season, or teams already exist in the destination season — Add a Team will only let you add teams individually.

2. Choose how to add teams From the How would you like to add club teams? window, select Rollover all club teams from a previous season to open the rollover wizard, or Add club teams manually one-by-one to continue adding teams individually. 
3. Select the source season In step 1 of the wizard, select the season of the same competition you want to roll teams over from (the source season). You can only choose from seasons your club has accepted an invite to. Select Next to continue.

4. Review and confirm Step 2 is a review page showing:

   • The source season and competition
   • Teams to be created — the number of club teams that will be rolled over
   • Confirmation that all team attributes will be rolled over

   Select Rollover Teams to begin. 

5. Check the outcome You'll return to the Teams tab, where a message shows the rollover is in progress. This message is visible to any admin in your organisation viewing the Teams tab. Navigate away and back, or select Refresh, to update the page.
   • If successful: the in-progress message clears and the rolled-over teams appear in the list. You can continue to use Add a Team to add further teams manually.
   • If unsuccessful: an error message lists any teams that failed to roll over. Successfully rolled-over teams still appear in the list. Select Retry to attempt the failed teams again, or select Accept to dismiss the errors and add those teams manually instead.

Once processed, rolled-over teams are ready to be allocated to a grade like any other team — see Allocating teams to grades.

Edit a team

To make adjustments to a team, navigate to the Teams tab within the Season, and select the corresponding team's 'View' button.

Proceed to select the 'Edit Team' button.

You'll then be presented with the fields from the Create a team form. Make your necessary changes, then select Update & Save to save the changes, or Cancel to return to the previous view.

Delete a team

To delete a team, navigate to the Teams tab within the Season, and select the corresponding team's View button, and then select Delete team.

Note: You cannot delete a team if there are participants allocated, if the team is allocated to a grade, or if a registration form has been used to register the team.

Confirm the deletion by clicking Delete team, or click Cancel to return to the previous page without deleting the team.

Frequently asked questions

Who can create, edit, or delete teams? Association and Club Administrators with the relevant permissions in the Admin Portal can create, edit, and delete teams for their organisation.

Why can't I see the rollover option when I select Add a Team? Rollover only appears when at least one other season exists in the competition, your club has accepted an invite to it, and no club teams already exist in the destination season. If any of these aren't met, you'll only be able to add teams manually.

Does rollover copy teams created by my Association? No. Rollover only copies teams that were created by your club. Teams created by the Association aren't included.

What happens if some teams fail during rollover? Teams that rolled over successfully still appear in the list. Select Retry to try the failed teams again, or Accept the errors to dismiss them and add those teams manually.

Can I change a team's name after it's created? Yes, provided it hasn't been locked by an Association Administrator. If it's locked, contact your Association Administrator to make the change.

Why can't I delete a team? A team can't be deleted if it has participants allocated, is allocated to a grade, or has been used to register via a registration form. Remove those first, then try again.

What happens if I make a mistake when creating a team? Clubs can edit most team details at any time via Edit Team, provided it hasn't ben locked by an Association Admin. If it's locked, contact your Association Administrator to make the change.