Overview:
With the new GotSport Tryout/Send Invitation tool, the Club can host a Tryout, and then easily send an invitation to complete the official registration to players that have made the club or a team. This article will demonstrate how to send the invitation to complete a club registration after the player/coach/manager has completed the initial Tryout Registration.
If you need help creating the Tryout Registration, please see this guide for Creating a Tryout Registration
NOTE*** For this process to work correctly, the player MUST have a parent/guardian listed in the Family tab.
Instructions:
Step 1.
- The first and most critical step in this process is to correctly set up your Official Club Registration and the required Internal Rostering Event.
- For the invitation to work correctly, you MUST have an Internal Rostering Event listed within the Team Invite Event dropdown setting. To do so, click the "Add Roster Season" button if you do not have one created already.
- This will allow the player to complete the registration, AND be placed onto an internal roster once they've accepted and completed the registration.
- We would also recommend "Disable Shopping Cart" so that only one registration can be completed at a time.
Step 2.
- From your club admin view, click Programs > Program Registrations > Use the filters to find the Tryout Program that you're working within
Step 3.
- Use the filters to narrow down your results. For example, you can find the U13 Boys that have completed the Registration using the Age From/To and Gender filters.
Step 4.
- Use the Bulk action box to the left side to bulk select the users you want to send the invitation to
- After selecting the users, click the "Invite to Register" button
- NOTE*** There is a Filter for "View Program Invites". You can use that filter within the Tryout Registration to select the program registration you're inviting the team members to and click Search. The results will show you players that have been sent or not sent an invitation, as well as the status of Approved, Denied, or Pending.
Step 5.
- A new window will open. Select the program you want the users to complete, as well as select the team you want to roster them onto.
- In the below screenshot, the Program name is Competitive Registration and the internal rostering event is in parentheses as (Internal Roster 23/24)
- **Note: If you select the Program Dropdown and nothing shows, verify that the Internal Roster event is attached to the OFFICIAL registration, not the tryout. Please reference the below screenshot
Step 6.
- Click the Send Invite(s) button to send the invitations.
- The next step is for the Parents/Players to check their email, which will have a link to complete the respective Program Registration.
How to Monitor the Invitations
Step 1:
- Click Programs > Team Invites
Step 2:
- You should see your invitations and the status if they've been Accepted, Denied, or if the invitation is still Pending.
- You're able to resend the invitation, manually update the status, and send the player a message by clicking the box to the left of the player's name
- NOTE*** If you wish to send a message to a specific group of players in bulk, you MUST select the name of the program in the filters. Otherwise, it will be sent to all program registrants.
- You can delete registrations by clicking the Trash Can on the right side.