📝 Overview
The Program Rosters section provides a centralized view for managing all components of a specific program group, from setup to scheduling and payments. Accessible via a left-hand navigation bar, each tab provides unique tools for maintaining rosters, communicating with participants, and tracking program details.
⚙️ Settings
This section houses the primary setup information carried over from the Level settings for the group. Use this to configure the foundational details for your program before managing participants or events.
🧑🤝🧑 Roster
The Roster tab is your operational hub for group participant management. It provides a complete snapshot of the group's members, financials, and communication history.
📋 Summary Information
Click the arrow to learn what will appear on the roster tab
Click the arrow to learn what will appear on the roster tab
You'll find important group-level data like:
The next event for the group
Group financials
Group notes
Assigned employees
Participants are grouped into Unpaid, Paid, Free Trial, and Make-up categories, each labeled for easy reference.
🛠️ Toolbar Actions
At the top of the Roster, next to the ➕ Add button, a menu (⋮) provides access to advanced tools and reports:
Click the arrow to view all of the options available
Click the arrow to view all of the options available
🛒 Assign Roster to Cart
✉️ Invite
💬 Send Message
📤 Export Roster
🧩 Activity Groups
📲 Check-In
📝 Custom Form Report
📄 Roster Report
✍️ Sign-In Roster Report
📊 Attendance Report
🕵️ Audit Log
📧 Email History
🗑️ Make Inactive
➕ Adding Participants to a Roster
Click the arrow to learn how to manually add participants or managers to roster
Click the arrow to learn how to manually add participants or managers to roster
Click the "Add" button.
Recently searched customers and new accounts will auto-populate for selection.
Use the search modal to find customers by name, email, phone, or customer ID.
If the group has a custom form, it will be displayed in the modal for completion.
Managers will be marked with a ⭐ star next to their names once added.
💳 Payment Status
If a participant has not fully paid, their balance owed will be prominently displayed next to their name.
📅 Schedule
The Schedule tab allows you to manage and review all events for the group. It includes tools for adding and editing events, reviewing matchups (teams), and accessing broader scheduling tools like the League Schedule and Analyzer.
➕ Add & Manage Events
Click the arrow to learn how to manage events
Click the arrow to learn how to manage events
At the top of the Schedule tab:
Click ➕ Add to schedule a new game, class or camp event.
For Teams, use the League Schedule, Team Schedule, and League Analyzer buttons to explore or analyze league-wide scheduling.
You can also access Bulk Event Edit to update multiple events at once.
🎯 Event Details & Visual Cues
Click the arrow to learn more about how the events appear
Click the arrow to learn more about how the events appear
📌 Note: Only team-type rosters will display game scores and home/away distinctions. Class and camp programs will simply show the schedule without scores or home/away formatting.
Each scheduled event is displayed in a card-style format that includes:
Team Names with Team Colors: Easily identify home/away teams by their associated color dots.
🏠 Home Team Icon: Indicates which team is hosting.
📝 Edit Event: Click the pencil icon to modify event details.
📊 Game Score: For team programs, final scores appear when entered.
🔚 Past Events: Displayed in grey to visually separate them from upcoming events.
📍 Location: Field names or locations are shown beneath each game.
📌 Upcoming Event Reminder
If an upcoming event is on the calendar, it will be prominently called out at the top of both the Roster and Schedule tabs for quick reference.
🏆 Standings
The Standings tab is available only for Team-type programs and displays the group's ranking and performance metrics.
🧾 Invoices
The Invoices tab tracks all payments and balances associated with the program group. Depending on the program type, the view will differ slightly—class/camp programs show individual customer payments, while team-based programs include a central team invoice along with member contributions.
👩🏫 Class & Camp/Per session Programs
Click the arrow to learn more about what displays for classes and camps
Click the arrow to learn more about what displays for classes and camps
In class-type and camp/per session-type rosters, the tab displays:
A Class Payments table with:
📅 Date of payment
👤 Customer name
🔗 Invoice number
💵 Amount invoiced
A More Detail button opens invoice breakdowns.
The Fees panel shows:
🔺 Amount Due (in red if unpaid)
💰 Billed vs Paid totals
👥 Unpaid customer count
🧑🤝🧑 Team-Based Programs
Click the arrow to learn more about what displays for teams
Click the arrow to learn more about what displays for teams
In team rosters, the invoice experience includes both a team-level invoice and a list of individual payments made by team members.
The Team Invoices section lists:
🆔 Team number
🔗 Team invoice number
📆 Invoice date
The Team Payments section tracks:
📅 Date and time
👤 Customer name
🔗 Individual invoice number
💵 Amount invoiced
The Fees summary on the right shows:
🔺 Total Due
💰 Total Billed
✅ Amount Paid (with any discounts)
👥 Number of Unpaid invoices
An Adjust Invoice option is also available for team invoices
📦 Purchase Orders
If any purchase orders are assigned to the group, you’ll be able to view and fulfill them from this tab.
Click the arrow to learn more about purchase orders
Click the arrow to learn more about purchase orders
👉 Want to learn more about how a purchase order is created?
Check out this article below about creating "add on" products to attach to a registration product.
💸 Expenses
The Expenses tab is used to track and manage group-specific costs like referee fees, equipment rentals, or other operational charges.
Click the arrow to learn more about the expense feature
Click the arrow to learn more about the expense feature
You can add one-time or recurring expenses directly from this tab.
Each expense entry includes:
A label/description
The amount
A date and optional category tag
Expenses added here are not customer-facing—they are for internal financial tracking only.
👉 Want to learn more about the expense feature?
Check out this article below for a detailed walkthrough of how to add, edit, and use expense records.
📁 File Uploads
The File Uploads tab allows staff to attach important documents or files directly to a group.
Click the arrow to learn more about uploading files to rosters
Click the arrow to learn more about uploading files to rosters
You can include things like:
Rosters
Medical release forms
Parent/coach contact sheets
Team photos
Waivers or legal documentation
Upload files by dragging and dropping, or by browsing your local device. Uploaded files are not visible to customers—they remain private to your staff.
👉 Want to learn more about the File Upload feature?
Check out the full help center article below on how to use the feature.