📝 Overview
Team Approval allows staff to review and approve teams before they are officially accepted into a season. When enabled, teams that register online are placed in a Pending status until a staff member approves or declines them.
This helps organizations control league entry, verify team details, manage capacity, and communicate next steps clearly with team managers. Teams remain hidden from certain views and reports while pending, ensuring only approved teams move forward in the season.
🛠️ Setup
📧 Create Required Email Templates
Click the arrow to learn how to set up required email templates
Click the arrow to learn how to set up required email templates
Before enabling Team Approval, create three email templates:
In the global search bar, type Email Templates.
Click Add Email Template.
Create one template for each approval status:
Pending
Approved
Declined
Customize the subject line and email body for each template.
Use the Team Approval Emails Only variables available on the left side of the editor to personalize your message, such as:
{{ team_name }}
{{ team_manager_name }}
{{ season_name }}
{{ league_name }}
{{ employee_name }}
Click Save after creating each template.
You will assign these templates when configuring Season settings.
⚙️ Enable the Team Approval Feature
Click the arrow to learn how to turn on the Team Approval feature
Click the arrow to learn how to turn on the Team Approval feature
Contact Support to request that Team Approval be enabled for your account through the Integrations & Add-ons page.
Once enabled, open the specific League Season where you want to use Team Approval.
Navigate to the Online Registration section.
Turn on the Team Approval toggle.
Select the Manager whose email will receive approval notifications.
Assign the correct email template for each status:
Pending: When a team is signed up online, they will automatically receive the Pending status email.
Approved: Once the appropriate league manager has made the decision on whether the team is accepted, they will then send out this approved email.
Declined: If the team will not be allowed into the season, this email will be sent to that team.
Save your changes.
🔄 How Team Approval Works
Click the arrow to learn how the approval process functions
Click the arrow to learn how the approval process functions
A team registers online for a season with Team Approval enabled.
The team automatically receives a Pending email.
The selected Manager receives a notification that a team is awaiting review.
The team appears in the Admin under a Pending status.
The team remains restricted from certain views until approved.
🧑💻 Staff View
🔎 Team Search Page
Click the arrow to learn how to manage approvals from Team Search
Click the arrow to learn how to manage approvals from Team Search
Navigate to the Team Search page for the season.
Locate teams marked with a Pending status.
Select one or more teams using the checkbox.
Click Manage Team Approval.
Choose the appropriate status:
Approved
Declined
Select the corresponding email template.
Optionally add an internal note.
Click Save to update the status and send notification.
You can also filter by approval status to quickly find Pending teams.
⚽ Team Page
Click the arrow to learn how to manage approval from an individual team page
Click the arrow to learn how to manage approval from an individual team page
Open a team record within the season.
Locate the status badge displayed under the team name.
Click the badge to update the approval status.
Or:
Click the three-dot menu.
Select Manage Approval.
Choose the new status.
Select the appropriate email template.
Click Save.
👤 Customer Profile Page (Admin View)
Click the arrow to learn how approval status appears on a customer profile
Click the arrow to learn how approval status appears on a customer profile
On the Admin side of the software:
Open a customer profile.
Locate their current season registrations.
If the customer's team is in a Pending or Declined status, a badge will display next to the team name.
This provides quick visibility into the team’s approval state without opening the team record.
This applies to any customer listed on a roster within a season that has Team Approval enabled.
💡 Pro Tips
⚠️ Create templates first - Always build and test all three templates before enabling Team Approval.
🧠 Use variables - Insert team-specific variables so emails automatically personalize details.
📋 Review pending teams regularly - Prevent scheduling delays by monitoring approvals weekly.
✉️ Add internal notes - Document why a team was declined for internal visibility.
🔎 Use filters - Filter by approval status to streamline season setup.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can teams participate while in Pending status?
Click the arrow to see the answer
Click the arrow to see the answer
No. Teams remain restricted until a staff member approves them.
Can I approve multiple teams at once?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Use the checkbox selection in Team Search and choose Manage Team Approval to update multiple teams at once.
What happens if I forget to assign email templates?
Click the arrow to see the answer
Click the arrow to see the answer
Email notifications may not send properly. Always assign all three templates in Season settings before going live.
Can approval status be changed later?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. You can update a team’s approval status from the Team Search page or the Team Detail page at any time.
What communication does the customer receive within the different stages of approval?
Click the arrow to learn more
Click the arrow to learn more
Depending on the status a Dash User sets for the team, the team manager will receive the corresponding email notification:
Pending - Sent automatically when the team first registers.
Approved - Sent when the team is accepted into the season.
Declined - Sent if the team is not approved.
Each notification uses the email template assigned in Season Settings. These templates can include Team Approval-specific variables to personalize the message.
Below is an example of a customer receiving an Approved email:
