Organizer: Athletics and Leagues

Overview and use cases

For league organizers:

You are a school that organizes one or more leagues, where students can either sign up as individuals and be assigned to a team later, or coaches (from within your school community or outside your school community) can sign up full teams of students. 

For athletic directors:

You support school-based teams (e.g., sports, chess, debate). When families sign up, they pay a registration fee for the season, and their student is then assigned to a team. Coaches can view team rosters and message families. Note: The ability to schedule practices and games with outside schools is coming in Fall/Winter 2024.

Create an athletics season

When you create a new season, select “Athletics” as the activity type. This will enable you to create registration fees, teams and games.

Set up team registration fees / sign up an entire team as a coach

To enable coaches to sign up and pay for full teams, follow these steps:

1. Set up a team registration fee:
   • This fee will appear on your registration site for coaches to purchase. It allows coaches to pay in full for the team, name the team, and invite players to join.
2. Custom registration questions:
   • If you want to gather more information about the team at the time of registration, set up custom registration questions alongside the team fee. Examples include "preferred level of competition" or "grade level."

Player invitations: When a coach adds a player to a team, it triggers an invitation to that student's family to join the team. The family will need to create a Homeroom login if they don’t already have one. They will then complete the team registration process, which includes providing student and contact information, answering any custom registration questions, and indicating any health needs.

Set up individual registration fees / sign up an individual (“free agent”) 

To enable individuals to sign up as free agents, follow these steps:

1. Create an individual registration fee:
   • This fee will appear on your registration site for families to purchase. When a family initially purchases an individual registration fee, their student will be assigned to a team called “Unassigned.” As the organizer, you can later create more teams and assign the free agents accordingly.
2. Custom registration questions:
   • To help determine where to place free agents or collect needed information from families, set up custom registration questions alongside the registration fee. Examples include "preferred level of competition" or a liability waiver.

Create teams

As a league organizer, you may want to create additional teams for your league consisting of the individual participants.

Similarly, if you manage school-based teams, you can set up your teams directly in Homeroom.

When you create a team, you assign a coach and grade level(s) and a team capacity.

After a team has been published you can click on the team name to access enrollments and add more students to the roster.

Schedule games between teams

Use the Games feature to schedule games between teams that you’ve set up. When you schedule a game between 2 teams, the game will appear on the calendar of every student on each of the teams, as well as the coaches’ calendars. Additionally, students will receive an email when a game has been scheduled, changed, or canceled.

Note: At this time, Games can only be scheduled between 2 teams that you manage. In the future, you will be able to schedule a Game between a team you manage in Homeroom and a team managed outside of Homeroom (eg at a different school).

Notifications of schedule updates

Students and coaches receive an email when a game has been scheduled, changed, or canceled. Additionally, games show up on their calendars in Homeroom.

Keep track of game scores

At any time, you can update a game with the final score. This score will automatically appear on your Games widget on your website.

Share game schedules and scores with your school community

Once you’ve scheduled Games, you may want to share Game schedules with your community on your website. To embed a Games widget on your website, contact the Homeroom team (hello@homeroom.com).

Managing team rosters

Both school organizers and coaches have access to their team rosters. For organizers, access a team roster by clicking on the Team name and then finding the Enrollments tab.

For coaches, access a team roster from your Homeroom account by clicking on the Activities page, then find the Team and go to the Enrollments tab.

Communicating with team members using Homeroom Messaging

Both organizers and coaches can use Homeroom to communicate with families on a team. Simplify select the students you’d like to message in the Enrollments tab and click “Message”. Note: students need to accept your invitation to join the team before you can message them.

Scheduling team activities other than games (coming soon)

Organizers and coaches can currently only schedule Games for their teams. If you need the ability to schedule other types of activities, please contact us at hello@homeroom.com. We'll keep you informed about when this feature will be available.

Scheduling games with teams at other schools (coming soon)

Organizers and coaches can currently only schedule Games between teams that are managed by the same school. If you need the ability to schedule games with teams that you don’t manage, please contact us at hello@homeroom.com. We'll keep you informed about when this feature will be available.