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How do offers, reminders, and resends work for coaches, officials, and event staff?

Teddy can do this ✓operatordirectorLast verified Oct 1, 2026

Each staff type accepts a little differently, and reminders are automatic in every case. Coaches get an offer by text (or by email if we have no mobile number for them) and reply YES or NO; Teddy reminds them on a schedule and the offer expires if they never answer. Officials get their game assignments by text and reply 1 to accept or 2 to reject, with reminders at 24 and 48 hours. Event staff get their published shift by text and reply YES or NO. To nudge coaches yourself, ask Teddy "Remind coaches who haven't accepted."

Coaches

  • You send the offer by setting the coach's Status to Send Offer (or ask Teddy "Offer Jordan Lee $300 flat fee"). See C-02.
  • Coaches with a mobile number get the offer by text only: the event, dates, location, stipend and expiry, plus a link to the full offer page. See C-22 for the exact wording.
  • Coaches with no mobile number get the offer by email, with Accept this offer and Decline buttons. Their reminders and expiry notice go by email too.
  • Coaches who have turned off texts get their offer and reminders by email.
  • The coach replies YES or NO by text, or accepts or declines on the offer page or in the email. Their answer shows in the Response column right away: Accepted, Declined, Expired or Pending. A YES makes them Confirmed. A NO moves them to Not Available and you get a text.
  • Reminders are automatic. How many, and when the offer expires, depend on how far away the event is:
Event starts in Reminders after the offer Offer expires after
More than 2 weeks 1 day, 2 days, 7 days 9 days
1 to 2 weeks 1 day, 2 days, 4 days 6 days
3 to 7 days 12 hours, 1 day, 2 days 3 days
1 to 3 days 4 hours, 12 hours 1 day
Less than 1 day 2 hours 6 hours
  • Offer reminders go out on that schedule at any hour; there are no quiet hours for them. The Response column shows "Sent 2h ago" and "last nudge …".
  • If the coach never answers, the offer expires. Their status moves to Not Available, the coach is told the spot has been released, and you get a text that the spot is open.
  • To resend one offer, click the paper-plane icon next to the coach's name (it shows while their status is Offer Sent), then Resend. They get the offer again, worded like the first one, with a new link, and the reminder schedule starts over. If the text can't be delivered, you'll see a message saying so instead of "Resent".
  • To remind everyone yourself, ask Teddy "Send reminders to coaches who haven't accepted" and click Confirm. To remind one person: "Send Jordan Lee a reminder."
  • To re-offer after an expiry or a decline, or to change the amount: set the rate (C-03) and set Status to Send Offer again, or ask Teddy "Offer Jordan Lee $450." A fresh offer starts a fresh reminder schedule. If a coach texts YES after their offer expired and the spot is still open, Teddy sends the offer again for them.

A coach says they didn't get the offer, or they declined and now want the spot

Look at the coach's Status, then pick one:

Their status What to do What the coach gets
Offer Sent Click the paper-plane icon next to their name, then Resend. Or ask Teddy "Resend Jordan Lee's offer for Summer Classic." The offer again, with a new link.
Not Available (they declined, or the offer expired) Change their Status to Send Offer. Or ask Teddy "Jordan Lee declined but can make it now. Offer him $300 again." A new offer with a new link. If they still have another shift offer waiting at the same event, the shift is added to it and they get a short "you've been offered another shift" text.
  • Do this for each shift. A coach who declined two shifts and should only get one back needs only that shift set to Send Offer.
  • If their texts are turned off, or the number can't take texts, the offer goes by email instead. If neither works, you'll see that it wasn't delivered. Check their phone number, or call them.
  • A week before the event, confirmed coaches get a reminder. To drop out, they reply UNABLE; their status changes to Canceled and you get a text.

Officials

  • Assignments are sent when you set an official's Status to Assignments Sent on the Officials tab (or publish from Assign Officials). The official gets a text listing each game (date, time, field, complex).
  • The official replies 1 to accept or 2 to reject. Accept moves them to Accepted Assignments and sends them a calendar of their games. Reject moves them to Canceled and texts you an alert so you can reassign.
  • Reminders are automatic: 24 hours and 48 hours (final reminder) after the assignment text. Assignments don't expire on their own.
  • If you change an official's games, they get an updated assignment text and need to accept again.

Event staff

  • Staff are notified when you Publish the schedule on the Assign Event Staff page (or when you assign someone to a published slot). Each person gets a text with their role, complex, date, and shift, ending "Reply YES to confirm or NO to decline."
  • Their answer shows in the Response column on the schedule and on the Event Staff tab.
  • Use Communicate ▾ → Delivery Details on the Assign Event Staff page to see whether the text was delivered, and Resend under the availability tools if you need to re-text non-responders.

Good to know

  • Replied — needs attention in the coach Response column, with an orange dot by their name, means the coach texted something other than YES or NO. Teddy asks them to reply YES or NO and the offer stays open. See C-08.
  • Never tell a coach to reply STOP or CANCEL. Those are phone-carrier opt-out words and turn off every text from us, including their offer. To opt back in, they reply START.
  • An expired coach offer can't be "reminded"; it has to be re-sent.
  • You can also email anyone with an open offer from Messages (Event staff → Coaches → Offer Sent). See M-02.