Every coach, official and staff member works from the same event record. Fill it in once and it powers your staff's event page, their check-in texts, Teddy's answers, and your Coaches, Officials, Event Staff and RSVPs pages.
Create the event, fill in the details, save, then share the staff link. You can come back and change anything later.
Pick whichever way is easiest. Every way creates the same event.
Click Events in the left sidebar, then Actions ▾ → Add one event. Fill in the form and click Submit once. It can take a few seconds.
Actions ▾ → Bulk upload events. Download the template, fill in one row per event, and upload it. You'll see which rows were added, skipped or failed.
Type "Help me add a new event" in the Teddy box. He asks for what he needs and creates it when you confirm.
Click Run it back on last year's event card. Teddy copies the name, location, complexes, settings, description and logo, and asks for the new dates. Shifts, coaches and staff aren't copied.
Open any event page (Coaches, Officials, Event Staff or RSVPs), pick your event, and click Actions ▾ → Edit this event. From the Events page, click Full edit on the event card. Work top to bottom; the Event readiness panel on the right shows what's still missing.
Readiness is a checklist, not a gate. You can save at any percentage, but anything missing shows as "not set" or "Not added yet" on your staff's page.
| Item | Why it matters |
|---|---|
| Event name, start date | Needed to save. Shown on every text and on the staff page. |
| Start time, end time | Needed to save. Check-out links go out at the end time. Check-in uses the start time if there's no arrival time. |
| Staff arrival time | Check-in links go out about an hour before it. Use a real time like "7:00 AM". A note like "morning" or "1 hr before first whistle" can't be used for timing. |
| Location (Complex 1) | Needed to save. Sets your time zone, maps and directions. |
| Pay / stipend info | Answers the most common staff question: "how and when do I get paid?" |
| Schedule (any link or notes) | Staff and Teddy can point people to it. |
| Field map (on any complex) | The second most common question: "where do I go?" |
Everything you filled in, on one mobile-friendly page. No login needed. It's the link in their reminder texts, and the one Generate staff link copies.
Arrive and check in, Start, Done and check out, with where to check in. Multi-day events list each day.
Where, onsite contact and how they'll be paid, plus the notes for their role. Each complex shows its address, check-in spot, parking, parking passes and field maps.
Your schedule links and every file you uploaded.
Staff can ask "What time should I arrive?" or "Where do I park?" and Teddy answers from your event details. The more you fill in, the better he answers.
These texts use the details you enter on Edit this event. Shown for a sample coach (Jordan) at a sample event (2027 Summer Classic Showcase, Jun 19 to 20, at Riverside Sports Complex, hosted by All-Star Event Company). Texts come from Teddy at +1 (443) 582-0095.
Hi Jordan,
The 2027 Summer Classic Showcase event, originally scheduled for June 19, 2027 through June 20, 2027 in Riverside Sports Complex, Columbus, OH, has been canceled due to unforeseen circumstances.
We sincerely apologize for any inconvenience this may cause and appreciate your understanding.
We value your participation and hope to see you at other events in the future. If you have any questions, please don't hesitate to reach out.
Alex Morgan
Get one spreadsheet of coaches across all your current and upcoming events, a few you pick, or just one. From the Events page, click Export ▾ → Coach roster.
Paid coaches, officials and staff are not texted automatically when you change the event's dates, times or venue. Let them know yourself (Teddy can help), and update shifts in Manage shifts; they don't move with the dates. RSVP invitees are told automatically.
Edit this event sets the event's overall times. For separate morning and afternoon shifts, use Actions ▾ → Manage shifts. Days with shifts from Manage shifts keep those times when you save the event.
Complexes are shared with Event Staff, Assign Officials and your staff page. Renaming one carries its field counts and staff assignments with it. If you remove one, reassign anyone who was working there.
Click Quick edit on an event card, or tell Teddy "Change the start time to 8 AM" or "Add Lakeview Fields as a complex." He confirms before he changes anything.
Actions ▾ → Cancel event → YES, please cancel. It can't be undone from the portal. Coaches are emailed, RSVPs close, and the event shows a red Cancelled badge. Head Trainer and Assignor accounts can't cancel.
Set automatically from the first complex with a full street address, city and state. Check the Detected event timezone line under the times after you save.
Each event shows Active, Completed or Cancelled on its card. Cancelled and finished events drop off your landing pages.
Teddy knows every Events help article and can walk you through any step, or make the change for you.