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Roadmap to Success

By SportsEngine, 08/16/19, 9:15AM CDT


Use this roadmap to guide you through the steps you need to take before, during, and after every season’s registration period.

60 Days Prior To Registration

Phase: Program Planning



  • Cost to participate
  • Number of participants
  • Divisions and level of play
  • Registration open and close dates


  • Enabling a registration refund policy utilizing RegSaver
  • Legal waivers & forms that need to be created

Update website and listings

  • Update website content to reflect a new season
  • Launch your online uniform and apparel store (Squadlocker)
  • Create listings for upcoming programs on

Update clubs, leagues, and teams

  • Activate your next season
  • Note: Make sure your teams, leagues, and divisions are accurate

Begin raising money

  • Find local and national sponsors
  • Start a fundraising campaign (SnapRaise)


  • How to create a program listing: 
    • Log in to SportsEngine HQ
    • Select “Promotion” in the navigation
    • Click “ Listings” and create a new listing to advertise your programs
  • How to activate a new season
    • Go to your club, team, or league page and follow the steps on the page
  • Use the Sponsorship Tool in SportsEngine HQ to create proposals and customized letters

30 Days Prior To Registration

Phase: Registration Building

Contact your SportsEngine account manager

  • Provide details to begin building registration forms
    • Autoforms, waivers, financial consolidation, payment options, etc.
  • Get advice on the upcoming season
  • Review registration with Account Manager PRIOR to opening for the season

Create a communication plan

  • Determine how and when you will reach out to former and prospective participants for the upcoming season
  • Create smart groups in SportsEngine HQ of past participants to encourage them to return for another season
  • Plan social media posts, make sure accounts are updated

Begin coaching search

  • Create and collect applications for coaching positions
  • Have each applicant complete a background check (NCSI)
  • Launch your coaching application form


  • Utilize the Registration Request Form to create a new registration
    • Submit a Copy Request Form from a past season with updated details to expedite the process
  • Create smart groups to make sending messages to specific groups easy
    • Navigate to SportsEngine HQ 
    • Select Members, then choose Permissions and Newsletters
    • Select the Groups subtab then choose to Create New Group
  • Safety requirements are always evolving, make sure you’re up-to-date with the latest initiatives and mandates by contacting your account manager

Phase: Registration Opens

Advertise your programs

  • Execute your communications plan
  • Ensure listings are active and accurate

Regularly check SportsEngine HQ

  • Watch as signups are collected
  • Track incoming payments
  • Create and run financial and member reports

Conclude search for coaches

  • Select coaches
  • Ensure coaches have correct certifications and have completed background checks
  • Have hired applicants complete abuse prevention training 


  • Utilize SportsEngine HQ to its fullest and view live daily updates to your registration and payment collection progress
  • Contact your account manager for information on abuse prevention training

Phase: Registration Opens

Determine teams

  • Complete player evaluations (Team Genius)
  • Organize and build teams


  • Add players, coaches, and staff to teams via rostering tool
  • Make team pages public to enable them in the SportsEngine mobile app

Communicate schedules/team information

  • Send messages to teams and families to encourage them to download the free SportsEngine mobile app for real-time schedules, team communications, and more

Send invoices

  • Collect additional fees (tournaments, roster-based fees, uniforms, etc.)
  • Offer payment terms/plans to those that need it


  • Make sure to complete team rosters using the Rostering Tool in SportsEngine HQ
    • This is how you’ll communicate to players, families, and coaches for the entire season 
  • When rostered, all players and coaches will be included in the mobile app.
  • Track all payments in SportsEngine HQ

Phase: Season Starts

Questions? Contact your account manager or consult help resources found in SportsEngine HQ.

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About SportsEngine

SportsEngine was created to help people simplify their sports life. Now, we're making it easier than ever for parents and athletes to find the right sport and the right organization for them.