Midwest Surge Baseball Coaches TeamSnap Guide

---

Midwest Surge Baseball Coaches TeamSnap Guide Team Managers' Getting Started Guide This document will give you some insights into the key functions each coach should know and use in TeamSnap. Not all will be discussed, and you are encouraged to learn more on your own.

Coach Registration The quick and easy way to get you in the Midwest Surge TeamSnap system is to register. This allows you, the Team manager to get your details loaded. A commissioner will need to move your register profile to your assigned team. If you are coaching multiple teams, you will need to create multiple coach registrations. Be sure to select the division you are being assigned to coach when registering. NOTE: If you are a commissioner, you have the ability to manage ALL teams, rosters and schedules. However, if you are not assigned to a specific team, you will not receive the team level communications.

Team Roster & Player Registration Players are added to the Team Roster by assignment at the Club level. Players are added at the Club Level through Registration. Registration allows for the Club to track incoming players for fees, uniform and equipment ordering, etc. Players should not be added at the Team level because that avoids the Player Registration process therefore limiting visibility of that player at the club level. We will offer a no fee registration process for unique situations where the Club Director or Co-Director deems needed.

Availability Availability is a great way to keep track of attendance and most of all plan your game time strategy. As you know, it is extremely tough to prepare a lineup card (batting order), starting player positions, etc when you don’t know who is going to be there. The need to keep this up to date should be emphasized with your players and your parents. Let them know not keeping it up to date is a good way to bat last, or in the case of High School, not at all. When the event or game is crated, an email goes out to each player and coach. After the player / parent recieves the message, they can click on their expected availability. By doing so, the TeamSnap event / game is updated without ever having to login.

Figure 1 - Web Application Availability

In order to see availability of a player in the mobile application, you must go to the event or game and

Figure 2 - Availability Mobile Application

Page 1 of 8

Midwest Surge Baseball Coaches TeamSnap Guide Schedule (Events and Games) Once you learn how to use TeamSnap, managing the team’s player roster, and your game and practice schedule is simple. You have a Web and Mobile app option for both. However, if you are making multiple changes or loading your initial schedule, the Web application will be your go to. Simple changes on the fly or adding a single new event or game, the mobile application is perfect.

Figure 3 - Event on the Web

Steps for entering a New Event in the Web Application: (all required fields are bold and underlined) When creating an Event in the Web application, set these fields. 1. Set you Name of Event. This should be the something like “Outdoor Practice” 2. Set the Short Label. This would be something like “Practice” 3. Set the Date. 4. Set the Time, and be sure to check the time zone (Central Time, US & Canada) 5. Select the Location of the event. Many of these have been pre-entered for consistency. a. When using an Event to pre-schedule a Tournament use the “TBD –Unknown at this time” option. 6. Set the Location Details (if you have them). This would be the field number or name 7. Set the Duration in hours and minutes. 8. Set the Arrival Time (how early you want them there) 9. Enter any Notes you want to share. The typical use can be an additional web link or cancelation notes or rescheduling notes. 10. Check the box for Availability. This lets you request and track the availability of the players. 11. Check the box to Notify the Team. This lets you send out a notification to the team of this new event and in that message they can set their attendance.

Page 2 of 8

Midwest Surge Baseball Coaches TeamSnap Guide

Figure 4 - Event on Mobile

Steps: (all required fields are bold and underlined) When creating an Event in the Mobile application, set these fields. 1. Check the box to Notify the Team. This lets you send out a notification to the team of this new event and in that message they can set their attendance. 2. Set you Name. This should be the something like “Outdoor Practice” 3. Set the Short Name. This would be something like “Practice” 4. Verify and or Set Time Zone. Time zone (Central Time, US & Canada) 5. Set the Date/Time. (Use “Time TBD” when you don’t have it yet) 6. Select the Location of the event. Many of these have been pre-entered for consistency. a. When using an Event to pre-schedule a Tournament use the “TBD –Unknown at this time” option. 7. Set the Location Details (if you have them). This would be the field number or name 8. Set the Duration in hours and minutes. 9. Set the Arrive Early (how early you want them there) 10. Set Track Avail. This lets you request and track the availability of the players. 11. Enter any Notes you want to share. The typical use can be an additional web link or cancelation notes or rescheduling notes.

Page 3 of 8

Midwest Surge Baseball Coaches TeamSnap Guide

Figure 5 - Game on Web App

Steps: (all required fields are bold and underlined) When creating an Event in the Web application, set these fields. 1. Set the Date. 2. Set the Time, and be sure to check the time zone (Central Time, US & Canada) 3. Set or create your Opponent. 4. Select the Location of the event. Many of these have been pre-entered for consistency. a. If the location is not present, as a commissioner to create it at the Club level so it is available to all. 5. Set the Location Details (if you have them). This would be the field number or name 6. Set Home or Away if known. 7. Enter the desired Uniform jersey for the team to wear. 8. Set the Duration in hours and minutes. 9. Set the Arrival Time (how early you want them there). Use this to drive expectations with your players. 10. Set the Extra Label. This would be the League (Ellisville) name or the name of the Tournament company (314 Tournaments) 11. Enter any Notes you want to share. The typical use can be an additional web link or cancelation notes or rescheduling notes. 12. Check the box for Availability. This lets you request and track the availability of the players. 13. Check the box to Notify the Team. This lets you send out a notification to the team of this new event and in that message they can set their attendance.

Page 4 of 8

Midwest Surge Baseball Coaches TeamSnap Guide

Steps: (all required fields are bold and underlined) When adding a Game or Event in the Mobile application, set these fields. 1. Set the Date. 2. Set the Time, and be sure to check the time zone (Central Time, US & Canada) 3. Set or create your Opponent. 4. Select the Location of the event. Many of these have been pre-entered for consistency. a. If the location is not present, as a commissioner to create it at the Club level so it is available to all. 5. Set the Location Details (if you have them). This would be the field number or name 6. Set Home or Away if known. 7. Enter the desired Uniform jersey for the team to wear. 8. Set the Duration in hours and minutes. 9. Set the Arrival Time (how early you want them there). Use this to drive expectations with your players. 10. Set the Extra Label. This would be the League (Ellisville) name or the name of the Tournament company (314 Tournaments) 11. Enter any Notes you want to share. The typical use can be an additional web link or cancelation notes or rescheduling notes. 12. Check the box for Availability. This lets you request and track the availability of the players. 13. Check the box to Notify the Team. This lets you send out a notification to the team of this new event and in that message they can set their attendance. Figure 6 – Add a Game

Page 5 of 8

Midwest Surge Baseball Coaches TeamSnap Guide Cancel a Game or Event Steps: (all required fields are bold and underlined) When Canceling a Game or Event in the Mobile application, set these fields. Find the Game or Event to Cancel and select Edit in the upper right corner of the selected Game or Event. 1. Ensure Notify Team is set (Green). 2. Set the Canceled button (Green). 3. Enter a Note describing why the game is being Canceled. NOTE: Do Not Delete the Game or Event. By leaving the Canceled Game or Event in the schedule, parents and players can see the (see below). Also, by leaving the Canceled Game or Event in the Schedule, if it gets rescheduled, you can change the date, time and even opponent to schedule the rescheduled Game or Event.

Figure 7 - Cancel a Game

Figure 8 - Schedule

Page 6 of 8

Midwest Surge Baseball Coaches TeamSnap Guide Scheduling Best Practices Tournament  Create an Event for each day of the tournament so that parents and players have plenty of notice and ask that they update the event with their availability.  Include in the notes section of the Event the tournament website scheduling link or calendar if available.  The Wednesday before the tournament, look on the tournament site and get your Friday/Saturday schedule and create Games in the schedule for each.  Update the Game with the player availability from the Event and then delete the event.

Page 7 of 8

Midwest Surge Baseball Coaches TeamSnap Guide know. Just click New Post above to post your first message.

Communication, Communication, Communication Communicating with the team is simple and flexible. You can email, text (push notifications), and chat with your team through the mobile application. The web application provides the same minus the chat function.

Figure 10 – Mobile App Communication

Team Chat

Figure 9 - Web App Communication

All of the above communication options on the Mobile application are the same. The one main difference is Team Chat. Team Chat is a persistent Team Chat Room. This Team Chat Room is an instant form of communication that the entire team can see and interact with. NOTE: All should understand that this is not private one-on-one communications. Everyone on the team can see these messages.

Email You can view your sent emails by clicking the Sent button above, or send an email by clicking the Send Email button below. Emailing within TeamSnap means no more keeping or tracking email addresses, they are all in there. Your players and parents email addresses included in each player profile is available to receive emails from TeamSnap. You simply start a new message and select the target audience.

Alert You can view your sent alerts by clicking the Sent button above, or send an alert by clicking the Send Alert button below. The nice thing about alerts is that they multi-target the intended audience. Assuming the player / parent has setup a cell number as part of their contact information and set the carrier information, you can send them a text message. If they have the mobile application installed, they will receive a Push notification to their phone. And last but not least, an email of the alerts message will always be delivered.

Posts This is your private forum for posting messages for the team to read online. You can also broadcast important messages by email to make sure everyone is in the

Page 8 of 8