How to Use TeamSnap for Coaches

How to Use TeamSnap for Coaches This is a set of directions for coaches in North Park Little League on how to use TeamSnap to help manage their teams. TeamSnap helps us: Organize the roster and allow parents to contact each other for carpools Email and text all the parents at once View the game schedule whenever we want Send out game reminders automatically Schedule practices Coordinate snacks for games Upload photos to share with the team Create community with your team Things You Will Most Likely Want to Do in TeamSnap Add a Welcome Message on your Team Home Page (See Home Screen) Edit your team name and change your logo (See Manager Tab) Edit your own contact info (See Roster Tab) Create a practice schedule (See Schedule Tab) Enter Game Results (See Schedule Tab) Set up your Team s Home Page (see Manager Tab) Send emails/texts to all of the parents on your team (See Messages Tab) Have snack signups (See Refreshments Tab) See who can attend games (See Availability Tab) Enter game statistics (See Statistics Tab) Upload photos of your players (See Photos & Files Tab) Help and Support TeamSnap offers help and support online at http://help.teamsnap.com If you have questions about what is in this packet, please contact Melinda Pajak at info_officer1@northparklittleleague.org. She will do her best to answer your questions quickly and responds best to email inquiries. This document and additional resources will be posted at: http://northparklittleleague.sites.teamsnap.com/coaches/teamsnap_for_coaches 1

Table of Contents Home Screen... 3 Top Navigation... 4 Help & Support... 4 TeamSnap Blog... 4 Switch... 4 My Account... 4 My Teams... 4 Home Screen Message... 5 How to Add a Screen Message... 5 Roster Tab... 6 How to Edit Your Contact Information... 6 Invitations... 7 Other Features... 8 Schedule Tab... 9 How to Add a Practice... 9 How to Enter Game Stats...10 How to Enter A Game Result...11 Availability Tab... 12 Statistics Tab... 13 How to Set Up Statistics...13 Refreshments Tab... 14 How to Assign Refreshments...14 Photos & Files Tab... 15 How to Upload Photos...15 Messages Tab... 16 How to Send an Email Message...16 Email/Text Issues...17 Texts...17 Other Messages Features...18 How to Send a Team Text...18 Message Board...18 How to Email with your Regular Email Program...18 Manager Tab... 19 Tab Manager...19 Team Settings...20 How to Edit the Team Name...20 How to Change Your Logo...21 How to Upload a Team Photo...21 Site Prefs...22 Custom Fields...22 Seasons...22 Public Access...23 How to Create Your Team Page...23 How to Enter a Public Home Page Message...23 An Example of a Team Page...24 2

Home Screen This is what you see when you login. The main features are listed across the top as tabs and they are listed in the TeamSnap Features box in the middle of the page as well. One of the first things you might want to do is add a message from the Team Manager to welcome parents to this site and explain a few things to them. Click the Add home page message link to write a note that gets posted on this home screen. Roster has all the players with their contact information listed (NPLL has provided this for you) Schedule NPLL will be inputting the games and they should show up on your schedule. You are responsible for adding your practices to the schedule. Availability if your parents adopt TeamSnap, they can mark when their child will or won t make practices or games so you can see quickly who will be coming. Statistics Minors and Majors teams are very interested in the statistics. If you have a Caps, T-Ball, or Coach Pitch team, you can turn this off. Refreshments Post-game snacks are classic little league and this gives you a way to organize your parents to sign up for each game. Photos & Files It s fun for parents to share photos from the games with each other and gives the team site a more community feel. You can also post files here for parents to fill out if you have any. Messages This is where you can send a team email quickly and easily to all parents on your team or to just a select few. Manager This is where you can turn on and off features within your team area of TeamSnap and set up your Team s Pubic Home Page. 3

Top Navigation Help & Support TeamSnap provides some helpful pdf guides as well as web-based how to s for doing various things within TeamSnap. TeamSnap Blog It is what is says it is. Switch If you have multiple roles within TeamSnap, you may see a link in the top right called Switch. This allows you to move between a board of directors position and a manager role. If you are a parent on one team and a manager on another, this too might apply to you. If you login to TeamSnap and can no longer do manager functions, try locating this switch link and switch to your other role. My Account This is where you can change your email address or your password. My Teams This is the starting screen for after you log in. You can see your team and click on it. 4

Home Screen Message It s nice to add a welcome message to parents who will be viewing this screen when they login to TeamSnap. How to Add a Screen Message 1. Click the Home tab (if you are not already there). 2. Click Add home page message 3. Enter in a title for your message and then type your message in. 4. Click Save. (see below) 5

Roster Tab When you click Roster, you should see a list of all your players with their contact information already there. Below that, you will see all non-players in a separate box and this should contain you and your information as the coach. How to Edit Your Contact Information 1. Click the Roster tab (if you are not already there). 2. Click Edit to the right of your name (your contact information will be below all the player s names). 3. Click Edit again (You may add a photo here of yourself by clicking Edit Photo on the right side). 4. Change your contact information here. 5. Click Save. See next page for the screen shot 6

Invitations Some parents used TeamSnap for the online registration and already have a TeamSnap account. Those who did not use the online registration need to be invited to participate on TeamSnap. Follow the directions below to do this. If you see Never logged in next to a player s name, it means that the parent has used TeamSnap to register their player so you don t need to invite them. When you send an email message out, then people can login to TeamSnap and see the team site. If you see Invite to Join next to a player s name, it means you need to invite them to join TeamSnap. They don t have a username or password yet. Click Invite to Join and follow the directions to send an email invitation to the parents. Or if it says Invitation Pending, there is an option to Resend Invitation which you can use if a parent doesn t join in a few days. 7

Other Features If you were given contact information for a player and it is not listed next to the player, you may add it by clicking Edit on the right side of that player s name and edit the player s contact information and click Save. If you need to add a player to your roster, click New Player at the top in the yellow bar and then proceed to add that player s contact information. You may export your list of players to a.csv file that you can open in Excel if you d like to do that by clicking Export on the top right of the screen. If you need to delete a player from your roster, click Delete to the right of that player s name (hopefully you won t ever need to do this!). 8

Schedule Tab Here is the schedule that should already show the games for your team. NPLL inputs that so you don t have to worry about it. You DO need to add your practices here. You can also view this schedule in a List View (pictured here) or in a Calendar View. How to Add a Practice 1. Click New Event. 2. Enter in the following: Short Label, Name of Event, Date, Time, whether it repeats and until when, and the Location. 3. Click Show Optional Event Info to add duration of the event, arrival time, cancel it, and make sure it shows up on the Availability Tab (so players can mark that they are or are not coming). 4. Click Save and Create Another if you are entering in more than one practice or just click Save. If you set up your practices as repeating weekly, you only have to enter them in one time. (Note: Clicking the checkbox next to Notify the Team? sends an email out. You may want to wait until you get all the practices added before sending out an email.) Field Numbers are indicated below. They are listed as Field 1, 2, 3, 4 in TeamSnap. 9

How to Enter Game Stats North Park Little League would like to request that all coaches enter the game results in TeamSnap and this is where you do it. For each game listed and played, a button called Enter Result will pop up. Please click that and enter the game result so we can keep track of our games on a league level. This will really help us all out. The Statistics will start populating with some data and the home screen for your team will display the game results. 10

How to Enter A Game Result 1. Click Enter Result next to the game that just finished. 2. Enter the score for your team and your opponent s team. 3. Click Save. 11

Availability Tab Here is where players can set their availability. If a parent is not using TeamSnap but tells you they are or are not coming, you can also set the availability for a player. Simply click on the checkbox for that event next to the player s name to get a green checkmark that they are coming. Click again to get the red x that they are not coming. 12

Statistics Tab When you first come to Statistics, you will see this screen giving you some options. If you are managing a T-Ball, Coach Pitch, or even Caps team, we encourage you to turn off the statistics or if you want to keep them on, just have it be available to you as a Coach. Some kids get upset when their team is losing so many games and we don t want that to happen. But you can keep the statistics for your own self that can be seen by only you. How to Set Up Statistics 1. Click the Statistics tab (unless you are already there). 2. Click Use the Baseball Preset. (see picture above) 3. This is the main Statistics screen where you can check things you want to keep track of. It s really up to you but remember you ll have to enter the statistics here (or have a really awesome Team Parent do it for you). Click Enter Stats to enter the stats after a game. Player Stats shows stats on particular players. Stats Leaders shows you the leaders on your team. Game Stats show stats by game. To have Team Stats, you need to set up what you want to track. If you navigate away from this screen and want to get back to it, click Manage Stats. You can obviously set up a lot of statistics tracking but if you want to keep it going, you need to have a designated scorekeeper who can either supply you with the scorebook after each game or maybe you can ask them nicely to come into TeamSnap and enter the date for you. NOTE: To not have the public view your statistics, you go to the Manager Tab (which is later in this packet) and click Public Access and use checkmarks to show or not show various things to the public. You, as the Manager, can come here anytime to view statistics on your players. 13

Refreshments Tab Most of our players are really into the post-game snacks. So, TeamSnap provides a way to handle signups for this perk of the game. Each game and event will be listed here with an option to the right to Assign Refreshment. You can assign refreshments or parents can sign up. When parents sign in, the link says I m bringing and they click it to attach their name to that event as the one bringing refreshments. This makes it easy for parents to all sign up and for you to see that refreshments are covered. They can edit their entry or even delete it if they change their mind. If a parent sends you a note saying they are bringing the snacks to a certain game, you can also assign the refreshments to them on TeamSnap so another parent doesn t sign up for the same day. How to Assign Refreshments 1. Click the Refreshments tab (unless you are already there). 2. Click Assign Refreshment next to the game you want to bring snacks for. 3. Choose the name of the player bringing snacks from the pulldown menu. 4. Enter the type of snack in the text field (or just put snacks in there). 5. Click Save. 14

Photos & Files Tab This is where your players and their parents can share photos with each other. This was a nice feature in Shutterfly which NPLL used previously for teams in the past and TeamSnap offers it here for our team sites too. How to Upload Photos 1. Click the Photos & Files tab (unless you are already there). 2. Click Upload Your First Photo. (see screen above) 3. Under Choose a Destination Folder, choose Create New Folder. 4. Enter a name for the New Folder. 5. If you want the whole team to see the photos, leave the Private box unchecked. If you want to keep the photos private to just you, click the check box for Private. 6. Click Click to Select Files and browse to find them on your computer. From there you can organize folders, create new ones, or upload more photos. It might be great to have a folder for every game where parents can upload photos. 15

Messages Tab This is where you can communicate with your team. You can send an email or text messages quickly and easily to one parent or to all of them. How to Send an Email Message 1. Click the Messages tab (unless you are already there). 2. Click Send Your First Email. 3. Type in the Subject and Body of your email. Notice that you can format your text, add links, etc. 4. Check the names on your team of who you want to send the email to or click Select All. 5. You may add a File Attachment to your email here too. 6. You may copy yourself on the email by clicking the check box next to Send a Copy of this email to myself. 7. Click Send Email. 16

Email/Text Issues If you see (No Email) next to one of your player s names, you may need to check that player s name on the roster as the parent may have marked private next to their email address and contact information. It might be worth sending this parent an email and asking them if they would mind being sent the Team Emails. If they say yes, ask them to change the Private setting to Receive Team Emails within the Roster entry for their player. If you have two parents and each parent wants to access TeamSnap from their own account, they can click the option to Allow access to manage player s account (Shared Access) by clicking that box within each parent s contact information. This will send a new invitation to join TeamSnap and they can each have their own account. Texts The same applies to sending Texts. If you attempt to send a text and see that one player s name does not have a phone number where you can send a text, you may need to check the Roster Tab. And then you might ask that parent if they are willing to receive texts and ask for the phone number where they can receive texts. Then you can add it to TeamSnap or just check the box next to that phone number that says Allow team to send me text messages at this number. Or you can ask them to edit their player s contact information under the Roster Tab and check that box. 17

Other Messages Features You can also send SMS Texts to your team by clicking SMS Texts in the top right corner. BUT first, you must make sure that each player on your roster has a cell phone listed with texting availability. You may have to go into each player s profile and check to see that texting is an option and that there is a phone number listed for that purpose. Otherwise, all your players will have a (not enabled) note next to their name when you get here. How to Send a Team Text 1. Click the Messages tab (unless you are alredy there). 2. Click SMS Texts in the top right corner of the Messages Home Screen 3. Click Send Your First Text Message. 4. Enter your text. 5. Select who you want to send it to or click Select All. 6. Click Send this Text Message. Message Board There is also a Message Board you can use to communicate with your team. Just post messages and then you can also send them by email to the team. Click Post Your First Message to get started. How to Email with your Regular Email Program You can also email with your regular email program as TeamSnap automatically sets up a team email address that you can send to. When you click Emails, you will see a box to the right with the Team Email Address listed there for your convenience. The first email address listed will send an email to all players and non-players on YOUR TEAM only. The second email address sends an email to only players on your team. The third email address sends an email to only non-players on your team. Tip: Use the first email address. 18

Manager Tab This is where you can adjust settings for your team s page. When you click the Manager Tab, this Tab Manager appears. Tab Manager We ask that you turn off these tabs (if they are not already): Tracking, Payments, and Team Store. These will not be needed for your team s home page and may confuse parents. Please leave them off. Let s go through each of the rest of the mini-tabs for Manager Tools. 19

Team Settings How to Edit the Team Name 1. Click the Manager tab (unless you are already there). 2. Click Team Settings (unless you are already there). 3. Click Edit on the far right of Team settings. 4. Type in your new team name but keep the beginning part for example, keep Majors- 1 and add your name behind that. We need those categories to keep track of games on the schedule. 5. Click Save. 20

How to Change Your Logo 1. Click the Manager tab (unless you are already there). 2. Click Team Settings (unless you are already there). 3. Click Delete Logo to delete the NP logo. 4. Click Change Logo. 5. Click Browse to locate the logo you want to use on your computer. TeamSnap recommends using a transparent PNG file. 6. Click Save. How to Upload a Team Photo 1. Click the Manager tab (unless you are already there). 2. Click Team Settings (unless you are already there). 3. Click Upload a Team Photo (at the bottom of the screen). 4. Click Browse to find the photo (use a.jpg file for this) on your computer. 5. Click Save. 21

Site Prefs You will not need to change any of these preferences. The default settings are fine. Custom Fields You will not need to add any custom fields. Seasons This is the mini-tab on the Manager Tab. Please DO NOT TOUCH THIS TAB. There is nothing you need to do here. We will take care of any archiving that needs to occur. 22

Public Access These are our recommended settings for the Public Access portion of your Manager Settings. You may turn on Visitors being able to view photos and view team and player statistics if you like. Generally, for the Tball, Coach Pitch, and Caps, we don t recommend advertising the statistics but it s fine for the Minors and Majors teams. It allows for a very nice team page that can be accessed by grandparents and family members but that doesn t reveal any private information about our roster. How to Create Your Team Page 1. Click the Manager tab (unless you are already there). 2. Click the Public Access tab at the top of the screen (unless you are already there). 3. Make sure there is a green check next to Enable Public Access. (click the red x to change it to a green checkmark). 4. Make sure the following options are set to the green checkmark: -Home -Schedule -Show Win/Loss Record -Games -Hide Old Games and Events -Statistics (for Minors/Majors only) -Refreshments -Photos -Messages (if you want to use this to communicate with your parents) 5. Click Add Home Page photo to add a photo of your team. (browse to find your team photo and click Save). 6. Add a Public Home Page Message (see directions below). 7. Write down your unique team subdomain or favorite/bookmark it and send it to your team. How to Enter a Public Home Page Message 1. Click Edit next to Public Home Page message (at the bottom of this screen). 2. Type in your message. 3. Click Save. (It will now be posted on your team s public page). 23

An Example of a Team Page This is the page you would see if you click on the link for the unique team subdomain shown on the Public Access mini-tab on the Manager Tab. In the example on the previous page, this unique subdomain for our Majors 1 team is http://majors1-1.teamsnap.com. You can send out this website address to your team parents so they can view, like it on Facebook, and send it out to their family members. NOTE: If you have parents who don t want to sign up or login for TeamSnap but still want to see stuff, this is a great alternative. Anyone with the website address can see this page. You don t need to login to see it. 24