Team Entry Forms are created when a competition in SKED is created. This form simply allows team managers or team contacts to enter their team directly against the competition if a direct link to the Team Entry Form has been provided/shared. Team Entry Forms can be copied for use again later in the season/year, or in a future season/year.
As teams enter using this form, they will automatically appear within your organisations TeamBuilder. If your organisation has access to SKED, they will automatically appear in there as well.
If your organisation is using Superforms, when creating a competition you can select specific organisations that will be able to view that competition Team Entry Form in their own TeamBuilder. If your organisation is not using Superforms, you can share a direct link to the Team Entry Form for people to register their team directly to your competition.
If you are running competitions and do not have the option to add Team Entry Forms enabled, contact competitions@sportsground.com to request our support team to contact you about this feature.
This support article will help you use Team Entry Forms including:
- Create a Competition
- Edit a Team Entry Form (and set up Team Entry fees)
- Copy a link to your Team Entry Form
- View/Export Team Squad Entries
- Copy an existing Team Entry Form to use in another competition
- Invite teams to re-register to a new Team Entry Form
- Delete a Team Entry Form
- FAQs
Create a Competition
To create a Competition as an organisation with SKED access, click here.
To create a Competition as an organisation without SKED access, click here. (Coming soon!)
Edit a Team Entry Form
Each Team Entry Form automatically contains required fields that cannot be removed (Team Name, Team Grade, Team Contact Details). Edit the Team Entry Form to include additional question fields, team entry fees, introductory text, and terms and conditions with each entry.
For additional information about building or editing a form, click here.
1. Open TeamBuilder and navigate to the database (e.g. Football Registration).
2. A number will appear next to the database indicating how many Team Entry Forms/competitions have already been created that are linked to that database. Click the drop-down to display the list of competitions.
This displays similar to the below.
3. Click the Edit Pencil next to the Team Entry form you would like to edit.
This will open the Team Entry Form to enable you to edit.
Displayed is the Form Name, Year, Sport, selected Grades. The From Email entered will be the email that the confirmation email will be sent from to the person who enters the team.
Advanced Options
Click Advanced Options to further edit the Team Entry Form.
Detailed information about the form settings can be found by clicking here.
- Set an email address to receive a copy of the confirmation email each time a team is entered.
- Set custom text to display in the confirmation email that is sent upon team entry.
- Set a Linked Form if desired. This is commonly used if you are having term competitions where you might link the Term 2 Fast Five competition to the Term 3 Fast Five competition so that you can invite teams back to re-register for the new term. For further help on inviting teams back to re-register, click here.
Fields: Questions & Sections
The default fields that have been set will appear at the top and will be unable to be deleted.
You can add additional questions and sections as you would when building a form.
Charge for Team Entry
If you are charging per team entry, you can add the fee to the Products section of the Team Entry Form. This fee can be set as mandatory, or it can be set to be paid later and followed up with an invoice.
For help adding products and payments to the form, click here.
If you have integrated with Xero or MYOB, payments from the Team Entry Form can be collected via invoices which you may have configured to automatically raise in Xero or MYOB.
If enabled, you can also use triggers to automatically identify which products should be raised, or make products required or part of a group.
Note: If you are a Netball Centre, creating a product for payment on submission of a Team Entry Form, will not impact your entry fee calculations. If you have entered a Centre level team entry fee for the grade, you will need to reconcile payments received through team entry forms against your levy invoices, and mark that component as paid as required. Click here for information on team entry fees for Netball Centres.
Copy a link to your Team Entry Form
If you run social competitions, where teams are not necessarily associated with a club or school, you can share a link for people to register their social team directly to your competition.
Alternatively, you can also share and publish this link for competitions where contributing teams come from different clubs and schools.
When your Team Entry Form set up is complete, can click the link icon to Copy Form URL. You can then paste this link on your website, social media or other channels that you use to promote your competition.
The team contact completes the Team Entry Form, and all required fields. When they click Submit, they will be added to your participant database, with the role that they selected on the Team Entry Form, and will be given Team Admin Access to their entered team.
Note: The team contact will not be created as a registrant for the sports of Rugby and Rugby League who utilise different participant databases for their Administrator/Volunteers or Coaches.
View/Export Team Squad Entries
Clicking the magnifying glass beside a competition will display all the teams that have been entered. From here you can not only view the teams entered, but you can also export the competition data into a CSV file. Any additional fields that have been added to the Team Entry form will be visible from either viewing the team on screen, or by exporting the competition to a CSV.
1. Click the magnifying glass icon to view the teams entered.
A list of all teams entered will be displayed, along with their registration date and any associated payments/notes.
a) View team details on screen.
To view the team details, click the team name of the team to open their Team Entry form including any additional fields added.
b) Export the team entries.
To export the team entries, click Export then click Export registrations from the drop-down.
This will download as a CSV file which displays as shown below. Any additional fields added to the Team Entry for will be included in columns to the right. In the example below an additional question "Preferred Training Time" was added to the team entry form.
c) Athletics or Swimming Meet Manager Export
For the sports of Athletics and Swimming an additional export option will display for Meet Manger Export. This will export the teams and individuals for the competition in the format required to import into Meet Manager.
Copy an existing Team Entry Form to use in another competition
Click the copy form icon to provide an easy method for team contacts to be invited to register their team into another competition against a new Team Entry form. Using the copy function also lets you retain any additional questions, products and customised set-up you have applied to your existing Team Entry form.
You will be asked if you want to
- Retain existing administrators
- if you need to restrict access to Team Entry form information at your organisation e.g.: provide access to a tournament manager.
- Assign copied form to next season
- Links the newly created form with the associated participant database for a new season.
Click Copy to create the new Team Entry form. Update the Team Entry form name, introductory text and other details as required and click Save.
The new Team Entry form will be displayed, and the original Team Entry form now has a direct link to the new Team Entry form which lets you easily invite teams back to re-register.
Invite teams to re-register to a new Team Entry Form
Click the Email icon next to the original team entry form to send an email to all Team Contacts inviting them to register their team to the new Team Entry form. All of their information will be pre-populated for them, letting them submit their team easily.
Alternatively, you can click the magnifying glass, and send individual re-registration emails to individual team contacts by clicking the email icon by the team name.
On confirmation, the Team Contact send an invitation to team members from their previous team to register again to the participant database as a member of that team, or an option to copy a link to share with team members.
Delete a Team Entry form
If you need to delete a team entry, first check if any team entries have been received. If there have, use TeamBuilder to delete the teams first. After doing this, return to the TeamBuilder home screen and click the Red Trashcan icon next to the Team Entry form to delete it.
FAQs
How do teams access their team to manage their players?
When entering their team via the Team Entry form, the person entering the team will receive a confirmation email and a Team Access email. The person entering the team can them set their own password or login to view their team.
If the person entering the team was a club/school administrator and logged in to their club/school TeamBuilder, they will only be created as a Team Admin for the first team they create. If they need Team Admin access (to perform game day functions like scoring a game) in addition to their existing access which provides them administrative access to all teams in TeamBuilder for the club/school, they should ensure they add their existing registration to each consecutive team they create.
This process of only creating the person in the first team means Club Administrators/School Sport Coordinators will not have multiple administrator registrations created unnecessarily.
Can I make payment mandatory for people to register their team?
Yes. Create a product on the registration form and set the registration form as requiring mandatory payment.
What happens if a team is created in my main participant/player database before I created a team entry form?
These teams will not appear in your competition if you created the competition using a team entry form. Typically, if your organisation is expected to use Team Entry forms for the season, Sporty will restrict the ability for clubs/schools to enter teams directly against the main participant/player database to prevent teams being created that cannot be used.
Do players need to complete a new registration time every time their team is entered into a different competition/team entry form?
Participants only need to register with their club/school once per season. A club/school can utilise their participant database to add or move people to additional teams when new team entries are received For example, if all participants in the A team in the 'Winter Premier Competition' then want to participate in the 'End of Season Tournament', the club administrator can use keyword search to find all participants in the A Team on the left side of the screen, and then add these people to the A team that is participating in the 'End of Season Tournament'.
Participants registering to social competitions (e.g., touch) should register to each module.
What if I am not using SKED for competition management?
You won't have the option to manage grades or create Team Entry forms in Sporty.
What if I enter teams on club/schools behalf in SKED but I still require a Team Entry form to be completed?
Teams that are created in SKED are created with no Team Entry contact details. You will see the team entry when viewing team entries in TeamBuilder, and in SKED, and the club/school will also see the team appear in their TeamBuilder. You can request for them to click Edit Team and complete the missing details.
If I modify my competition name, will this update my Team Entry form?
No. You need to update your competition and Team Entry form name separately. To update the name of your team entry form, use the Edit Pencil in TeamBuilder and update the form name. To update the name of the competition, edit the competition name in SKED.