All players must be approved by a club administrator to be eligible to play on a team. As players register, their status will be Pending until a club administrator approves the registration.
A player can only be registered with one club at a time. If the system identifies that a player registering has previously been registered with a different club (within the last five years (60 months)), it will prompt the administrator to initiate a transfer (or permit) when attempting to approve the registration.
If the transfer involves moving from one Association to another, the transfer contact from the Association the player is leaving will be prompted to provide approval.
All club administrators with Database Admin access will receive email notifications when:
- A new transfer request is submitted (sent to the administrators of the leaving club).
- A transfer is approved or declined (sent to the administrators of the requesting club).
Note: Anyone who has Database Admin access can approve/decline the transfer.
If a player registers with two organisations using different personal details (for example, a different date of birth), the system may not recognise them as the same person. If the details are later corrected, the system will match the records and automatically trigger a transfer. See the Late Player Transfer/Person Match support article for a detailed explanation of this.
In this article:
Approving a Player
As players register they are in a Pending state until they are approved by their club administrator. All players must be approved.
A player can be approved through either Online Registrations, TeamBuilder or SuperCRM. In SuperCRM you can also bulk activate eligible players.
If the system identifies the player registering has previously registered to a different club in the last five years (60 months) they will require a transfer.
Online Registrations
All players who register will appear in Online Registrations with the status of Pending. This status will remain as Pending until a club administrator approves their registration. This will change their status to Active, or if a transfer is required, will invoke the transfer process.
From the Dashboard, click the Online Registrations tile and navigate to the folder with the Softball Registration form for the appropriate season.
Click the Softball Registration form to open and view the database.
Click the + button beside the players record to approve their registration.
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Repeat this process for all players that you wish to approve.
If the system identifies the player you are attempting to approve has been registered with another club with the last five years (60 months), a message will appear on screen prompting you to Request Transfer (or Request Permit).
Clicking Request Transfer will email the club the player is currently registered to with a transfer request. Click OK.
When the player has had a transfer requested, their status in Online Registrations will display as TransferPending.
Once the player has been approved, their status will change from TransferPending to Active.
Filtering your database for Pending players
You can filter the database to only view players who are Pending. This makes it easy to identify newly registered players that require approval. To do this, click into the database, then change the Status to be Pending.
TeamBuilder
1. Click the ! beside their name as you would to approve a player as shown above in Approving a Player.
2. Click Make Active. If the player requires a transfer, a message will display. Click Make Transfer to begin the transfer process.
4. Then select Request Transfer.
5. Click Email Request to notify the club the player is currently registered with that a transfer is being requested.
Note: Once a transfer has been requested the status of the player in your database will display as Transfer Pending. This is displayed in both Online Registrations and TeamBuilder.
TeamBuilder
When the player has had a transfer requested, their status in TeamBuilder will be displayed by a ! as further action is required.
When the player has been approved, their status will change from a ! to a grey tick to show that this player requires no further action.
SuperCRM via Bulk Activation
Through SuperCRM there is the ability to bulk approve eligible registrations from a Pending to an Active state. Registrations requiring a transfer are not able to be bulk activated. See this support article for more on the bulk activation process.
Managing Transfers
For the sport of Softball there can be two levels of approval required for a transfer, depending on whether the player is transferring within the same association or a different association.
If you are the club receiving the request to have a player transferred from you
The club that the player first registered with will receive a Registration transfer request email similar to below. This email will be sent to all database administrators of the club. (Note: Any of these database administrators can approve/decline the transfer. To check who at the club has database admin access you can check this via Admin Settings.) The club administrator will click the View registration link which will prompt them to login to their site.
When the club administrator logs in, they will be asked to decline or approve the transfer.
If clicking Approve Transfer, a comment may be added regarding the transfer and its approval. Click OK to continue.
Approving transfer request
If clicking Decline Transfer, it is mandatory to enter the reason the transfer request is being declined. Click OK to decline the transfer request.
Declining transfer request
Once the administrator has approved/declined the transfer, an email is then sent back to the club that requested the transfer to notify them that it was approved or declined.
Important: If the home club of the player fails to take any action within seven days, the transfer request will automatically be approved.
The seven day calculation is inclusive of the day that the transfer is requested and the day that the transfer would be automatically approved e.g.
- Day 1 - 01/01/2026 - Transfer requested
- Day 2 - 02/01/2026
- Day 3 - 03/01/2026
- Day 4 - 04/01/2026
- Day 5 - 05/01/2026
- Day 6 - 06/01/2026
- Day 7 - 07/01/2026 - Transfer auto approved
If the player has been transferred, their status will be updated to Transferred on their old club as shown below.
Note: If the club has more than one database administrator, any one of the admins can approve/decline the transfer.
If you are dissatisfied with the response from the home club, please escalate the matter to your softball association.
If you are the Association which a player is being transferred from
The transfer contact of the leaving association (RSO) will receive emails when a transfer is requested, approved, or denied. If the player transfer is to another club within that association, they will only receive an exact copy of the email received by the club database admins. If the transfer is to a different association, they will receive a unique email and the transfer will require their approval.
Levels of Transfers
Club-to-club Transfers
When a player wishes to transfer to another club within the same association, the transfer only requires approval from the original club’s administrator.
Inter-Association Transfers
If a player wishes to transfer to a club that belongs to a different association, approval is required from both the original club administrator and the association transfer administrator.
Both administrators will be notified of the transfer request and of the other administrator’s decision (approval or denial). If either administrator denies the request, the entire transfer will be prevented.
As with standard transfers, failure to take action within seven days will result in automatic approval of the transfer.
Association Transfer Contact
Each association is required to set a contact email that will receive the Inter-Association transfer emails. To set this, go into Dashboard > Admin Settings. Add their email address to the Transfer Email field and click on Save.
Note: Only one email address can be set as the Transfer Email. Clubs do not set a Transfer Email.
Viewing Player Transfers
Player transfers – summary view
To view all transfers in your club or association, go into Online Registrations, then click the transfer icon located next to your player registration form.
This opens the player Transfers/Clearances summary view. That shows the status of all pending and completed player transfers for your organisation in that season.
By default, when you land on this page you will see records in a 'Pending' state because they still require action. You can click on the dropdown to modify the 'Transfer Status' and change the display to show 'Accepted,' 'Declined,' or 'All' records.
You can also Export the transfers.
When you click the Export link you are prompted to enter a date range. This lets you refine the time period.
The player Transfers/Clearances summary view is colour coded to make it easy to see what portion of the player transfer acceptance process still needs to be completed.
The player name appears first. Click the players name to see a detailed view of the players transfer.
If the player has registered with a 'Preferred Name', their name will be displayed in this format:
- FirstName (Preferred Name) Last Name
All organisations impacted by the player transfer request are listed.
- The name of the organisation will appear in Green if transfer approval is still required
- The name of the organisation will appear in Red if transfer/clearance/permit was declined
- The name of the organisation will appear in Black if they do not need to take any further action
The transfer status is also colour coded to show:
- Pending transfers in Green (action still required)
- Declined transfers in Red (transfer/clearance/permit request declined)
- Accepted transfers in Black
Player transfers – Detailed view
Clicking a player name will take you to the detailed view.
Shania Forrest having received full transfer approval
In addition to the information provided by the summary view, the detailed view will display the name of the administrator who gave approval for the transfer and date the approval was given. If no name is displayed, this indicates approval was provided automatically.
If the transfer is still awaiting approval by your organisation, you can action the transfer from the detailed view by clicking Decline Transfer or Approve Transfer buttons.
Note: You should only approve a transfer if the club the player is transferring to has met any transfer requirements as specified by your parent organisation.
A confirmation prompt will be displayed upon clicking Approve Transfer. A comment may be added regarding the transfer and its approval. Click OK to continue.
Approving transfer request
A confirmation prompt will be displayed upon clicking Decline Transfer. It is mandatory to enter the reason the transfer request is being declined. Click OK to decline the transfer request.
Declining transfer request
Troubleshooting
I approved a player, but no transfer request was triggered. Why?
There are two common reasons this might occur:
Mismatched personal details:
The system relies on exact matches for key fields - first name, last name, and date of birth. If these were entered incorrectly either in your registration or the player's previous registration, the system may not detect the match and therefore won’t trigger a transfer. Note: this may be updated at a later stage if their record is corrected. See the Late Player Transfer/Person Match support article for an explanation of this.Pending status with the previous association:
If the player was never approved by their previous club (i.e., their registration remained in a Pending state), the system does not recognise them as an officially registered player. In this case, there is no transfer to invoke.
If you're unsure or believe a transfer should have occurred, please contact your Association to help verify the player’s registration status.