How to Manage Season Rosters, Players, and Payments

Intro

Efficient roster management is the backbone of a well-run season. BallersBook gives you a central place to see who is assigned to each season, organize players into age-based groups, add new students in bulk, monitor payment status, and even call a parent or guardian directly from a player profile. This guide walks you through each step so you can spend less time on admin and more time on the pitch.

Prerequisites

• A club admin or coach account with the manage_sessions permission (for season and roster features). Finance-related steps may require the admin-finance role.
• At least one season created in your club (see the season management area).
• Players already registered in your club’s player database (via the public Add Player form or manual entry).
• For bulk adding students: a unique club ID (you can find this in your club settings).

Step-by-step

1. View the roster for a season

1. Sign in and go to the Seasons section (this might be listed under your club dashboard or navigation menu).
2. Select the season you want to manage.
3. Look for the roster view or Roster tab. This will display a list of all players currently assigned to that season, with details such as name, jersey number, and contact info.

2. Group players by age

BallersBook uses Groups to organise players. You can assign players to an age-specific group and then view them grouped together inside a season.

1. From the main navigation, open Groups (or Group Manager).
2. Click New Group, enter a name (e.g., “U12 Boys”), and set the age range if available.
3. Go back to the season roster. Select one or more players and use the Assign to Group option to move them into the correct group.
4. To see only players from a specific group, apply a filter on the roster page.

3. Bulk add students to your club

There are two ways to quickly add many students at once.

Option A - Share the public registration link

1. Navigate to Club Settings and copy the club ID (the same one used in the public URL https://app.ballersbook.com/add-player/{clubId}).
2. Send this link to parents. They will fill out a simple form, and the new players will automatically appear in your club’s player database.
3. Later, you can assign these players to a season from the roster view.

Option B - Manual bulk entry (if provided by your plan)

1. In the Players section, look for an Import or Bulk Add button.
2. Either upload a CSV file or use a text area to paste player details (name, date of birth, phone, etc.).
3. Review the list and confirm the import. The players will be added to your club and are then ready to be linked to a season.

💡 Tip: After bulk adding, always verify player details and assign them to the correct season and group before the first session.

4. Manage payment status for season players

Payment tracking is handled through the Finance module, specifically Finance Invoices and Finance Payments.

1. Go to Finance → Invoices (or Season Invoices if you see that option).
2. Filter by the current season. You will see a list of invoices, each linked to a player.
3. Click on an invoice to view its status (e.g., Due, Paid, Overdue). To record a payment, use the Record Payment button and enter the amount, date, and method.
4. Return to the season roster view. Some clubs show a payment status column (e.g., a green checkmark for paid). If you don’t see one, check your display options.

⚠️ Warning: Invoices must exist for each player in the season. If a player is missing an invoice, create one from the Finance Invoice section.

5. Make phone calls to contacts

BallersBook stores phone numbers for players (and their guardians) in the player profile. You can initiate a call directly from the roster or player detail screen.

1. In the season roster, click on a player’s name to open their detailed profile.
2. Find the Phone field. Depending on your device, you may see a dial icon or a linked number.
3. Click the phone number or dial icon to start a call from your phone or computer (using your default dialer or web-based calling service).

If you need to contact multiple families, use the Communications Log to send bulk messages or export a contact list. From there you can copy numbers into your phone’s dialer.

Tips & Pitfalls

• Ensure all players have a valid phone number saved in their profile before a season starts. Missing numbers can delay emergency contact procedures.
• If you use the public Add Player form, set a passcode in Global Settings to prevent spam entries (look for player_passcode in your club’s configuration).
• Payment status updates are not automatic. You must manually record payments or integrate with a payment gateway (if supported by your plan).
• Group names are club-wide. Make sure you create age-group names that don’t conflict with other groups (e.g., “U10-Boys” instead of just “U10”).
• The roster view may not show all fields by default. Use the column customisation option to reveal phone numbers, payment status, or group assignment.

Summary

You now know how to access a season roster, organise players by age groups, quickly add students via a public signup link or import, monitor who has paid their fees, and place a call to a parent directly from the app. These workflows keep your season organised and your communication efficient. Next, consider exploring the Communications Log to send bulk email or SMS to the entire roster, or set up automatic payment reminders using Finance → Invoices.