Team Registration Guide
Everything you need to know about registering your team for events, managing rosters, collecting payments, and coordinating team participation.
What is Team Registration?
Team-Based Events
Register your entire team for events requiring team participation. Perfect for basketball, soccer, volleyball, and other team sports.
- • Single registration for whole team
- • Coordinated payment options
- • Roster management tools
Captain Coordination
Team captains manage the registration process, collect payments, and coordinate logistics for the entire team.
- • Central point of contact
- • Payment collection tools
- • Roster and lineup management
Flexible Payments
Choose how your team pays: captain pays all, collect from players, or send invoices. You decide what works best.
- • Bulk team payment discounts
- • Individual payment tracking
- • Automated invoice system
Creating Your Team
Step 1: Go to Dashboard
Access Team Management
Start by navigating to the Teams section in your dashboard.
Log in with your account credentials
Click your profile icon → Dashboard
Find the "Teams" section in your dashboard navigation
Step 2: Create Team
Set Up Team Details
Click "Create Team" and fill in your team information.
Required Information:
Choose a unique name for your team
Select the sport your team plays
Youth, Adult, or Mixed age group
Set your team size limit
Step 3: Invite Members
Add Players to Your Team
Send invitations to players via email or share your team invite link.
Enter player email addresses to send automatic invitations
Copy and share the unique team join link
Designate players as active roster or substitutes
Team Captain Responsibilities
As team captain, you're the leader and coordinator for your team. Here's what you'll manage:
Roster Management
- ✓Invite and approve team members
- ✓Assign jersey numbers and positions
- ✓Set active vs. substitute players
- ✓Manage roster changes and updates
- ✓Lock rosters before event deadlines
Payment Coordination
- ✓Choose team payment method
- ✓Collect fees from team members
- ✓Track payment status for each player
- ✓Submit final payment to event organizer
- ✓Handle reimbursements if needed
Event Registration
- ✓Register team for events
- ✓Coordinate waivers and forms
- ✓Manage event-specific rosters
- ✓Communicate event details to team
- ✓Handle registration cancellations
Team Communication
- ✓Send team announcements
- ✓Share event schedules and updates
- ✓Coordinate logistics and travel
- ✓Answer player questions
- ✓Maintain team documents
Team Payment Methods
Choose the payment method that works best for your team. Each option has different benefits and workflows.
Bulk Captain Payment
Captain pays for the entire team in one transaction and receives a team discount.
Individual Collection
Captain collects payments from players individually, then pays the event organizer.
Invoice-Based
Send automated Stripe invoices to players with payment links and tracking.
Payment Method Comparison
| Feature | Bulk Captain | Individual | Invoice-Based |
|---|---|---|---|
| Team Discount | ✓ Yes | ✗ No | ✗ No |
| Automated Tracking | ✗ N/A | ✗ Manual | ✓ Yes |
| Setup Time | 5 minutes | 1-2 weeks | 3-7 days |
| Captain Financial Risk | High | Medium | Low |
Youth Teams & COPPA Compliance
Youth teams (players under 13) require additional compliance steps to protect children's privacy and safety.
What is COPPA?
The Children's Online Privacy Protection Act (COPPA) is a US federal law that protects children under 13 from having their personal information collected online without parental consent.
Why it Matters:
- •Protects children's privacy
- •Requires parental/guardian consent
- •Ensures safe event participation
- •Legal requirement for youth teams
Compliance Requirements
When registering a youth team, you'll need to provide additional information:
Name, email, phone, relationship to player
Verified consent for each minor participant
Required for all youth players
Optional but recommended for safety
Youth Team Registration Process
Create Youth Team
Select "Youth" team type and age group
Add Players
Include parent/guardian info for each player
Get Consent
Parents receive consent forms via email
Complete Payment
Parents can pay directly or captain pays all
Series Team Registration
Register your team for an entire series of events with coordinated scheduling and bundle discounts.
Full Series Registration
Register for all events in the series at once.
10-week basketball league - Register once, play every week
Partial Series Registration
Select specific events from the series to participate in.
5-race series - Select 3 races based on team availability
Event-Specific Rosters
For series registration, you can set different rosters for each event in the series.
Flexible Lineup
Change which players participate in each event
Roster Deadlines
Lock rosters before each event starts
Substitute Management
Swap players between active and substitute
Troubleshooting Common Issues
Issue: Player Can't Join Team
Team member received invitation but can't join.
- • Check if team is at maximum capacity
- • Verify player has created a Covaera account
- • Ensure invitation email wasn't filtered to spam
- • Try resending the invitation or using the team join link
- • Check if player is already on another team for the same event
Issue: Payment Collection Problems
Difficulty collecting payments from team members.
- • Switch to invoice-based payment for automated tracking
- • Set clear payment deadlines and communicate them
- • Use the payment reminder feature for overdue players
- • Consider requiring payment before adding to active roster
- • Document payment agreements in team messages
Issue: Youth Team Consent Not Received
Parent/guardian hasn't provided consent for minor player.
- • Resend the consent form email to the parent/guardian
- • Verify the parent's email address is correct
- • Contact parent directly to explain the consent requirement
- • Check spam folder for bounced consent emails
- • Cannot proceed with registration until all consents received
Issue: Need to Change Team Roster
Want to add/remove players after registration.
- • Check if roster is locked (cannot change after deadline)
- • For unlocked rosters, go to Teams → Manage Roster
- • Add new players via invitation or join link
- • Remove players from team dashboard (captain only)
- • Contact event organizer if roster is locked but changes needed
- • Payment adjustments may be required for roster changes
Team Captain Best Practices
Before Registration
- ✓Confirm team size and all player commitments
- ✓Decide on payment method before inviting players
- ✓Review event requirements and restrictions
- ✓Set clear payment deadlines for team members
- ✓Collect player contact information in advance
Communication
- ✓Send regular team updates via team messages
- ✓Share event details early (location, time, requirements)
- ✓Create a team group chat outside platform for real-time updates
- ✓Confirm attendance before roster deadlines
- ✓Document all team decisions and agreements
Financial Management
- ✓Track all payments in a spreadsheet or platform tools
- ✓Send payment confirmations to all contributors
- ✓Set aside funds for potential refunds
- ✓Be transparent about all costs and fees
- ✓Keep receipts and transaction records
Event Day Preparation
- ✓Finalize roster 24-48 hours before event
- ✓Share final logistics (parking, check-in, warm-up)
- ✓Bring printed roster and emergency contacts
- ✓Assign team responsibilities (equipment, timing, etc.)
- ✓Arrive early to handle any last-minute issues
Quick Reference Guide
📋 Team Sizes
*Typical ranges - check event requirements
⏰ Important Deadlines
Usually 1-7 days before event
24 hours before event start
At registration or before deadline
Before event check-in
💵 Payment Timeline
Immediate - 5 minutes
1-2 weeks typical
3-7 days typical
5-10 business days
📞 Support Contacts
✅ Pre-Registration Checklist
🔗 Related Guides
Ready to Register Your Team?
Create your team, invite your players, and get registered for your next event today!
Need help? Check our FAQ or contact support.