Once an activity group exists with teams, the next step is populating it with staff (coaches and assistants) and students. This is the central operational task for any TIC at the start of a term.
Where to manage assignments
Open the activity group and use the Staff and Students sections. The team list also shows who is assigned to each team.
Staff and coach assignments
Assignments are made per team within the activity group. Each assignment has:
- Member — the staff member.
- Team — which team within the group.
- Is coach — tick if this person is the lead coach for the team. Each team should have one lead coach.
To add staff:
- Open the activity group.
- Choose Add staff.
- Search for the staff member.
- Pick the team they’re attached to.
- Tick Is coach if they’re the lead.
- Save.
The staff member sees the activity group on their coach dashboard immediately.
Multiple staff per team
You can assign as many staff as the team needs:
- One lead coach (the Is coach tick).
- Additional assistant coaches, supervising teachers, parent volunteers — all added the same way, just without the lead-coach flag.
The lead coach is the one who shows on the roll-marking page as the responsible adult.
Removing staff
Open the staff entry on the activity group and choose Remove. The staff member loses their dashboard access to the activity group, but historical sessions they ran remain in the audit log.
Cross-team assignments
A staff member can be assigned to multiple teams within the same activity group — e.g. a head coach who oversees Under 15A, Under 15B and Open. Add an entry per team.
Student assignments
Students arrive via the signup workflow (see Managing signups). Once they’ve signed up, they need to be allocated to a team.
Allocating from the signup list
- Open the activity group’s signup list.
- Drag the student onto a team in the team list, or use the edit signup form to pick a team.
- Save.
The student appears on the team’s roster immediately and on every future session roll.
Late additions
For students who didn’t sign up via the parent/student form but need to be added (e.g. transfers, a coach’s selective addition):
- Open the team you want them in.
- Choose Add student.
- Search for and pick the student.
- Save.
The student is added directly to the team with a staff-initiated audit log entry. Sign-up records aren’t created retroactively — the student is just on the team.
Moving students between teams
To promote or demote a student mid-term:
- Open their current team.
- Find them in the roster.
- Choose Move to team.
- Pick the new team.
The move is logged. Their attendance history stays with them; future rolls show them on the new team.
Withdrawing students
Remove a student from the activity group entirely:
- Open the signups list.
- Find the student.
- Choose Withdraw.
They’re removed from all teams and future rolls. Past rolls keep their record.
Bulk operations
For large activity groups, the bulk allocation tool speeds things up:
- From the signup list, select multiple unallocated students.
- Choose Bulk allocate.
- Pick the team.
- Save.
The whole batch moves at once. Use this when you’re allocating by year group, by sport grading or by selection trial results.
Reviewing the roster
The activity group’s Roster view shows every team with its lead coach, assistant coaches and student count. Use this as a quick sanity check before the first session of the term:
- Every team has a lead coach.
- Every team has students.
- No student is double-allocated to two teams (unless intentional).
- No coach is on the wrong team.
Fix anything that looks wrong before the first session — much harder to untangle once attendance starts being marked.
Audit log
Every staff and student assignment change is logged with who did it and when. The log lives on the activity group and is searchable when you need to find out, for example, when a particular student was moved from B-team to A-team.