Assigning and inviting Team Managers

Team Managers are the people who run a squad off the pitch — answering parent questions, organising kit, and being on hand at matches. They're not coaches and they're not coded as football staff, but for any squad with players under 18 they must hold a current Working With Children Check.

Clubhouse keeps Team Managers in their own first-class register, separate from your coaching staff. This article covers the most common admin task: assigning a manager to a squad and getting them onboarded. For day-to-day management, see Managing existing Team Managers. For end-of-season cleanup, see End-of-season Team Manager cleanup.

Three entry points lead to Team Manager management:

1. Per squad — go to Programs → [Program] → Squads. Each squad card has a row at the bottom showing the current Team Manager (or a "Set team manager" button if the squad doesn't have one yet).
2. Per person — open any Team Manager's profile at /admin/team-managers/<id> to see their contact details, WWC record, and every squad they currently manage.
3. Compliance matrix — go to Compliance → Team Managers for the MPIO view: one row per squad, colour-coded across the whole club.

For assigning, the per-squad path is fastest.

From the squad's "Set team manager" button, the picker opens with three tabs:

• Parent of this squad — lists every parent or guardian of a player in the squad. Tap Assign next to one of them, confirm, and Clubhouse promotes them to a Team Manager and links the assignment together. This is the most common path for youth squads.
• Another team — pick any other active team in the club from the dropdown (grouped by program), then pick a candidate from that team's roster. JDL age groups (MJDL U9, GJDL U10, etc.) appear once per age group rather than as a long list of fixture-sourced squads. Youth teams surface parents and guardians; senior teams (20s, First Grade, Open) surface the players themselves. Useful when one person manages two teams (siblings) or a senior team needs a teammate to step up.
• Volunteer — the manager isn't a parent or player at the club. Fill in their name, email, and mobile and Clubhouse creates a volunteer Team Manager record.

WWC gate: if the manager you're assigning needs a WWC for this squad and their record is missing or expired, Clubhouse will tell you and refuse the assignment until you record a current WWC. The squad won't quietly end up with a non-compliant manager.

When you add a Volunteer with a mobile number, the team manager window opens on Text their invitation? It names them, shows the text word for word, and sends it when you select Text 1 person. Not yet sends nothing. The link installs Clubhouse, and once they sign in with that mobile they land in the /manager portal.

If the assignment is for a parent or player, no invite text is sent. Tapping Assign asks Make Sam Smith team manager? (with their name) first, and shows the notification they'll get, "You're now a Team Manager", word for word. Assign and notify 1 person assigns them and sends it, and they'll see a new "Team Manager" entry in their role switcher the next time they open the app. If they haven't signed in to Clubhouse yet, Clubhouse says no notification will be sent and the button reads Assign.

To send it later, or again if the text got lost, open the squad's team manager and select Resend invite SMS. Clubhouse asks first, says how many they've already been sent, and sends when you select Resend to 1 person. Once they've signed in, there's nothing left to invite them to, so the window shows Signed in to Clubhouse instead of the button.

Common scenarios where one person manages more than one squad:

• A parent with siblings in two squads of the same program.
• A senior player covering team-management duties for both their team and a younger sibling's team.
• A dedicated club volunteer covering several squads.

Just assign them to each squad — there's no special "multi-squad manager" toggle. Their /manager portal will show the role switcher between their squads. See Managing more than one squad for the manager's perspective.

The new Team Manager will:

1. Receive their invite (if applicable) and complete sign-in.
2. Be prompted to confirm or upload their WWC if it's not on file. They can self-serve from their My WWC page; you don't need to chase.
3. See the squad in their portal with squad list, training schedule, and (if you grant the permission) match-day live tracking.

Walk them through Welcome to the team manager portal on their first log-in, or simply forward the link.

Why isn't a Team Manager I expect to see in the picker? The "Parent of this squad" tab only lists parents of players currently linked to that specific squad. If the person you want has a child (or is a player) on a different squad, open the Another team tab, select that squad from the dropdown, and pick them from the roster. Volunteers who aren't parents or players at the club at all need to be added through the Volunteer tab.

Why does MJDL show one Team Manager row per age group even though there are multiple squads? A Mixed JDL age group fields a Blue and a White team, and sits over several fixture-sourced squads in the data layer, but it runs as a single team in practice. Clubhouse treats each age group as one team for the Team Manager view, and records your assignment across every squad in the group so the compliance matrix is correct no matter which squad the MPIO filters to. Girls JDL fields one team per age group, so there is nothing to fold together — you'll see one row either way. Other programmes (BYL, GYL, Men's, Women's, Goalkeeping) show one row per squad.

A volunteer keeps coming back as "not authorised" — why? The Team Manager picker is admin-only. If you've granted someone a non-admin role, they won't be able to use it.