What This Covers
You have been granted self-service access in PlayMetrics for your division: you can see your teams, move players onto and between them, and invite players off your division's waitlist — without waiting for the registrar. This guide is the whole workflow, in the order you'll actually do it. It comes from the live walkthrough sessions we ran with the first coordinators to get this access, plus the PlayMetrics Help Center, so the traps in here are ones real people actually hit.
The one rule that matters: Notify Players is the save button
Dragging a player onto a team does not put them on the roster. Until you click Notify Players and send the notification, the player is only penciled in — the family doesn't know, the coach's roster doesn't change, and nothing you did is visible outside the assignment screen. There is no error, no warning, no reminder. It just silently isn't done. Every step in this guide ends with Notify Players for a reason.
The Workflow
- Find your way around (two doors: Teams and Club Programs)
- Put a player on a team
- Make it real: Notify Players
- Read the status board
- Invite from the waitlist
- After the invite: closing the loop
- Ground rules & who to call
1. Find Your Way Around
Everything you'll do lives behind two doors in the left-hand menu of the PlayMetrics club side (the browser view, not the mobile app):
| You want to… | Go to |
|---|---|
| See your teams, move players, make roster changes | Teams → Team Assignments tab |
| Invite players from the waitlist | Club Programs → your program → Waitlist tab |
The Teams dashboard is a window, not a workbench
If you open a team from the main Teams list, you can look but not touch — that view is read-only for coordinators. The working surface is the Team Assignments tab. Every one of you has gotten stuck staring at a roster wondering where the buttons are; the answer is always "you're in the wrong tab."
Team Assignments is full-screen — use EXIT to leave
When you open a team assignment, PlayMetrics takes over the whole screen and the left menu disappears. The way out is the EXIT in the far upper-right corner. If you're hunting for the waitlist and can't find Club Programs anywhere, you're still inside a team assignment — exit first.
Cover two divisions? You have two logins — switch between them
Each division has its own PlayMetrics login (for example 12ubdivmgr@ayso58.org for 12U Boys and 12ugdivmgr@ayso58.org for 12U Girls). If you're a coordinator for two divisions, you have a separate login for each — the same way your personal/team account is separate from your coordinator account. PlayMetrics only signs you into one at a time, so to move from one division to the other you log out and log back in with the other address. (Click your name / the menu in the top corner → Log Out, then sign in with the login you need.)
This also trips people up when accepting a second division's access: if you open the invitation email while you're still signed in as your first division, PlayMetrics just says “you're already logged in as …” and never switches you. Log out first, then open the invite and sign in with the new division's address (use Forgot Password the first time if you don't have that login's password yet).
This also trips people up when accepting a second division's access: if you open the invitation email while you're still signed in as your first division, PlayMetrics just says “you're already logged in as …” and never switches you. Log out first, then open the invite and sign in with the new division's address (use Forgot Password the first time if you don't have that login's password yet).
2. Put a Player on a Team
Usually automatic now
Team assignments are set to pull players in by their program package, so a newly registered player — including anyone you invite off the waitlist — should land in your assignment pool on its own. Follow the steps below only if a player is not showing up.
- Go to Teams → Team Assignments and open your division's assignment.
- First, make sure the player is in the assignment. A newly registered player — whether they registered directly or you invited them off the waitlist — should now appear in your team assignment automatically, because assignments pull players in by their program package. If they are not showing, add them by hand: click the Players tab, click Select Players, find the registered player (matching the correct age group and gender), check the box next to their name, and click Save Selection. Only then will they show up in the pool you can drag from.
- Click Edit Assignments in the upper right.
- Your teams appear as cards; the pool of unassigned players is the column on the right. Use the search box or the filter icon to find the player you want.
- Drag the player from the pool onto the team card. You can select several players and drag them together.
- Click Save Changes. You can come back and keep editing later — nothing is final yet.
“0 Unassigned Players” / the pool is blank?
The example screenshot above shows an empty pool because that division was already fully rostered. If your pool is blank but you are expecting to see players, it means they haven't been added to the assignment yet — go back to step 2 and add them through the Players tab with Select Players.
Two-age-group divisions: check both ages
Several divisions span two age groups — 10U, 12U, 14U, 16U, and 19U. In the Select Players list, those ages are listed separately, so filter or scan for both when you're hunting for a player. For example, a player in 10U may appear under age group 9U or 10U.
Moving or removing a player works from the same screen: drag a player from one team card to another to transfer them, or click the × on their row to send them back to the unassigned pool. Then Save Changes — and if the player had already been notified, re-notify so the family hears about the change (see the next section).
One editor at a time
If two people edit the same team assignment at once, the last save wins and quietly overwrites the other person's work. PlayMetrics shows a warning when someone else is in the assignment — take it seriously. Within your division this mostly means: don't edit while the registrar is mid-change on your teams, and vice versa. When in doubt, a quick text sorts it out.
3. Make It Real: Notify Players
This is the commit step. From the assignment screen:
- Click Notify Players in the upper right.
- You'll land on a screen with tabs — Assigned is the one you want: players placed on a team who haven't been told yet.
- Check the box next to the player(s) — or the top box for everyone — and click Invite Players / Notify Players (the label depends on the assignment type; ours sends a notification).
- A preview of the message appears before anything sends. Confirm, and it's done: the player is on the real roster and the family gets an email telling them their team.
What the invite dialog gives you
A message preview with the expiration date stamped in, an editable subject and body, and a
Template Guide dropdown listing the merge fields (
$$PlayerName$$,
$$ProgramName$$, $$ExpirationDate$$ — they fill in automatically
when the email sends). Reset Message restores the stock wording. Note: PlayMetrics has
no saved-template feature for waitlist invites — your edits apply to that
one invite only, so paste in the region wording each time if you want it.
Who hears about it
The family gets the notification email. The coach does not get anything automatic — the player simply appears on their roster. If a coach is waiting on a player, tell them yourself.
4. Read the Status Board
The Rosters tab inside the team assignment is your dashboard: every team, every player, and where each one stands. You can search for a player by name to find which team they landed on, or filter to one team.
| Status | What it means | Your move |
|---|---|---|
| Assigned | Placed on a team, family not told yet | Notify Players when you're ready |
| Rostered | Done — on the real roster, family notified | Nothing |
| Invited | Sent an invitation that requires the family to act, still waiting | Give it a day or two, then a reminder |
| Declined | Family said no | Player goes back to the pool; fill the spot from the waitlist |
5. Invite From the Waitlist
When a team has an open spot, the waitlist is where the replacement comes from. This lives on the program, not the team:
- If you're inside a team assignment, EXIT first.
- Left menu: Club Programs, then open the Fall Core program.
- Click the Waitlist tab across the top.
- Find your player. The search box in the upper right (next to the filters) is fastest if you know the name; otherwise filter by age & gender to see your division, and by invitation status (all / invited / expired) to see who's already been asked.
- Check the box next to the player(s) you're inviting — you can invite two at once if you have two open spots.
- Click Invite Players.
- Set the expiration date first. A few days is right — long enough to act, short enough that a non-response doesn't hold the spot hostage. The deadline is stamped into the email automatically.
- Dress up the message. The template is generic, so give it urgency:
- Put AYSO ACTION NEEDED: (all caps) at the front of the subject line.
- Add a line to the body with the real-world stakes: "Games are this Saturday — register right away so your player can be placed on a team and attend practice."
- Click Invite Players to send. The family gets the email, and if they simply open PlayMetrics they'll also see a banner that their player has been invited to register — so the invite works even if the email gets buried.
The … menu on a waitlist row
Each waitlist entry has a three-dot menu with two tools you'll eventually need: adjust the expiration on an invitation that's about to lapse (or already did — an expired invite can be extended or simply re-sent), and cancel the waitlist registration for a family that tells you they've made other plans.
If “Adjust Expiration” gives you a “Waitlist not found” error
Some coordinators hit a red Waitlist not found message when they try to change an invitation's expiration date — even though inviting and viewing the list work normally. The invitation itself is fine: the exact same change saves instantly when the registrar makes it. We don't yet know whether this is an intended limit on the coordinator role or a PlayMetrics glitch, and it's been reported to PlayMetrics. Until it's resolved, don't fight it — send the registrar the player's name and the new date and it'll be changed for you. Everything else on this page (inviting off the waitlist, canceling, viewing status) still works for you.
Waitlist families move fast
They've been waiting and they're dying to tell their kid. In the registrar's experience, most families who are going to respond register the same day the invite lands. If a few days pass with no action, that itself is your answer — let it expire and invite the next player.
6. After the Invite: Closing the Loop
An accepted waitlist invite gets the player registered — it does not put them on a team. That last step is yours, and PlayMetrics won't tell you it's time:
- No notification comes to you when a family registers. Check back after an hour or so, and again the next day.
- Two places to look: the program's Waitlist tab (their row leaves the invited list once they've registered or declined), or Players — a newly registered player shows under All Players right away and under Program Players once their registration is complete and they're rosterable.
- Once they've registered, they appear in your team assignment's player pool — go back to Section 2: drag them onto the team, save, and Notify Players.
The most common miss in the whole workflow
Invite sent, family registered, everyone relaxes — and the player is never actually placed on the team. The waitlist invite and the roster placement are two separate acts, and only you connect them. If you take one checklist away from this page: invite → they register → assign → notify.
7. Ground Rules & Who to Call
Region 58 conventions
- Invite to fill real openings. An invitation is a promise of a spot — send them only when a team has room, and one invite per opening (an invite you have to walk back is a miserable phone call).
- Short expirations, front-loaded subjects. A deadline a few days out plus AYSO ACTION NEEDED: in the subject gets responses; an open-ended invite with the stock subject gets silence.
- Roster changes travel through Notify Players — removals and transfers included, so families hear about changes from the system, not from the rumor mill.
When something looks wrong
A player you expect to see isn't in the pool, a family says they registered but nothing shows, an invitation won't send, a team card looks off — stop and email registrar@ayso58.org rather than improvising. The registrar can see both sides of the system (registration data and the roster tools) and most "weird" cases are a two-minute fix from that side. You are never bothering us; an early question beats an unwinding job every time.
Quick reference card
| Task | Path |
|---|---|
| Roster / move / remove a player | Teams → Team Assignments → Edit Assignments → drag → Save → Notify Players |
| Check where everyone stands | Team Assignment → Rosters tab |
| Invite from waitlist | Club Programs → program → Waitlist → select → Invite Players (set expiration!) |
| Extend / cancel an invite | Waitlist row → … menu |
| After they register | Back to Team Assignments: assign → Notify Players |
| Stuck / weird | registrar@ayso58.org |