Invite players to events and send reminders - 🖥️

As a coach, player-coach or team admin, you can invite players to events. 

New: If players join your team when your new season has already started, they will be automatically invited to open events if you have selected automatic invites. 

If you set up the event with manual invites, you will have to invite them manually. 

Invitation settings, reminders, waitlists... 

To correctly set up your events, you need to understand the different settings that are available: 

• Different invitation types
• Send reminders to players who have not yet answered 
• Set up a waitlist 

You can choose these settings: 

• Whilst creating the event (you can choose to apply these settings to all future events of this category, for example for all league games) 
• In the event's settings (find out how to edit an event) 
• In the settings for this type of event (find out how to change the settings for a category of event)

Types of invitations 

For an event or all events of this category (all league games for example), you have two possibilities to invite your players. 

• Automatic invitations: Your players will automatically receive an invitation to the event X days before the event (you will choose how many days before). They will indicate whether or not they are available for the event so that you can start preparations. Occasional players will not receive these automatic invites (you can invite them manually if you are missing players). You can set your settings for one event, or for all events of this category (e.g. players receive invites 3 days before practice). 
• Manual invitations: This allows you to select the players you would like to send invitations to. From the event page, select the players you would like to invite. This option is most suited for coaches wishing to create their lineup depending on the players performance just before the game. 

Send reminders to players who have not answered

1) Automatic reminders 

When you create an event, the option "Automatic reminders to players who don't reply" is set by default. 

Players who don't reply to the first event invitation will automatically receive a reminder to reply to the invitation. The reminder is sent half way between the event date and the date the first invite was sent. 

Example: 

• Invitation sent Monday at 8pm
• Game on Friday at 8pm 
• Automatic reminder sent Wednesday at 8pm to players Awaiting reply

2) Manual reminders 

As well as automatic reminders, you can manually send out reminders to people who have not yet replied to the event invitation. To do so, click on the bell icon (on the website) or the whistle icon (for the mobile app, from the Attendance tab on the event. 

Important: Avoid sending to many reminders to your players. They will receive a notification each time and this might annoy them rather than help you. 

Set up a waitlist 

There is an article that explains how to set up a waitlist to an event. Please follow this guide. 

Answers from the players (or their parents) 

Players will receive an event invitation by email or through push notification (or both, depending on their preferences). 

For youth teams, the parents will receive the notification and reply to the event invitation, indicating whether the child is available or not for the event. 

To give their availability: 

• Select Available or Unavailable in the email 
• Click on the push notification to open the invitation, then on Present or Absent on the mobile app

• On the event sheet, from the website or the SportEasy app 

Track availability in real time 

You can keep track of your players availability from your laptop, tablet or mobile on the event sheet when on the Attendance tab. 

You can also:

• Update attendance: change the status for a player if he let's you know he can or can't come or if he doesn't show up after saying he would. 
• Invite other players you did not invite in the beginning: if you don't have enough players for your game or if you had forgotten some players, move them from Not selected to Awaiting reply for them to receive the invite.