Open event registrations and send reminders - 🖥️

As a coach, player-coach or team administrator I want to open registrations for my events (or any other event).

In 2025, the redesign of the event form and the addition of new features led to the term “convocation” evolving into “registration”, in order to better meet your needs . 

Setting up registrations, reminders and waiting list

You need to understand all aspects related to registration settings. 

• Types of registration 
• Remind players who have not responded
• Set up a waiting list

Note that you can choose these settings:

• directly when creating the event (you can then choose to apply them to all events in the category, for example, your entire league season);

• on the edit page for the event registration settings (see how to edit an event in this article);

• on a category settings page for events (read the dedicated article).

Types of registration 

For a given event, or for all events in a category, you have two options for registering your players.

• Scheduled registrations: All players automatically receive a convocation X days and Y hours before the event date, and can indicate their attendance according to the default status set. Occasional players will not receive this registration request. You can manually invite them later if you are missing players. 

  This option is ideal for configuring scheduled registrations for recurring events throughout the season (e.g. training sessions, friendly matches).

• Manual registrations: This allows you to choose one by one the players you wish to invite. To do this, simply untick the Scheduled option. From the event page or after creating the event, you can manually invite the players of your choice whenever you wish. 

  This option is better suited to a coach who wants to select the fittest players a few days before a match.

Registration settings on the SportEasy website.

Remind players who have not responded

1. Automatic reminder

When you create an event, the Automatic reminder option is enabled by default.

Your players automatically receive a reminder between the first notification and the event, if they have not responded.

The automatic reminder is sent halfway between the registration notification and the start of the event.

Example:

• Convocation sent Monday at 8pm

• Match Friday at 8pm

• Automatic reminder sent Wednesday at 8pm to players Awaiting response

2. Manual reminder

In addition to the automatic reminder, you can at any time choose to manually remind players you are still waiting for a response from. To do this, you can click on the bell icon (on the website) or the whistle (on the mobile app) in the attendance management tab for the event.

Important: Avoid sending multiple reminders in a row to your players. They will receive a notification each time, which may annoy them and therefore work against you.

Set up a waiting list

This process is explained in a dedicated article (find out more).

Player responses (or their parents)

1. Setting up a notification

You can now choose to send a notification or not when opening registrations. 

If you untick this option, the member will not receive any information when registrations open or when the event is created, neither by email nor via mobile notification.

If this option is enabled, the relevant players receive a convocation email, and/or a push notification on their smartphone if they use the SportEasy mobile app, and can reply regarding their availability. They can also configure these notifications. 

For children’s teams, it is the parents who receive a registration request and respond on behalf of their child.

2. Indicate attendance and default statuses. 

Now, default statuses can be applied at registration.
Depending on the settings defined by the administrator, members can automatically be set to awaiting response, present by default or absent by default.

If the status is awaiting response, players (or their parents) can indicate their attendance. 

• by clicking YES or NO in the email 

• by clicking on the push notification of the convocation, then responding Present or Absent on the mobile app

• directly on the match sheet, from the SportEasy website or mobile app.

Real-time availability tracking

You can monitor player availability at a glance on your computer, tablet or mobile, on the match sheet from the Attendance tab.

You can also:

• update attendance/absence details: change a player’s status on their behalf, for example when taking attendance at the start of a training session;

• Open registrations for additional players: if you do not have enough participants for the event, or forgot to invite certain people.

💡 Good to know 

You have told us that it was difficult to invite players who join your team during the season. 

To make your management easier, new players will now be automatically invited to open events (if automatic invitations are selected).

If you have chosen manual invitations, you will need to invite them manually.