Registering teams in a series

Most of this page is the same everywhere. Three things are not.

Cooperation agreements are only available to federations that have them switched on in Profixio's configuration: Swedish handball, Swedish basketball and Swedish bandy, plus two smaller international organisations. For everybody else the Cooperation action and column do not exist, and players can only come from the team's own club.

Member pricing — charging a club that belongs to the federation the category's member fee instead of the ordinary one — is used by Norwegian company sports (Norges Bedriftsidrettsforbund). Elsewhere every club pays the participation fee set on the category.

Team-name changes after the deadline are allowed by default. A federation can have it switched off, which limits clubs to the category deadline. The federation arranges a change with Profixio support.

Everything else — whether registration is done in one round or a level at a time, what the questions ask, whether a district or the federation runs the series, whether a cooperation agreement is permitted at all — is federation policy, decided when the season is set up. Profixio does not enforce those rules beyond the settings listed here.

There are two club-facing places, and both create the same thing.

• Administer teams — the page in the admin area (menu item Administer teams). Clubs, districts and federations all see it; only a club login gets the Register team button and the registration wizard. This is the fuller flow: it asks for team names, contact persons, the message to the organiser and the registration questions in one go.
• League Registrations — reached from your own user menu (League Registrations), with its own registration form. This is a lighter flow: pick series and number of teams, name the teams, done. Contact persons and questions are filled in afterwards from Administer teams.

Both require you to be signed in with a verified e-mail address, and both only show the clubs you are registered as an administrator for. If your login gives you access to more than one club, the page lists the clubs (You have club access for N clubs) and you pick which one you are registering for; if your login is tied to a single club, that club is chosen for you.

On League Registrations the registration form only appears if your club user has team-administrator rights. Without them the page behaves like the read-only list of the club's existing registrations.

Open Administer teams in the admin area and click Register team. The wizard has three steps.

1. Select competition(s). Filter down to the series you want: season, federation or district, category for teams, and a free-text search (Search competitions ...). Each series in the list has a + / - counter — set how many teams you are entering. Series that use registration levels show one counter per level, so you can put two teams in North and one in South. The counter accepts up to 20 teams per series or level.

2. Team details. Every team you asked for gets its own block, pre-filled with a suggested name (your club's short name, numbered when there is more than one). For each team you fill in:

• Team name — required.
• Contact person(s) — e-mail, name and telephone. Use Add addition contact person for more than one, and the tick box Apply contact information to all teams in the competition to copy the same contacts to your other teams in that series.
• Message to the tournament organizer — a free-text note, only shown if the series has that field switched on.
• Questions — the extra questions the federation put on the registration page.

Each team shows a badge, Completed or Not complete, as you fill it in.

3. Summary. Counts of registered, completed and incomplete teams, and a table of every team with its series, level, category and status. Click Send in registration.

You get an on-screen confirmation (Teams saved). Nothing is e-mailed — neither to you nor to the federation — so keep the confirmation screen or check the team list afterwards.

An incomplete team is still registered. The badge is a to-do list, not a block: you can send the registration in with a question unanswered and finish it later from the team list.

Above the team list a club also sees statistics cards — the total number of teams, how many registrations are complete, how many are not, and a breakdown of what is missing. Clicking a card filters the list to those teams, which is the quickest way to finish a batch of registrations.

League Registrations is the short route to the same result.

1. Choose the Select Season.
2. If your federation uses it, choose the district under Choose League Responsible.
3. Narrow the list with League Category and the Filter leagues search box.
4. For each series — or each level inside a series — type the number of teams you want to register.
5. Click Continue. A window opens with one name field per team, pre-filled with your club name and a number.
6. Adjust the names and click Register teams. You get the message Teams saved!.

Only series that are open for registration are listed, and inside them only categories and levels that are still open.

Two names are rejected: a name that is already registered in that category ("… is already registered in this class") and the same name used twice in the batch you are sending in. Team names are limited to 50 characters.

This form does not ask for contact persons, the message to the organiser or the registration questions. If your series has questions, the teams will show as Not complete until you fill them in from Administer teams.

The federation or district decides what a club has to answer, per series, on the series' registration page. A question has a text, a field type — Text Field, Paragraph, Checkboxes, Radio or Select List — and a required flag. Required questions are shown with a * after the label.

Clubs answer them either in step 2 of the registration wizard, or afterwards from the Questions column in the team list: the column shows a badge and a pencil icon (Edit questions(s)) that opens the answers for that team.

The badge tells you where the team stands:

Answers can be edited by the club, the district and the federation for as long as the team can be edited. Once the registration deadline has passed and the team has matches, the questions are shown read-only.

A registration with an unanswered required question is saved as normal; Profixio marks the team as not complete and counts it in the statistics. If a federation needs answers before the season starts, that has to be chased — the Status filter and the statistics cards on the team list exist for exactly that.

Every registered team should have at least one contact person — that is who gets team-leader access to the team and who the district writes to.

In the team list on Administer teams the Contacts and Emails columns show the people on the team, or a grey Missing badge with a plus icon when there are none. Clicking opens a small form where you add e-mail, name and telephone per person. A person who already has a Profixio user is linked to the team instead of being created again.

Removing a person from that form removes their team-leader link to the team.

To fix many teams at once, tick the teams in the list and use the bulk action. It offers two ways to apply the contact people you type in: add them to the teams' existing contacts, or replace the existing contacts entirely. The replacing variant removes every current team leader on the selected teams first, so use it deliberately.

A team with no contact person is one of the two things that make a registration count as Not complete; the other is an unanswered mandatory question.

Where the squad is fetched from NIF's register (Norwegian federations), only the person who holds the role as the club's registration officer in NIF's system can add the squad of players. If that is not you, contact the district to find out who the club's registration officer is, and add that person as a contact person on the team; when the registration officer signs in, they can add the players.

A team can carry a free-text Message to the tournament organizer — the place for "we cannot play Sundays before December" or "this team is new, please call us".

It is written by the club during registration, or later from the Message to the organizer column in the team list (plus icon Add message, pencil icon Edit message). The placeholder is Write your message here.

The field is only available when the series has it switched on. It is a per-competition setting on the team settings of that series, so a federation that does not want free-text notes can turn it off and the field disappears from both the wizard and the list.

The message is stored on the team and shown to district and federation staff in the registration lists and in the export of answers. For anything urgent, contact the district or federation directly.

Some series are registered as one list of teams; others are split into registration levels — typically geography, North and South, or a strength split the federation wants clubs to choose themselves.

When a series has levels, the registration screens show one counter per level instead of one for the whole series, and the team is stored with the level it was registered in. The level shows up as its own column in the team lists and as a badge on the team while you are filling the wizard in.

Levels can have their own deadline. A level whose deadline has passed disappears from the registration screens even when the series itself is still open, so a club can find a series listed but one of its levels missing.

Levels are created by the federation or district on the series' registration page; they are not something a club can add. Note that the level a team registers in is a registration-time choice — the series and division a team actually plays in can be changed afterwards by the district.

Three separate deadlines govern registration, and they are checked independently:

A series also stops being offered if it has been cancelled, deactivated or hidden from the app, or if its registration start date is still in the future.

Clubs have no way to bypass any of the three deadlines. If you missed one, ask your district or federation.

Categories and levels stay open for administrators with team-editing rights, so a federation can put a late team into a category that has closed for the clubs. The series' own registration window is different: it is checked for everybody, and once it has passed the series disappears from both registration screens, staff included. A team that has to be added after that is added from the league admin instead — see Setting up a series season, which describes adding a team to a series directly.

A club can remove a team it registered itself, from the team list on Administer teams, using the delete action on the team row.

You are asked to confirm: You are about to unregister team from the competition. This action will permanently delete the team and all associated data, and it cannot be undone. Do you want to continue? Confirm with Yes and you get a Success message.

The action is only there while both of these are true:

• the series' registration deadline has not passed, and
• the team has no matches yet.

As soon as either applies, the action disappears from the row and the club has to ask the district or federation instead. That is deliberate: a team that has been drawn into a match schedule cannot be pulled out without someone deciding what happens to its matches.

Withdrawing also removes the players registered on the team. If a registration fee has already been invoiced, sort that out with whoever handles invoicing in your federation — withdrawing the team is not a credit note.

District and federation logins open the same Administer teams page, but see other people's registrations rather than their own.

• A federation login sees every team from every club in the federation.
• A district login has two views, switched with Show registrations from clubs and Show registrations to district: the teams of the clubs in the district, or the teams registered into the series the district administers. They are not the same set — a club in your district can register into a series run by someone else, and a club from another district can register into your series.

Filters cover season, club (federation only), competition, category level, Status (Complete / Not complete), whether a contact person exists, and whether the questions are answered. The statistics cards that clubs see at the top of the page are not shown to district and federation logins — use the filters instead.

Activate edit mode turns the team-name column into an editable field. District and federation staff may rename any team; what a club may do is described under Renaming a team after registration.

Districts and federations can also edit contact people, questions and the message to the organiser on any team they see, and use the bulk action to set contact people on many teams at once. There is a second, older list — League Registrations — reachable from the club link in this table; it shows the same registrations with season, level, division and cooperation columns and is mainly used for its e-mailed export.

Team names are edited in the team list on Administer teams after switching Activate edit mode on. Type in the name column and it is saved as you leave the field.

• District and federation staff can always rename.
• A club can always rename if the federation allows team-name changes after the deadline (a federation-level setting, on by default).
• If the federation has turned that off, a club can only rename while the category's registration deadline is still in the future. After it, the name field is locked for clubs, and a category with no deadline set at all locks it immediately.

The setting exists because some federations publish fixtures and printed material with the team names as registered, and do not want them moving afterwards. The federation arranges a change with Profixio support; ask your federation or district administrator.

Renaming does not affect matches, standings or licences — it is the same team, with a new label.

A cooperation agreement records that one club may use players from another club on a specific team — the Nordic samarbeidsavtale / samarbetsavtal. Once an agreement exists for a team, players registered in the partner club become selectable when someone builds that team's roster.

Agreements are made per team, not per club: you open the team in the registration list, use the Cooperation action and pick the club or clubs the players may come from (From club). Saving replaces the whole list — a club you untick loses the agreement.

Two conditions have to be met before the action is visible at all:

• The federation must have cooperation agreements switched on. It is a per-federation setting that the federation arranges with Profixio support.
• You must be a district or federation login. Clubs cannot create their own agreements, and there is no request-and-approve flow in Profixio: the district or federation enters the agreement once the clubs have agreed it off-system, and that entry is the approval.

The Cooperation column in the registration lists shows which teams have an agreement, so it doubles as the overview of who is playing under one.

Whether an agreement is allowed at all, and what paperwork the clubs need first, is federation policy. Profixio only records it.

Moving a team to another category, level or series is done on the team itself, not from the registration list. The rule is the same everywhere: a team can be moved while it is still free, and staff with team-editing rights can move it at any time, but an ordinary club or team-leader login cannot move a team once the registration deadline has passed or once the team has matches.

If the team already has matches, the matches have to be dealt with first — the schedule is built from the series the team was in. Deleting the team's matches, moving it, and then generating matches for it again in the new series is the usual sequence; how to do that is described in Administering series matches and Generating and scheduling matches.

Contact Profixio support to remove a team from a series that has started. Be aware of what that does: the team and its players are removed, while the matches that were already generated against it stay. Points other teams have taken from it are therefore untouched, and the abandoned matches have to be tidied up or given walkover results by hand.

Series that are run through Profixio League have their own team list, where deleting a team asks whether its matches should be deleted as well. That question belongs to that system; it does not appear on the Profixio registration screens.

Three different exports exist, and they answer different questions.

Two things to know:

• Export teams does not contain the answers themselves, only whether the questions are answered. If somebody asks for "the registration answers in Excel", they want Export answers to the questions.
• Export answers to the questions covers at most 50 series in one run and only series that actually have questions and teams. If you exceed that you get a warning that some data is not shown — filter the series list down and run it again.

The export on the older League Registrations list works differently from the rest: it asks for an e-mail address (your own by default), runs in the background and sends the file as an attachment, and tells you Export started / Export ready. It does not download in the browser, so check the address before you start the export.

A registration can carry a fee. The amount comes from the category the team is registered in, and it is stored on the team the moment the registration is saved — so later changes to the category price do not move already-registered teams.

Some federations use a member price: if the club belongs to that federation, the category's member fee is used instead of the ordinary participation fee. Whether this applies is a per-federation setting.

Discounts configured for the series are calculated at the same time, and a team whose fee ends up at zero or already covered is marked as paid straight away. Everything after that — invoices, deadlines, reminders and the ledger — is the economy side of Profixio and is described in Invoicing teams and The team ledger and chasing payments.

Nothing is paid during the registration itself in a series: unlike a tournament registration, there is no payment step in the wizard. Clubs are invoiced afterwards.

The +/- counters in the wizard stop at 20 teams per series or level in one go; register again if a club really needs more.

Work down the list — the cause is almost always one of these.

The club sees no series at all

1. Is the person signed in with a verified e-mail, and registered as an administrator of the club? Only clubs you administer are shown.
2. On League Registrations: does the club user have team-administrator rights? Without them the page shows only the existing registrations and no registration form.
3. Is the right season chosen in the filter?

One particular series is missing

1. Does the series have a registration page at all? A series without one is not offered to clubs — see Setting up a series season.
2. Has the registration window opened, and has it closed? Both ends are checked.
3. Is the series cancelled, deactivated or hidden from the app?
4. Are you looking for a level rather than the series? A level with its own passed deadline disappears while the series stays.
5. Is the category closed or expired?

The team was registered but shows as Not complete

1. Has it got a contact person, and are all questions with * answered? Those are the only two things counted.

A club cannot withdraw or rename its team

1. Withdrawal disappears after the registration deadline and as soon as the team has matches.
2. Renaming may be limited to the category deadline if the federation has restricted name changes.

The company team is not in the register (Norwegian company sports, Norges Bedriftsidrettsforbund)

1. If the company team does not exist yet, the person registering types in a new company team, and the district then has to register it. Players can be added once the company team has been created.

If a club has genuinely missed a category or level deadline, the district or federation can still register the team for them. Once the series' own registration window has closed, nobody can use the registration screens any more, and the team has to be added from the league admin instead.