Team & members

Youth teams: children and parents

Run a school group, youth club or after-school program where the children have no accounts. Staff keep the roster and mark attendance, and parents join with a personal code to answer Coming or Can’t come for their own child.

How a children’s team works

A Children’s team (a team type you choose, see below) is built for schools, youth clubs and after-school programs. The adults running it (coaches, teachers, admins) are the team’s members. The children are attendees: simple roster entries that never log in and need no email address. Parents join separately, each linked to their own child.

Adult teams don’t see any of this. Their players sign up themselves and live on the Team page.

Set up a children’s team

When you create a team, the first step asks Who is this team for? Choose one of two cards, then tap Continue:

• Adult team — players sign up, RSVP for events and so on.
• Children’s team (for schools, youth clubs and after-school programs) — coaches keep the list of children and take attendance. Parents join with a code and answer for their child. Children need no account.

You can change this later. An admin opens Team settings, goes to the General tab, picks Team type and taps Save changes.

Add children to the roster

You need permission to create and edit members (see Roles & permissions).

1. Open the side menu (or the navigation rail on the web) and tap Children. It only appears on children’s teams.
2. Tap the round + button.
3. In the Add child sheet, enter the first and last name. The birth year and a note for staff are optional.
4. Tap Add child. The sheet won’t save without a name, or if the birth year isn’t a plausible four-digit year.

The roster is listed alphabetically by last name. Tap a child to change their details and Save changes, or choose Remove from roster to take them off the list. Removing is reversible on our side: the child disappears from the roster but their record is kept. To download the roster, tap the download icon in the top bar. You get a CSV with first name, last name, birth year and notes, so handle it with care.

What is stored — and what is not

For each child ClubMeister keeps a first and last name, an optional birth year, optional staff notes, and their attendance marks. That’s all. There is no email or phone number for the child, and no photo.

Use notes for practical, factual things, such as pick-up arrangements. The note field reads: Keep notes factual, e.g. pick-up arrangements. Please don’t enter health or medical information.

Who sees notes: every staff role that can open the roster, and the child’s own parents. Other parents never can. Write each note as if a parent will read it.

Invite parents with a parent code

Each child gets a personal parent code, for example PK7M-3WQX-H2TN. A code works once and is valid for 30 days. You need permission to edit members.

1. Right after you add a child, a prompt asks Invite {name}’s parent? Tap Show parent code. (Tap Later to skip it.)
2. Optionally answer For whom? with a label such as “Mum” or “Dad” (up to 40 characters). Only staff see this label. It helps you tell two codes for one child apart.
3. The code appears in large type. Tap Copy code or Copy invite text, or Share where your device has a share sheet (not in the browser).
4. Send it to the parent. The invite text tells them how to enter it in the app.

To invite everyone at once, open Children and use the Invite parents card. Go through the children lists children without a parent or code first, each with Create code or Show code. At any time you can also tap a child and use Parent access to create, copy, share or revoke their codes.

Each roster row shows a small chip: Parent linked, Code shared or No parent yet. A child with two parents needs two codes, so use Create a code for another parent.

Linked parents are listed by name under Parent access. Unlink ends their access to that child. It does not remove them from the team. To do that too, use the Team page (see Members & profiles).

Parents: join with your code

You’ll need the code from your child’s coach or club.

1. On the welcome screen, tap Join an existing team, then I have a code for my child (parent). If you’re already signed in but not on a team, tap I have a parent code instead.
2. Enter the code and tap Continue.
3. Create your account (your name, then Apple, Google or email), or tap I already have an account.
4. The app checks the code and shows a consent screen naming your child and the team (see below).
5. Switch on I am a parent or legal guardian of … and I agree to the above, then tap Agree and continue. You land on My children.

If you already belong to the team as a coach and are also a parent, open My children and tap Enter a parent code. You keep your existing role.

What parents agree to

Before anything is linked, the consent screen says in short points:

• What coaches see: your name and email, and your Coming / Can’t come answers.
• What other parents see: not your email or phone. There is no parent list.
• What is stored about your child: name, optional birth year, attendance and short notes from the coaches. No health data.
• What you can do: see the schedule, attendance and the coaches’ short notes; answer for your child; read posts; message the coaches.
• Coaches can end the link at any time.

The agreement switch starts off, and Agree and continue stays disabled until you turn it on. Nothing is linked if you leave the screen.

What the Parent role can see

Parents join the team with a limited Parent role. It’s there to take part, not to manage anything.

• Only your own child. You never see the roster, other children or their notes, or the other families’ codes.
• No other parents. The member list is hidden (“Only for the team’s staff”). In chats and mentions you see the coaches and yourself, not other parents.
• Read mostly. You can read the calendar, posts and team chat, and you can’t create or edit anything beyond your answers. No payments or fees are shown to you.
• Your contact details are visible to the coaches only.

The team chat is read-only for parents. The composer says Only coaches post here, and a Message a coach button opens a private chat with the team’s staff. Invite-only and cancelled events don’t show up in your child’s schedule.

Admins can see a parent in the team with the Parent role and can change or remove them like any member. See Roles & permissions.

Parents: answer Coming or Can’t come

My children is your home screen. It shows a card per child with the team’s next events.

1. Tap Coming or Can’t come under an event.
2. For Can’t come, a sheet names the event and time (in your device’s time zone) and asks for an optional note of up to 300 characters, such as “running late”. No medical details are needed; a short reason is enough.
3. To add or change a note later, tap Add note or Edit note.
4. To take back an answer, tap it again.

You can also answer from the calendar or Home. Each event tile shows a line per child, such as “Mia: Coming”, or “Mia: ?” if you haven’t answered. Tap it to open Answer for Mia. The event details have the same card.

You can only answer for upcoming events. Once the coaches confirm attendance at the event, your answer is locked and shows as Confirmed by the club. If saving fails, the card returns to what it was and tells you.

Staff: mark and confirm attendance

Staff mark who actually came. You need permission to read members to see attendance and to edit members to mark it.

1. Open an event. On a children’s team its details show an Attendance card. Tap Mark attendance. From the Children list, the Mark attendance row at the top jumps to the next upcoming event.
2. Tap Present or Absent next to each child. Tap the highlighted one again to clear it. Every tap saves immediately.
3. Use Mark all present to tick everyone who is still unmarked. It never overwrites an existing mark.

Parents’ answers arrive already marked, with Parent: <note> or Reported by parent under the name. Tap the status the parent reported to confirm it, or tap the other one to override it. From then on, it’s the club’s mark and the parent can no longer change it. See Events, RSVPs & calendar for creating events.

Delete a child’s data

If a parent asks you to erase their child’s data, an admin can do it. Open the child and tap Delete permanently. The confirmation lists what goes (the roster entry, all attendance marks, the parent links and the parent codes) and asks you to type the child’s full name.