Roster & participants

Add participants after the team and season exist. Each participant should belong to the right organization, team, and season so payments and fundraising credit do not drift across years.

Use names families recognize, but avoid adding unnecessary personal details. Public fundraising pages should show only approved profile information.

If you import a roster, review it before publishing. Duplicates, misspellings, and old-season participants are easier to correct before donation links are shared.

Coaches and team admins can edit display names and approved photos when the organization allows participant pages. Photos should be appropriate, current, and cleared by the participant's family or guardian when required.

Eligibility status helps the team separate normal participation from records that need review. Use the status intentionally instead of burying eligibility notes in unrelated fields.

• Eligible: The participant is cleared for the roster you are managing.
• Needs review: A coach, admin, or safety manager needs to confirm paperwork, status, or another requirement.
• Ineligible: The participant should not be treated as cleared for this season until the issue is resolved.

Soft-removal hides or deactivates a participant for the current season while keeping records that may be needed for receipts, payments, your books, and later review.

Hard-removal should be rare. It can cause problems if the participant already has donations, credits, receipts, refunds, or family payment activity tied to the season.

In most cases, soft-removal is the safer choice. It protects the public experience without erasing financial evidence the organization may need later.

Guardian invites connect an adult to a participant so they can see their family's payments, receipts, refunds, and account actions. Invite the right guardian email and avoid sharing invite links broadly.

For participants under 13, the team should collect and track the required COPPA acknowledgment before turning on child-linked account features.

Guardian access should never expose another family's balances, payment methods, private notes, or safety records. SeasonKit limits these records by role and relationship.

Review each participant page for name, photo, goal, and public story. Remove details that could expose school schedules, home locations, private family context, medical details, or disciplinary information.

Make sure donor credit and participant designation are easy to understand. Supporters should know whether they are giving to the whole campaign or choosing a participant-designated page.

If a family opts out of public fundraising, keep that participant hidden from public pages and coordinate offline support through private team channels.

Use a simple privacy checklist any time you add, import, or republish roster information. This is especially important for youth sports teams.

• Show only approved participant names and photos on public pages.
• Keep guardian email addresses, phone numbers, and invite status out of public pages.
• Do not place medical, disciplinary, or safety details in general roster notes.
• Review COPPA acknowledgment status before child-linked account features are turned on.
• Use eligibility status for your own internal review instead of public labels.
• Remove public pages promptly when a family opts out or a participant leaves the team.

At the end of a season, archive it before creating the next one. Do not reuse old participant pages as if they belong to the new season.

Carry forward only the records your organization intentionally needs. Financial history should stay available for receipts and reports, while public fundraising pages should reflect the current season.

Invite guardians again when the relationship or season needs a fresh acknowledgment. Do not assume last year's access fits this year's roster.