Eval Group signups and emails

Before tryouts, a league Admin can let each family pick the Eval Group that fits their schedule. You set a signup deadline and a reply-to address, then press Send invites: each family gets one email with a private link per child. Families need no account. ScoutSheet only emails when an Admin presses a send button, never on a schedule.

Who can do what

Before you send

1. Set up the tryout's divisions and Eval Groups (Setting up a tryout), with a capacity on each group if space is limited.
2. Import players with their parent email (Importing players).
3. In league Settings, under Eval Group signup email, set the reply-to address. Emails come from "League name via ScoutSheet", and parents' replies go to this address.
4. Open the tryout's Eval Group signups page (from the Setup page) and set the Signup deadline, in the league's time zone.

Invites can't be sent until both the deadline and the reply-to address are set.

Sending invites and reminders

Under Send, choose the whole tryout or one division, then:

• Send invites emails every player who has no Eval Group, isn't checked in and hasn't been invited yet.
• Send reminders emails invited players who still have no group. Each reminder gives a new link and the earlier one stops working.

Each address gets one email: siblings at the same address are listed together, and a child with two parent addresses is in both emails. The page reports how many were sent, unconfirmed, failed or skipped (for example, no email on file). If a send is interrupted, press it again: it emails only the families not yet reached.

What's in the email

• The league's name, and each child's first name and division with that child's private link.
• The deadline, and that the choice can change from the same link until then.
• A note that the link is private to the child and shouldn't be shared, and that replies reach the league.

Emails never contain a last name, birth date, photo, score or note. Each time a family picks or switches a group, ScoutSheet sends a confirmation to the child's parent addresses naming the group, its time and its location.

What the family sees

The link opens a page showing the child's first name, the division and its Eval Groups by day, each with its time, location and whether it is Open or Full. Group sizes aren't shown. See Your Eval Group signup link for the family's side; you can send that page to parents.

Tracking and moving players

The players list shows each child's status: No email, Not invited, Invited, Signed up or Checked in. A player placed by import or by an Admin also counts as signed up.

• Move puts a child in another Eval Group or division. ScoutSheet warns when the child's age or gender doesn't fit the division, and when the group is full; you can go over capacity with Move anyway. Admins can move a child until they are checked in, even after the deadline.
• Send a new link is for a link that was forwarded or shared: once the new email goes out, the old link stops working. The child's Eval Group doesn't change.

After the deadline

Families can no longer choose; their link shows the child's current group. Invites and reminders can't be sent, but you can still move players and send a family a new link. Links stop working 30 days after the deadline, and only the newest link sent for a child works.

Moving the deadline later also extends existing links. Moving it earlier, or clearing it, never shortens them.

Placement and numbers

Signing up only places a child in an Eval Group. It gives no number and no league age; the check-in desk does both on the day, and evaluators see the child from then on.

Not built yet

ScoutSheet doesn't record bounced or unsubscribed addresses yet; that is planned. Until then the page shows only whether a send was accepted, and a family who didn't get the email can ask the league to resend.

Related

• Your Eval Group signup link
• Setting up a tryout
• The check-in desk
• Privacy policy