Getting started as a league Admin

To start using ScoutSheet, sign in, ask for a league at Start a league, and wait for the operator to approve it. Approval makes you the league's first Admin. From there you invite the rest of your board and your check-in volunteers, check the league's settings, and create your first tryout. Evaluators don't need an invite: they join each tryout with its access key.

Who can do what

How do I request a league?

1. Sign in (or create an account), then open Start a league.
2. Fill in League name, Time zone (for example America/Los_Angeles; Eval Group and session times show in this zone) and Age cutoff (MM-DD). For Little League baseball the cutoff is 08-31.
3. Optionally add a Note to the operator, such as your role in the league, roughly how many players try out and when your tryouts are.
4. Tick the box to accept the data processing agreement on behalf of the league, then press Send request.

You need a verified email address on your account: the new league's Admin invitation is made out to it. You can have one request waiting at a time.

ScoutSheet sends no email about requests. Come back to the same page to see the decision:

• Waiting: the request is still with the operator.
• Approved: you are the league's Admin, and a button with the league's name takes you to it.
• Declined: the operator's reason is shown.

The Admin invitation from an approval lasts 14 days and applies the next time you open ScoutSheet signed in with that email address. If it lapses, ask the operator to invite you again.

Finding your way around

After you sign in, ScoutSheet's home page lists your leagues and their tryouts, with the buttons each of your roles allows. It never shows an access key.

The league's home page (Admins only) links to Users, Players, Import history, Scoring forms, Audit log and Settings, and lists the league's tryouts with New tryout. If you belong to more than one league, Switch league in the league header moves between them.

How do I invite my board and check-in volunteers?

Open Users from the league's home page.

1. Under Invite someone, enter the person's email address and choose a role: Check-in or Admin.
2. Press Send invite.

If no ScoutSheet account uses that address yet, the sign-in service emails an invitation. If the person already has an account, they get the role the next time they open ScoutSheet. The role is tied to the exact email address, so they must sign in with that address. Invites expire after 14 days; an expired one can be sent again, and a pending one can be revoked.

Under Members you can tick or untick Admin and Check-in for each person, or remove their staff roles. The league's last Admin can't be removed or demoted: make someone else Admin first.

League settings

Open Settings from the league's home page. Only the league's Admins can change it.

• League name, time zone and age cutoff. A new cutoff applies to players checked in or placed from then on. League ages already on player tags don't change.
• Eval Group signup email. The reply-to address for signup emails to parents. Replies go to it, so use one your league reads. Signup invites can't be sent until it is set. See Eval Group signups.
• Data retention. How long after a season closes its tryout photos (default 60 days) and its scores and notes (default 12 months) are kept, and a legal hold. See Closing tryouts and seasons.
• Seasons. Each season, its status and, once closed, when its photos and scores are deleted.

Seasons

A season groups a year's tryouts. There is no separate "new season" page: you create a season when you create its first tryout, by choosing New season… in the Season list and giving it a name and year. Later tryouts can pick it from the list.

When a season's tryouts are done, close the season from Settings. Closing is final; see Closing tryouts and seasons.

Scoring forms

A scoring form is the list of criteria evaluators score. Each league starts with a default form, and you manage forms under Scoring forms. A tryout uses one form, picked when it is created.

Each criterion has a Kind:

• Rating (tap a score), for example 1 to 5.
• Measurement (enter a number), such as a time in seconds, with Lower is better where it applies.
• Choice (tap a labeled option), with options listed lowest value first.

Each criterion also has a Weight. Weights are independent percentages, and a weight of 0 records a criterion without counting it in the rankings.

Once a form has scores, or an evaluator has joined a tryout that uses it, its criteria are locked. You can't add or remove criteria or change a criterion's kind, scale or options. Names, descriptions, weights and order can still change. To change the rest, Clone the form and use the copy for a new tryout.

Next steps

1. Create your first tryout and set up its divisions and Eval Groups: Setting up a tryout.
2. Bring in your players: Importing players from a registration CSV.

Related

• Setting up a tryout
• Closing tryouts and seasons, and retention
• The check-in desk
• Privacy policy