For Admins

Registration forms are the backbone of your season setup. Team Scout provides a flexible form builder that handles fees, documents, waivers, and custom fields:

1. Choose a template. Start from a pre-built template (Season registration, Camp / clinic, Tryout, etc.) or create a blank form.
2. Set fees. Define the registration fee, early-bird pricing, sibling discounts, and any additional costs (equipment deposit, uniform fee).
3. Configure payment plans. Enable installment payments and set the number of installments and the payment schedule. Early-bird pricing, if you want it, is set with your fees.
4. Define eligibility. Optionally require that a family has already registered on another of your forms before they can open this one.
5. Add waivers. Upload or type your liability waivers and participation agreements. Parents will digitally sign during registration.
6. Add custom fields. Need to collect jersey size, transportation preference, or dietary restrictions? Add custom fields for anything specific to your program.
7. Publish. When you are ready, publish the form. You will get a shareable link to send to parents via text, email, or the Team Scout feed.

You can edit a published form at any time. Changes apply to new registrations but do not affect already-submitted entries.

Run by a member

Give one member of your organization charge of one registration without making them an admin: a teacher's field trip, a coach's banquet, a parent's fundraiser. They see that registration's entries and payments, and nothing else in your admin workspace. There are two ways in, both on the Create registration page:

• Field trips they create themselves. On Registrations, Settings, under Run by a member, find the member by name and press Add. They create the field trip, set the price, publish it to your website or share a private link, and see who signed up and who has paid.
• A registration you build. Open the registration, choose its Settings tab, and under Run by a member press Add a member. They approve entries, send pay links and record cash or checks. Prices and settings stay with your admins.

The person needs to be a member of your organization first.

As registrations come in, you have full control over the review and approval process:

• Review entries. Each registration shows the participant's details, medical info, uploaded documents, waiver signatures, and payment status in one view.
• Approve or reject. Approve entries that are complete. Reject entries with a note explaining what needs to be corrected.
• Waitlist management. If your program is full, place entries on a waitlist. When a spot opens up, promote the next person in line with one tap.
• Document tracking. See which documents have been uploaded and which are still missing. Send reminders to parents with incomplete documents.
• Bulk actions. Approve multiple entries at once, send batch reminders, or export your roster.

Parents receive notifications when their registration status changes, so they always know where they stand.

The financial dashboard gives you a real-time view of your organization's finances:

• Total collected — How much money has been received across all registrations and payment plans.
• Outstanding balance — The total amount still owed by families on installment plans.
• Installment status — A breakdown of on-time, upcoming, and past-due payments.
• Past-due accounts — A list of families with overdue payments, including the amount owed and days past due.

You can export financial reports as CSV files for your bookkeeper or board meetings. The export includes all payment details, dates, and family information.

Announcements are the most effective way to communicate important information to your entire team:

1. Create a post. Go to your group feed and tap the compose button. Write your announcement and optionally attach photos, files, or links.
2. Mark as announcement. Toggle the Announcement switch to ensure all members receive a push notification, regardless of their notification settings.
3. Publish. Your announcement appears at the top of the feed and triggers notifications to all group members.
4. Track engagement. See how many members have read your announcement. Follow up with those who have not.

Use announcements for practice schedule changes, weather cancellations, registration deadlines, and other time-sensitive information. For day-to-day updates, regular posts work great.

Team Scout eliminates the spreadsheet chaos of volunteer management:

1. Create volunteer sessions. Use templates (Game Day, Concession Stand, Field Setup) or create custom sessions. Set dates, times, locations, and how many volunteers are needed.
2. Import a duty sheet. Already have a spreadsheet of who works the gate, the clock, or the book at each game? In Volunteers, choose Import assignments. Paste the rows from Excel or Google Sheets, or upload a CSV, with the columns date, event or opponent, duty, name, and mobile or email. Team Scout matches each row to a game on that date and to a member by mobile, then email, then name. You confirm any close match and pick a game or a person for rows it could not place. Then each person is assigned and notified, the same as assigning them one at a time, and the duty shows on their schedule in the app.
3. Assign credit requirements (optional). Set the number of credits each family must earn per season. Define the credit value for each type of shift.
4. Track progress. View a dashboard showing each family's credits earned vs. required. Identify families that are falling behind and send reminders.
5. Manage swaps. Review pending swap requests and step in if shifts are going unfilled.
6. End-of-season reporting. Generate reports showing volunteer participation, buyout fees collected, and families that did not meet requirements.

Equipment checkout tracks what gear has been issued to each player:

1. Set up equipment items. Define the equipment your program issues: helmet, shoulder pads, jersey, pants, practice jersey, etc.
2. Check out to players. During registration day or equipment distribution, select a player and mark which items they received. Add serial numbers or sizes if needed.
3. Track inventory. See a real-time view of what is checked out, what is available, and what is missing.
4. Manage returns. At the end of the season, check items back in as they are returned. Flag missing or damaged equipment.

Equipment checkout is tracked alongside each registration entry, giving you a clean checklist for registration day. Many teams wait to mark a player cleared until their equipment is issued.

Stripe Connect allows your organization to receive registration payments directly into your bank account. Team Scout handles the payment processing, and funds are deposited to you automatically.

1. Start the connection. Go to your organization settings and tap Connect with Stripe. Stripe's secure onboarding flow opens in a new tab.
2. Provide business details. Stripe will ask for your organization's name, EIN (or personal SSN for sole proprietors), and bank account information for deposits.
3. Verify identity. Stripe requires identity verification for the account representative. This is a legal requirement for payment processing.
4. Start accepting payments. Once verified (usually within minutes), payments from registrations flow directly to your Stripe account.
5. Know when money reaches your bank. A new organization is paid out automatically each day for money that is at least 14 days old. Each open registration form also keeps back a reserve (the largest of 20% of what it has collected, five times its highest fee, or $500), which is paid out 60 days after the form closes. Organizations with a payment history can be moved to Stripe's standard schedule, typically 2 business days.

Paid registration waits for your account. A registration form that charges money publishes once your Stripe account is active, so every family's payment goes straight to your organization. Until then, Publish shows “Connect your bank account in Settings, Payments, then publish.” Free forms publish any time, and Settings, Payments shows where your account stands.

You can view all transaction details in your Stripe dashboard at any time.

Three fees touch a payment, and they stay three separate lines on your statement because they come out of three different pockets.

Card processing. What the card networks and Stripe charge to accept the payment. When a parent covers the fee, they pay it and your organization receives the full amount. When a parent declines, your organization covers it.

Stripe account costs. Stripe charges your organization for the account itself, not just for each payment — volume fees, a monthly account fee, a fee for each payout, and $1.50 each time a family links a bank account. Those are your organization's costs. Team Scout holds back 0.4% of each payment to cover them, so the bills arrive already paid. If a month's bills ever come to more than was held back, only the difference is taken from a later payout.

Team Scout’s fee. Your plan’s percentage of the payments you collect and record through Team Scout, by card, bank, cash or check. Fundraising is 0%. It is set on your billing page and shown on your statement as its own line.

You choose who carries the card processing fee and the Team Scout fee under Settings, then Payments. Look for “Who pays the fees”.

Payments can fail for ordinary reasons — a card decline, an expired card, or a bank account with insufficient funds. How quickly you find out depends on the method:

• Cards are approved or declined instantly, so a failed card is caught right at checkout.
• Bank (ACH) payments settle over a few business days, so a bank payment can be accepted at checkout and then come back as failed days later (for example, insufficient funds at the time the bank actually moves the money).

When a first payment fails, Team Scout handles the first contact for you automatically:

1. The family is emailed a secure payment link. It lets them add a new card or bank account and pay the amount that didn't go through — no login required, about two minutes. Once it clears, their installment schedule resumes automatically.
2. You're alerted. The registration shows “Failed — insufficient funds” with the date the follow-up email was sent, and an alert is created for your organization.
3. You can resend the link anytime. Open the family's registration entry and use Send / Resend payment link to send it again whenever you need to.

Team Scout never adds a fee for fixing a failed payment. The goal is a working payment method. A late fee applies only if your organization turns one on under Financials, Overdue Payment Rules, and then only after the grace period you set.

Some families prefer to pay by check. Team Scout supports this: the money is handled directly by your organization, not processed through Stripe.

1. Turn it on in Settings, Payments, under Check payments. Enter who checks are payable to, where families mail or bring them, and how many days after registering a check is due. It is off until you turn it on.
2. At checkout the family picks Check. They see your instructions, the amount and the due date, and their registration is submitted right away with nothing charged. A check covers the whole amount: payment plans and fundraising credit are paid by card or bank account.
3. Until the check arrives the entry shows Check expected with the amount, the family's payments page shows the balance with your instructions, and payment reminders repeat your instructions instead of a payment link. The player is not on the roster yet.
4. Record the payment. Open the family's registration entry and use Record a payment: enter the amount, date and check number. The entry is marked paid, the player joins the roster and groups, and the family receives a receipt.

“Check expected” and “Awaiting cash” are normal: they do not mean a payment failed. A form built with the older form type keeps its own Cash or Check choice in its Payment methods section.

Program book ads work differently: a business that pays by check or cash never goes through checkout, so you record the whole ad from the campaign's Advertisers tab — method, amount, check number, and the player who sold it. See Record an ad paid by check or cash.

Refund policies are set by your organization — Team Scout processes the refund you decide on. Anyone on your admin team who holds the Money & Financials permission can issue a refund, full or partial, on the web or on the phone, and can turn a paid line into a credit on the web. There is no dollar limit and no second approval: the owner decides who holds that permission, and that is the control.

The one limit is the purchase itself. Refunds and credits together can never exceed what the family actually paid for that thing, so a payment that has already had part of it turned into credit shows a smaller refundable amount.

1. Open the registration entry (or find the payment in your Financials).
2. Choose Refund. The amount defaults to what is actually refundable — what the family paid, minus anything already refunded and anything already given back as credit. You can refund the full amount or a partial amount.
3. Confirm. The refund goes back to the family's original payment method and typically lands in 5–10 business days.

To keep the money instead of returning it to a card, use Issue credit on the paid line. A credit always comes from something the family already paid — pick the payment or the line it comes from, and the amount is capped there.

Cash and check payments are refunded by your organization directly, since those funds never went through Stripe — update the entry to reflect what you returned.

Every deposit Stripe makes to your bank can be entered in QuickBooks Online as one balanced journal entry. Team Scout lays each deposit out for you; your bookkeeper downloads the file and keys it in. Anyone on your admin team with the Money & Financials permission can download it.

1. Open the month. In Financials, open Payouts & Statements. Under Reports for your bookkeeper, each month shows what reached your bank, the cash and checks recorded and the refunds, then that month's files.
2. Download Journal lines. Each deposit is laid out as debits and credits, one row per account line: income by category at the price you charged, each refund against the income it reversed, the card processing cost, anything held back from the deposit (named for what it was) and the bank deposit itself. Debits equal credits on every deposit. Cash and check payments follow as their own entries.
3. Choose your accounts once. The Suggested account column names a standard account for each line. Pick the matching account in your own QuickBooks chart the first time and use the same one every month after.
4. Enter each deposit. In QuickBooks Online, create a journal entry dated on the deposit's date in the file, with the file's lines. The entry debits your bank account for exactly what arrived, so when the deposit shows in your bank feed, QuickBooks offers the entry as the match.

The other files cover the same money cut other ways. Deposits by month ties each Stripe deposit to your bank statement line by line. Money by category shows what Stripe paid by category, with each step from income to the deposit total, then the cash and checks you deposited. Cash and checks lists every cash and check payment by day, so it ties to your own teller deposits. Print or save as PDF gives you the month as one printable page.

For one row per payment instead, with gross, fees and net in their own columns, use Bookkeeping export on the Transactions page. It imports into QuickBooks Online, Xero and Wave.