Understanding Team Status and Nominations
Before creating Teams, it's important to understand the relationship between Teams, nominations and Fixtures:
Teams are the basic units that participate in Competitions
Nominations are when a Team is entered into a specific Competition or Grade
Fixtures are the scheduled matches between Teams
Active/Future Fixtures are matches that haven't been completed yet
Creating and Managing Teams
Adding New Teams
Navigate to your Teams page
Filter to the correct Activity
Click Manage Teams, then either Create Teams Without Students or Upload Team Lists
Recommendation: Team Naming Conventions
Stick to simple, clear naming conventions. The only information required in the Team name is: Year Level, Gender and/or Division.
Examples:
Year 8 Girls A
Senior Boys B
Year 10 Mixed A
For co-educational schools, we recommend always including Gender in Team names to avoid confusion when nominating Teams to Competitions.
Do not include:
The Activity name (e.g., avoid "Year 8 Girls Basketball A")
Additional information like coach names or venues
Why this works: Simple names are flexible across multiple Seasons, making your Teams reusable year after year.
Create Teams Without Students (recommended)
Enter Team name
Enter Staff responsible (Optional)
Save your Teams
Info: Core Users can easily add students once Teams are created
Upload Team Lists (Core Users only)
Select Activity
Download the example template and enter your Teams
Upload your prepared Excel or CSV file
Review and Save your Teams
Editing Team Details
You can safely edit most Team information at any time, including:
Team names - Can be changed without affecting Fixtures or nominations
Order of Teams - In the Manage Teams dropdown, you can select the order that your Teams appear in
Non-structural information - Any details that don't affect Competition structure
Add and remove students - Save and empty the student list or drag and drop students
Hiding Teams vs Deleting Teams
Hiding Teams
What it does:
Makes the Team invisible in most views
Preserves all historical data
Team remains in the system but is not displayed
When you can hide Teams:
Teams with no current nominations
Teams with no future Fixtures
Completed/historical Teams you want to archive
Limitations:
Cannot hide Teams with active nominations - You'll receive an error message
Cannot hide Teams with future Fixtures - The system will prevent this action
How to successfully hide Teams:
Make sure the Season and all Fixtures are over
Ask your Association to reopen nominations for the finished Season
Remove the Team you want to hide from the Competition
Navigate to the Teams tab
Find the Team you want to hide
Using the three vertical dots button, select Hide Team
If an error message occurs, follow the instructions given
Info: If you unnominate and hide your Team at the end of a Season, once all Fixtures are over, your past Fixture data will be preserved.
Deleting Teams
What it does:
Permanently removes the Team from the system
WARNING: This action cannot be undone
Removes all associated data
When you can delete Teams:
Teams with no nominations (past or present)
Teams with no Fixtures (past or present)
Teams created by mistake that haven't been used
Important Limitations:
Cannot delete Teams with any nominations - Even historical ones
Cannot delete Teams with any Fixtures - Past or future
Cannot delete Teams with results recorded - Historical data is preserved
Working with Nominated Teams
What Are Nominated Teams?
A Team becomes "nominated" when it's entered into a Competition. Once nominated, the Team becomes part of the Competition structure and is subject to restrictions to maintain data integrity.
Restrictions on Nominated Teams
Cannot Change Activity Type
If your Team is nominated in a Competition, you cannot:
Change the Team's sport/Activity
Move the Team to an Activity with a different Activity type
Modify the Activity type of the sport the Team plays
Why: This would break the Competition structure and make Fixtures invalid.
Solution: Wait until the Competition has ended, then make the change.
Cannot Unnominate Teams with Fixtures
You cannot remove a Team's nomination if:
The Team has any future Fixtures scheduled
Fixtures exist that haven't been completed
Why: This would orphan the Fixtures and disrupt the Competition.
Solution: Complete all future Fixtures first, then unnominate the Team.
Cannot Hide/Delete Nominated Teams
As covered above, Teams with active nominations cannot be hidden or deleted.
Best Practices for Team Management
Before Making Changes
Check for Fixtures - Review if the Team has any upcoming Fixtures
Review nominations - Confirm which Competitions the Team is entered in
Consider impact - Think about how changes affect other Teams and Competitions
Safe Changes You Can Always Make
Rename Teams
Add or remove students
Modify non-structural details
Changes Requiring Caution
Hiding Teams (check nominations first)
Deleting Teams (ensure no historical data)
Changing Activity Type (check nominations and Fixtures)
Recommended Workflow for Major Changes
Plan ahead - Make changes before nominating Teams when possible
Complete Competitions first - Finish ongoing Competitions before restructuring
Archive properly - Use hiding instead of deleting for historical preservation
Planning for Long-Term Team Management
Important: Clipboard Teams are designed to be used year after year, providing consistency and preserving valuable historical data. With proper planning, there should be minimal need to delete or hide Teams.
Consider the following when setting up your Teams:
Use consistent naming conventions that will work across multiple Seasons
Think long-term - Will this Team structure work for future years?
Plan for growth - Consider how your Team structure might evolve
Preserve history - Keeping Teams active maintains valuable participation records
Benefits of maintaining consistent Teams:
Historical data remains accessible
Student participation history is preserved
Less administrative overhead each Season
Easier comparison of performance across years
Streamlined nomination process for recurring Competitions
If you plan your Team structure thoughtfully from the beginning, you can avoid most of the restrictions and complications that arise from needing to modify or remove Teams mid-season.
Common Error Messages and Solutions
"Cannot hide team - active nominations exist"
Cause: The Team is currently nominated in one or more Competitions.
Solution:
Navigate to the Team's nominations (must be opened by the Association)
Remove all active nominations (if Fixtures allow)
Try hiding the Team again
"Cannot delete team - team has fixtures"
Cause: The Team has Fixtures (past or future) that would be orphaned.
Solution:
If you need to clean up: Hide the Team instead of deleting
If Fixtures are errors: Delete the Fixtures first, then the Team
For historical Teams: Keep them for record-keeping
"Cannot change activity - team has nominations"
Cause: Changing the Activity would invalidate existing Competition entries.
Solution:
Complete or remove the Team from current Competitions
Make the Activity change
Re-nominate in appropriate Competitions if needed
"Cannot unnominate - team has future fixtures"
Cause: The Team has scheduled matches that would be disrupted.
Solution:
Complete all scheduled Fixtures first, OR
Delete the future Fixtures (if appropriate), OR
Wait until the Season/Competition concludes
When to Contact Support
Contact support if you encounter:
Error messages not covered in this guide
Data inconsistencies (Teams showing as nominated but no visible nominations)
Fixtures that appear "orphaned" or disconnected from Teams
Situations where the system prevents necessary changes without a clear explanation
Remember: The system's restrictions are designed to protect your Competition data and ensure Fixtures remain properly connected to Teams. While these limitations might feel restrictive, they maintain the integrity of your sporting Competitions and preserve valuable historical records.