Add locations
FirstAdd every field, gym, or facility your league uses before building your schedule. Game scheduling and the score portal both reference locations set here.
Recommended setup order
Follow these steps in the league admin portal before your season kicks off. Each step feeds into the next.
-
1
Add locations
Recommended firstSeason Config → Locations. Add every field, gym, or facility your league uses. Locations feed into game scheduling, score portals, and registration.
-
2
Create divisions
RecommendedSeason Config → Divisions. Define each bracket your league runs (e.g. U10 Boys, Premier, Division 1). Teams are assigned to divisions; games and standings are scoped to them.
-
3
Create or confirm a season
RequiredSeason Config → Seasons. Create the season with start/end dates and associate it with divisions. Teams, games, standings, and registration all key off the active season.
-
4
Add teams
RequiredTeams tab. Add each team competing in the season and assign them to a division. Teams are the unit games are scheduled between and standings are tracked for.
-
5
Build the schedule
RequiredSchedule tab. Generate or manually create game matchups, assign dates/times and locations, and publish so teams and coaches can see their calendar.
-
6
Run games & enter results
During seasonGames tab and Score Portal. Use the score portal (live scoring via tablet/phone on the sideline) or enter results manually. Results flow directly into standings.
-
7
Review standings & run playoffs
End of seasonUse Standings to track the season table and Playoffs to set up the bracket once regular season finishes. Results from playoff games flow back into the same standings engine.
Locations and divisions exist independently of seasons — you can reuse them year to year. Billing and registration settings live under Settings and should be configured before you open registration to teams or players.
Start here
Each step below expands the roadmap above with what it is, why it matters, and where to do it in the league admin portal.
Create divisions / groups
RecommendedDivisions define the competitive brackets within your league (U10, U12, Premier, etc.). Teams are assigned to divisions; standings and schedules are scoped to them.
Create or confirm a season
RequiredA season gives your league a time-bound container for teams, games, standings, and registration. Without one, most league admin tools have nothing to anchor to.
Add teams
RequiredTeams are the core unit in your league — games are played between them, standings track their record, and players belong to them. Add all competing teams and assign each one to a division.
Build the schedule
RequiredCreate game matchups with dates, times, and locations. Publish so teams and coaches see their calendar on the public league portal. You can generate games in bulk or add them one at a time.
Run games & enter results
During seasonUse the Score Portal for live scoring on the sideline (tablet or phone), or enter results manually via the Games tab after the fact. Results immediately update standings.
Review standings & run playoffs
End of seasonMonitor the standings table throughout the season, then set up the playoff bracket once regular season wraps. Playoff results feed back into the same standings engine.
League admin portal map
Every tab in your league admin portal and what it's for.
Portal (Dashboard)
Overview of recent activity across your league — registration numbers, upcoming games, and quick shortcuts into other tabs.
Tab: PortalTeams
Create and manage every team competing in your league. Assign teams to divisions and seasons; add rosters; manage team details.
Tab: TeamsGames
View and manage individual game records. Enter or edit scores and results; see game status across all divisions.
Tab: GamesSchedule
Build and publish the game schedule. Generate matchups in bulk or add games individually; assign locations and times.
Tab: ScheduleStandings
League standings table updated automatically from game results. Filter by division and season; publicly visible on the league portal.
Tab: StandingsPlayoffs
Set up and manage the playoff bracket. Seed teams from regular-season standings; advance winners through rounds.
Tab: PlayoffsFranchises
Manage club or franchise affiliations for teams in your league when applicable.
Tab: FranchisesAdmins
Grant or remove league admin access for other staff who should help manage this portal.
Tab: AdminsPlayers
View and manage individual player records across teams in your league.
Tab: PlayersRegistrations
Track team and player registration submissions. See payment status, review registrations per season, and manage billing records.
Tab: RegistrationsSeason Config
Sub-tabs: Locations, Divisions, and Seasons. This is where you set up the structural building blocks before teams, games, and schedules.
Tab: Season ConfigSettings
League-wide Branding, Colors, Registration pricing/checkout, Email, Automation, Billing (Stripe), and Score & Stats configuration.
Tab: SettingsFree Agents
Manage unsigned or available players looking for team placement in your league.
Tab: Free AgentsWaivers
Track waiver completions across your league. See who has signed required documents.
Tab: WaiversRevenue
Revenue analytics for your league when enabled. View registration income, fees, and payment summaries.
Tab: RevenueLeague admin task guides
Each guide covers what the feature is, why it matters, when to set it up, and how to do it in the league admin portal.
League settings & branding
What this is
The Settings tab controls your league's identity across all portals — name, logo, colors, registration behavior, billing, and automation. Changes apply league-wide.
Why it matters
Teams, coaches, and players see your league's name and logo on every page. Branding sets first impressions at registration and in game-day communications.
How to do it
- Open Settings → Brand. Update the league name, upload a logo, and add a tagline.
- Open Settings → Colors to match your league's brand palette.
- Review Registration, Email, Automation, and Billing sub-tabs before opening registration.
- Save each section individually as prompted.
What happens next: Configure locations and divisions so the rest of your setup has structure to point to.
Locations
What this is
Locations are the real venues your league uses — fields, gyms, or rinks. They attach to game scheduling and the score portal so everyone knows where to be.
Why it matters
You cannot schedule a game at a location that doesn't exist in the system. Adding locations before building your schedule prevents gaps later.
When to do it
Before creating your schedule — ideally the first thing you do in Season Config.
How to do it
- Open Season Config → Locations.
- Enter each venue name and address. A clear name like "Main Field — North End" helps schedulers pick the right one.
- Save. Locations are now available for game scheduling and score portals.
What happens next: Create divisions so teams have a bracket to live in, then create your season.
Divisions & groups
What this is
Divisions are the competitive brackets inside your league — for example U10 Boys, U12 Girls, Premier Division, Division 1. Each team belongs to a division, and standings and schedules are scoped to it.
Why it matters
Without divisions, you cannot group teams into separate brackets with independent standings. Every game, standing row, and playoff bracket lives inside a division.
How to do it
- Open Season Config → Divisions.
- Select the season this division belongs to, then enter the division name.
- Optionally set age range and gender constraints.
- Save. Repeat for each bracket your league runs.
What happens next: Add teams and assign each to a division, then build the schedule.
Teams & rosters
What this is
Teams are the competing units in your league. Each team belongs to a division, and players are assigned to teams. Games are scheduled between teams, and standings track each team's record.
Why it matters
You cannot create a game without two teams. Standings, player stats, and schedules all reference teams — getting team names and division assignments right early saves significant cleanup later.
How to do it
- Open Teams. Add each team with its name and assign it to the correct season and division.
- Use the roster section to add players to each team (or let players self-register and be assigned later).
- Verify each team appears in the correct division before scheduling games.
What happens next: With teams in place, build the schedule — select which teams play each other, when, and where.
Scheduling games
What this is
The Schedule tab is where you build the game calendar — create matchups between teams, assign dates, times, and locations, and publish the schedule so it appears on the public league portal.
Why it matters
Teams and coaches plan around this calendar. Gaps or errors in the schedule create last-minute confusion. Build and review before the season starts.
How to do it
- Open Schedule. Select the season and division to work in.
- Use the bulk game generator or add games one at a time.
- Assign home/away teams, a date, time, and location for each game.
- Review for conflicts (back-to-back games, same location double-booking) then publish.
- Coaches and players see the schedule on the public-facing league portal immediately.
What happens next: During the season, use the Score Portal or Games tab to enter results as games are played.
Score portal & live scoring
What this is
The Score Portal is a mobile-optimized interface for entering live scores from the sideline (tablet or phone). Results entered here update standings in real time. You can also enter results manually via the Games tab after the fact.
Why it matters
Live scoring keeps standings current so players, coaches, and parents see accurate results immediately after each game — no waiting for manual updates.
How to do it
- For live scoring on the sideline: open the Score Portal link on a tablet or phone at the game. Select the game and enter the score as it progresses. Submit at the end.
- For manual entry after the game: open Games in the league admin portal, find the game, and enter the final score.
- Confirm the standing table updated under Standings.
Score portal settings
Configure score portal behavior (stat tracking, goal scorers, RSVP) under Settings → Score & Stats.
What happens next: Monitor standings throughout the season, then set up the playoff bracket at the end of the regular season.
Standings & stats
What this is
Standings are calculated automatically from game results — wins, losses, ties, goals for/against, and points. They're scoped by division and season, and publicly visible on the league portal.
Why it matters
Standings are the most-viewed part of any league portal. Accurate results = accurate standings. Errors in game scores flow directly to the standings table.
How to do it
- Open Standings. Select the season and division.
- Standings update automatically when game results are entered. No manual calculation needed.
- If a standing looks wrong, verify the game result in Games and correct it — the table will recalculate.
- Stats configuration (points per win, goal differential limits) lives in Settings → Score & Stats.
What happens next: At season end, seed teams from standings into the playoff bracket.
Playoffs & brackets
What this is
The Playoffs tab lets you set up a bracket after regular season. Seed teams from standings, configure rounds, and advance winners. Playoff results appear on the public league portal alongside the bracket visualization.
How to do it
- Open Playoffs. Select the season and division.
- Seed teams — either manually or auto-seeded from regular-season standings.
- Configure the bracket format (single elimination, etc.) and generate matchups.
- Schedule playoff games the same way as regular-season games (date, time, location).
- Enter scores after each playoff game — the bracket advances winners automatically.
What happens next: Finals results and champion are shown on the public standings and bracket pages.
Registration, pricing & billing
What this is
League registration lets teams or players sign up and pay online through the CoachMate registration flow. Pricing is set in Settings → Registration; payment processing requires Stripe Connect configured in Settings → Billing.
Why it matters
If billing is not configured before registration opens, teams cannot complete checkout. Set up Stripe before sharing any registration link.
How to do it
- Open Settings → Registration. Set per-player and team registration fees, and any checkout options your league uses.
- Open Settings → Billing. Complete Stripe Connect to accept card payments. Enable Accept Registration Payments.
- Run a test registration to confirm the flow works before announcing to teams.
- Monitor registrations and payment status in the Registrations tab.
What happens next: Monitor the Registrations tab as teams or players sign up. Use Revenue analytics for payment summaries when available.
Notifications & automation
What this is
Under Settings → Automation, league admins control which automated emails CoachMate sends — registration confirmations, game reminders, RSVP requests, admin notifications, and password resets. Each toggle enables or disables a specific trigger.
Why it matters
Automated emails reduce manual follow-up and keep teams informed. Disabling the wrong toggle means coaches miss game reminders or new registrants don't get confirmations.
How to do it
- Open Settings → Automation.
- Review each toggle — Registration Confirmations, Game Scheduled Emails, Admin Notifications, Game Reminders, Game RSVP, Password Reset Emails.
- Enable the ones that match your league's communication style. Save.
- For email sending to work, confirm your email sender configuration is set under Settings → Email.
What happens next: Automations run in the background throughout the season — review periodically to adjust timing or disable anything that generates unwanted volume.
League admin FAQ
Direct answers to common league admin questions.
Where do I start when setting up a new league?
Add your locations first (Season Config → Locations), then create divisions (Season Config → Divisions), then create the season (Season Config → Seasons). Once that foundation is in place, add teams and build your schedule. See the setup order above.
What's the difference between a division and a season?
A season is the time period your league runs (Spring 2026). A division is a competitive bracket within that season (U10 Boys, Premier). One season can have many divisions. Standings and schedules are scoped to a division inside a season.
Why aren't standings updating after a game?
Standings update automatically when a game result is saved. Check that the score was actually submitted — open Games, find the game, and confirm it shows a result (not a pending status). If the score is there but standings look wrong, verify the team is assigned to the correct division.
How do I move a team to a different division?
Open Teams, find the team, and edit its division assignment. If games have already been played for this team, reassigning it may affect standings — proceed carefully or contact support before moving teams mid-season.
How do I set up live scoring from the sideline?
The Score Portal is a browser link you open on a tablet or phone at the venue. Configure score portal settings (stat tracking, goal scorers, RSVP) under Settings → Score & Stats first. Then open the portal link for the specific game on the day.
How do I accept registration payments?
Go to Settings → Billing. Complete Stripe Connect so card payments can be processed. Then turn on Accept Registration Payments. Set fee amounts in Settings → Registration. Run a test registration before opening publicly. See the billing guide.
When do I set up the playoff bracket?
After regular season games are complete and standings are finalized. Open Playoffs, select your division, seed teams from standings, and generate the bracket. Then schedule playoff games the same way you schedule regular-season games.
My locations aren't showing when I try to schedule a game — why?
Locations must be added in Season Config → Locations before they appear in the game scheduler. If you just added a location, refresh the schedule page and try again.
How do I reschedule a game?
Open Games or Schedule, find the game, and edit the date, time, or location. The updated schedule is reflected on the public portal immediately. Coaches and players will see the new time if they refresh their view.
How do I update my league's logo or colors?
Open Settings → Brand to upload a new logo and update the league name. Open Settings → Colors to adjust the color palette. Save each section. Changes apply across all portals immediately.
How do I give someone else admin access?
Open the Admins tab in the league admin portal. Add the person's email — they'll receive access to the same league admin portal. Remove access from the same tab when no longer needed.
Still need help?
CoachMate support can help league admins with setup, billing, scheduling, and troubleshooting inside the league admin portal.