League guide: from draft workspace to game day
This is the operational path for the people accountable for the program. Complete it in order the first time; after launch, the weekly routine becomes small.
The league's operating loop
- 1
Prepare
Keep schedule, program, batch, offers, roles, and public copy current.
- 2
Award
Coach hands the selected player one physical tag and the matching private slot code after an eligible game.
- 3
Review
Watch claims, failed emails, expiring rewards, media, and privacy requests.
- 4
Improve
Use aggregate reports to tune supply, partner coverage, and the next season.
Complete launch progression
The setup dashboard mirrors this sequence and shows which items are required to go public.
- 1
Choose the program owner
Name the adult who can bind the league, approve staff, and answer privacy or authorization questions.
- 2
Create the league workspace
Use Create a league, verify the contact email, and keep the workspace in draft while it is reviewed.
- 3
Complete authorization
Send the secure authorization link to the authorized officer. Public launch remains locked until approval.
- 4
Invite the team
Add only the people who need access, then assign owner, admin, moderator, or report-viewer responsibilities.
- 5
Set public branding
Upload the league mark, choose accessible colors, add public contact details, and preview on a phone.
- 6
Create the season
Add divisions and teams using the names families will recognize during a claim.
- 7
Import the schedule
Upload games, review every rejected or ambiguous row, and correct dates, opponents, and team mappings.
- 8
Create the recognition program
Define the award name, claim window, eligible game statuses, and number of awards per team per game.
- 9
Recruit sponsors
Share the sponsor link. A commitment records interest; payment and acceptance are completed through the league's stated offline process.
- 10
Recruit reward partners
Share the application link. Review the business, location, offer, restrictions, and attestation before approval.
- 11
Build the reward campaign
Set the redemption period and activate at least one reward option at an approved location.
- 12
Create the tag batch
Record quantity, generate the stable batch QR, download print art and the private coach-code roster, and keep the batch inactive during testing.
- 13
Set privacy and media choices
Publish family contact information, decide whether optional media is accepted, and establish moderation ownership.
- 14
Preview the public journey
Use Public preview to inspect the league home, program, sponsors, partners, highlights, claim, and reward paths.
- 15
Test a full award
Scan a test QR on a real phone, use that slot's current coach code, verify email, select a reward, and confirm the counter steps.
- 16
Activate in order
Resolve required checklist items, obtain platform activation, publish the program, then activate the production batch.
- 17
Run game day
Give the physical tag and matching slot code after the game, then remind the parent to scan promptly. Keep the code roster private and never add family data.
- 18
Close the season
Review reports, retire batches and expired offers, archive old programs, and plan sponsor and partner renewals.
League role matrix
| Role | Best for | Typical access | Guardrail |
|---|---|---|---|
| League owner | Executive owner | All league configuration, members, operations, reports, and lifecycle coordination. | Keep at least one active owner; use separate personal accounts. |
| League admin | Program operator | Seasons, schedule, programs, batches, rewards, claims, redemptions, partners, and settings. | Does not replace the authorized league officer. |
| Moderator | Communications staff | Media review and public highlights, with the minimum family context required. | Consent limits every publication decision. |
| Report viewer | Board or analyst | Aggregate reports and read-only program context. | No claim management or configuration changes. |
Weekly operator checklist
- ✓ Resolve schedule import errors before affected games enter the claim window.
- ✓ Check that active batches still point to the intended active program.
- ✓ Review claims requiring admin attention without copying family details into external notes.
- ✓ Watch reward availability, expirations, location coverage, and partner PIN rotation.
- ✓ Moderate optional media only against the recorded permissions; publish separately.
- ✓ Answer verified privacy requests and document the outcome in the built-in queue.
- ✓ Review aggregate sponsor and partner performance; never export claim emails.
- ✓ Remove departed staff and keep ownership, public contacts, and incident contacts current.