1. Use your own email address and enter a password that meets the requirements shown. Enter the same password again in the confirmation field.
2. Complete the bot-protection check when it appears, then choose Create account. Use an email inbox you can open now.
3. If you already have an account, sign in instead. If a club invited you, open its invitation link and use the invited email rather than creating a second organization.

What happens nextThe app asks you to verify your email before continuing.

An organization account is for staff who run tryouts. Parents should use the participant-account path.

1. Open the TryoutFlow verification email in the inbox you used to register. Check junk or spam if it is missing.
2. Follow the verification link, then sign in using the same email and password.
3. For a missing or expired email, choose Need a new verification link? on Sign in and request another. Use the newest message.

What happens nextYou can continue to organization setup, or return to an existing workspace.

The screenshot shows the in-app verification/resend screen. Your email application will look different.

1. Enter the organization name your coaches and families will recognize.
2. Choose a unique TryoutFlow workspace address using the format shown. This is your internal workspace address; it does not replace your club website.
3. Check the timezone carefully, then submit the organization setup form. Session dates and times depend on this setting.

What happens nextYour organization dashboard opens and you become its first owner.

Invited staff join the existing organization; they do not need to create a new club.

1. Use Tryouts for event setup, Athletes for individual records, and Evaluators for your evaluation team.
2. Use the operations checklist and the recent-tryout links to return to the next unfinished task.
3. Open a tryout to find its Prepare, Run event, Make decisions and Communicate sections. On a phone, use the navigation menu or section selector.

What happens nextYou know where the organization tools and individual tryout tools live.

The screenshots show an owner account. Directors, evaluators and check-in staff see only the tools permitted by their assignments.

1. Review the timezone and the singular/plural words used for athletes.
2. Choose or type the sports and quick tags you commonly use, then select Save settings.
3. Under Organization logo, choose a square PNG, JPEG or WebP within the displayed size limit and select Upload logo. Check the saved preview.

What happens nextYour workspace defaults are saved and your logo appears on supported organization surfaces.

Shared program defaults and custom branding require Organization access. Manage them in the parent workspace; teams inherit them and retain their own timezone.

1. Enter the staff member’s email and choose Member or Administrator. Give each person only the organization access they need.
2. Choose Create invitation and share the generated invitation link directly with that person.
3. Have the person open the link and accept using the invited account. Check the invitation history and membership status afterward.
4. Assign event-specific evaluator access in the tryout’s Staff screen; organization membership alone does not assign scoring work.

What happens nextYour staff join the same workspace, and you can see whether invitations are still pending.

1. Sign in as the organization owner or administrator. In Switch workspace, choose the entry marked Organization.
2. Open Team workspaces. Review each team’s tryouts, athlete records, coaches and completed evaluations.
3. Use Open workspace, Manage coaches or View reports on the team you need. Check the team name before working with its records.

What happens nextYou have one directory for all teams covered by the Organization plan.

Team workspaces require Organization access. Pro, the 7-day Pro trial and Single Tryout do not include them. Directory totals count records in team workspaces; parent-workspace records are separate and an athlete in two teams counts in each team.

1. Enter the team name, such as U18 Falcons.
2. Review the generated workspace address. Use lowercase letters, numbers and hyphens, and choose a unique address if you customize it.
3. Choose Create team workspace. Wait for the new team’s Home screen to open.

What happens nextThe new team has its own workspace and inherits the organization’s plan.

A team workspace is different from a roster team inside a tryout. Create it here to separate coaches and event data. Do not create a second standalone organization or start a second subscription.

1. Use Switch workspace to select the team you want to manage.
2. Confirm the selected team and Part of organization label before creating a tryout, adding athletes or opening reports.
3. Follow Build & publish a tryout below while inside this team. Repeat in the next team’s workspace as needed.
4. Select the Organization entry to return to shared settings or the team directory.

What happens nextNew records belong to the selected team, while existing records remain in their original workspace.

Switching workspaces does not move or copy athletes, registrations or results. The selector lists only workspaces your account can access.

1. Check the team name at the top of Members & permissions.
2. Enter the coach’s email. Choose Administrator for someone who manages this team, or Member for staff who will receive event-specific duties.
3. Choose Create invitation and privately share the generated link with the intended person. Have them accept using the invited email.
4. Confirm the invitation is accepted. Add evaluator or other event assignments separately in that team’s tryout.

What happens nextThe coach joins this team without receiving access to sibling teams.

Invite at the team level for team-only access. Owners and administrators invited to the parent organization inherit access to every team. Entries marked Managed by organization must be managed in the parent workspace.

1. Have the coach sign in with their own account and open the invited team.
2. Check the team name and Switch workspace choices. A coach invited to one team should only see that team.
3. If the coach also works with another team, invite them into that team separately.
4. To remove team access, open that team’s Members page, change Access to Disabled and save. Remove event assignments when duties change.

What happens nextEach coach works only in the teams and event scopes assigned to them.

This screenshot uses a real team-only demo coach account. It does not show the organization owner’s broader permissions.

1. Switch to the parent Organization workspace and open Settings.
2. Review athlete terminology, sport defaults and quick tags. Save the settings you want teams to share.
3. Use Organization logo to upload or replace the club logo when your role permits it.
4. Return to a team workspace and check the inherited settings.

What happens nextTeams share the parent organization’s branding and program defaults.

1. Read the shared-settings notice to confirm which organization manages the defaults.
2. Keep terminology, sports, tags and branding changes in the parent organization.
3. Review the team timezone separately and save a correction if needed. Check the timezone when scheduling that team’s sessions.

What happens nextThe team keeps consistent organization defaults while using its own timezone.

1. Open Billing inside a team. Confirm that the page says Covered by your organization.
2. Organization managers can follow Open organization billing. Team-only coaches should contact the organization owner for billing changes.
3. Do not start a separate team subscription or trial; the parent Organization plan provides team access.
4. If Organization access expires or changes, ask the owner to review billing. Existing team records are retained, but plan-dependent tools may be unavailable.

What happens nextOne organization billing account covers its team workspaces.

Paid checkout is currently marked coming soon. The screenshots demonstrate already provisioned demo Organization access, not a completed live payment.

1. Review the one-time US$34.99 price and the features shown for Single Tryout Pro.
2. Use this plan for one event. For repeat events, compare Pro; for separate team workspaces, compare Organization.
3. When checkout is available, select the intended tryout in Billing before purchasing. Confirm that access has been granted to that event before publishing.

What happens nextYou know which event the license covers and when its editing access ends.

Live paid checkout is currently coming soon. These screenshots use a provisioned local demo license; they do not show a completed payment. The 7-day no-card trial belongs to Pro. Single Tryout excludes organization-wide scouting and historical scorecards.

1. Create the event in the intended workspace and select the correct cycle or season.
2. Review its name, sport, timezone and registration opening and closing times. Correct mistakes while it is still a draft.
3. Complete the divisions, registration form, waiver and rubrics using Build & publish a tryout below.
4. Check that the Single Tryout notice appears for this licensed event.

What happens nextThe draft describes the one event you intend to run.

Publishing freezes the event identity, divisions, positions, registration dates and session schedule. Make any rescheduling or identity corrections before publishing.

1. Enter every session, division, location and start/end time before publishing.
2. Keep the span from the first session’s start to the last session’s end within 14 days.
3. Set registration to close no later than the last session. Check every session time in the event timezone.
4. Allow time to finish scores, selections and messages: editing closes 7 days after the last session.

What happens nextThe schedule meets the Single Tryout limits and has a fixed closing deadline.

Leaving an event in progress does not extend the deadline. Additional or rescheduled sessions cannot be added after publication to reuse the purchase.

1. Resolve every setup blocker and double-check the name, season, divisions, registration window and all session dates.
2. Read the Single Tryout notice. Confirm that these are the event details you want to lock.
3. Type the exact event name when requested and choose Publish tryout.
4. Open the overview and confirm that the fixed-event notice and editing deadline are shown.

What happens nextThe event is published and its identity and schedule are permanently attached to this license.

1. Check the editing deadline shown in the Single Tryout notice; the notice displays its time in UTC.
2. Use the event’s registration, check-in, evaluation, ranking and roster tools for this tryout.
3. Finish scores, roster decisions, any needed roster revisions, fees and new messages before locking or before the deadline.
4. Finalizing an individual roster is separate from completing the whole tryout. Review all divisions, finish communications and collect any pending portal-offer responses you need before locking.

What happens nextThe event’s operational work is finished before its editing window closes.

The published event’s name, season and schedule cannot be changed. If the event details are wrong, contact support; there is no self-service reopening or rescheduling that transfers the license.

1. Review all scores, selections, roster revisions and messages. Make any permitted corrections now.
2. Read the permanent-lock warning and check the acknowledgement that the work is finished and cannot be undone.
3. Choose Complete & lock tryout.
4. Wait for the locked overview to appear before leaving the page.

What happens nextAll further event editing stops immediately.

Only an authorized manager can complete the tryout. If you do not complete it manually, editing still locks automatically 7 days after the last scheduled session.

1. Look for Tryout locked · results preserved.
2. Use View results & exports to return to the retained evidence.
3. Do not try to change dates, reset the status, delete sessions or buy the same event again to reopen it. These requests are blocked by the server.

What happens nextThe original event stays preserved and cannot become a new event under the same purchase.

New registrations, score changes, roster changes and new messages are blocked. Messages already queued may finish delivery, and staff access can still be revoked. Upgrading the plan does not reopen this completed event.

1. Confirm the event name and review its athlete, evaluation and finalized-roster totals.
2. Choose Download athletes CSV, Download evaluations CSV or the available finalized-roster download.
3. Keep each export private and share it only with the intended people. Other staff can only read results allowed by their role.

What happens nextYou keep access to the licensed event’s retained results after editing has ended.

The illustrated report uses a completed example with saved athletes and scores. Exporting does not unlock or alter the event.

1. Create a new draft with its own name, season and dates; leave the completed event intact.
2. Arrange a new Single Tryout purchase for the new event when checkout is available, or use an active Pro or Organization subscription.
3. If your plan offers Duplicate tryout, use it only as a setup shortcut and review the new draft. It does not copy the one-time license.
4. Confirm the new event’s access before publishing.

What happens nextThe next event has its own identity and authorization; the previous event remains read-only.

1. Enter a clear tryout name and its sport.
2. Choose an existing cycle/season, or choose Create a new cycle and enter its name. Use one of these options.
3. Confirm the timezone and set the registration opening and closing dates. These control registration availability, not the actual session times.
4. Choose Create draft. You will enter the guided setup.

What happens nextA draft tryout exists and opens at Basics.

1. Review the saved name, sport and timezone. Correct mistakes before continuing.
2. Set when families may start registering and the closing deadline. The closing time must follow the opening time.
3. Choose Save and continue. Use the setup-step links whenever you need to revisit a saved stage.

What happens nextBasics is marked complete and the Divisions stage opens.

1. Enter the division name, such as U15, a competition level, or another grouping your club uses.
2. Add an optional description and age limits when appropriate for the event.
3. Use Save and add another for more divisions. When finished, use Save and continue.
4. To change an existing division, select it in Division to edit instead of creating a duplicate.

What happens nextThe event has the divisions needed for registration and session assignment.

1. Choose the division and enter a session name that families and evaluators will recognize.
2. Enter its start and end times in the timezone displayed. Add the location and capacity if you use a limit.
3. Add an optional group and position where needed. Leave optional fields blank if they do not apply.
4. Save the session. Return to Sessions and choose Add a new session to create additional sessions, then continue.

What happens nextThe actual event schedule is saved separately from the registration window.

1. Name the form. Optionally enter the email that should receive new-registration notices; leave it blank to disable those notices.
2. Select each question to edit its wording, help text, visibility and requirement. Essential built-in questions have their own constraints.
3. Use Add field for extra questions. Choose a suitable field type and add dropdown choices when needed.
4. Use the drag grips or arrow buttons to order the questions. Review which questions are optional before saving.

What happens nextFamilies will see the configured questions in the published registration flow.

A changed form can require someone with an old form open to reload and review the current questions.

1. Choose the waiver question, or use Add waiver if your form needs another consent section.
2. Enter the full wording families should read. The participation starter is editable; review and adapt it to your actual event.
3. Check the Registrant preview. When a waiver is shown, families must accept it before submitting.
4. Keep it visible if it is part of your registration requirements, then choose Save and continue.

What happens nextThe registration form includes the wording and consent requirement you reviewed.

1. Select a session and name its rubric.
2. Add each category, its scoring scale, weight, and any description or scoring guidance. Use the available 1–5 or 1–10 scale.
3. Make the category weights total 100. For example, Skating 60 and Game sense 40.
4. Save and attach a rubric to every session. Return to Rubrics to configure the remaining sessions before review.

What happens nextEach session has a published rubric with valid weights.

Existing evaluations retain their original rubric. A radar chart needs at least three scored criteria; shorter rubrics still show the scores and weighted total.

1. Check the event name, sport, timezone, division count and session count.
2. Resolve every listed blocker. Use the stage links to correct missing registration forms, sessions or rubrics.
3. Check the actual dates, locations, questions and scoring instructions—not only the completion marks.
4. Choose Ready to publish when the event is ready for families.

What happens nextThe final publishing step is available.

1. Read the publishing screen and type the exact tryout name into its confirmation field.
2. Choose Publish tryout and check that the overview shows Published.
3. Remember that the registration opening and closing times still apply. Publishing a future event does not override its registration window.

What happens nextThe event is published and its public registration link can be used when the window is open.

1. Find Registration link near the bottom of the overview. Open public registration and check the organization, event and questions.
2. Copy the public registration URL into your club’s normal communication channel, or share the displayed QR code.
3. Send families the registration link, not your internal /app workspace address.
4. Tell families the deadline, location and where to ask event questions.

What happens nextParents can begin the correct event’s registration without needing staff access.

Screenshot URLs and QR codes belong to a local demonstration. Always share the link generated for your own event.

1. Review Recent registrations and check that athletes are entered in the correct division.
2. Use Find a returning athlete to reuse an existing record. Check the identity carefully before selecting it.
3. For a new athlete, use Add a new participant and complete the required details and registration responses.
4. If you import a CSV from Athletes, follow its template and review the import results. Check the tryout registration list afterward.

What happens nextAthletes have the correct registrations and existing records are reused where appropriate.

1. Review identity and sporting background. Use Edit sporting profile to add sport, positions, current team and relevant context.
2. Use the tabs for Stats, Evaluations, Video, History, Development and Contacts.
3. Correct name or birth-date errors through the available correction control. Keep each record about the correct athlete.
4. Use the athlete report when you need a printable summary of the information you are authorized to see.

What happens nextYour staff can find the athlete’s history and context in one place.

1. Invite an evaluator if they are not already a member. Share the invitation link and confirm they have joined.
2. Under Assign evaluation access, choose the evaluator and the appropriate whole-tryout, division, session or group scope.
3. Choose Assign evaluator, then check Active evaluator grants.
4. Have the evaluator sign in and open Evaluate to confirm that the expected sessions appear. Revoke assignments that are no longer needed.

What happens nextEvaluators see only the athletes and sessions assigned to them.

1. Enter the evaluator’s sporting background, specialties, qualifications, experience and availability.
2. Record any conflicts of interest and complete the preparation declarations shown.
3. Review the event briefing and rubric together before scoring. Use calibration activities if the organizer has configured them.
4. Save the profile and return to assigned sessions.

What happens nextThe organizer has a record of the evaluator’s preparation and declared context.

1. Ask the parent or athlete to create and verify a participant account first.
2. Verify their relationship to the athlete. Open Link a participant account, select the athlete, and enter the verified account email.
3. Choose Guardian or Athlete and grant participant access. Check the saved link under Linked accounts.
4. Review correction requests here and use Manage access when an existing link needs to change.

What happens nextThe family account can see approved information for that linked athlete.

Registration alone does not automatically grant portal access. Link each athlete separately for a family with multiple children.

1. Enter the competition policy and requirements your event actually uses.
2. Review the athlete evidence and record the eligibility review or exception in the available form.
3. Resolve missing information with the family before relying on an eligibility decision.
4. Use the saved review history to explain how a decision was reached.

What happens nextEligibility reviews and exceptions are recorded alongside the event.

This is an optional organizer workflow. Apply your competition’s requirements consistently.

1. Create a station and select the session it belongs to.
2. Enter its name, location, time window, instructions, capacity and group label.
3. Assign an appropriate evaluator and review coverage before the session starts.
4. Keep station instructions aligned with the session rubric and tell staff how athletes will rotate.

What happens nextYour event has a shared station plan instead of separate staff notes.

1. Choose the session and find the athlete using the available search or registration/QR lookup.
2. Confirm the athlete’s identity and registration before checking them in.
3. Assign or verify the tryout number using the controls shown. Avoid duplicate numbers within the configured scope.
4. Check the saved check-in state and give the athlete their session or group instructions.

What happens nextAttendance and tryout numbers are visible to the event staff.

1. Choose Open scoring session beside the correct session.
2. Review your completion count and open Assigned athletes or Continue scoring.
3. Check the athlete’s name, tryout number, division and session before entering a score.

What happens nextThe evaluator is working in the intended session and athlete scorecard.

1. Select one score for every required category, using the rubric’s definitions and scales.
2. Add evidence-based private notes and relevant flags when needed. Keep observations about performance clear and specific.
3. Review My Evaluation in the Athlete Profile panel. The weighted total appears when all required criteria are scored.
4. Watch the save status. A local device draft is not the same as Saved on server; reconnect and wait for server confirmation before considering synchronization complete.

What happens nextThe scorecard contains the evaluator’s own scores, notes and flags.

With fewer than three scored criteria, the profile shows a score table instead of a radar polygon.

1. Check that every required category has a score and the draft is saved on the server.
2. Choose Complete evaluation and verify the completed state. Use Save now only when it is enabled and a save is needed.
3. Use Previous athlete or Next athlete to continue. Return to the session to check your progress.
4. If a conflict or synchronization warning appears, read it and resolve it before continuing. Do not treat an unsynced device draft as a completed server record.

What happens nextCompleted scorecards contribute to the permitted event evidence and progress counts.

1. Use My Evaluation to inspect your own criteria and weighted total.
2. Choose Evaluator Average to view the authorized aggregate for this athlete, session and rubric.
3. Check the number of evaluations behind the average. Missing or incomplete evidence should remain visible in your decision process.
4. Use the individual criterion table when the profile has too few criteria for a radar chart.

What happens nextYou can distinguish your own scoring from the available aggregate.

An aggregate does not expose another evaluator’s private notes or individual scorecard.

1. Review registrations, check-ins and evaluation completion as the session progresses.
2. Look for athletes with missing evaluations or insufficient coverage.
3. Resolve the operational cause with your staff—for example, an incorrect assignment or an athlete who has not reached a station.
4. Refresh the view as needed and confirm that completed work appears before moving to decisions.

What happens nextThe organizer knows what is complete and which athletes still need attention.

1. Define the metric before collecting results: name, sport, unit, measurement type and protocol.
2. Choose whether higher or lower is better, and how repeated trials should be combined. Set valid bounds if needed.
3. Save the metric, then use Record a measurement to enter the athlete, metric, time and trial details. Use Import CSV for an appropriate prepared file.
4. Review the comparison filters and distinguish measured, verified results from unverified records.

What happens nextMeasurements stay comparable because their units, protocol and trial history are recorded.

1. Choose the relevant filters and search for an athlete when needed.
2. Read the score together with evaluation coverage and score range. A high score with little evidence needs context.
3. Keep ties and unranked athletes visible in the review. Rankings do not automatically select the team.
4. Select up to four athletes and choose Compare selected for a closer comparison.

What happens nextThe decision group is reviewing scores and their supporting evidence together.

1. Check that you selected the intended athletes.
2. Read the shared category scores, normalized profile and coverage information together.
3. Use the comparison as evidence alongside position needs, observations and the event’s selection criteria.
4. Return to Rankings to change the comparison selection.

What happens nextYou can explain similarities, differences and evidence gaps without relying on the total alone.

1. Open the correct division’s draft roster. Review the athlete pool, teams and capacity.
2. Use Move or the drag control to place an athlete on a team. Placement and selection status are separate choices.
3. Select athletes, choose a Bulk decision, and review the proposed change before confirming it.
4. Review every athlete’s status, team and supporting evidence. Resolve undecided records and capacity issues before finalizing.

What happens nextThe draft reflects your staff’s intended team placements and decisions.

1. Review the final teams and decisions with the people responsible for selection.
2. Choose Finalize roster and read the confirmation dialog.
3. Check the acknowledgement that the roster becomes immutable, then choose Confirm finalization when it is correct.
4. Verify the Finalized roster state. If your event still permits editing, use Create revision and record a reason for later corrections. A locked Single Tryout cannot create or edit a revision.

What happens nextAn immutable roster snapshot and audit event are saved.

Roster finalization does not send messages, start an export or complete the entire Single Tryout. Finish all divisions and communications before using Complete & lock tryout.

1. Create a scenario with a clear name, target size and rationale.
2. Add the intended athletes, roles, supporting rationale and response deadlines.
3. Review the selections and capacity, then approve the scenario when it is ready.
4. For linked families, approved scenarios appear as offers in the portal. Review the recorded responses and follow up when necessary.

What happens nextLinked families can respond to eligible pending offers before their deadline.

Scenarios and portal offers are separate from the finalized roster and decision-email workflow.

1. Choose the finalized roster revision and the decision group you want to contact.
2. Write the organization message. Protected athlete, decision and team facts come from the roster evidence.
3. Choose Preview exact recipients. Read the recipient list and the exact rendered messages.
4. Correct the source records or your message if anything is wrong, then generate a fresh preview.

What happens nextYou can review the exact audience and message before anything is queued.

1. Check every recipient and the final content. Do not infer the audience from the decision label alone.
2. When ready to send, type SEND EXACT BATCH and use the confirmation button showing the exact recipient count.
3. Watch Delivery status. Queued, sent, delivered and failed are different states.
4. Investigate failures before retrying. If the preview expires or source data changes, generate and review a fresh preview.

What happens nextThe exact reviewed batch is queued and its delivery can be tracked.

The guide demonstrates the preview; no emails were sent to real families for these screenshots.

1. Create a notice with a clear title, category and message. Publish it when it is ready for linked families.
2. Use updates for arrival, equipment, schedule changes and reminders. Review the current wording before publishing.
3. Maintain the fee ledger for each athlete, including amount, currency, due date and any recorded payments, refunds or waivers.
4. Use receipt or approval references for adjustments, and tell families how your organization accepts payment.

What happens nextThe portal shows published notices and recorded fee balances.

A ledger entry does not collect money or prove a payment provider processed a transaction.

1. Write clear observations, strengths, development areas and practical next steps.
2. Record the observation context and use the review controls to approve the report when appropriate.
3. Choose athlete-visible sharing only for information approved for the family. Save the report.
4. Confirm that participant access is linked for the correct athlete; private and staff-only records remain separate.

What happens nextApproved athlete-visible feedback appears in the linked family portal.

1. Choose the report that matches the task: event results, an athlete summary, scouting, program activity or exports.
2. Check the scope, filters and roster revision before downloading or printing.
3. Use Print / save PDF on supported report pages, then select a printer or Save as PDF in your browser.
4. For a background export, check Export history and wait until the file is ready before downloading. Share reports only with the intended people.

What happens nextYou have the correct report or export for the evidence and audience you selected.

1. Use Duplicate tryout when your plan permits copying setup, or create a new draft from Tryouts. Review the new event before publishing.
2. Check its name, cycle, registration window, sessions, questions, waiver and rubrics before publishing.
3. Verify the new event’s registrations and staff assignments. Reusing a setup does not mean the next event is already ready to run.
4. Sign out when you finish on a shared device.

What happens nextThe completed event remains available and the next event can be prepared deliberately.

A Single Tryout license never transfers to the new event. It needs its own purchase or active subscription access, and the completed event stays locked.