Overview
Join links let athletes and guardians onboard themselves into your organization or specific teams without manual data entry on your end. When configured correctly, the right people end up on the right rosters with minimal friction. When misconfigured, you get support requests, wrong-team assignments, and onboarding headaches.
Types of Join Links
Organization-Wide Links
A single link that lets anyone join your organization. After joining, you assign them to specific teams. Best for:
- Tryouts where team placement happens later
- Recreational leagues where athletes choose teams after registration
- Organizations wanting centralized intake
Team-Specific Links
Unique links for each team. Athletes who use them are associated with that specific team. Best for:
- Established teams recruiting directly
- Camps or clinics with dedicated rosters
- Situations where team assignment is known upfront
Creating a Join Link
- Navigate to Organization Settings
- Find Join Links or Registration section
- Click Create Join Link
- Configure your settings (see below)
- Save and copy the generated link
Join Link Settings
Scope
Choose whether this link is for the entire organization or a specific team. For team-specific links, select which team from the dropdown.
Expiration
Set when the link should stop working:
- No expiration — Link works indefinitely (use carefully)
- Specific date — Link deactivates after this date
- After X uses — Link deactivates after a set number of registrations
Tip: Always set an expiration for time-sensitive registration periods like tryouts or camp signups.
Auto-Approval
Determines what happens when someone uses the link:
- Auto-approve enabled — They’re immediately added to the roster with no admin action required
- Auto-approve disabled — They land in a pending queue for you to review and approve
Use auto-approve for trusted scenarios (like sending links directly to known families). Disable it for public links where you want to vet each registration.
Managing Pending Join Requests
When auto-approval is off, registrations appear in your pending queue:
- Navigate to Join Requests or check your dashboard
- Review each pending registration
- Click Approve to add them to the organization/team
- Click Deny if the request shouldn’t be accepted
For each request, you’ll see:
- Name and contact information
- Which link they used (helpful if you have multiple)
- Any information they submitted during registration
Registration Fields and Policies
Control what information is collected and what agreements are required:
Required Fields
Choose which fields registrants must complete:
- Basic info (name, email) — typically always required
- Date of birth
- Phone number
- Address
- Emergency contact
- Custom fields specific to your organization
Policies and Waivers
Require acceptance of documents before registration completes:
- Terms of service
- Liability waivers
- Photo/video release
- Code of conduct
Configure these in your registration settings to ensure compliance before athletes join.
Sharing Join Links
Once created, share your join link through:
- Email — Send directly to prospective athletes/families
- Website — Embed in your organization’s registration page
- Social media — Post for open registration periods
- QR code — Generate a code for flyers, posters, or in-person events
Editing and Deactivating Links
Editing an Existing Link
You can modify link settings after creation:
- Change expiration date
- Toggle auto-approval
- Update associated team
Note: The link URL itself doesn’t change when you edit settings.
Deactivating a Link
When a registration period ends:
- Find the link in your join links list
- Click Deactivate or toggle the active status
- Anyone trying to use the link will see a message that registration is closed
Deactivating is reversible—you can reactivate later if needed.
Troubleshooting
“People are joining the wrong team”
They’re probably using an org-wide link when you intended team-specific. Create dedicated team links and share those instead.
“The join link isn’t working”
Check if the link has expired, hit its use limit, or been deactivated. Verify the link URL is complete and hasn’t been truncated.
“Registrations aren’t appearing anywhere”
If auto-approval is on, they may already be on the roster. Check the team roster directly. If auto-approval is off, check your pending requests queue.
Best Practices
- One link per purpose — Don’t reuse tryout links for regular season registration
- Always set expirations — Prevents unwanted registrations months later
- Test before sharing — Use the link yourself to verify the experience
- Clear instructions — Tell people what to expect when they use the link
What’s Next?
With athletes joining your organization, it’s time to coordinate activities. Learn how to create and edit events with RSVP modes and recurrence.
