TeamSnap Usage Policy

Effective Date: February 15, 2025

Purpose

This policy establishes TeamSnap as the official platform for all team-related communications, attendance tracking, and financial activities within Twin County Soccer Association (TCSA). Our goal is to centralize team management, improve communication, and ensure transparency in payments.

Policy Overview

Effective February 15, 2025, all team communications, player attendance, and financial transactions must be handled through TeamSnap. This will ensure consistency, better organization, and clear record-keeping for our teams. This policy applies to all Twin County Soccer travel, pre-travel, and recreation teams.

1. Team Communications

• TeamSnap will be the official platform for all team-related communications involving the entire team, including:
• Scheduling practices, games, and tournaments
• Team announcements, updates, and general discussions
• Private direct messages between individual team members are confidential and cannot be viewed by team administrators or other members.

2. Player Availability and Attendance

• Parents or guardians of players 12 or younger must mark their child’s availability for all team events (practices, games, tournaments, etc.) in TeamSnap.
• Players 13 and older may be permitted to update their own availability, but parents are encouraged to monitor.
• Availability must be updated promptly and no later than 48 hours in advance with a "Yes" or "No," unless otherwise noted by the coach and/or team manager.
• If you are unable to mark availability on TeamSnap, contact your coach or team manager directly.
• Attendance is crucial for player development. If your child cannot attend a scheduled event, please provide timely notice to the coach.

3. Financial Transactions

• All team-related payments (such as team dues and all fees associated with any supplemental team activities) must be invoiced through TeamSnap to ensure financial transparency and accountability.
• Individual TeamSnap accounts must be linked to the Team Bank Account as provided by the Club.
• Team Treasurers may collect payments by any method (cash, check, or online payments), but all payments must be invoiced in TeamSnap for proper tracking.

4. Definitions

• TeamSnap: The official communication platform used by TCSA for team scheduling, announcements, and financial tracking. It allows parents, players, and coaches to manage team-related activities and communications in one central place.
• Team Treasurer: The individual responsible for managing team finances, including collecting payments for team-related expenses and recording them in TeamSnap.
• Private Direct Messages: Messages sent between individual team members that are not visible to the team administrators or other members. These communications remain confidential.
• Team-Related Payments: Payments made for team activities, including but not limited to: team dues, coaching/training fees, tournament costs, referee fees, and any other team-related expenses.

5. Examples

Example of Marking Availability:

If a player is unable to attend a scheduled game or practice, the parent or guardian should log into TeamSnap and mark the player's availability as "Unavailable" at least 48 hours prior to the event along with a brief note indicating why the player is unable to attend. If the availability cannot be marked in TeamSnap, the parent should contact the coach directly to inform them of the absence.

Example of Recording Payments:

If a Team Treasurer collects a payment for tournament fees via check, the payment must still be invoiced and logged in TeamSnap. The Team Treasurer will enter the payment amount, record the check number and confirm that it has been received in TeamSnap, ensuring the team's financial records are accurate and transparent.

Example of Team Communication:

All communications regarding upcoming tournaments, changes in practice schedules, or important team updates must be shared within TeamSnap under the Announcements section. This ensures that all team members have access to the same information and can stay up-to-date.

6. Responsibilities

• Parents/Guardians: Promptly mark player availability for all team events in TeamSnap. (Players 13 and older may be permitted to update their own availability, but parents are encouraged to monitor.) Communicate directly with coaches if availability cannot be updated in TeamSnap.
• Coaches: Use TeamSnap for all communications, event scheduling, and attendance tracking. Address attendance concerns with parents directly.
• Team Treasurers: Issue all invoices and log payments for team activities in TeamSnap.

7. Compliance

Adherence to this policy is essential for smooth team operations. Non-compliance with the availability or payment recording requirements will be addressed by the coach or team manager. A meeting will be scheduled with the parent or guardian to resolve any ongoing issues. Unresolved issues should be escalated to the Board of Trustees at [email protected].

8. Contact Information

For assistance with TeamSnap, please contact your team’s coach or manager. For issues related to attendance or payment recording, please reach out to the Club Admin at [email protected].