How do I set up teams, clubs and groups?

From the School Administrator manual, "Organizations (Teams, Clubs & Groups)".

Organizations cover athletic teams, performing arts groups, clubs, and other student groups — each gets its own page with photos, a description, leadership, a roster, and a calendar filtered from your school's main calendar.

In the left navigation (web and the app), every organization is listed in ONE Organizations section, alphabetical by category and then name; each row shows a small icon for its category (Athletics, Performing Arts, Clubs, Other). There are no longer separate Athletics / Performing Arts / Clubs / Other sections. Click the Organizations heading to open the browse page (/organizations): a search box, category chips (Athletics, Performing Arts, Clubs, Other) and the results grouped by category; organizations you lead or edit, or that one of your children is on, are pinned first. When your school has more than 12 organizations the section shrinks to a single Organizations link with the count (it goes back to the full list only at 10 or fewer). Classes work the same way (shrinks above 12, back at 10 or fewer) and Departments shrink above 4 (back at 3 or fewer).

On iPad, Organizations (tapped from the sidebar) opens alongside the sidebar in a dedicated wide view — the organizations list and, once you tap one, its page - instead of the list and detail being squeezed into the narrower middle column. On Mac, single-clicking Organizations (or a specific organization in your sidebar's Organizations section) shows that same wide view in the main window; double-clicking opens it in its own separate window instead - the browse-all list if you double-click Organizations, or that one organization's page if you double-click a specific organization row.

Must be enabled first: check that Organizations is turned on under School Settings → Features (School Settings) — Senior Admin only to toggle, but any admin can then use it.

To create one: click Organizations in the left nav (Admin Functions — renamed from "New Organization" once this page grew into a full index, below), fill in:

• Name (required)
• Short name (required) — lowercase letters, numbers, and hyphens only (e.g. varsity-soccer), used in the page URL, must be unique at your school
• Category — Athletics, Performing Arts, Clubs, or Other

Click Create organization — you land immediately on the new org's own page, where you fill in everything else.

Browsing all organizations, including archived ones: below the creation form on that same Organizations page, past a divider, every organization at your school is listed grouped by category (Athletics, Performing Arts, Clubs, Other), and within each category a further Archived section for that category's archived orgs. This is the only place to browse or reach an archived organization other than its own direct URL — archived orgs never appear in the regular left-nav Organizations section. Click any org, live or archived, to open its normal page.

On an organization's own page, top to bottom:

• Header — the name/category/short-name, with Edit name / category / short name and Archive (admin only — anyone who can change the short name can change the name too, same permission level). Archiving asks you to confirm ("It will drop out of the nav until re-enabled") and hides it from navigation without deleting anything; an archived org shows Re-enable instead, which also asks you to confirm before taking effect. On iPhone/iPad/Mac, the org's name (shown at the top of the page) and category are instead edited via the Description section's pencil icon below (admin only there too, same as web — a delegated editor only sees Description in that edit mode), and the short name (the identifier used in links, e.g. varsity-soccer) isn't editable from the app at all. Archive lives in the toolbar there instead — a red archive-box icon next to the map/message icons (admin only) — tapping it asks you to confirm twice, both dialogs offering the same clear Archive/Cancel choice ("Archive Organization: name", then "Are you SURE you want to archive the organization: name") before anything happens; an archived org shows the same icon in its normal color instead, and tapping it asks you to confirm once ("Re-enable name? It will reappear in the nav.") — not destructive, so only one step.
• Theme color (admins and delegated editors — no approval step) — pick one color for this organization from the Theme color section near the top of its page. The organization's page then gets a tinted header band, a faint background tint, and that color on its buttons and links, in light and dark mode; nothing else in the app changes. The picker works like the school theme picker (School Settings): type a hex value or use the color picker, take a color from your school logo, see a live light/dark preview, and get an inline note (with a one-click accessible shade) when a color won't read well. Reset to default gives the page your school's look back.
• Editors (full admins only) — delegate edit rights for just this one organization to someone without making them a full school admin. Search accounts by email, click to select, then click Grant editor access. A granted editor can edit this org's photos, description, leadership, roster, and calendar events — but cannot archive/rename the org, manage its editors, or touch anything outside it (no school-wide events, no other organization). Revoke removes access. On iPhone/iPad/Mac, tap the + beside the "Editor Access" heading to reveal the search field, then Done to hide it again.
• Features (School Admins only) — optional extras you can switch on for this organization. Today there is one, Results, off until you turn it on. Turning a feature off only hides it; nothing already entered is deleted.
• Photos — up to 3 photo slots, each with the same Add/Replace/crop flow as the school logo, plus Remove.
• Description — same formatting toolbar as Notices on the web (Notices). On iPhone/iPad/Mac, editing shows the same real formatting toolbar too (bold, lists, headings, and so on) — tap the pencil icon beside the "Description" heading, format as you would on the web, and Save. That same edit mode also includes the org's Name field (full admins and delegated editors alike); a full admin additionally sees a Category picker there too (delegated editors don't — category is an admin-only setting, same as archiving).
• Leadership — a coach/director/leader (name + a Role label, e.g. "Head Coach"). On iPhone/iPad/Mac, tap the + beside the "Leadership" heading to reveal the entry fields, then Save (or Cancel) — the fields stay hidden the rest of the time. Remove as needed.
• Calendar — this organization's own events, filtered from the main School Calendar (School Calendar). On iPhone/iPad/Mac, this is the same Day/Week/Month/List calendar as the main School Calendar (bold dates mark days with something on them) instead of a plain list. A full admin, or a delegated editor for this org, sees a + beside the "Calendar" heading to create a new event — it's automatically scoped to this organization's calendar, matching how creating an event from the main School Calendar always defaults to a school-wide event.
• Roster — the students who are actually part of this team/club/group (distinct from Members below). On iPhone/iPad/Mac, tap the + beside the "Roster" heading to reveal the search field, pick a student to add, then Done to hide it again. Remove as needed.
• Members — parent/guardian accounts following this organization, separate from the student Roster above: every roster student's own guardians already receive this org's messages and notifications automatically, without needing to be added here. Members exists for anyone else who should be looped in — a parent interested in a club their child isn't formally on the roster for, a booster/supporter, or (on a Self Sign-Up organization) anyone who taps Join this Organization themselves. Search by email (or by name, for a parent who hides their contact details from other parents) to add; Remove as needed. An Organization Editor who is not an admin searches the school's registered parents. A parent can be both a Member and a Leader — the two lists don't exclude each other. On iPhone/iPad/Mac, tap the + beside the "Members" heading to reveal the search field, then Done to hide it again.
• In the iPhone/iPad/Mac app, Remove (Leadership, Roster, Members) and Revoke (Editors) are a swipe on the row, or a right-click (Mac) / long-press (iPhone/iPad) menu; a result's Edit and Delete work the same way.
• Notices — the notices that are for this organization, shown only to the people each one is addressed to. A full admin, or an Organization Editor, sees New notice (web) or a + beside the "Notices" heading (iPhone/iPad/Mac). The organization is already chosen for you — there is no audience to pick, and the notice goes to everyone connected to the organization (roster guardians, parent members, leaders, editors and admins), except you. Editors can also edit or delete their organization's notices, including ones another editor wrote. Notices addressed to a saved audience that happens to include this organization (for example "9th graders in the PTA") also appear here, but only for people who are actually in that audience, and can only be edited from Manage Notices.
• Documents (only when the Document Library is on) — the documents that are for this organization, shown only to the people each one is addressed to. A full admin, or an Organization Editor, sees New document. As with notices, the organization is already chosen for you (there is no audience or category to pick), the document goes to everyone connected to the organization except you, and attachments work as in the Document Library (Document Library). Editors can also edit or delete their organization's documents, including ones another editor wrote. Editors still cannot reach Manage Document Library, and documents addressed to a saved audience that happens to include this organization can only be edited from there. On iPhone/iPad/Mac, tap the + beside the "Documents" heading (title and body only; attach files from the web), and open one of the organization's own documents to edit or delete it with the pencil, as for notices.
• Permission slips (only when Permission Slips is on) — the slips that are for this organization. A parent sees the ones their own children are on the roster for, and answers them as usual (Permission Slips). A full admin, or an Organization Editor, sees New permission slip (title, body, required-by date; again no audience to pick), and Edit / Delete on the organization's own slips. A slip goes to the families of the students on the organization's roster (an organization with no students on its roster has no one to ask). Editors do not see the Responses page, which stays in Manage Permission Slips. On iPhone/iPad/Mac, tap the + beside the "Permission slips" heading to issue one; as everywhere in the app, an issued slip is edited or deleted on the web.
• Results (only when the Results feature is on) — scores and placements for the team or group: a date, a title (such as "200m Freestyle" or "Board 1"), a competitor, an optional outcome (Win/Loss/Tie/No contest), a score or placement, and notes. Click Add result. Link it to one of this organization's calendar events if there is one — or leave it unlinked for a result that was never on the calendar. Save & add another keeps the date, event and competitor so you can enter a whole meet quickly. Results are listed newest first, grouped by event or day; very large groups fold up behind Show all. An event with one result shows a one-line summary on its calendar card ("W 21–14 vs. Central High"); with several it shows "N results". Import CSV loads many at once: download the template, fill it in, upload it, review the preview (any bad row is listed with the reason, and nothing is imported until every row is good), then confirm. Export CSV gives you the same format back. Results belong to the team, not to individual students. Admins and this organization's Editors can enter results; everyone at the school can read them.
• Sign-Ups (only when Sign-Ups is on for your school) — this organization's own Sign-Ups, with Add Sign-Up for a full admin or an Organization Editor. Each title opens that sign-up. Parents see the open sign-ups they can respond to (the section is hidden when there are none). Open and close times on the page are shown in your school's time zone. See Sign-Ups.
• Polls (only when Polls is on for your school) — this organization's polls (title and Open / Closed / Scheduled, never results), with Add Poll and Edit for a full admin or an Organization Editor. Parents see only the polls they can respond to. See Polls.