# How do I set up teams, clubs and 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…

Source: https://www.studentdirectory.app/help/admins/organizations
Last updated: 2026-11-04

*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](/help/admins/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](/help/admins/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](/help/admins/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](/help/admins/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](/help/admins/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](/help/admins/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](/help/admins/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](/help/admins/polls).