Adding staff to your team
This guide walks you through adding assistant coaches, team managers, and other staff to your team on SportCerts.
Who this is for
Admin/Coaches who want to add staff members to a team — assistant coaches, team managers, athletic trainers, or any other adult who needs to be officially associated with the team.
Before you start
You'll need:
Your SportCerts login
Your team already created (see the article on creating a team)
Each staff member's name and role on the team
A photo of each staff member (you'll upload this for them)
About 1 minute per staff member
Steps
Step 1 — Open your team
Log in at sportcerts.com.
From your coach dashboard, open the team you want to add staff to.
Go to the team's roster page.
Step 2 — Add a staff member
Find the Staff section on the roster page.
Click Add Staff.
Enter the staff member's first name and last name.
Choose their role (Head Coach, Assistant Coach, Team Manager, etc.).
Upload their photo:
Tap Upload Photo.
Choose a photo from your device.
Use the crop tool to position their face inside the circle.
Tap Save.
Click Add Staff Member.
The staff member appears immediately in the team's staff list with their own staff card.
Step 3 — Repeat as needed
You can add up to 8 staff members per team.
Staff roles
Common roles you can assign:
Head Coach — the primary leader of the team
Assistant Coach — supporting coaches
Team Manager — handles logistics, communications, and admin
Other staff roles — athletic trainers, parent volunteers, etc.
Roles are for organizational clarity. Event staff and parents can see who fills each role on the team.
Notes
Staff don't need their own SportCerts login to appear on the team. You add them on their behalf, and SportCerts generates their staff card.
Up to 8 staff per team. If you need more, contact support.
Staff cards work just like coach cards — they include the staff member's name, role, photo, and team. Event staff use them at check-in.
Staff appear in card packets when you download a team packet for an event.
Troubleshooting
I've hit the 8-staff limit and need to add more. The limit is enforced platform-wide. Contact support if your team genuinely needs more — let us know your team and use case.
The Upload Photo button isn't doing anything. Try refreshing or switching browsers. Photo uploads work best in Chrome, Safari, or Edge.
I added a staff member with the wrong name or role. Open the staff member's card and use the Edit option to update their info. You can change the name, role, or photo anytime.
I want to remove a staff member. On the staff list, find the staff member and choose Remove. They'll be cleared from the team. If you remove someone by mistake, you can re-add them — there's no undo, but no data is permanently lost from the platform.
The staff member's photo looks blurry on their card. Re-upload using the original photo file (not a screenshot or compressed copy). Higher-resolution photos crop better.
FAQ
Do my staff members need to sign anything? No. The Admin/Coach Code of Conduct is signed by the head coach (you) on behalf of the team. Staff members don't have separate logins or agreements.
Can a staff member also be a coach for another team? Yes — but if they have their own coach account on SportCerts, they should be added as a coach with their own login rather than as staff. Staff roles are for people who don't manage teams independently.
Will staff cards print in my team's card packet? Yes. When you download a card packet for an event, all staff cards are included alongside player cards.
Can staff log in to view the roster? No. Staff don't have their own SportCerts logins — they're listed on your team's staff list, but they don't access the platform directly.
Can I rearrange the order of staff on the card? Staff order is generally based on role (head coach first, assistants next, etc.). Custom ordering isn't currently supported.
What if a staff member's role changes mid-season? Open their staff card and edit their role. The change applies immediately.
My organization requires background-check info for staff. Where do I add that? SportCerts doesn't currently store background-check status for individual staff. Most organizations track this separately — check with your organization's admin or league for their process.
This guide walks you through adding assistant coaches, team managers, and other staff to your team on SportCerts.
Who this is for
Admin/Coaches who want to add staff members to a team — assistant coaches, team managers, athletic trainers, or any other adult who needs to be officially associated with the team.
Before you start
You'll need:
Your SportCerts login
Your team already created (see the article on creating a team)
Each staff member's name and role on the team
A photo of each staff member (you'll upload this for them)
About 1 minute per staff member
Steps
Step 1 — Open your team
Log in at sportcerts.com.
From your coach dashboard, open the team you want to add staff to.
Go to the team's roster page.
Step 2 — Add a staff member
Find the Staff section on the roster page.
Click Add Staff.
Enter the staff member's first name and last name.
Choose their role (Head Coach, Assistant Coach, Team Manager, etc.).
Upload their photo:
Tap Upload Photo.
Choose a photo from your device.
Use the crop tool to position their face inside the circle.
Tap Save.
Click Add Staff Member.
The staff member appears immediately in the team's staff list with their own staff card.
Step 3 — Repeat as needed
You can add up to 8 staff members per team.
Staff roles
Common roles you can assign:
Head Coach — the primary leader of the team
Assistant Coach — supporting coaches
Team Manager — handles logistics, communications, and admin
Other staff roles — athletic trainers, parent volunteers, etc.
Roles are for organizational clarity. Event staff and parents can see who fills each role on the team.
Notes
Staff don't need their own SportCerts login to appear on the team. You add them on their behalf, and SportCerts generates their staff card.
Up to 8 staff per team. If you need more, contact support.
Staff cards work just like coach cards — they include the staff member's name, role, photo, and team. Event staff use them at check-in.
Staff appear in card packets when you download a team packet for an event.
Troubleshooting
I've hit the 8-staff limit and need to add more. The limit is enforced platform-wide. Contact support if your team genuinely needs more — let us know your team and use case.
The Upload Photo button isn't doing anything. Try refreshing or switching browsers. Photo uploads work best in Chrome, Safari, or Edge.
I added a staff member with the wrong name or role. Open the staff member's card and use the Edit option to update their info. You can change the name, role, or photo anytime.
I want to remove a staff member. On the staff list, find the staff member and choose Remove. They'll be cleared from the team. If you remove someone by mistake, you can re-add them — there's no undo, but no data is permanently lost from the platform.
The staff member's photo looks blurry on their card. Re-upload using the original photo file (not a screenshot or compressed copy). Higher-resolution photos crop better.
FAQ
Do my staff members need to sign anything? No. The Admin/Coach Code of Conduct is signed by the head coach (you) on behalf of the team. Staff members don't have separate logins or agreements.
Can a staff member also be a coach for another team? Yes — but if they have their own coach account on SportCerts, they should be added as a coach with their own login rather than as staff. Staff roles are for people who don't manage teams independently.
Will staff cards print in my team's card packet? Yes. When you download a card packet for an event, all staff cards are included alongside player cards.
Can staff log in to view the roster? No. Staff don't have their own SportCerts logins — they're listed on your team's staff list, but they don't access the platform directly.
Can I rearrange the order of staff on the card? Staff order is generally based on role (head coach first, assistants next, etc.). Custom ordering isn't currently supported.
What if a staff member's role changes mid-season? Open their staff card and edit their role. The change applies immediately.
My organization requires background-check info for staff. Where do I add that? SportCerts doesn't currently store background-check status for individual staff. Most organizations track this separately — check with your organization's admin or league for their process.