April Lunch and Learn Recording

Splitting Rosters & Using Instructor Settings Beyond Sports

Turn Camp Leaders and Classroom Teachers into Coaches and Instructors

You will save a lot of time and paper if you make your supervising adults MyRec.com coaches because you can stop printing or emailing rosters, turn team communication over to group leaders, or even allow the leaders to access digital forms for info like allergies, shirt sizes, authorized pickups and other time saving answers.

This Lunch and Learn is going to show you the “bells and whistles” setup for this, but you may choose an approach with less options if you don’t need this level of organization.

First, start off organized! Create assignment types for your leaders to keep them straight. Here are some good examples:

• Classroom leaders
• Camp leaders
• Soccer coaches
• Volunteer leaders

Setting Up Assignment Types

1. Click Coaches and Instructors in the Program menu on the left side
2. Click the Manage Assignment Types link in the top right corner
3. Select Add New Assignment Type
4. Complete the required fields
5. Click Submit
   1. Repeat this for all the leader types you want to create

Now, we’re ready to designate the leaders correctly.

Designate Leaders as Coaches/Instructors

1. Every camp leader or classroom teacher should have a public account – if you have staff members as leaders, they can be assigned as coach/instructors from their public account as well
   1. If your leaders don’t have an account, you can create one on the management side, or you can have them create the account after your orientation meeting or group email
   2. Keep in mind that non-adult coaches do not have roster access.
2. After every leader has an account, you’ll need to designate them as a coach/instructor on their member page
   1. Look up account
   2. Click member name
   3. Edit member info
   4. Assign as coach/instructor
   5. Assign the type
   6. Click Submit at the bottom of the page

Now, your camp leaders and childcare instructors will be ready for assignment when you create your camp groups and classes.

Splitting Rosters: Creating Classes or Groups

Set Up the Camp Groups

Scenario: Children registered for the summer camp adv activity with either weekly or entire session options. There are three camp leaders for the K-1 camp, and you want to divide the children into groups based on those camp leaders after registration has been completed. You want the camp leaders to be able to access their own rosters and to take digital attendance at camp each day.

1. Open the Activity 
2. Go to the Teams tab
3. Click Add New Team
4. Add Team Name, change type, select coach, click Submit
   1. If a specific camp group(s) should get any extra campers, adjust the order number so they are first
   2. Repeat two more times
5. On the Team tab, click Auto–draft teams
6. Verify and use the link at the top left to go back to the activity
   1. Extra members get assigned from top down, that’s why you may have edited the order number for the group earlier
   2. If you have special requests to keep siblings together, you can manually adjust group members by removing from one team and manually adding to another
7. Set the coach permissions for the camp leaders by checking the boxes on the top left of the Team page
   1. Click Update Options

More resources on Coach/Instructor Setup

• Coach/Instructor Video
• Assigning a Coach/Instructor

Camp Leaders Use their Coach Permissions

Coach access can be used right from the camp leader's mobile device or a tablet. Review our helpful Public Coach's Guide for more information.

1. Camp leaders log in to their public account
2. Click the Soccer ball icon
3. Find the Summer Camp activity
   1. Notice that my class is already in the dropdown - I only have one group, so I only have one option in the dropdown
4. Click View Digital Sign in/out Sheet
   1. Use this to take attendance
5. View Roster will sort by week
6. View Entire Roster will show all campers in this group
7. See the other options to view camper forms, disclaimers, and contact blasts
   1. Helpful for
      1. Shirt sizes
      2. Authorized drop-offs
      3. Food allergies
      4. Email blasting parents
      5. Text blasting parents
      6. Blasting other coaches

This coach setup will also work for camps and childcare programs that are created as standard activities.