The first step to using Teamheadz is to create a user account. Then, you’re ready to start teaming up by creating your team profile, inviting your teammates, and organizing events.
To create an account, all you need is an email address and password. Once you have an account, you can add a contact phone number, date of birth and other items that will then appear on your Card and be visible in all the teams you’rea member of.
To create a team, you need a user account. Once logged in, creating a team is easy, just click on the “New Team” button on the mobile app, or click on the green “Create” button on the topbar on the website. When creating a team, you can also enter a sport or a city and insert a team logo in addition to the team name.
Teammates become team members based on the invitation you send them. Create an invitation either in the mobile app or on the web. For both, you must choose whether the team invitation includes an automatic invitation to the events you create. The invitation comes in the form of a universal URL that you can send to anyone interested in joining the team.
TIP: If you've already created the first events in your team, choose the invitation option with invitations to the events you've created.
Teams are the basic organisational unit on Teamheadz. Each user can be a member of any number of teams and there is no limit to the number of team members as well.
There are three possible roles in a team: Owner, Manager and Player. The Owner is the founder of the team and has full rights to control and set up the team, including inviting and removing players, and is the only one who can delete the team. The role of Owner can be passed to another player. This can be done by using the "Handover Team" button in the team settings. The Manager has almost identical rights as the Owner and can invite and remove team members, create and delete events, appoint new managers, post on the team board, work with the finance section, etc. However, Managers cannot delete the team. A Player’s primary role is simply being on the team, so cannot create events, invite new members, or remove members from the team. Players can, however, respond to events, enter attendance or post to chat.
TIP: Only appoint members you fully trust as Team Managers.
In addition to the team-name, sport, city and logo, you can also change two privacy settings in the team settings - visibility of contact details and visibility of attendance. These settings only apply to the Player role in the team. The Owner and Manager can always see all data. Contact visibility decides whether players can see emails and phones in other team members' profiles. Attendance visibility decides whether players can see other team members' attendance at events.
TIP: Hiding contact and attendance information is useful for children's teams, for example.
Within a team, you can create several subgroups into which you divide the team members. Each member can only be in one subgroup. The subgroup is displayed as a coloured label next to each player. The main advantage is that you can see the subgroups separately in the event attendance and you can set a separate limit for the number of participants.
TIP: Subgroups are useful for goalkeepers or other members where a limited number is needed.
You can create additional fields in the team settings. They will then be displayed on the player tab in the team roster. You can also set which fields are visible to everyone and which are visible only to a specific player.
TIP: In the additional fields you can have the jersey number, contact information for parents or the number of goals and assists.
Opponent and Location are fields that are inserted into each event. Here you can manage these fields, for example, delete a place where you no longer train or an opponent you no longer meet in a competition.
Using this functionality, you can divide matches and events into individual periods - seasons. Suitable for a large number of events, or actual competition seasons teams are playing in. Applies to data from the Matches/Events and Attendance modules. Other data from the remaining modules are not effected by the creation of a season, so they stay unchanged.
The handover of the team is used to change the Owner. The new Owner gains full control of the team.
The events tab offers easy and clear organization and management of matches, training sessions, celebrations, etc. It allows managers to enter one-off and recurring events.
The event overview shows all events from all teams you are a member of in chronological order. The basic view contains future events. However, you can change the filter to past events. You can also set the filter to display only events from one specific team.
There are 2 types of events: Event and Match. The difference is that for Event you fill in the name of the event, while the Match name is created as "Your team name vs. Your opponent's name". Other than this, they function in exactly the same way. For events, you set: the date of the event (the start date is mandatory, and you can choose to enter a meeting date and an end date) and select which team members you invite to the event. There is also a wide range of optional items - location, participant limit, deadline for filling out attendance forms, deadline for sending out notifications to those who have not filled out attendance forms, and a note/description of the event.
When creating an event, you can set the event as recurring to create multiple events at once. Recurring events are created when the event date is set. You can either create multiple separate event dates or create one event date and set the recurrence frequency to that.
Events that have a participant limit automatically include a queue. Members who sign up for an event when it is already full will be added to the queue. They are in the queue in order of their sign-up date. If space becomes available, members in the queue are automatically moved to the participants.
This function is used to indicate that a guest who is not a member of the team is going to the event. The main purpose of this feature is to block a guest's spot if the event has a limit of attendees. Adding a guest will cause a new participant to be inserted into the event as "Going" once. The manager can set this guest to "Not Going" if needed.
TIP: Only the Owner or Manager can add a guest.
If an event will not take place, mark it as cancelled, but do not delete it. Participants will receive a special notification and see the text "Cancelled" next to the event.
It is a good tool for team leaders, giving them a detailed overview of current and future participation and allowing them to better plan or evaluate team events.
Attendance is only found on the Teamheadz website, its scope would not be suitable for a mobile app. It always displays a maximum of 6 columns with events. It then displays all team members in rows. Using filters, you can set which events you want to see. The participation of each team member is always recalculated for the selected filter. In addition, Attendance allows you to export to CSV so that you can further work with the data in your own program.
In the messages module, you will find the team chat, as well as summaries of all event chats and, last but not least, the team message board.
This is a common chat area for all team members. It works in real time and all team members will receive a notification of a new message. It is especially suitable for general discussion about what is going on in the team.
In the Event Chat window, you will see all the chats linked to each event. These are especially handy for event-specific topics, such as scheduling a carpool or discussing the colour of the jerseys.
Only the Owner and Team Manager can post on the board. It can contain either a text post (with the option to attach a file, such as a PDF or Excel file) or a poll. It is used to make announcements that are easily visible to everyone on the team.
Finance is used to help with the recording of team payments, for example for pitches, jerseys or contributions for the whole season.
Only the Team Owner or Manager can create a payment. In the payment settings, the payment name, amount and the team members who are required to pay are key. The remaining items such as period or notes are optional.
Again, only the Owner or Manager can mark the payment as paid. There are three main views in the payment register - Team, Player, and Payment. The team view represents all payments created in the team, their status and the total amount of funds waiting to be paid. The player view represents a summary of all payments due (or already paid) and the sum of those outstanding. The payment view shows a detailed overview of how much has been collected, how much is owing, who has already paid and which payments are pending.
The Gallery serves as a photo-sharing space. Each team can use up to 200MB in storage capacity.
To add photos, you must first create an album. This can only be created by the Team Owner or Manager. After that, all team members can add photos to the album.
Within the album, you can add, export (i.e., download to your device) and delete photos. The Owner and Manager can delete all photos. A team member can only delete photos that he/she has uploaded.
Notifications are an important part of Teamheadz. They're there to make sure you always know about everything that's going on in your team.
Teamheadz sends notifications for the following situations:
For each notification, you can set whether it should be sent by email and as a push notification to your mobile phone. You can have both methods enabled, only one, or both disabled. The settings are available in the notification overview by clicking on the icon on the top right.
You must create a user account to use this tool. Each player needs their own unique account.
The coloured bar around your profile photo is called an Attendance Tracker. It shows your attendance percentage for the last 20 events you were invited to across all your teams.
Here you can see the percentage of attendance in events in each team you are a member of. Attendance is always calculated from the last 20 events.
It is used to automatically set "Not going" to events in the period in which you set the absence. It works both retroactively (sets "Not going" on already created events) and on subsequent events (sets "Not going" on events created in the future with a date during my absence).