In this guide
Watch the video guide
Read the video transcript
A written policy everyone can follow
0:00 By the end of this video, you will have a written messaging policy your club can adopt this season. It protects young players, and it gives coaches and parents clear, simple rules. We will cover why a written policy matters, the ten sections of a template, a worked example, and how to roll it out and keep it current.
Why a written policy helps
0:19 Most clubs already agree on the spirit. A written policy turns it into rules a new volunteer can follow on day one. It also tells parents what to expect, and what to report. Start with the scope.
0:32 The policy covers every adult in a club role: coaches, managers, staff and volunteers. It covers messages with any player under eighteen, on any channel, including texts, calls, apps, email and social media.
The core rule: include a parent
0:45 The core rule is transparency. When an adult messages a young player, a parent or guardian is included. Group messages to players go where another adult or the parents can see them. This applies even when the player writes first.
1:01 Next, name the approved channels. Coaches use the club's team channels, not personal numbers or personal social media accounts. That keeps each message visible and on the record. Keep the content to team business: times, places, training and encouragement.
1:19 Use a friendly, professional tone. Agree quiet hours, for example no messages between nine at night and seven in the morning, except for a game-day change.
Photos, social media and parent requests
1:28 Add a short section on photos: share team photos only where families have agreed. Adults do not follow young players on personal accounts. If a parent asks for contact to go through them, honor it, except in an emergency. Then say how to report a concern, who receives it, and how the club follows up.
1:49 Name one person, such as a safe sport lead, and a backup. Keep reports private, and act on them quickly. Finish with sign-off and review. Every adult in a club role signs the policy each season. The board checks it once a year, and after any incident, so it stays current.
A worked example: one club, one season
2:07 Here is a typical example. It is illustrative, not a specific club. A club has twelve teams with two coaches each. With six managers and volunteers, that makes thirty adults in club roles.
2:19 In week one, the board adopts the policy. In week two, the coaches' meeting walks through it in fifteen minutes. By the end of that week, twenty-seven of the thirty adults have signed. The safe sport lead follows up with the last three in person.
2:34 By week three, all thirty adults have signed. Families then get a short summary: the core rule, the channels, and how to report a concern. Now the rules in action. A coach needs to message a fifteen-year-old about a ride, so a parent is included. A twelve-year-old wants to message a teammate about practice, and that is fine.
Three common gaps
2:55 Watch for three common gaps. When a player writes to the coach first, the coach adds a parent before replying. A late-night question waits for the morning. And old personal group chats move to the club's channels.
How Play 2 Earn Sports helps
3:07 Now, how Play 2 Earn Sports helps. A private adult-to-minor chat brings a parent or guardian into the conversation until the player turns eighteen. Players under fourteen can only direct message their teammates. Messages can be reported or blocked.
3:23 Each team has Team, Coaches and Parents channels. Players, coaches and chat-enabled staff post in Team. Coaches post in Coaches, and coaches and guardians post in Parents. Guardians can read their child's Team channel, and club admins can audit team channels read-only.
3:40 Write the scope, include a parent, use club channels, and sign and review the policy each season. The full template is on the page linked in the description. Coaching one team? Start a free club account for your team.
3:53 Starter is free for clubs with up to 10 teams. Thanks for watching.
Why a written policy helps
New volunteers can follow it on day one
A rule that lives in a board member's head is a rule a new coach does not know.
Parents know what to expect
And they know what to report when something does not match.
Coaches are protected too
A coach who follows a written rule has a clear answer if a message is ever questioned.
The club can act consistently
One written standard means the same response for every team.
How this page fits with the other communication guides. The answer-once system for late-night parent messages handles the volume of parent questions. The one-page club communication standard sets where the schedule lives and who answers what. This page is the safeguarding layer underneath both: the written rules for adults and young players.
The template — ten sections
Copy the headings, replace the brackets, and keep each section short. The whole policy should fit on two pages.
1. Purpose and scope. "This policy sets out how adults in [Club] communicate with players under 18. It covers every adult in a club role, including coaches, assistant coaches, team managers, staff and volunteers. It covers every channel: messages, calls, video calls, email, apps and social media."
2. The transparency rule. "When an adult in a club role messages a player under 18, a parent or guardian is included in the conversation. Messages to more than one player go to a team channel where another adult or the players' parents can see them. This applies when the player writes first, too: the adult includes a parent before replying."
3. Approved channels. "Adults use [Club]'s team channels. They do not use personal phone numbers, personal email or personal social media accounts to message players."
4. Content, tone and hours. "Messages are about team business: times, places, training, selection and encouragement. The tone is friendly and professional. Adults do not send messages between [9:00 pm] and [7:00 am], except for a same-day change to a game or practice."
5. Photos and media. "Team photos and video are shared only where the family has agreed at registration. Players are not tagged by full name. Images are shared in club channels, not on an adult's personal account."
6. Social media. "Adults in club roles do not follow, friend or privately message players under 18 on personal social media accounts. Club accounts are run by named club officials."
7. A parent's request. "If a parent or guardian asks that all contact with their child goes through them, the club honors the request, except in an emergency."
8. In person and travel. "One-to-one contact happens in the open, where other adults can see. Rides follow the club's travel rules." (Keep this to one line here, and link to your club's full travel or conduct policy if you have one.)
9. Reporting a concern. "Anyone can report a concern about a message to [the safe sport lead, name and contact] or [the backup]. Reports are kept private. The club acknowledges a report within [two days] and follows its procedure. If a child is in immediate danger, call the emergency services first."
10. Sign-off and review. "Every adult in a club role reads and signs this policy each season. The board checks it once a year, and after any incident. Version: [date]."
Worked example — one club, one season
Illustrative example, not a specific club.
A club has twelve teams with two coaches each: 12 × 2 = 24 coaches. With six team managers and volunteers, that makes 24 + 6 = 30 adults in club roles.
| Week | What happens | Who | Done when |
|---|---|---|---|
| Week 1 | The board adopts the policy and names a safe sport lead and a backup | Board | Policy dated and on the club website |
| Week 2 | Coaches' meeting: a fifteen-minute walk-through, questions answered; adults sign | Safe sport lead | 27 of 30 adults signed |
| Week 3 | The lead follows up with the last three in person | Safe sport lead | 30 of 30 signed (27 + 3 = 30) |
| Week 3 | Families get a short summary: the core rule, the channels, how to report a concern | Club secretary | Summary sent once |
| Next season | Every adult signs again; the board checks the policy again | Board | New version date |
The rules in action. A coach needs to message a fifteen-year-old about a ride: a parent is included in the conversation. A twelve-year-old wants to message a teammate about practice: that is fine. A player messages the coach at 10:30 pm: the coach replies in the morning, with a parent included.
The family summary can be this short: "[Club] has a written messaging policy. When an adult in the club messages your child, you are included. Coaches use the club's team channels, not personal numbers, and do not message between [9:00 pm] and [7:00 am] except for a same-day change. If anything does not match, tell [safe sport lead] at [contact]. The full policy is on [the club website]."
Three common gaps
The player writes first
The rule still applies. The adult includes a parent before replying.
Late-night questions
A question at night waits for the morning, unless it is a same-day change.
Old personal group chats
Move team business to the club's channels at a natural break, such as the start of a season, and say so once to families.
Policy checklist
Policy checklist
- Scope names every adult role and every channel
- The transparency rule covers one-to-one and group messages, and messages the player starts
- Approved club channels named; personal numbers and accounts excluded
- Content, tone and quiet hours written down
- Photo and social media rules written down
- A parent's request to route contact is honored
- A named safe sport lead and a backup, with contact details
- Every adult has signed this season
- Families have had a short summary
- A review date is set
How Play 2 Earn Sports supports your policy
Messaging runs inside the club's own channels, part of one place for parent communication.
A guardian in adult-to-minor chats
A private adult-to-minor chat brings a parent or guardian into the conversation until the player turns 18.
A smaller circle for younger players
Players under 14 can only DM teammates.
Report or block
Messages can be reported or blocked.
Three channels per team
Each team has Team, Coaches and Parents channels. Players, coaches and chat-enabled staff post in Team; coaches post in Coaches; coaches and guardians post in Parents. Guardians can read their child's Team channel but not post there.
Club oversight
Club admins can audit team channels read-only.
Coaching one team?
Start a free club account for your team at club starter. Coaches can join their club through the coach sign-up, and the club approves them. Coaching one team on your own? Start a free club account for your team.
Put your policy into practice.
Frequently asked questions
It is a short, signed document that sets out how adults in a club communicate with players under eighteen. It covers who the policy applies to, the channels adults use, the rule that a parent or guardian is included, content and hours, photos, social media, how to report a concern, and when the policy is reviewed.
Most club policies say an adult should not message a young player privately. A parent or guardian is included, or the message goes to a team channel where another adult can see it. Check your own club's and association's policy. In Play 2 Earn Sports, a private adult-to-minor chat brings a parent or guardian into the conversation until the player turns 18.
Yes, under most safe sport policies. When an adult messages a player under eighteen, a parent or guardian is included, even when the player wrote first. Group messages go where another adult or the parents can see them.
Ten short sections work well: purpose and scope, the transparency rule, approved channels, content and hours, photos and media, social media, a parent's request, in-person contact and travel, reporting a concern, and sign-off and review.
Most policies say adults in club roles do not follow, friend or privately message players under eighteen on personal accounts. Club news goes on club accounts run by named officials.
Many clubs choose a window such as 9:00 pm to 7:00 am, with an exception for a same-day change to a game or practice. Say the hours in the policy and at the preseason meeting, so families know when to expect replies.
Once a year, and after any incident. Ask every adult in a club role to sign it again each season, and date each version so everyone knows which one is current.
Starter is free for clubs with up to 10 teams. Pro is $49.67 USD a month for 11 to 25 teams. Unlimited is $99.67 USD a month for 26 or more teams. Every organization feature is on every plan. See pricing.
Related guides
- Parent communication for sports clubs
- Parents texting coaches late at night? Answer each question once
- Youth sports club communication standards: one page for every team
- Coach-parent communication: habits and boundaries
- A short parent handbook that families can use
- Safe team chat for coaches and parents
Keep teams, schedules and family messages together with software built for running a youth club, compare current plans and pricing, or request a demo.
