Sports team RSVP app: know who is coming before you plan practice

Know who is coming before you plan

0:00 By the end of this video, you will know who is coming before you plan each practice or game. You will also know how to read the answers, and what to record afterwards. We will cover four habits. Ask early, with one clear reply-by time.

0:12 Read the counts and then the names. Mark attendance after the session. And ask again, calmly, when a time moves.

What is the difference between an RSVP and attendance?

0:22 An RSVP is a plan. It tells you who expects to come. Attendance is a record. It tells you who really came.

0:31 Keep the two separate, and both stay useful all season. Most teams use three answers: Going, Maybe and Can't go. The fourth group matters too: the players who have not answered yet. That group tells you who to ask next.

How do I get parents to RSVP on time?

0:46 Families answer more often when the question is simple. Ask on the game or practice itself, not inside a long message. Give one reply-by time, such as the evening before practice. A useful starting rule is forty-eight hours before a game and the evening before a practice.

1:04 Say the rule once at the start of the season, then keep it the same each week. Put the arrival time, the place and what to bring on the item too. When families find the details next to the question, they answer the question.

Read the counts, then the names

1:18 Read the counts first. They tell you how big the session can be. Then read the names. They tell you which groups, positions or pairs will work on the night.

A typical practice week

1:28 Here is a typical example. It is illustrative, not a specific club. An under-twelve team has fourteen players and has practice on Tuesday. The reply-by time is Monday at eight in the evening.

1:41 On Monday morning, nine players are going, two are maybes, one is away, and two have not answered. That adds up to fourteen. The coach sends one reminder about the practice. By Monday evening, one maybe has become a yes.

1:55 Of the two who had not answered, one is going and one is away. Now it is eleven going, one maybe and two away. Still fourteen. The coach plans for twelve, counting the maybe.

2:07 That makes three groups of four for the passing drill. If the maybe stays home, one group works as a three.

Mark attendance after the session

2:15 After practice, mark attendance with four statuses: present, late, absent and excused. Ten players were present and one arrived late. One player who said going was absent. The two who said they could not come are excused.

2:30 Eleven said going and eleven came, but not the same eleven. The maybe came, and one yes stayed home. That is why the RSVP and the attendance record are kept separately.

When a practice time changes

2:42 Times move. When one does, change the item itself rather than sending a side message. Then ask families to check their answer for the new time, and read the counts again.

How Play 2 Earn Sports helps

2:53 Now, how Play 2 Earn Sports helps. The team and club calendar shows games, practices and events on web and phone. Players and parents answer Going, Maybe or Can't go. Coaches see the counts and the names.

3:09 A coach can send one manual in-app reminder per item, at most once every twenty-four hours. Today, that reminder is the coach's tap, so the reply-by time still does most of the work. Coaches and club staff mark attendance as present, late, absent or excused, separately from RSVPs. When a team event, team game or club game changes, affected families get in-app, email and push notices by default, and can opt out of event email and push.

3:40 Ask early, read the counts and the names, mark attendance, and ask again when a time moves. The full guide 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.