A tryout season in 360Player uses two registrations working together: a tryout registration that collects applications and sorts players into groups, and an acceptance registration that manages team offers and memberships.
Overview
Players fill out your tryout registration and are automatically placed in the right group based on eligibility rules (e.g. age, gender).
You run your tryouts and evaluate players.
You assign selected players to teams using the Team Invitation tool, which pulls players directly from your tryout submissions.
Players receive a team offer, accept, and complete their registration and payment — then they're automatically added to their team.
Set up your tryout registration
Start with Create a registration form if you haven't built a registration before.
Use one registration for all tryout applicants. We strongly recommend using a single registration form for your entire tryout intake instead of one per age group or team. 360Player generates reports on a per-registration basis, so keeping all submissions in one registration gives you a unified view of all applicants, their data, and any financial totals across the whole intake. Within that single registration, you can drill down into reporting at the package level and track performance, submissions, and financials separately for each age group or category.
Collect the data you need for team assignment. Think ahead about what information you'll need to sort players into the right groups. Common fields include:
Contact information
Date of birth (as a Date field) — for age-group sorting
Gender (as a Single Choice question) — for gender-based groups
Location, previous experience, preferred position, or any other criteria your club uses
Waivers, attachments, licenses etc.
Important: Only registration fields of type Date or Single Choice can be used as eligibility rules. Make sure the fields you want to use for sorting are set as required — only required fields can be used as eligibility criteria.
Use packages to sort players automatically. Within your single tryout registration, create a package for each group you want to sort players into — for example, one package for U13 Boys, one for U15 Boys, and so on. Each package gets its own eligibility rules that determine which players are directed into it.
For example, a U13 Boys package might have two eligibility rules:
Date of birth is between 2012-01-01 and 2012-12-31
Gender equals Male
Note: If a package has multiple eligibility rules, a player must meet all of them to be eligible for that package.
If you want your tryouts to be free, leave the products section empty on each package — anyone can register without a payment.
Finish setting up the registration. Add a custom submission email to confirm receipt and let applicants know what to expect next (optional), then set the registration status to Open when you're ready to start collecting applications.
Set up your acceptance registration
Once your tryout structure is in place, create a second registration — your acceptance registration. This is the registration players complete once they've been offered a spot on a team.
Note: The actual tryouts can happen before this step is done. As long as your tryout registration is live and collecting submissions, you can set up the acceptance registration at any point — even after tryouts have finished.
One package per team (or price point). For the acceptance registration, use team invitation as the eligibility method for each package and connect the relevant team directly to it. This ties a package to a specific team placement — when a player accepts their invitation, they're registered to the correct package and added to the correct team automatically.
For each team (or group of teams sharing the same price and products):
Create a package and give it a descriptive name (e.g. U13 Boys — Season 2026/27).
Add the relevant products (membership fee, kit, etc.) and set the payment type (upfront, installment, or subscription).
Connect the package to the team(s) it represents.
Connect to your tryout registration. In the acceptance registration, use Connect player pool to link it to your tryout registration. This is what lets the Team Invitation tool pull players from your tryout submissions as the pool of candidates to assign and invite.
Visibility. Enable the Invite only checkbox on this registration. This ensures that only players who've received a direct invitation can access and complete the registration.
Assign players and send invitations
Once tryouts are done and you're ready to make offers:
Open your acceptance registration and go to the Team Invitation tab.
The Available players panel shows all players from your connected tryout registration, as well as your full contacts list. Use search and filters to find specific players.
Select one or more players and assign them to a team by drag-and-drop or via the Actions menu. Their status becomes Assigned.
When you're ready to send offers, select the players or teams you want to invite and click Invite players.
Review the recipient list, optionally customize the invitation email with relevant details (team name, season start date, what to expect), and send.
Players receive the invitation by email and as an in-app notification. The link takes them directly to their assigned package in the acceptance registration to complete their membership and payment. For the full walkthrough of the Team Invitation tab, see Invite and assign players to teams from a registration.
Track responses and manage your roster
Once invitations are out, monitor each player's status in real time from the Team Invitation tab.
Status | What it means |
Assigned | Player has been placed in a team but not yet invited |
Invited | Invitation sent — waiting for a response |
Accepted | Offer accepted — registration complete, payment submitted, player added to team |
Declined | Player or parent declined the offer |
Revoked | Invitation withdrawn by an admin |
When a player accepts, everything happens automatically: registration is marked complete, payment is processed, and they're added to the team in 360Player.
If a player declines, go back to your available players, assign the spot to someone else from your tryout pool, and send a new invitation.
Tips for a smooth tryout season
Plan your packages before opening the tryout registration. The eligibility rules on your tryout packages determine how players are bucketed. It's much easier to get these right before submissions start coming in.
Don't split your tryout across multiple registrations. One registration per tryout season keeps your data clean and your reporting accurate. Use packages with eligibility rules within a single registration to handle multiple groups.
Keep tryout packages free. If there's no payment required for tryouts, leave the products section empty.
Customize your invitation email. When sending team offers, include the specific team name, the season start date, and any other relevant information. A clear, personalized invitation increases acceptance rates and reduces follow-up questions.
Control access carefully on both registrations. On the tryout registration, use eligibility rules so players are automatically directed to the right package, minimizing manual corrections. On the acceptance registration, enable the Invite only checkbox so only players who've received a personal invitation can complete it.