Running a tryout season in 360Player involves two registrations working together: a tryout registration to collect applications and sort players into groups, and an acceptance registration to manage team offers and memberships. Understanding how these two forms connect will make the whole process significantly smoother.
Here's the high-level flow:
Players fill out your tryout form 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 and are automatically added to their team.
Phase 1: Set up your tryout registration
Use one registration for all tryout applicants
We strongly recommend using one 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 form 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 form 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 form, 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, you don't need to add a product or payment option to your packages. Simply leave the products section empty and anyone can register.
Finish setting up the form
Add a custom submission email to confirm receipt and let applicants know what to expect next (optional).
Set the form status to Open when you're ready to start collecting applications.
Phase 2: Set up your acceptance registration
Once you have your tryout structure in place, create a second registration — your acceptance registration. This is the form players complete once they've been offered a spot on a team.
Note: The actual tryouts can take place before this step is complete. As long as your tryout form 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, we use team invitation as the eligibility method for each package and connect the relevant team directly to it. This is what ties a package to a specific team placement — when a player accepts their invitation, they are 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.
When a player accepts their invitation, they are automatically registered to the correct package and added to the correct team.
Connect to your tryout registration
In the acceptance registration, connect it to your tryout registration. This is what allows the Team Invitation tool to pull players from your tryout submissions as the pool of candidates to assign and invite.
Visibility
Enable the Invite only checkbox on this form. This ensures that only players who have received a direct invitation can access and complete the registration.
Phase 3: Assign players and send invitations
Once tryouts are done and you're ready to make offers:
Open your acceptance registration and navigate 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 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.
Phase 4: 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 are added to the team in 360Player.
If a player declines, you can 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 form. 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 form per tryout season keeps your data clean and your reporting accurate. Use packages with eligibility rules within a single form to handle multiple groups.
Keep tryout packages free. If there's no payment required for tryouts, simply 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 forms. On the tryout registration, use eligibility rules to ensure players are automatically directed to the right package and minimizing the need for manual corrections. On the acceptance registration, enable the Invite only checkbox to guarantee that only players who have received a personal invitation can complete it.
For step-by-step guidance on each individual feature used in this guide, see:
Create a registration form
Invite and assign players to teams from a registration (coming soon)