Team Manager FAQs  

Responsibilities of a Team Manager  

• Communication

• Jerseys, Hat, Sock Pick Up

• Setting the Practice Schedule

• Game Day Volunteers

• Game Day Reminders

• End of Season

• Managers Corner

Communication

• act as a communication liaison between parents and the coaches

• sending out reminders as needed: gear/equipment/jersey reminders, important  upcoming events (opening ceremonies, closing ceremonies, photo day,  tournaments, all-star tryouts, etc)  

• send out announcements or communicate special requests to the team  • communicate any changes or additions to the original schedule

How do I communicate with parents?  

• team managers will need to download and use the TeamSnap app during the  baseball season

• to gain full access to the functionality of TeamSnap email Stefanie at  secretary@beaconhillball.com to request an upgrade to your TeamSnap  account for manager access

• TeamSnap Chat for “Team Chat” or new chats with just the coaches, or a  specific parent if necessary

• email through TeamSnap: can email everyone on the team (coaches included),  all the parents (coaches excluded), or select individual parents

• as not all parents will opt to use the TeamSnap app, important communication  should be sent using both the email function and the app’s Team Chat function to be certain everyone will receive it

Jersey, Hat, and Sock Pick up and Distribution

• Pick up jerseys, hats, socks from clubhouse (dates/times tba) to distribute to your team

• Jersey numbers must be entered into the TeamSnap roster. In the app, click on Roster, select a player and enter their Jersey Number in their profile.

• Bonus points: use a sharpie and write in the players’ names in their hats, parents will thank you!

• Remind parents to label their kids equipment with a name/phone number

Welcome Email

• Be proactive! An email template is attached below. Use it to send a welcome email your team as soon as possible

• Send this to introduce yourself, the coaches, and your families to the team

• Some families may not have used TeamSnap before and will need to download the app in order to see the schedule and communicate

Setting the Schedule  

• New for 2025: Game schedules will already be set up in TeamSnap for all teams and is centrally managed by David Spence / uic@beaconhillball.com. In the event of cancellations or time changes please contact David via email or in TeamSnap.

• DO NOT CREATE NEW GAMES: contact David if you need a game added

• use TeamSnap to set practice schedule

How do I set up practices in the schedule?  

• use the Schedule tab on the TeamSnap website

• set the practice start time and location  (make sure to use the preconfigured locations already in TeamSnap)

• adjust arrival time in “Optional Event Info” to allow for a coach’s request for  players to arrive ahead of time

• use the weekly repeat option to quickly set up practices for the whole season  in one step

How do I set the arrival / warm up time and add notes for games?  

• Start time for games pre-loaded in the schedule is the game start time, warm  up time is not included

• On desktop TeamSnap, click on Schedule in the top blue bar. For each game, click on the 3 dots on the right and click “Edit”. Under “Optional Event Info” enter 60 minutes for arrival time to account for the 60 minute warm up (or warm up time specified by your coach)

• Use the “Notes” field to specify the warm up time and the game start time

Game Day Volunteers  

• coordinate volunteers for all games, both home and away

• home games require FOUR volunteers: one for lining the field, one for Scorekeeper, one for Scoreboard, and one to MC the game

• away games require ONE volunteer: Scorekeeper

• add these assignments to scheduled games on TeamSnap:

- In the app: scheduled event details > “Assignments” tab > add  assignments.  

- On the website: In the top blue menu bar click on “Assignments” tab > use the + icon for listed events

 - Choose from the dropdown list or type in a custom entry

• parents need to sign up for game assignments

NEW for 2025: 

• home team players are responsible for setting up the field before the first game of the day (raking and setting the bases)

• visiting team players are responsible for setting the field after the game (raking, cleaning both dugouts, picking up any garbage)

• last game of the day: visiting team players put away bases/set up tarps after raking/cleaning dugouts

• interlock games: home team players are responsible for field set up (raking, setting out the bases) AND taking down the field after the game (raking, cleaning out both dugouts/picking up any garbage, and if last game of the day putting bases away, setting out the tarps)

When should volunteers arrive at the field?  

• Field Lining arrives 30-40 minutes before the game’s start time and takes ~10 min.

- field should be fully prepped 20 minutes before game start  

• Scorekeeper arrive 15 min before game start  

- Obtain batting order from coach, set the batting order on GameChanger in  that game’s event (see the GameChanger Manual in the Clubhouse)  

- Rookie Minors will be scorekeeping on paper, after getting the batting order  from coach, fill in the scoresheet with the necessary information before the  first pitch

• Scoreboard operator arrive 10 min before game start to turn the scoreboard  on and ensure it’s operating correctly

• MC/Game Announcer arrive 15 min before game to begin playing music (no explicit lyrics), set up PA system to announce the game (there will be an iPad in the clubhouse @ Hollywood for playing music)

What if parents don’t volunteer?  

• without volunteers the team cannot start the game

• it helps to set a deadline for parents to sign up for the game’s assignments  (24h - 2 days before game start)

• positions not filled by the deadline can be assigned by the manager in order of  the team roster  

- Notify assigned volunteers by both email and chat through TeamSnap app

• beneficial to send out an email and/or hold a parent meeting near the  beginning of the season so everyone is aware of the volunteer requirement  and how you plan to handle game day assignments

Can the team manager volunteer?  

• Yes, if you want to take on volunteer assignments once in a while, go for it  - Note: if a parent volunteer is unable to do their assignment at the last  minute/no-shows, the manager may need to take on that assignment

Game Day Attendance  

• Players need to set game day attendance in advance for coach’s game day  planning, at least 24 hours before game time

• remind parents to set their player’s availability on TeamSnap

• use the TeamSnap app or website from the Home or the Schedule tabs to set  attendance. This is critical so that coaches can make up the lineup for each game ahead of time.

End of Season  

• game jerseys need to be collected, washed, and returned to Beacon Hill

• collect the jerseys after the closing ceremonies or after the final game for any  players not attending the closing ceremonies

• can ask for a volunteer to take on the task of washing and returning jerseys

Managers Corner  

• Managers are added to Managers Corner on TeamSnap 

• Managers Corner is a resource for managers, use it to ask questions, help  other managers, and find support; rules, GameChanger how to, schedules, a  coach contact list, and more is posted in the files in Managers Corner

Miscellaneous  

• Reminder: no concession food in the dugouts, please instruct your team’s families

• Players can bring their own food to have during the game, or enjoy the concession before and after the game

• Players are to stay in the dugout or on the field, except for washroom breaks or emergencies

• No climbing on top of the dugouts

WELCOME EMAIL TEMPLATE

Subject: Beacon HIll - Welcome to <TEAM NAME - MAJORS / MINORS / ROOKIE MINORS>

Hello <Team name>,

I'm going to be the Team Manager for the team this season. Our coaches will be <coach names>.

Many of you know the drill with how Beacon Hill operates, but if you are new to the club or to <Rookie Minors / Minors / Majors> this year and have any questions please don't hesitate to get in touch with me.

My main role will be to take all the admin stuff off the coaches’ plates so they can focus on coaching. Games, practices and events will be loaded into the schedule on TeamSnap.

Schedule:

Practices:

• [Day] from X to X at [location].
• [Day]  from X  to X at [location].

The first practice will be on [Date & Time] at [location]. For all practices, everyone should set their player's availability on TeamSnap whether your player is going to attend the practice or not.

Games:

The first game of the season is set for [Date & Time] at [location]. Warm up is at [time]. This has been noted in the TeamSnap schedule. Please set that availability whether your player is going to attend the game or not. Player availability for games needs to be set no later than 24 hours before the game starts. This is critical for coaches to know so that they can create the lineup, and ensure we follow the rules on pitch count and player safety. If your player has a last minute change in availability please update it AND send us a message in the TeamSnap chat.

Some games are “Interlock” where we play other clubs (Layritz, Central Saanich, Hampton, Lakehill, National) at their field or ours.

Volunteers: Volunteers will be required for every game. For home games, we will require four volunteers (one field liner, one scorekeeper, one scoreboard, one MC/game announcer). For away games, we will require one volunteer (scorekeeper). Without these volunteers, the games cannot be played. All required volunteer positions are now set up in the assignments tab for every game. Please take a look and volunteer where you can. **Volunteer positions that remain unfilled will be assigned in rotating roster order the day before the game.** If you need a refresher on scorekeeping in GameChanger or scoreboard operation (or you've never done it before), please let me know and I can walk you through it. There's a great video on what is involved in field prep here: https://beaconhillball.com/field-prep/.

Equipment:

Please make sure your player has their own glove, helmet, and jock/jill. They will not be allowed to practice or play games without them. A chin guard on the helmet is optional but strongly recommended. Kirby's and Sportchek are both great options if you don't have those items.

Bats: Players do not need their own bats, but if they do have their own it needs the USA Baseball logo to be used in games and practices.

Pants: Plain grey baseball pants with no piping (Kirby's and Sportchek)

Uniform: Game jersey, socks, and a hat will be distributed to all players. Game jerseys are for games only, and must not be worn to practices. Game jerseys must be returned to BH at the end of the season.

Cleats: Players must wear proper rubber cleats. Running shoes are not allowed for safety reasons.

Please make sure bats, gloves, hats, and any other personal items are marked with your player's name.

Illegal equipment: players are not allowed thumb protectors, choke up assists, choke-knobs etc.

TeamSnap: Please download the TeamSnap app, or update it if you already have it. TeamSnap is used for all scheduling and communication. All games, practices, and events are loaded in TeamSnap, and any changes to the schedule will be communicated via the app and email. Important Note: The game times in TeamSnap do not include the warm up (typically 60 minutes), please make note of the arrival time for games as it does account for the warm up.

IMPORTANT: New this year: Scorekeeping on GameChanger for Minors and Majors Only: For those of you new to Minors, or who didn’t play in the Fall 2024, we have a new electronic scorekeeping system called GameChanger. We’ve gotten rid of the paper scoresheets and now scoring is done on iPads. To learn more about it click here: https://docs.google.com/document/d/1N20Sckv-f-lsUSVibgVor_N1KLgFG211cmE-bgBSJ0w/edit?usp=sharing

IMPORTANT: New this year: Adding a second Parent/Guardian: Each player only has one Parent/Guardian attached to their profile in TeamSnap. If you require a second Parent/Guardian to be added, select their name in the roster and then “+Family Member” so that the second Parent/Guardian can be invited to the team.

In order to add our team games and practices to your own calendar from within the app (click on “+add” on each event) or subscribe to your team's calendar by following these instructions (doing it via mobile app is the easiest). Note that these times DO NOT include the warm up time: https://helpme.teamsnap.com/article/1245-subscribe-to-a-team-schedule.

I look forward to seeing you at the park.

Please get in touch with any questions.

<your name>