Adding Team Managers

Last updated: February 11, 2026

Team managers are users who can access the Participant Panel to manage their team's profile, roster, documents, and more. This guide explains how tournament organizers invite and manage team managers throughout the tournament lifecycle.

Prerequisites

Before adding team managers, make sure:

  1. Team Panel is enabled - See Enabling Team Panel
  2. Participants or candidates exist in your tournament

Typical Workflow

Here is a common example of how the team manager invitation flow works in practice:

  1. A team submits a registration request to participate in your tournament — a Candidate is created
  2. You review the request and invite a team manager via the Team Managers page — the manager gets access to the Participant Panel immediately
  3. The manager can now log in, view their candidate information, fill out forms, upload documents, and respond to announcements
  4. When you're ready, you convert the candidate to a participant — the manager's access is preserved and they now have full access to the team profile
  5. Optionally, you can allow team managers to edit team info and/or roster so they can help fill in details. When a deadline approaches, you can disable these permissions

The fastest way to manage team managers is the dedicated Team Managers page.

Step 1: Open the Team Managers Page

  1. Go to your tournament dashboard
  2. In the sidebar, find the Tournament Users section
  3. Click Team Managers

Team Managers page

Step 2: Find the Team or Candidate

The page shows all your participants and candidates in one list. Each entry displays:

  • The team/candidate name and logo
  • A badge indicating the type: Participant (green) or Candidate (yellow)
  • Contact email
  • Currently assigned managers

You can use the search bar to find a specific team by name, or use the filter dropdown to show only participants, only candidates, or both.

Step 3: Add a Manager

  1. Click the Add button next to the team or candidate
  2. In the modal, enter the manager's email address
  3. Click Add Manager

Add Manager modal

That's it. The system handles everything else automatically.

What Happens Behind the Scenes

If the email belongs to an existing user:

  • The user is immediately linked to the team/candidate
  • A notification email is sent with a link to the Participant Panel
  • The user can log in with their existing credentials

If the email does not belong to any existing user:

  • A new user account is automatically created using the contact name from the team/candidate record
  • A welcome email is sent with a Set Your Password button
  • After setting their password, the user can access the Participant Panel

Managers for Candidates vs. Participants

You can assign managers to both candidates (pending registrations) and participants (confirmed teams). Here's how the two relate:

Candidate Managers

When you add a manager to a candidate, the manager can access the Participant Panel to:

  • View their registration details
  • Complete custom forms
  • Upload documents
  • Read announcements

This is useful for collecting required information before the team is officially accepted.

What Happens When a Candidate Is Converted

When you convert a candidate to a participant:

  • All managers are automatically transferred to the new team
  • Managers receive an updated email with their team panel access link
  • Their access is seamless — no re-invitation needed
  • The original invitation metadata (who invited them, when) is preserved

Participant Managers

Once a team is a confirmed participant, managers have full access to:

What the Manager Receives

The welcome email includes a direct link to the Participant Panel at https://mycup.me/participant-panel/. Managers use this URL to access their team.

Welcome Email for New Users

The manager receives an email containing:

  • A greeting with their name
  • The team/candidate name and tournament name
  • A Set Your Password button to create their login credentials
  • A Go to Participant Management Panel button (links to https://mycup.me/participant-panel/)
  • Their login email for reference

Flow: Receive email → Set password → Access Participant Panel

Notification Email for Existing Users

If the manager already has an account:

  • They receive an email informing them they've been added
  • A Go to Participant Management Panel button
  • They log in with their existing credentials

Flow: Receive email → Access Participant Panel with existing credentials

Removing a Manager

  1. Find the team or candidate on the Team Managers page
  2. Click the X button next to the manager you want to remove
  3. Confirm the removal

The manager will immediately lose access to the Participant Panel for this team. If they manage other teams, their access to those teams is not affected.

Multiple Managers per Team

A team can have more than one manager. This is useful when:

  • A team has both a head coach and a team administrator
  • Multiple people need to manage the roster or upload documents
  • You want backup access in case one manager is unavailable

All managers of the same team have equal access and can perform the same actions.

Best Practices

Invite Early

  • Add managers as soon as candidates register so they can start filling out forms and uploading documents right away
  • Don't wait until candidates are converted to participants — invite managers at the candidate stage

Control Permissions Over Time

  • Before the tournament: Allow team info editing and roster management so teams can prepare
  • After registration closes: Disable roster management to lock rosters
  • During the tournament: Keep announcements and forms active for ongoing communication

See Enabling Team Panel for details on configuring these permissions.

Communication

  • Use Announcements to communicate deadlines and requirements
  • Use Team Forms to collect specific information
  • Send a follow-up if managers haven't set their passwords within a few days

Troubleshooting

Manager didn't receive the email

  • Check that the email address was entered correctly on the Team Managers page
  • Ask the manager to check their spam/junk folder
  • Verify your tournament's email delivery is working
  • You can remove and re-add the manager to trigger a new welcome email

Manager can't log in

  • New users: Make sure they clicked the "Set Your Password" link from the welcome email first
  • Existing users: They should use their existing account credentials
  • Suggest using the "Forgot Password" link on the login page to reset their password

Manager can't see their team

  • Verify the manager is listed on the Team Managers page for that team
  • Check that Team Panel is still enabled in your tournament settings
  • Ensure the team record hasn't been deleted or modified

"This user is already a manager" error

  • The email address is already linked to this team or candidate
  • Check the Team Managers page to confirm they already have access

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