Enabling Team Panel

This guide explains how to enable the Team Panel feature and configure what team managers can do in their self-service portal.

Prerequisites#

Team Panel is a premium feature that requires a specific tournament plan.

You can tell at a glance from the sidebar. If your plan includes it, the Team Panel group lists its pages: Team Managers Access, Custom Forms, Announcements and Settings. If it does not, the group shows a single Team Panel link with a Premium badge, and that link goes to Plans rather than into the feature.

Accessing Team Panel Settings#

1. Open your tournament's admin panel
2. In the sidebar, under the Team Panel group, click Settings

If you see one Team Panel link instead of that list, your current plan does not include the feature — follow the link to compare plans.

Page Overview#

The page header shows whether the panel is on (Panel is on / Panel is off) and, while it is on, the roster policy in force (for example Roster: Closes on a deadline). The ? button in the header opens a short guide to the page.

The settings are organized into four tabs:

• Access — the master enable toggle, the manager welcome emails, the "Team Login" website link and the panel URL
• Permissions — what managers can edit, the roster policy, deadline and lock, plus which player/staff fields are required
• Notifications — the daily roster digest, document-upload and form-submission alerts, and one shared recipient list
• Message — a welcome message shown to managers when they log in

While the panel is off, the Permissions and Notifications tabs show only a note that the Team Panel is off, with a Go to Access button.

Changes are staged as you edit; click Save in the bar at the foot of the page to apply them (or press Ctrl+S / ⌘S). The bar stays in view as you scroll and says whether you have unsaved changes.

Panel Access URL#

On the Access tab, once the panel is enabled, the Team Panel URL field shows the address where team managers access their panel:

https://mycup.me/participant-panel

Click Copy to copy it and share it with team managers. However, when you invite a manager, they automatically receive their login link in their welcome email — so you typically only need this address for someone who lost it.

Below it, the Adding team managers card is a reminder that turning the panel on does not invite anyone; Go to Team Managers opens Team Managers Access.

Enabling Team Panel#

On the Access tab you'll find three toggles. The last two appear only while the panel is enabled.

Enable Team Panel#

This is the master switch. Toggle Enable Team Panel to activate the feature for your tournament. When enabled, invited team managers can log in and access their dedicated panel.

When disabled, no team managers can access the panel — even if they've been previously invited. Opening it shows a message that the organiser has switched the team panel off. A manager who also manages a team in another tournament is taken to that team instead when they open the panel link, and this tournament drops out of their team switcher.

A tournament that has never saved this tab keeps the panel open, so clubs already using it are not locked out by a setting nobody touched. The switch shows as on in that case, because that is how the panel behaves.

While the panel is off, team managers get no Team Panel emails. Adding a manager or converting a registration does not send the welcome email, and announcement emails cannot be sent. Payment reminders are not Team Panel emails: they still reach the club contact and its managers, just without a link into the panel. Team Managers Access, Custom Forms, Announcements and the Managers tab on each team and registration stay available, so you can set everything up before you open the panel.

Switching the panel back on does not send the held-back welcome emails by itself. When you are ready, open Team Managers Access and click Email managers to send every manager their access in one go (see Adding Team Managers). Coaches who have never logged in get a link to set their password.

Email team managers their access#

On by default. When on, a manager receives the welcome email with the panel link when you add them, and again when their registration is converted to a team.

Turn it off to add managers without emailing them — for example, to convert registrations now and invite everyone later. Access is still granted; only the automatic email is skipped. Email managers on Team Managers Access still works with this toggle off, so you choose when they hear from you. This toggle only appears while the panel is enabled, because a disabled panel sends no emails anyway.

Show "Team Login" link on the tournament website#

When enabled, a login link appears in your public tournament website's navigation. This makes it easy for team managers to find and access the panel directly from your tournament site.

When disabled, managers can still access the panel via the direct URL or through links in their invitation emails.

Team Manager Permissions#

The Permissions tab controls what team managers can edit in the panel. These settings apply to both participant candidates (before conversion) and converted teams. Its first card, What teams can manage, holds the switches for team info, staff, the payment balance and (when you house teams) the rooming list and hotel names. Anything turned off there is still visible to the team — they just cannot change it.

Every setting on this page carries a small label above its name saying which part of MyCup it belongs to: Squad, Finances, Hospitality, Documents, Custom Forms, Website and so on. It tells you at a glance whether a switch touches the roster, money or the hotel.

Team info#

When enabled, team managers can edit:

• Team name
• Team logo and description
• Contact information (name, email, phone)

When disabled, managers can view their team information but cannot make changes.

Roster policy#

One choice with five answers, rather than a yes/no:

• View only — managers see their squad and can never change it
• Open — managers add, edit and remove players, and upload photos if your plan includes images
• Closes on a deadline — as Open, until the date you set
• Locks player by player — each player freezes as soon as you approve them
• Locks player by player, and closes on a deadline — both

You can always edit rosters yourself, whichever mode is set. See Roster Deadline and Locking for the full picture.

Roster Change Deadline#

Appears for the two deadline policies. The last day team managers may change their squad. After it passes, managers can view their roster but not add, edit or remove anyone — and you can still edit it yourself.

The day itself is inclusive: a deadline of 1 March means clubs can edit all day on 1 March. Dates are read on your tournament's timezone. Leave it empty for no deadline.

Lock rosters now#

Appears for every policy that lets managers edit. Freezes every team's squad immediately, whatever the deadline says. Use it for the exception — accreditation starting in an hour — and the deadline for the plan you announced.

Email teams before the deadline#

Once a deadline is set, you can have MyCup warn each club by email as the date approaches. Off by default, because a club's contact address may belong to someone with no MyCup account. Days Before the Deadline sets how far ahead (1-60, default 7), and each club gets one email per deadline.

See Roster Deadline and Locking for the full picture, including what teams see and who receives the email.

Payment balance#

Shows each team what it owes and has paid, and lets the manager record a payment for you to confirm. Off by default — some organisers keep money private. See Payments.

Rooming list#

Lets each club say who sleeps in which room and fill in the passport numbers and dates of birth the hotel needs. They also see the meals you booked for them, read only. Off by default.

This toggle only appears once your tournament has accommodation — a hotel switch on a tournament that houses nobody is a setting for a page that could never exist. See Accommodation for what the manager gets, including filling the list from a spreadsheet.

Show hotel names to clubs#

On by default: clubs see the name and address of the hotel they are booked into. Switch it off when you sell accommodation packages and allocate hotels later. Clubs then see Hotel to be confirmed, with their rooms, dates and meals, until you reveal the hotel to them on Rooming lists. See Hiding the Hotel Until It Is Confirmed.

Staff#

When enabled, team managers can:

• Add new staff members (coaches, physiotherapists, etc.)
• Edit existing staff information
• Remove staff members from the team
• Upload staff photos (if images are included in your plan)

When disabled, managers can only view their staff but cannot make changes.

Required Fields#

On the Permissions tab, the Required fields card lets you configure which fields are mandatory when adding players and staff members. By default, only the name is required — all other fields are optional. You can make additional fields mandatory to ensure teams provide complete information.

Player Fields#

Under Players:

Staff Fields#

Under Staff:

These settings apply both when organizers add players/staff from the admin panel and when team managers add players/staff in the Team Panel.

Welcome Message#

The Message tab lets you display a custom message to team managers when they access their panel. Use this to:

• Welcome managers and provide context
• Share important deadlines (e.g., "Please complete player registrations by Friday")
• Provide instructions or links to additional resources
• Communicate tournament-specific requirements

The message can be up to 1,000 characters. Leave the field empty if you don't want to display a welcome message.

Notifications#

The Notifications tab keeps admins in the loop when teams take action:

• Daily roster digest — a once-a-day summary of every player and staff change, sent at 07:00 tournament time to all tournament admins. See Roster Change Notifications.
• Document uploads — sent whenever a team uploads a document. See Documents → Upload Notifications.
• Custom form submissions — sent whenever a team submits or re-submits a custom form. See Team Forms → Submission Notifications.

The document-upload and form-submission alerts share one recipient list — the Notification Email Addresses field (up to 3 addresses; type each one and press Enter) receives every enabled notification. Mail is sent in your tournament's configured language.

Best Practices#

Before the Tournament#

1. Enable Team Panel early so teams can start preparing
2. Turn on Team info so teams can update their details
3. Choose an open roster policy (Open, or one with a deadline) so teams can add their players
4. Turn on Staff so teams can add their coaching staff
5. Set a welcome message with key dates and instructions
6. Enable the website login link so managers can easily find the panel

During the Tournament#

1. Lock rosters once the tournament starts — with a deadline, Lock rosters now, or the View only policy
2. Turn off Staff if coaching staff should be finalized
3. Turn off Team info if team details should be finalized
4. Update the welcome message with relevant information for the current stage
5. Keep the panel enabled so managers can still view schedules and announcements

Communication#

• Use Announcements for important updates
• Use Team Forms to collect specific information
• Update the welcome message to reflect current deadlines and requirements

Troubleshooting#

Teams can't access the panel#

• Verify Enable Team Panel is toggled on
• If the manager never got a welcome email, check Email team managers their access — or whether they were added while the panel was off
• Check that the manager has been invited via the Team Managers Access page
• Ensure the manager has set their password (new users must click "Set Your Password" in the welcome email)

Teams can't edit their information#

• Check if Team info is enabled on the Permissions tab
• Verify the manager is properly linked to the team

Teams can't manage roster#

• Check Roster policy on the Permissions tab — if it is View only, a deadline has passed or Lock rosters now is on, managers cannot change their squad
• Verify the tournament uses "Teams & Players" mode (not individual participants)

Teams can't manage staff#

• Check if Staff is enabled on the Permissions tab
• Verify the tournament uses "Teams & Players" mode (not individual participants)

Login link not showing on website#

• Check if Show "Team Login" link on the tournament website is enabled
• Verify the public website is published in the Website Editor