Roster Deadline and Locking

At some point the squad list has to stop moving. Accreditation needs a roster it can check, and a club that adds a player the morning of the first match makes that impossible.

MyCup asks this as one question — Roster editing — with five answers, from "teams never edit" through to "each player freezes as you approve them, and everything else freezes on a date". On top of whichever you choose there is a lock you can flip by hand at any moment.

All of it applies to team managers only — you are never locked out of your own tournament and can keep editing rosters whenever you need to.

Teams also carry on doing everything else: they can still upload documents, fill in forms and read announcements. Only the squad itself freezes.

Requires the Team Panel. These settings only affect what team managers can do, so they live with the Team Panel and need the Team Panel enabled on a Premium plan. Without it there are no managers to hold to a deadline.

Choosing How Rosters Work#

Under Team Panel → Settings → Permissions, Roster editing is one choice with five answers. Pick the one that matches how you actually run accreditation:

Whichever you pick, you keep editing rosters yourself. Every mode constrains team managers only.

The date field appears only once you choose a mode that uses one. Switch to a mode that does not, and the date is cleared rather than left behind to bite you later.

Setting a Deadline#

1. Open your tournament's admin panel
2. Under Team Panel, click Settings
3. Go to the Permissions tab
4. Set Roster editing to Closes on a deadline (or the combined mode)
5. Set Roster Change Deadline
6. Click Save

The deadline day is inclusive — it is the last day teams can make changes, not the first day they cannot. A deadline of 1 March means clubs can still edit all day on 1 March, and are locked out from 2 March.

Dates are read on your tournament's timezone, not the server's. If your tournament runs in Warsaw, the deadline ends at midnight in Warsaw.

Leave the field empty for no deadline.

Locking Immediately#

Sometimes you need the squad frozen now — accreditation starts in an hour, or a club keeps swapping players after you have printed the team sheets.

Toggle Lock Rosters Now on the same tab. It stops squad changes straight away, whatever the mode and deadline say, and it changes neither. Toggle it back off and your chosen mode takes over again.

That separation is deliberate: freezing a squad for an afternoon of accreditation is not the same decision as saying this tournament's rosters are never editable, and you need to be able to lift one without losing the other.

Use the deadline for the plan you announced, and the lock for the exception.

What Teams See#

Nothing disappears. Every control a manager used last week is still there, disabled, with the reason attached — a button that silently vanishes reads as a bug and generates a support email.

On the Players and Staff pages a locked team sees:

• The heading marked (read-only) followed by the reason, for example "25 / 50 players (read-only) — The deadline for roster changes passed on 10.09.2026."
• Add Player, Import players and Delete greyed out, with the same reason in the tooltip
• The Edit button still works, but opens the player as a read-only view with a Close button instead of Save changes — managers can still read their own data, they just cannot change it

If a manager has the edit window open when you lock the roster, pressing Save tells them editing has closed and saves nothing.

Before the deadline#

In the two weeks before the date, the same heading carries a countdown instead: "25 / 50 players — Roster changes close on 20.09.2026." So a manager who logs in during that window is warned rather than surprised.

That only helps the managers who log in, which is why the email below exists.

Emailing Teams Before the Deadline#

A deadline nobody was told about produces exactly one outcome: support email on the day it bites. MyCup can warn each club by email as the date approaches.

On the Permissions tab, once a deadline is set:

• Email Teams Before the Deadline — off by default
• Days Before the Deadline — how far ahead to send, between 1 and 60 days (7 by default)

Each club gets one email per deadline. The nightly job is silent after that, so a club is never nagged.

The email comes from your tournament — its name and logo — and replies go to you, not to a no-reply address. It says when the roster closes, how long is left, and links the manager straight to their roster.

It is off by default on purpose. A club's contact address may belong to a volunteer secretary with no MyCup account, so mailing them is your decision, not ours.

Who gets it#

Everyone who can act on it: the team's contact email address, plus every manager who has accepted an invitation to the panel. Each person receives their own copy in their own language, so two clubs sharing a venue address never see each other's details.

A club with no reachable address is skipped and stays unwarned — give it an address and the next run will reach it.

If you move the deadline#

Changing the date is a genuinely new fact, so each club gets one fresh warning about the new date. Leaving the date alone never produces a second email.

When nothing is sent#

• The deadline has already passed
• Lock Rosters Now is on — the date is no longer what stands between the club and its squad
• The deadline is further away than your chosen lead time
• The club has already been warned about this deadline
• Your plan no longer includes the Team Panel

Locking One Player Instead#

A deadline freezes everybody. To freeze a single player once you have checked their paperwork, use Player Verification — the rest of the squad stays editable.

Spreadsheet Imports#

A locked roster refuses a manager's spreadsheet upload whole, before anything is imported, with the same reason shown on the page. There is no half-imported squad to unpick.

Your own imports are unaffected. Uploading on a club's behalf after the deadline is exactly the kind of thing the deadline is meant to leave you able to do.

Related#

• Enabling Team Panel — where these settings live
• Player Verification — lock one player rather than the whole roster
• Managing Players — the roster page teams use
• Roster Change Notifications — a daily summary of what clubs changed