FTC TeamForgeFTC TeamForge

Team Management

Manage team members, invitations, seasons, and team settings from a centralized location.

Team Management Overview Required screenshot: team-overview.png

Overview

The Team Management page (Admin only) provides four tabs for managing your team:

  • Team Members - Add and manage team members
  • Invites - Create and manage invitation links
  • Seasons - Manage competition seasons
  • Team Settings - Update team information

Team Members Tab

Viewing Members

See all active team members with:

  • Name and email
  • Role (Admin, Mentor, Student, Guest)
  • Join date
  • Member statistics at the top

Team Members Required screenshot: team-members.png

Member Roles

Four role types with different permissions:

Admin

  • Full access to all features
  • Can manage team members
  • Can create invites
  • Can modify team settings

Mentor

  • Can manage team content
  • Cannot manage members or settings
  • Can view all team data

Student

  • Can manage own content
  • View team information
  • Limited administrative access

Guest

  • Read-only access
  • Can view but not edit
  • Useful for parents, sponsors

Adding Members Directly

Add team members without sending invites:

  1. Click "+ Add Member" button
  2. Fill in member information:
    • First and last name
    • Email address
    • Role
    • Grade (optional)
    • Subteam (optional)
  3. Click "Add Member"
  4. Member receives credentials and can sign in

Add Member Required screenshot: team-add-member.png

Member Actions

Promote to Admin

  • Elevate a member's permissions
  • Gives full administrative access
  • Use with caution

Remove Member

  • Permanently removes member from team
  • Deletes from database
  • Cannot be undone
  • Shows confirmation dialog

Remove Member Required screenshot: team-remove-member.png

Invites Tab

Creating Invite Links

Generate shareable invitation URLs:

  1. Click "Create Invite" button
  2. Configure invite settings:
    • Default Role - What role new members get
    • Max Uses - Limit number of signups (optional)
    • Expiration Date - When invite expires (optional)
  3. Click "Create Invite"
  4. Copy the generated link to share

Create Invite Required screenshot: team-create-invite.png

Invite Codes

Each invite gets a unique 12-character code automatically generated.

Viewing Invites

See all active and inactive invites in a table:

  • Status badges (Active, Expired, Max Uses Reached, Deactivated)
  • Default role assignment
  • Usage count (current uses / max uses)
  • Expiration date
  • Created date
  • Actions (copy link, deactivate)

Invites List Required screenshot: team-invites-list.png

Managing Invites

Copy Invite Link

  • Click the copy button
  • Link is copied to clipboard
  • Share via email, chat, etc.

Deactivate Invite

  • Stops invite from working
  • Useful if invite is compromised
  • Cannot be reactivated

Invite Actions Required screenshot: team-invite-actions.png

Invite Status

Invites show different statuses:

  • Active - Currently usable
  • Expired - Past expiration date
  • Max Uses Reached - All uses consumed
  • Deactivated - Manually disabled

Seasons Tab

Managing Seasons

Track multiple competition years:

Seasons Management Required screenshot: team-seasons.png

Creating a Season

Add a new competition season:

  1. Click "+ Create Season" button
  2. Fill in details:
    • Season Name - e.g., "INTO THE DEEP 2024-2025"
    • Start Year - Beginning year (e.g., 2024)
    • End Year - Ending year (e.g., 2025)
  3. Click "Create Season"

Create Season Required screenshot: team-create-season.png

Current Season

Only one season can be "current" at a time:

  • All data views filter to current season
  • Dashboard, tasks, events, etc. show current season data
  • Historical data preserved for past seasons

Switching Seasons

Change the active season:

  1. Find the season you want to activate
  2. Click "Set as Current"
  3. All modules update to show that season's data

Switch Season Required screenshot: team-switch-season.png

Season-Based Data

These modules are season-specific:

  • Notebook pages
  • Calendar events
  • Tasks
  • Expenses and fundraising
  • Mentoring sessions

This allows you to:

  • Keep data organized year-over-year
  • View historical information
  • Start fresh each competition year

Team Settings Tab

Team Information

Update team profile:

Team Settings Required screenshot: team-settings.png

Editable Fields:

  • Team number
  • Team name
  • School name
  • State/region
  • Country

Team Logo:

  • Upload custom logo image
  • 2MB file size limit
  • Supported formats: PNG, JPG, GIF
  • Displays throughout the app

Team Logo Upload Required screenshot: team-logo-upload.png

Updating Settings

  1. Modify any fields
  2. Click "Save Changes"
  3. Changes apply immediately throughout the app

Best Practices

Member Management

  • Set Appropriate Roles - Give users minimum required permissions
  • Regular Audits - Periodically review member list
  • Remove Inactive Members - Clean up when people leave the team

Invite System

  • Use Max Uses - Prevent unlimited signups from one link
  • Set Expiration - For time-limited recruiting periods
  • Deactivate Old Invites - Keep invite list clean
  • Role-Specific Invites - Create separate invites for different roles

Season Management

  • Create Before Season Starts - Set up new season in advance
  • Descriptive Names - Include game name and year range
  • Don't Delete Old Seasons - Historical data is valuable
  • Switch Promptly - Change current season when new one begins

Team Settings

  • Keep Information Current - Update when team details change
  • Professional Logo - Use clear, recognizable team logo
  • Accurate Location - Helps with regional coordination