Full team rosters in scoreio: spotters, up to 6 coaches, and clubs

On the floor, athletes are never alone. There are spotters securing difficult elements. A second and third coach, each responsible for a different part of the routine. Substitutes ready to step in for an injured teammate. And almost always a club the team represents. For a long time the team roster in the registration system was thinner than the squad on the floor: it held athletes and one or two coaches, while everything else lived in chat threads and in the organizer's head. We fixed that. scoreio now describes a team the way it actually looks — with spotters, a full coaching staff, substitutes, and club affiliation.

How it used to work

The registration form captured the bare minimum: a list of athletes and a limited number of coaches. Anything beyond that, the organizer learned after the fact.

• There were no spotters at all. Yet many disciplines require spotting by rule, and separate people step onto the floor for it. They ended up in comment fields, side spreadsheets, or were simply forgotten — until check-in, when "those three are with us too" suddenly appeared.
• Too few coaches. A real staff — head coach, choreographer, acrobatics specialist — did not fit the form. You had to pick who was "officially" listed.
• The club was invisible. A team represents a club, and the club belongs to a country — but none of that was in the registration. The organizer couldn't tell how many clubs were really competing, how to group teams, or whom to invoice.
• Substitutes blurred with the main squad. There was no split between who competes and who is in reserve. The counter showed a single total, and verifying the roster meant doing it by hand.

The result was a gap between the paper registration and reality that surfaced at the worst possible moment: during accreditation, when calculating fees, or when generating scoresheets.

What changed

We expanded the roster model so the registration reflects the full, real team. Every block is controlled by brand settings — a federation enables what its discipline needs.

The spotter role — up to 6 per team

There is now a dedicated spotter role, and a team can have up to six of them. A spotter can be anyone from the real structure:

• an athlete — if one of the competitors does the spotting;
• a coach — if someone from the staff spots;
• a standalone person — a dedicated spotter who is not part of the main roster.

The role is enabled via brand settings: where the rules require spotting, spotters become a real part of the registration instead of a line in the notes.

Up to 6 coaches per team

The coaching staff is no longer capped by a tight limit — the registration holds up to six coaches. Head coach, choreographer, acrobatics coach, assistants — all named individually. One important detail: the same person can be both a coach and an athlete. That is common in small clubs where a playing coach competes on the floor, and the system now allows it without duplicates or workarounds.

Clubs: a team belongs to a club

There is now a proper club entity. A team belongs to a club, and the club belongs to a country. During registration this works as follows:

• the coach picks a club from the list of clubs in their country — no manual typing, no spelling variations;
• if the club doesn't exist yet, there is a "+ Add club" button right in the form — no need to leave the registration or ask an administrator;
• every export gains a dedicated "Club" column — the organizer immediately sees which team represents which club.

Substitutes with their own counter

The roster is now honestly split into main and substitute athletes. A separate counter shows how many compete and how many are in reserve. This removes confusion during accreditation and fee calculation: the main squad and replacements no longer merge into one number.

What this gives you

• Registration equals reality. The full roster — spotters, up to 6 coaches, substitutes — lives in the system, not in chat. Fewer surprises at check-in.
• Up to 6 spotters and up to 6 coaches per team — enough even for large routines with complex acrobatics.
• The club is visible instantly. The "Club" column in exports gives the organizer a club breakdown at a glance — handy for grouping, statistics, and invoicing.
• Less manual reconciliation. Separate counters for main and substitute athletes remove the by-hand recount of the roster.
• A clean club database. Selecting from the country's club list eliminates duplicates like "Spartak" / "spartak" / "SC Spartak" in ten spellings.
• Discipline-level flexibility. Spotters and clubs are toggled in brand settings — every federation tunes the roster to its own rules.

Where this solves a real problem

A cheer-acrobatics tournament with strict spotting. The rules require listing spotters for every team. This used to be a separate Excel sheet nobody reconciled with the registration. Now up to 6 spotters are listed right in the roster — athletes, coaches, or invited people — and at check-in the list matches what's on the floor.

A national series with dozens of clubs. Teams from 30+ clubs of one country compete. Coaches pick their club from the list and add new ones with the "+ Add club" button. The export gains a "Club" column — the organizer instantly sees how many clubs entered and groups scoresheets and invoices by club without manual tagging.

A small club with a playing coach. The head coach competes in the team routine. Previously they had to be duplicated — once as a coach and once as an athlete. Now one person holds both roles, the roster stays clean, and fees are counted correctly.

Frequently asked questions

How many spotters and coaches can I add per team? Up to 6 spotters and up to 6 coaches per team. That is enough even for large routines with heavy acrobatics and an extended coaching staff.

Who can be assigned as a spotter? Anyone from the team's real structure: an athlete, a coach, or a separate invited person. The role is enabled via brand settings for your discipline.

Can one person be both a coach and an athlete? Yes. This is common in small clubs with a playing coach — the system allows both roles for one person without duplication.

What if the club I need isn't in the list? The registration form has a "+ Add club" button. You don't have to leave the form or contact an administrator — the club is created on the spot and tied to its country.

Does the organizer see the team's club affiliation? Yes. Every export includes a dedicated "Club" column, so a club breakdown is available right away — for grouping, statistics, and invoicing.

How to get started

The extended roster — spotters, clubs, and separate substitute tracking — is enabled through your brand settings: it is part of scoreio's flexible white label configuration, not a separate product version. The club list is built on the global locations database, where each club is tied to a country.

Want your registrations to reflect the real team roster? Request a demo or a pilot launch of scoreio — we'll set up spotters, the coaching staff, and clubs for your discipline's rules and show how it looks in the exports.