5 Mistakes Team Managers Make With Player Paperwork
Managing player paperwork is one of the least glamorous — but most important — parts of running a youth sports team. Get it wrong, and you could be facing eligibility issues, insurance headaches, or frantic last-minute scrambling before a big game.
Here are five common mistakes team managers make — and how to avoid them.
1. Waiting Until the Last Minute
Too many managers wait until right before the season starts (or even the first game) to start collecting forms. This leads to missing documents, stressed-out parents, and unnecessary delays.
Avoid it: Start your paperwork process as soon as rosters are set, and set clear early deadlines for parents.
2. Relying on Paper or Spreadsheets Alone
Paper forms get lost in backpacks. Spreadsheets are fine — until multiple people try to update them or you forget where the latest version is saved.
Avoid it: Use a centralized, secure online system that keeps forms and status updates in one place.
3. Not Clearly Communicating Requirements
If parents don’t know exactly what’s needed — and by when — you’ll end up chasing them for weeks.
Avoid it: Provide a complete checklist with due dates up front. A good system will also send automatic reminders so you don’t have to.
4. Failing to Track Expiration Dates
Some documents (like background checks, coaching certifications, or medical forms) expire mid-season. Managers often forget to track these, which can cause eligibility issues.
Avoid it: Keep a master list with expiration dates, or better yet, use a platform that tracks them for you.
5. Handling Sensitive Information Insecurely
Medical forms and ID copies often get stored in email inboxes or shared via unsecured links — a major privacy risk.
Avoid it: Store documents in a secure, encrypted location with restricted access.
The Bottom Line
Paperwork headaches are avoidable. By starting early, communicating clearly, tracking everything in one place, and keeping security in mind, you’ll save yourself countless hours — and your team will thank you.
That’s exactly why we built Benchlocker: to give team managers a secure, centralized home for all their paperwork, with built-in reminders and tracking.
