When does TeamSnap ONE send task reminders and emails?

Tasks are the jobs a team needs covered for a game, practice, or event — running the clock, keeping score, bringing snacks, live streaming. Once a coach or team manager adds tasks to an event, TeamSnap ONE handles the follow-up: it posts reminders to the team chat while spots are still open and notifies anyone assigned to a spot directly via email.

This article covers everything TeamSnap ONE sends about tasks, who receives it, and when. Tasks are available in the TeamSnap ONE mobile app.

At a glance

If you're a contact

You get an email when someone assigns you. If a coach or team manager puts you in a spot, TeamSnap ONE emails you so you know what you signed up for — even if you weren't the one who signed up. The email tells you the task, the event, and who assigned you.

If you're assigned tasks across more than one team, you'll get a separate email for each team.

You get a reminder email the day before. 24 hours before the event, TeamSnap ONE emails you what you're covering. If you've got more than one task on the same event, they're all in one email — not one per task.

You get an email if something changes. If you're taken off a spot, or the event is cancelled, TeamSnap ONE emails you so you don't show up for something that's no longer happening.

You don't get an email when you sign yourself up. You already know — no need for TeamSnap ONE to tell you.

Open spots show up in team chat. When a task still needs people, TeamSnap posts a reminder to your team chat 5 days before the event and again 24 hours before. These go to the whole team, not to you individually. Once every spot is filled, the reminders stop.

Your tasks live on your schedule. Everything you've signed up for appears alongside your games and practices, grouped by today, this week, and this month — so you can see what's coming without digging.

If you're a coach or team manager

You choose whether to announce new tasks. When you add tasks to an event, you can post a card to team chat letting everyone know volunteers are needed. It's optional — if you'd rather not add to the chat, skip it, and the tasks are still there for anyone who looks at the event.

TeamSnap ONE follows up on open spots for you. You don't have to send follow-up reminders. TeamSnap posts to team chat 5 days out and again 24 hours out, and only when spots are still open. If the team fills everything after the 5-day nudge, the 24-hour one never goes out.

Your volunteers get a reminder without you asking. Anyone with a task gets an email 24 hours before the event listing what they're covering. You don't have to remind anyone the night before.

Assigning someone sends them an email. If you assign a contact to a task rather than waiting for them to sign up, TeamSnap emails them so they know. Worth keeping in mind: for the person on the other end, an assignment is a small ask. The email makes sure it doesn't come as a surprise on game day.

Note: You can only assign people who have accepted their invitation to the team and set up their account. Any team members still pending won't appear as options to assign a task to.

Removing someone sends an email too. If you take a contact off a task or delete the event, TeamSnap ONE lets them know so they don't show up anyway.

When TeamSnap doesn't send anything

A few situations where reminders and emails stay quiet:

• All spots are filled. Chat reminders only fire when a task still needs people.
• The event has no start time yet. Events marked TBD don't trigger any task notifications. They still appear on the schedule, grouped by day.
• The assignment happened within the last 24 hours. If a coach assigns you the day of the event, you get the assignment email but not a second reminder email on top of it.
• Someone has left the team. If a player is removed, a parent is removed from a player, or an account is deleted, TeamSnap ONE takes that person off any tasks on upcoming events and stops sending them anything about the team. Deleted accounts are also removed from tasks on past events.