Menu Close

A Step-by-Step Guide to Running a Sports League with Gaimday

There are tons of sports management tools out there. 

Some of them are sport specific, while others charge you monthly for full feature access. 

Furthermore, you are bombarded with 3rd party advertisements when you don’t opt in for the upgrade. These ads make the app clunky and intolerable. 

Gaimday offers the same services free of charge – without disruptive ads!

Whether you are a league organizer or team captain, you can use the app to manage team rosters, confirm game rosters (IN/OUT status) and chat with teammates.

And we cover several team sports: Ball Hockey, Baseball, Basketball, Ice Hockey, Roller Hockey, Soccer and Softball.

You manage each one of your teams all under one roof.

So why use the Gaimday app?

Gaimday knows there’s a huge demand for subs in rec league sports.

If you’re a league manager, you’ve probably noticed that up to 20% of your roster players miss games during the season.

Those players are replaced with subs – usually by the teams themselves.

These subs are either friends with your roster players or were recruited from a social media group online.

Typically, these subs will pay a one-time fee to the captain.

As league organizer, you likely never get a sniff of those sub fees. But Gaimday is here to change all of that. 

When your captain books subs through Gaimday, the sub fees are deposited directly into your league account.

That’s right – captains and subs interact with each other directly through the app. However, the league organizer reaps all the rewards while being minimally involved.

How much do you earn for each sub?

Once you verify your league through our platform, you’ll be guaranteed at least 50% of all sub fees. 

So, if you or your captains charge the sub $20, at least $10 goes to your account.

We also offer an annual Premium Service where you earn 75% of all sub fees. If your league is big enough, the upgrade is well worth the additional 25% in sub revenues.

You may be asking yourself:  What if there aren’t enough subs available on the platform? 

We have a solution for that! 

You know those friends and online acquaintances recruited as subs by your roster players? (as discussed before)

These “external” subs can be sent an invite link through various platforms including Facebook, Twitter, Whatsapp, Messenger and more.

Basically, the open positions can be shared right off the Gaimday platform.

Take a look at the screen shot below.

spots
share-to
share-email

When users tap on the link, they are rerouted to the app and are directly prompted to book the open spot.

Fees are collected through the app and transferred to the league account.

As an added incentive, Gaimday also offers a milestone program for league organizers. Hit every milestone and collect additional revenue for your league.

Your goal is to rate your roster players, book subs and gradually gain league followers. 

Payout is up to $3000. Sweeeeeeet!

So how do you get things started? We can help you with the registration process for your league. 

Let’s get right to it.

Step 1: Sign Up

You have 3 options for sign up. When you first open the app, you are presented with the options to “Sign In with Google” or “Continue with Facebook”. 

If you want to use an alternate email, you’ll have to tap the Register tab and enter your contact details.

Once you register, you’ll need to verify that the email belongs to you before continuing.

login
registration

Step 2: League Registration

If you haven’t set up your account yet, you’ll be prompted to do so before accessing the app. 

Since you’re registering your league, tap the League button from the options. 

In the next step, select the league sport. If you run several sports, simply choose the one you want to begin with. You can add sports in the app later on.

Add the League Name (required) and League Acronym (optional).

Select the range of the current season. Don’t worry if your league officially started prior to the allowable date, just select the current month for convenience.

Tap next to continue to your Personal Profile page. 

You can modify all these parameters at a later time if you prefer.

However, make sure to put in an accurate birth date as this is tied to your bank account details in the next step.

account-type-league
league-type
registration-profile

In the Payment Setup step, you’ll need access to a blank check either tied to your league business or to a personal account.

Company name is required if this is a business account, otherwise you should leave it blank.

For account location, you can choose between Canada and USA.

Your Account and Routing Number are important to the setup as well.

Make sure to use the guide to find the correct numbers, otherwise the app will point out where you entered the wrong information. For assistance on entering the correct Account and Routing Numbers, check out our post here.

You’ll need to agree to the Gaimday Terms of Use and Stripe Connected Account Agreement. Stripe is our payment processor used to securely store your account information. For more information, check out their website here.

Once all the information has been confirmed, we can continue by verifying your league account.

registration-payment-account
registration-payment-address
registration-terms

Step 3: Verify League

At the bottom of your screen, on the games tab, you will see the button to “Verify League”.

Tap the button to go to the Request Verification page.

By verifying your league, you’ll have have access to our League Rewards program (the $3000 payout milestones) and guaranteed minimum 50% of sub proceeds (you begin at 30%). Furthermore, you can earn a verified badge next to your league name.

To authenticate your league, we’ll need a copy of an official business document such as a tax filing, incorporation document or venue rental bill tied to your league. 

It also helps if your league has an official website and business email to speed the process.

Once submitted, you can continue with the setup. Your league verification submission will take approximately up to 48 hours to process.

league-games
verification
contract

Step 4: League Profile

Tap on More tab, followed by League Info and then View Profile.

league-more-games
league-more
league-info

In this section, you want to create a unique @name for your league. It can be an acronym or a short name, as you prefer. Just make sure it’s available and confirm your entry.

You can also add your league website and a short description about what your followers and fans can expect.

For example, the description could be:

With 100+ teams and 10 divisions, the Frozen Hockey League is the largest ice hockey rec league in Montreal. Our home is at the TMR arena, but we play at other locations around the city.

You can also add a league photo by tapping on the Edit button in the top left corner. You can always come back to this step later on if you prefer.

Tap the Back button when you're done.

league-profile
name-handler
league-info-complete

Step 5: Share League

Now that your league @name is setup and your league is verified, you can begin to invite users to download the app and follow your league.

Tap the More tab followed by League Info to refresh all league content. 

league-info-more
league-more
league-profile-share

To the left of View Profile, you’ll notice the Share League button. Next, tap the button and select a social network to share to.

In this example, I’ll use email for simplicity.

When you tap Email, you’ll notice we’ve already prepared a message template, which you can make modifications to.

I will leave as is and add all the captains and players I want to email out to. 

league-profile-share-button
share-to-email
league-email

If they haven’t downloaded the app yet, the attached link will prompt them to the app store. Once their Gaimday account is set up, tapping on the same link will prompt open to follow your league.

At the very least, have all your users create a Player account, since no payment setup is required for this account type.  

For your captains, they can choose the Captain setup and tap both the Skip Captain Profile and Skip Payment, to make it easier. Since you'll be creating the team on their behalf, they won't need to set up a team.

Nor will they need to setup a bank account, since the revenue will be funneled to the league account directly.

account-type-captain
skip-setup-captain
skip-payment-captain

Step 6: Create Divisions and Teams

Once you’ve reached out to your contacts, next step will be to create your Divisions and Teams.

Tap the Games tab, followed by the League Details button.

league-info-games
league-games-details

Press on the Add button (+) and enter the division name. If the division name is “Division 1”, just enter 1 as the name – Gaimday will put the word Division in front.

You can also modify the division settings as you’d like. For example, the age range can be changed, venue type, versus format and so on. You can always modify these settings at any time.

Tap Complete to add the division.

division-none
division-create

Next, you’ll want to tap on the created division to add your teams. Tap on the New Team button and enter the Team Name. You can also select the home and away jersey colors of each team. 

Most teams have only one jersey, so make sure to enter it as their home team color.

Tap complete to add the team. 

division-team-row
new-team-add
new-team-created

Step 7: Add Roster Players

Once you’ve entered all the divisions and teams, we can now move onto the Team Roster.

Keep in mind that not all your players or team captains will have their account setup when you’ve reached this point, so you can always come back to this section.

Tap on Team Roster, followed by the Edit Roster button. 

You can select all the players tied to the team including their captain. If your list is long, you can also search individual names.

team-roster-button
edit-roster-button
edit-roster-list

Another option is the Add Teammate button. You can create a profile for a player that cannot download the app just yet. 

Although they’d have no control over this profile, you can send them emails to confirm their IN/OUT status at the very least.

edit-roster-add-teammate
edit-roster-save-teammate

Once you’re done setting up each team, you’ll want to tap the back button and set up your team captain.

Tap the Team Captaincy button, select your captain and tap Done.

edit-roster-list-back
edit-captaincy
captaincy

From this point on, the captains will have access to 2 main things:

Confirming the IN/OUT status of all their players and searching for subs when they need to replace missing players.

You’ve now completed the process of setting up your teams.

Step 8: Rating League Players

Next step is to rate all your league players that follow you on Gaimday. 

Just remember that your league needs to be verified first. If it hasn’t been verified, you will not be able to access the ratings page.

To rate your players, tap on the More tab, followed by Evaluate Players in the Menu Options. 

edit-roster-more
more-evaluate

The players are sorted alphabetically by their last name. 

You may notice player names in duplicates if you have them playing for more than 1 team. Once you set their ratings on one team, no need to do so for their 2nd entry.

To rate a player, tap on the modify button.

First select their star level. The star ratings are as follows:

Beginner - no experience playing organized sport at any level

Intermediate – experience playing organized sport at the basic level (i.e. house league) 

Advanced – experience playing organized sport for intercity or high school teams

College – experience playing organized sport at the college, university or junior level

Pro – getting payed to play the sport

After selecting their skill level, you would want to fine tune their level strength. 

You can use the slider to choose a rating between 0-9 (Very Weak to Very Strong).

Give it your best assessment and know that there are other league organizers doing the same.

Think about the best player on a professional team (i.e Lebron James, Connor McDavid) compared to a bench warmer. The best player would have an evaluation of PRO 9 versus a PRO 4. That bench warmer is still probably better than pro league players (PRO 1) from weaker leagues (i.e. American Hockey League, NBA G League).

We’re trying to separate the top end players of each skill level to those that are mediocre or even weak.

modify-player
skill-level
skill-fine-tune

Gaimday will use all these skill ratings to calculate the player’s overall average. 

You will be able to modify these ratings as long as the player doesn’t lock in their skill level. 

When a player receives enough ratings from various leagues and captains, they are prompted to accept the skill level attributed to them. Once accepted, they’re skill will be “locked in”.

You might also notice a “C” on the bottom right of the team image for some players. The C represents the set captains for that corresponding team.

If you tap on the grey “C”, you’ll be prompted to certify the captain. By certifying your captains, you will be indicating to all available subs that this captain is trustworthy.

As a result, subs will be more inclined to play for certified team captains rather than those not certified.

evaluate-verify-captain
evaluate-verify-captain-accept
evaluate-verified-captain

You can also use the filter buttons to filter out all your captains or unrated players. This way, if there are new additions to your league roster, you won’t need to swipe through players already rated.

Step 9: League Settings

Next step is to review your general League Settings. To access this page, tap the More tab, followed by League Info and then Settings button.

league-games-more
more-league-info

In this area you can add Timekeepers, set the min/max price for charging subs and more, which will be covered below. 

As a note, you can review what each of the settings are by tapping on the Settings Explained button in the app.

league-settings
league-settings-options

Timekeepers

League organizers hire timekeepers to not only control the game clock, but to also inspect player rosters on both teams at the start of each game.

Gaimday provides an access point to timekeepers so they can make sure the roster players confirmed on the app match those on the scoresheet.

This access point also includes the list of subs booked through the app.

To add a timekeeper, tap on the Timekeepers row and press the Add (+) button.

You must enter the Timekeeper Name and their email address. When you press complete, they’ll be sent an email providing the username and password for timekeeper access. 

settings-timekeepers
timekeeper-add
timekeeper-created

When the timekeeper opens the app, rather than create a user login, they should tap on the Timekeeper Access button instead. 

From there, they will enter their username and password provided in the email. 

For how to use the Timekeeper Access point on Gaimday, please reach out to us at [email protected] for now. We'll have a step-by-step guide for Timekeeper usage shortly.

The next group of settings can be modified by toggling between 2 options. If you want to toggle these settings, make sure to press the Edit button at the top right.

When you’re done, tap Save.

settings-timekeeper-edit
settings-timekeeper-save

Team Rosters – Set as Unlocked or Locked

As league organizer, you have full control on which players a captain can add or remove from their roster. 

So not only can you add players to team rosters yourself, as described earlier, you can give access to your team captains as well.

By default, the Team Rosters is set to Unlocked, so that you leave it up to your captains to invite players to your rosters. This is especially useful if you run a league of hundreds of players.

You can delegate some of the roster work to your captains.

Once the season starts, you can lock this feature so that your captains cannot make any more roster modifications on the fly. If the team must adhere to the roster provided at the start of the season, this is an important feature to you.

Division Settings - Set as Unlocked or Locked

If you have specific rules set in your division settings such as age range and gender, they will extend to the subs as well.

By default, the Division Settings are set to unlocked, meaning that there no restrictions. Essentially, any type of sub is permissible to play.

Once set to locked, all divisional restrictions apply.

Team Subs – Set to Unrestricted or Restricted

League organizers can restrict the skill level of the subs invited to replace missing players. 

Generally, to keep the level of competition fair, teams aren’t allowed to replace players with subs of greater skill.

When this feature is to “Restricted”, captains can only add a vacant spot for players marked as OUT. In addition, the spot will be open to players of equal or lesser caliber.

By default, the Team Subs is set to unrestricted.

Pay Subs - Set as Unlocked or Locked

One feature in Gaimday is that teams can pay subs to come play. This usually happens when a team is desperate enough.

To maximize profits, leagues might prefer sticking to the subs paying to play rather than vice versa.

I’ve prepared a comparative chart below explaining the profit margins for leagues.

Charge sub $20, league earns between $6-$15 in revenue

Captain pays sub $20, league earns $2.50 in revenue

Note: If the league pays the sub directly (rather than the captain), they will lose money in the exchange.

By default, the Pay Subs is set to unlocked which means that captains can pay subs to come play for their team.

Min and Max Sub Charges

As league organizer, you can restrict the price that captains can charge for subs. By default, the range is set form $5-$1000. 

If you allow your captains free reign, they can openly post spots for $1000. Although the revenue earned will be phenomenal, the likelihood of subs booking this spot are minimal.

We left the sub price open to a large range, but urge that you set more reasonable price limits.

Step 10: Add Venues

To add your list of venues to Gaimday, tap on the More tab, followed by Venues.

Tap on the Add (+) button to access the Add Venue page.

league-settings-more
more-venues
venues-add-button

You’ll have two options to enter your venues. You can search by map or add in the address manually.

We’ll use the search by map option for this example. Tap the drop pin, followed by the Search bar at the top.

Enter the exact name of the venue. I’ll use for this example “Arena Mont-Royal” and tap on Confirm.

You’re returned to the Add Venue page with the address details filled in. You can always make modifications if you want, but the details seem correct.

Tap on the Complete button to finalize the venue addition.

venue-pin
venue-search-confirm
venue-complete

Repeat until you’ve entered all the venues associated to your league.

Step 11: Add Games

To add games, you’ll need to tap on the Games tab, followed by tapping the Add Game button.

venues-games
add-game-button

In the first section, you’ll be prompted to enter the Start Time, Game Duration, Home and Away Teams.

Once you’ve made all your selections, tap on the Next button.

Section 2 is where you select the venue. Since we’ve entered our venues earlier, I’ll select one from my existing list. 

Note that you can actually create a venue here on the fly by tapping Add Venue.

Tap Next once you’re done.

In Section 3 of Add Game, you’re presented with the settings you’ve created earlier when adding your divisions.

By default, these settings are associated to the home team’s division. Keep in mind that you can have teams of different divisions face each other.

Normally speaking, you wouldn’t need to make any changes here. But there might be some exceptions.

For example, this game might be played outdoors and therefore you can change the Venue Type. Changes will apply to this game ONLY.

Once you’re done, tap on Complete to create the game.

Repeat the Add Game steps until you’ve entered all the necessary games to the schedule. 

add-game-1
add-game-2
add-game-3

Step 12: Manage Game Roster (Optional)

As league organizer, you can leave it up to your captains to manage their individual game rosters. 

However, you can get involved when necessary. 

Tap on either team logo from the list of created games. Next, tap on the Game Roster button.

games-team-home
game-roster-button

When you’re ready to begin confirming the IN/OUT status of your players for a game, you will want to tap on the Activate Roster button.

By doing so, all the players for the team will be sent an email to confirm their status for the game.

You can always resend the email out to players that have not yet confirmed by tapping the Check Status button.

activate-roster-button
activate-roster-send
check-status

Lastly, you’re able to edit an individual player status by tapping Edit button and toggling with the IN/OUT boxes. If a player returns to a MAYBE status, simply tap again on the highlighted IN/OUT box to reset.

One of the cool features in Gaimday roster management, is that you can find subs to match the exact skill level of your missing players.

For example, if one of your roster players is OUT for the game, you can swipe their row from the right side to reveal the Add Spot button.

By tapping Add Spot, you will create an open roster spot in order to book a sub.

edit-button-roster-status
edit-roster-status
game-roster-add-spot-swipe

We’ll get into the details of creating vacant roster spots in the next section. But be aware that this feature is available both for you (league organizer) and your captains.

Once you’re done with the managing individual player status, tap the DONE button. 

You can leave the Game Roster page by tapping the close button (X). 

Step 13: Add Spots (Optional)

You will want to add spots whenever your roster players are missing. To access, tap the Add Spot button in the upper right area of the screen. 

You have several options that you can modify before posting a vacant spot.

Sub Position

First, you’ll want to select which position you’d like to fill on your roster. You can be very specific or post a general position for the open spot.

Charge vs Pay Sub

You can toggle between charging or paying a sub to come play. If you plan to pay the sub, you’ll be prompted to enter your credit card info if you haven’t done so already.

Amount

In the line underneath, you can enter the amount that you will charge or pay the sub. When charging the sub, you can view how much revenue you’ll earn by tapping on Estimated Payment.

Sub Type

For this option, you have a choice between Regular Subs and QuickSubs.

Regular Sub = A sub that gets booked either by invitation or having their request to play approved by the league or captain.

QuickSubs = A sub that fills the spot on a first-come, first-serve basis. This option allows a more hands-free approach where the qualifying sub decides if they want to play for you or not.

When you choose the QuickSubs option, you can set limitations to which subs qualify playing for your team.

Verified Skill Level – Required or Not

If required, the player must have a verified badge next to their name. Which means that the sub has already been verified by other leagues or captains in Gaimday.

Skill Range

This is where you can set the minimum and maximum skill level for the sub

Sub Rating

Subs are not only rated for their skill level, but for their in-play behavior. For example, did the sub show up on time to the game, were they also a team player?

Height and Weight

You can restrict your sub selection based on a height or weight range. By default, these are set to the full range.

quicksubs
quicksubs-edit

Once you’ve entered all the necessary requirements for the sub, you can tap on Confirm.

You’ll return to the Spots page where a line was created for your open spot.

Your post will indicate the position and price you’ve charged for the sub. You’ll also be able to see how many Invites and Requests have been made for the spot.

Furthermore, you’ll see whether the position is OPEN or has been FILLED. 

Lastly, you can share the position by tapping on the Share button. You can invite friends that might show interest on other social network platforms.

add-spot-button
add-spot-confirm
spots-created

Step 14: Find Subs (Optional)

If you tap on the Price value by the arrow, you’ll have access to the vacant subs in your area. Tap the row and we’ll take a look how to find subs.

On this page, you’ll be able to see all the available nearby subs for your sport. 

find-subs-tap
find-subs-send-invite
find-subs-uninvite

We’ve created an algorithm to place subs, most suitable to your current needs, at the top. 

As game time approaches, your needs will likely change. So, we modify the search results to find subs closer to the venue with respect to your player needs.

For each player profile, we display their skill level for the relative sport, sub rating, preferred position and distance to the venue. For more player details, tap Sub Details.

Otherwise, you can send an invite to them and several other players to come play for you. That’s right, you can send out multiple invites for the same vacant spot.

In the end, the first player to accept your invite will be sent the details to the game and you’ll get paid.

Keep in mind that when you post a roster vacancy, individual players will also see it in their open spot list. In place of the “Send Invite” button, you will see an “Accept Request” button message.

By tapping the “Accept Request” button, you’ll confirm their request on the spot.

find-subs-accept-request
find-subs-accept-request-yes
find-subs-accept-request-confirmed

Also, whenever you tap the “Send Invite” button and need to backtrack, simply tap the “Uninvite” button to reset. 

You can also filter out players by modifying the permissible distance to venue, only display players with verified badges or show only players that meet position qualifications.

Lastly, you can use the search bar to look up the name of a specific player. Note that when a full name is displayed, they are part of your friends or followers list.

If the last name is abbreviated, it’s that you haven’t yet made a connection with the player through Gaimday.

Important: As stated earlier, your team captains can add spots and book subs on their own. League organizers can step in, if required only. Gaimday created this flexibility for convenience, but essentially to keep the leagues minimally involved in the day-to-day activities.

Final Thoughts

The goal of this post was to provide a guide from start to finish for each potential league organizer.

Once set up, the app flow will become second nature and your league will be banking on the added sub revenues.

Furthermore, your teams will be able to keep their rosters well organized without breaking the bank on another team management app.

The beauty about this is that league organizers can get more involved with all players in the league.

Is your league ready to earn profit, stay organized and expand their player base? 

Download Gaimday Beta on your iOS device today.

>