Choosing Your Team Assignment Rules

We support many different modes for configuring team leaderboards.

• No Teams - Choose this mode when you don't want teams in your event.
• Chosen by participant - Choose this mode if you want to let your participants have control over the team they join.
• Automatically Assigned Teams - Choose this mode if you want our system to assign participants to their teams.
• Admin Assigned Teams - Choose this mode if you or your co-admins will assign the teams.
• Custom Team Assignments - There is nothing to choose here. If your team assignment needs don't fit any of the above categories (or are a combination of the above), you should add our Setup Service to your event so our team can support you. You can arrange Setup Service by navigating to the License area of our administration tool.

You select your team mode by navigating to the Settings group in the admin tool and selecting Teams. If you select LEARN MORE, it opens up this document so no need to test it out. The remainder of this document describes how each of these options works and their configuration choices when relevant.

No Teams

There are no further settings for this option. Participants will not be prompted for teams when onboarding and team leaderboards are not available for this event.

Chosen By Participant

This mode allows your participants to manage their team preferences. There are several configuration options available for this mode.

• You have a choice on how you want teams to be created:

  • Participants have the option to create a new team or join an existing team. When joining the event, participants will be prompted to create a team if they want. They can also choose from a list of existing teams that other users created.

    -or-

  • Participants must select from a list of pre-defined teams and cannot create a new team. When joining the event, participants will be presented with a list of teams created by the admin (see Maintaining Teams to learn how to add teams).

• Force participants to select a team option. In some cases, Participants may not want to join a team as soon as they sign up. For example, they may want to be on the same team as a friend but don't know which team it is. If this option is turned off, they can join without selecting a team and select one later. If you want to force users to join a team when they join the event, turn this toggle switch on.

  Note that the TEAM ASSIGNMENT page of the administrator's tools can tell you if you have Participants who have not joined a team. This makes it easy to ensure that everyone is eventually on a team even if you have this option turned off.

• Enter instructions you would like participants to know about team selection here (optional). This optional field allows you to customize instructions for participants if you want to guide them on their team choice. For example, if you choose the option for users to select teams from a predefined list of departments, you can instruct people to join the team for their correct department. If users select the wrong team, you can always reassign them later.
• Team Size. Enter a number here if you want to control the maximum number of team members. Any team that reaches that membership will no longer be available to join. If you leave this field empty, there is no maximum team size.

Automatically Assigned

In this mode, our system assigns participants to a team when they join. There are several configuration options available for this mode.

• Assign from list of pre-defined teams. With this option, participants will be distributed to teams previously created by the administrator (see Maintaining Teams to learn how to add teams). Any participants that join before teams are created will not be assigned unless you take action. It is best practice to create your teams before inviting participants. When this option is selected, you cannot specify a maximum team size.

  -or-

  Dynamically create teams as participants join. With this option, we will automatically create teams and assign participants to them as they join the event. The system will create and assign uses to teams according to the Maximum Team Size setting.

• If you choose the dynamic creation option, there are additional options that should be completed:
  • How would you want to name the team? Choices include:
    • Numbered - Team 1, Team 2, etc.
    • Colors - Red, Green, etc.
  • Max Team Size - This setting determines when a new team needs to be created because existing teams are at capacity. This option must be selected when dynamic team assignment is chosen.

Assigned By Admin

With admin-assigned teams, people are assigned to teams by the administrator. Assignment can occur anytime after a participant joins an event. Admin assigned teams are managed in the Teams group in the administrator's tool. Administrators have the following options when administering teams

• ADD TEAM. You must have at least one team-based leaderboard in your event to add teams.
• TEAM ASSIGNMENT
  • DISCONNECT a participant from a team
  • Make a participant the team captain who can edit the appearance of the team
  • MERGE teams together.
  • INVITE participants to join a team
  • Delete a team
  • Randomly assign participants to teams if they are not currently assigned.

If you want to assign individual participants to a specific team, you can do so on their Profile Details page

All the functions above are available to administrators even if a different Team mode is selected. Details on these functions can be found in the Maintaining Teams knowledge base article.

Please note that we offer additional admin tools (such as batch assignment using Excel files) when the Setup-Service plan is selected for an event.