Run trials and grading days

Who does this: a Manager or Admin runs the desk and records outcomes; coaches score players. Trials in ClubEzy are a stage inside registration: someone registers, you check them in, assess them, decide, and then make an offer.

Run your trials through registration, even for players who are already in the club. The steps below follow that route, and it is the only one the Trial Desk, trial IDs and the automatic emails work with. Add Trialists on a team adds existing season members to that team’s trial events so they are expected on the day, but it does not put them through the trial flow: they get no trial ID, no place in the Trial Desk queue and no email when you release them. Register them like anyone else if you want the full flow.

Before you start

• Registrations open for the season, with a registration form (an expression-of-interest form works well for trials).
• Your teams created, with realistic Min Age and Max Age on each.
• A date and ground for each team’s trial.

Steps

1. Open trials

1. On Seasons, turn on Trials Open for the season. This is the master switch.
2. For each team, open it under Teams / Groups → Trials tab. The Trial Period card lets you narrow the window: set Trials for this team to Follow season setting, Open or Closed, with Opens and Closes (end of day) dates, and click Save Trial Period. Closing a team’s window only stops new trialists for that team; results and selections stay available.

2. Create a trial event for each team

Under Events, create an event of the trial type for each team on its trial day. The Trial Desk checks players in against that event and marks their attendance on it, and the scoring screen is organised by event.

3. Let players register

Share the registration link. Registrations arrive with the status Submitted. Nothing about trials changes what the applicant sees at this point.

4. On the day: the Trial Desk

Go to Registrations → Trial Desk. The tiles show Queue, Checked In, Waiting and No Team; filter by Team, Trial Event (Auto-detect today picks today’s event) and Check-In state, or search by name, email or trial ID.

For each player as they arrive:

1. If the Team column says Needs team, choose one with Set Team. (Later, Move Team shifts them.)
2. Take a Photo with the camera or upload one (under 10 MB). It helps assessors match faces to names.
3. Click Check In. ClubEzy assigns a trial ID from the team’s short name (for example U14A7), marks them Trialling, and records their attendance on the trial event. Print or note the ID for their bib.

Players who were checked in show Checked In with their trial ID; the rest show Waiting.

5. Score them

Coaches use Assessments → Trial Assessments: pick the Team and Trial Event (Open Today jumps to today’s), optionally choose an assessment Template built under Assessment Templates, and enter each attendee’s position, overall score, criteria scores and notes. Each save shows “Assessment saved.”

Assessment Templates need the Admin role; scoring needs Manager or Coach.

6. Decide

Go to Assessments → Trial Results and pick the team and event. Players are ranked with their overall score, criteria and notes. Filter by Selection to see who is still Pending. For each player click one of:

Button	What it does
Squad	Marks them Selected - Squad and moves them onto the team roster as a player.
Train On	Marks them Selected - Train On and moves them onto the roster as train-on: training and team chat, but not match selection.
Callback	Asks for another look. They stay Trialling.
Release	Declines them. Their registration becomes Declined and they receive the declined email. They can be called back or re-invited later.

Clear removes an outcome. Outcomes cannot be recorded once an offer has been sent or accepted.

Selecting a player is a marker for the club. It does not tell the player anything yet.

7. Make the offers

On the same Trial Results screen, click Invite selected (N). N counts the players on screen marked Squad or Train On, so your Team and Event filters decide who is included. Confirm with Send invites. Each player receives an offer email for a squad or train-on place, exactly as if you had clicked Invite on their registration, and their status becomes Invited. The result tells you how many were invited and lists anyone skipped, with the reason.

You can also invite one at a time from the Registrations list, where the Trial filter (Missing Team, Waiting, Checked In, Selected - Squad, Selected - Train On, Callback, Released) finds the people you want.

What the player receives

Step	What they get
Registers without a ClubEzy account	Email “Set up your ClubEzy account - {club}”
Checked in, scored, selected or called back	Nothing. These are internal.
Released	Email “Your registration with {club}” saying it has not been progressed, with any reason you gave.
Invited	Email “You’re invited to join {club} on Clubezy” (sent to the parent for a child) with an Accept my invitation button.
Accepts	They join the season and team; email confirming acceptance.

If something goes wrong

• “No trial event is configured for the selected season/team filters.” Create the trial event for that team, or pick it under Trial Event.
• Check In is disabled with “This registration needs a team before check-in.” Use Set Team first.
• A player registered but does not appear on the desk. They may be filtered out; set Check-In to All and clear the team filter. If they were added with Add Trialists rather than registering, see the note at the top.
• “Select a single team before saving a selection.” The event covers more than one team; set the Team filter first.
• “Trials closed for this team.” Reopen the team’s trial period, or turn Trials Open back on for the season.

Related guides

• Run an expression-of-interest form
• Work the registrations queue
• Create your teams and groups