Every player. Every parent. One place.
TeamLedger's roster is the foundation of every workflow , players with up to two parent contacts each, coaches with their own ledgers, and a daily-use view that shows you who owes what at a glance.
How the roster comes together.
About 10 minutes for a 15-player team. After that, the roster quietly stays out of your way.
Add players one at a time
Type the name, jersey number, and up to two parent contacts. Same email or phone across siblings is allowed, no false-positive duplicate blocks.
Set per-parent channel preferences
Each parent contact gets independent email and SMS toggles. A divorced household can split channels between two adults without forwarding emails.
Add coaches with per-event amounts
Coaches share the roster screen but track on their own ledger. Set a default amount-per-event and TeamLedger handles the rest of the season.
Open the dashboard daily
Filter the roster down to Owing in one click, sort by balance descending, and you have the exact list of parents to message that week.
Two parent contacts
Built for the families youth sports actually has.
Every player carries up to two parent contacts. Each contact stores its own name, email, phone, and channel preferences, independent toggles for email and SMS. A divorced household can route reminders to one channel for one parent and a different channel for the other. Both parents receive every payment confirmation, every new charge, and every cancellation independently. No "co-parent as gatekeeper" pattern, no forwarded emails, no phone-tag.
- Two parent / guardian contacts per player, fully independent records
- Independent email + SMS preferences per contact
- Both contacts notified on every reminder, confirmation, and cancellation
- Same email or phone allowed across siblings, no duplicate-blocking false positives
- 7-day cooldown per (parent contact, team) prevents double-pinging on multi-kid families
- Each contact can opt out individually without affecting the other
Roster at a glance
Open the screen, see who owes you money.
The roster view shows red, green, or neutral status indicators per player and sorts by balance descending so the largest outstanding amounts surface first. Filter chips along the top, All / Owing / Settled / Credit, narrow the list with one tap. The screen is built around the question a TM asks every Sunday night: "who do I need to email this week?" It answers that question in three seconds, not three minutes of spreadsheet scrolling.
- Red / green / neutral balance dot per player and per coach
- Filter chips: All · Owing · Settled · Credit
- Sortable by balance descending (biggest debt first)
- Inline search filter for the largest rosters
- One-click jump from a roster row into the player's full ledger
- Per-row balance is live, updates the moment you save a payment elsewhere
Departures, your call
When one kid leaves, the credit lands where you decide.
Departures are messy: a player leaves mid-season carrying a $35 credit, and their younger brother is still on the roster owing $80 for uniforms. TeamLedger walks you through the resolution: refund the $35 to the parent (cash · check · Venmo · Zelle · bank transfer), write it off, keep it pending, or redistribute. The parent then pays toward the other player as a normal payment; the books stay clean and every move lands in the audit trail.
- Resolution menu: write-off · keep pending · redistribute · refund
- Refunds capture the method (cash, Venmo, Zelle, etc.) on the audit row
- Every choice logged in the audit trail with timestamps and dollar amounts
- Undo / re-resolve if you misclick, compensating ledger entries reverse the original cleanly
- No automatic redistribution of an outstanding balance, you choose
- Owing· 40%
- Credit· 20%
- Settled· 40%
Coach ledgers
Coaches are payees, not just line items.
Each coach gets their own ledger inside the team, separate from the player roster but reachable from the same screen. You set a default per-event amount when the coach joins, and TeamLedger tracks every accrual, every payout, and the running year-to-date total automatically. At year-end, run the Coach + TM Payment Summary to get the YTD figure you'll hand off when filing 1099s. (We provide the number; you file the form.)
- Default amount-per-event configured at coach creation
- Independent ledger from the team, coach payouts never touch player balances
- Methods: cash · check · Venmo · Zelle · bank transfer · other
- Running YTD total surfaces on the coach's detail page
- Coach + TM Payment Summary report for 1099 prep at season end
- TM-as-coach pattern supported (volunteer parent who also referees, gets paid)
A common workflow
A new player joins mid-season.
Four steps, three minutes, and the late-joiner is fully integrated without disturbing anyone else's balance.
Add the player
Name, jersey, position. The roster row appears immediately.
Add up to two parent contacts
Email, phone, email + SMS preferences, independent for each adult.
Assign to active events
Late-joiner prompt asks which events to allocate. First 16 players keep their original shares.
First reminder fires automatically
On the next due date, both parents receive a reminder per their channel preferences.
What you get instead.
The boundaries are deliberate. Smaller scope, fewer moving parts, a roster module that holds up the rest of the product.
Parents and coaches stay in their inbox.
Reminders land in email and SMS, no logins to issue or passwords to reset. One TM account runs the whole roster, and the surface area you support stays small.
Web first, polished end to end.
Built for desktop and tablet on day one with the full workflow, top to bottom. Native mobile is on the roadmap, after the desktop product fully earns its keep.
You decide how a balance gets resolved.
When a player departs owing money, you pick: write off, keep pending, redistribute, refund, or apply to a sibling. The remaining roster never inherits debt without your say.
A focused, manual setup that takes ten minutes.
Type the roster once and you're done, about ten minutes for fifteen players. CSV import is on the v1.x roadmap; flag it on the contact form to bump priority.
Roster questions.
The five questions every TM asks before they trust a roster tool.
How many parent contacts can each player have?
Up to two, designed for separated and divorced families. Each parent contact has independent email and SMS preferences, so one parent can opt out of texts while the other stays subscribed, and both receive every reminder, payment confirmation, and new-charge notification independently.
Do coaches have their own ledger?
Yes. Coaches sit on the same roster as players but each carries an independent ledger for their per-event amount, season honoraria, and reimbursements. You can pay them, see year-to-date totals, and run a year-end coach summary report, separate from the team's player-fee accounting.
What happens to a player's credit when they leave the team?
When you mark a player departed, TeamLedger prompts for a resolution. If they have a positive balance you can record a refund to the parent. (If the family has another player on this team and wants the credit applied there, refund the parent and they pay toward that player via the normal payment intake.) Whichever you pick lands in the audit log with timestamps and dollar amounts.
Can two siblings share the same parent contact?
Yes, same email or phone is allowed across siblings. TeamLedger never blocks a duplicate parent contact across players. A 7-day reminder cooldown per (parent contact, team) prevents double-pinging that parent for both kids in the same week.
Is there a parent or coach login?
No. TeamLedger is a single-account, TM-only tool. Parents and coaches receive email and SMS, they don't manage accounts, reset passwords, or fall behind on app updates. One less surface for the volunteer to support.
More TeamLedger features.
Seven more modules in the same ledger, every workflow a TM actually runs.
Set up your roster in an evening.
Free for one team, forever. Add players, parents, and coaches, then put the spreadsheet down.