Audience: Spectrum Operations – Front of House & Back of House Teams
Welcoming new teams is a key part of growing the Soccer Spectrum community. This process ensures all team members—Front of House (FOH) and Back of House (BOH)—are aligned in providing a consistent and high-quality onboarding experience. We rely on two key systems:
ZenDesk: for all external communication
Smartsheet: for tracking workflow, application status, and internal notes
Tools Needed:
Access to ZenDesk Support,
Access to Smartsheet
- Spectrum Workbench
- New Player Inquiry
Estimated Time: 1 Week
Video:
How to Send an Invoice:
How to apply a team deposit to a team:
Step 1: New Team Application Submission
Teams begin by submitting the New Team Application through our website.
1.1 ZenDesk Ticket + Smartsheet Assignment
A ZenDesk Ticket is created and auto-assigned to the League Builder
Simultaneously, the application is pushed to Smartsheet, and assigned to the League Builder there as well
🔁 All external communication happens in ZenDesk
📊 All internal tracking and updates happen in Smartsheet
1.2 Welcome Email
An automated Welcome Email is sent to the Team Manager
This email contains league information and outlines what to expect next
1.3 Initial Contact – Phone Call + Comments in Smartsheet
The League Builder should call the Team Manager within 5 hours of application submission
Key notes from this call are recorded in the Comments section of Smartsheet
1.4 Follow-Up Email
A ZenDesk Macro Email is sent to confirm the call and provide the next steps
Step 2: Build & Maintain a Quality Waitlist
This step is focused on securing a commitment from each applicant to join the waiting list.
Target is to maintain at least 8 teams on the waitlist at all times
A strong waitlist allows us to replace non-paying or non-compliant teams with higher-quality ones
This step includes:
Creating a DaySmart Profile with the Team Manager
Sending an invoice with clear and transparent league fees
Maintaining communication with standby teams to keep them informed of their status
✅ All task progress and application status should be managed in Smartsheet
✉️ All communications should happen in ZenDesk
Step 3: Add Team to League
Once a team is approved and ready to be added:
Update the Application Status in Smartsheet to “Add to League”
Create a First Game Future Ticket in ZenDesk, scheduled for 8:00 AM on the team’s first game date
⚙️ Final implementation details—including scheduling, activation, and FOH/BOH responsibilities—are open for Barth’s input on how best to structure this step operationally
Summary for Spectrum Ops Team
| System | Primary Use |
|---|---|
| ZenDesk | All external communication with teams |
| Smartsheet | Internal tracking, workflow, and notes |
Clear separation of tools and consistent handoffs between FOH and BOH teams ensure we provide a professional and organized onboarding experience—while maintaining flexibility to prioritize top-quality teams. Let's keep the standard high.