New Team Application Process

 

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.

 

 

 

 

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