What does a "Frozen" Roster mean and how do I approve it?

What Does a Frozen Roster Mean and How Do I Approve It?

Overview

A frozen roster means that a team's roster submission is pending and requires manual approval from an administrator before it becomes active. When a roster is frozen, it does not automatically go through — the tournament director or administrator must review it and either approve or reject it.

Rosters become frozen when a Freeze Roster date has been set on the season. Once that date has passed, any new roster submissions are held for manual review rather than being approved automatically.

This feature is commonly used when an organization wants all rosters finalized by a specific cutoff date. Any changes submitted after that date are flagged for review to protect roster integrity.

Where to Find This

To view and manage frozen rosters on an event:

Event Management → Events → Event Name → Rosters tab

To set or edit the freeze date on a season:

Event Management → Seasons → Season Name → blue edit button → Freeze Rosters tab

How a Roster Becomes Frozen

Rosters are frozen when a Freeze Date is set in the Freeze Rosters tab of a season. Once the freeze date has passed:

• Roster submissions made before the freeze date remain automatically approved.
• Any new roster submissions or changes made after the freeze date are placed in a Waiting Approval status and must be manually reviewed.

The roster page for the affected event will display a Frozen indicator on the team's roster entry to alert administrators that a pending submission needs attention.

Step-by-Step Instructions

Setting a Roster Freeze Date on a Season

1. In the left toolbar, click Event Management.
2. Select Seasons.
3. Locate the season you want to configure.
4. Click the blue edit button next to the season name.
5. Select the Freeze Rosters tab.
6. Enter the Freeze Date — the date after which new roster submissions will require manual approval.
7. Click Save.

Any roster changes submitted after this date will be frozen and require manual approval.

Approving or Rejecting a Frozen Roster

1. In the left toolbar, click Event Management.
2. Select Events.
3. Locate the event where the frozen roster appears.
4. Click the Rosters page for that event.
5. Locate the team whose roster shows a Frozen status.
6. Click the Players icon on the team's row to view the roster and see which players are pending approval.

7. Review the players listed:

8. Players approved before the freeze date will show as Approved.

9. Players added after the freeze date will show as Waiting Approval.
10. To approve the roster submission, click the green checkmark button.
11. To reject the roster submission, click the red X button.

Once approved, the roster is no longer frozen and the player is added to the active roster.

Understanding Roster Status on the Rosters Page

When viewing the rosters page of an event, you may see players with different statuses within the same team:

| Status | What It Means | | --- | --- | | Approved | Player was added and approved before the roster freeze date. | | Waiting Approval | Player was added after the freeze date and requires manual administrator approval. |

Only players in Waiting Approval status need action. Previously approved players on the same roster are not affected by the freeze.

Best Practices

• Set the Freeze Date well in advance of your event to give teams adequate time to finalize their rosters before the cutoff. Communicate the freeze date clearly to coaches and team managers.
• Check the Rosters page of your events regularly after the freeze date is reached to catch pending submissions that require approval. Frozen rosters will not become active without manual action.
• Use the Players icon on the team row to review exactly which players are pending before approving the entire submission. This allows you to verify player eligibility before granting approval.
• If a team submits a roster change you were not expecting after the freeze date, use the red X button to reject it and communicate directly with the team about what changes are permitted post-freeze.
• The freeze date is set at the season level, so it applies to all events within that season. If only one specific event needs a roster freeze, consider whether using the event-level Freeze Roster Submission option in the event's Options tab would be more appropriate.

Common Issues

Why does a team's roster say "Frozen" on the event rosters page? A roster freeze date has been set in the season settings, and the team submitted a roster change after that date. The frozen status means the submission is waiting for manual administrator approval. Navigate to the event's Rosters page, click the Players icon for that team, and approve or reject the pending submission using the green checkmark or red X.

A player was added to a roster but is not showing as active. Why? If the player was added after the roster freeze date, their status will be Waiting Approval rather than automatically approved. The roster must be manually approved by an administrator before the player becomes active.

How do I find which season has the freeze date set? Navigate to Event Management → Seasons, locate the season associated with your event, and click the blue edit button. Select the Freeze Rosters tab to see and modify the current freeze date.

Can I approve a frozen roster for just one player without approving the entire submission? The approval action on the Rosters page approves the pending roster submission as shown. Review the players listed under the Players icon before approving to confirm all pending players are eligible and acceptable.

I want to freeze rosters for one specific event, not the whole season. How do I do that? Use the Freeze Roster Submission setting found in the event's Options tab. This event-level setting requires manual approval for roster submissions on that specific event, independent of the season-level freeze date.