Let Me Run — Preparing Boys for the Long Run
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How-To · Schools & teams

Work your schools in Team Journey

For RDs. Your weekly pass through your schools.

Find a school

  1. Open Team Journey in the left menu.
  2. Click your region chip, or All regions. Change Everyone’s schools to Mine or Unassigned, or type in Search a school.
  3. Click Board for columns by stage (Contacted, Maybe this season, Yes this season), or List for one list you can Sort.
  4. Schools nobody has reached out to yet are under Not started, below the board. Not on the board at all? Click + Add a site.
  5. Click a school to open its page.

Your weekly check

  • Click a review chip to narrow the board: Overdue follow-ups, Coach gaps, Registration opens ≤ 14 days, not ready or Gone quiet 14+ days or Succession risk (a parent coach whose son is in 5th or 8th grade). All active shows everything again.
  • Each card shows the owner’s initials (? means nobody owns it), the next step and when it is due, coaches per team, the last contact, how many Early Bird boys it has, and a Succession risk or Watch tag when a parent coach’s son is near the end.
  • A No Pinwheel team yet tag means Pinwheel has no coach and no registered boy at that school. It goes away by itself once it does.
  • Need every coach’s email for your region? Click Copy all coach emails and paste them into your email.

Set the stage, owner and blocker

  1. On the school page, pick the Recruitment stage and click Save. For Contacted, fill in Contacted on.
  2. Pick the Owner. It saves as soon as you change it.
  3. Under Next step, click Edit blocker, type one line about what is stopping the school, and click Save.

Log a contact and set the next step

  1. Click Done → log what happened under Next step, or + Log a contact in Notes, tasks & activity.
  2. Choose Phone call, Visit / meeting or Note, pick who at the school, and write what was said.
  3. Fill in Follow up by and Next step. That becomes the school’s next step on the board.
  4. Click Save it. To email someone instead, click Email someone here; it is recorded the same way.

Record how a school lets us reach families

  1. On the school page, click School Communications to open it.
  2. Under School communication methods, tick each way this school lets us reach families: Peachjar, the PTO social media page, a principal email, a schoolwide email, flyers, promotional handouts or yard signs.
  3. For Open house, Extracurricular night and Vendor night, tick it and fill in the Date. Once the date has gone by it shows passed. Click Save.
  4. Under School requirements, tick any that apply — District requirements around program benefits, Request for Proposal requirements, Principal requires conditions before promoting to parents & coaches — add a note, and a date where there is a box for one. Click Save.
  5. The Facilities use request sits at the bottom of the same section. Everything here stays with the school from season to season.

Where the rest lives

  • The school page is a list of sections. Click a heading to open it, or Open all.
  • Teams at this school: each team’s expected boys and registration date, and a progress strip that moves by itself: No team yet, Details needed, Registration open, Practices underway, Season completed. Use + Add a potential team for a team that has no coach or boys yet.
  • Add a team from Pinwheel: once the team exists in Pinwheel, click + Add a team from Pinwheel (or Add it from Pinwheel on a team marked Not set up), pick the event, and click Add beside the team. Its dates, 5K and checklist can then be saved. A team you added that has no boys or coaches yet can be taken off with Remove from Fall 2026.
  • Coaches & compliance: the coaches on each team, their compliance dates and Coach Hub checklist.
  • Roster: the boys with grade, shirt, Early Bird, guardians, interests and add-ons. Click ▸ Health on a row to see that boy’s health answers.
  • Roster buttons: copy Guardian emails, Guardian phones, Coach emails or Coach phones, or one team’s coach or parent emails. Download Boys, Coaches or Both, one file, or click Print sheet. Health answers go in only if you tick Include health answers.
  • Season dates (first practice and 5K), Season setup checklist and Practice & public info: the season setup. A team stuck on Details needed moves on once its first practice date is saved or a boy registers.
  • Season check-ins: the season emails. Click Write it, or I sent this myself if you sent it another way.
  • Money & funding: the team’s money, and at season end a Start the close button that opens the team in Team Close-out.

Teams & boys

Home shows this season’s teams and boys, one tile per region: formed teams (a team with a boy or a coach) and registered boys. Click a region’s tile to open that region here.

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