Team Roster Template For Your Sports Team (Free Download)

A team roster shows the list of players and their basic information. A template makes it easy to manage your team and improves communication with parents and coaches.

Get our free sports team roster template here.

Example of an editable team roster template from Jersey Watch.

It’s an editable template, so you can adjust the fields to fit your particular sports organization. You can also add columns if there are more details you want to track, such as jersey size, school attending, years of experience, or specific skill sets.

For more information on team rosters, read on.

How to use a team roster template

1. Select a template

A lot of pre-made spreadsheet templates are available online, or you can make one yourself. It depends on what you need. Some will include:

Player names
Positions
Jersey numbers
Date of birth
Parent or guardian contact info
Emergency info

Some may include sections for relevant medical information, like allergies or conditions.

2. Customize the template

Add or remove fields based on what you need to manage your team. You could add a field for skills or strengths, or notes about attendance or performance. You can use this roster to plan and strategize, not just list players.

3. Fill in player information

The next step is to fill it out. Collect accurate and up-to-date data. You have parents submit information online or by filling out a paper form at practice.

4. Keep it updated

Rosters are dynamic tools that need to be updated regularly. Whenever a player leaves the team, remove them from the roster. Add new players promptly. Update contact information or completed sports waivers as it changes.

The roster isn't just for the coach or manager. It's common for them to be shared with players, parents, league administrators, and others.

Digital rosters can be easily shared via email, cloud services, social media sites like Facebook and LinkedIn, or dedicated team management apps. You can also print out hard copies for those who prefer them.

⚡DOWNLOAD: Get our team roster Google Sheet template. You can also use it as an Excel template if you use Microsoft. Change fields and fonts to make it truly yours.

Elements of a team roster template

A team roster consists of these elements, which can be customized to meet the team's needs. Software solutions can also help with roster management, enhancing organization, team communication, and strategic decision-making based on player statistics.

Player Information: A roster should include a list of all players. Often, you will also see their jersey numbers, positions, and possibly other pertinent details, such as their height and weight.
Staff Information: Coaches, trainers, managers, and any other important individuals involved in the team are listed here. It is also important to specify their roles.
Eligibility Information: Depending on the age group and league, this may include age, grade level, or other factors that determine eligibility. High school sports, for example, can consider academic performance.
Team Information: The team name, the league or division the team competes in, and any other broad information about the team.
Stats: For older age groups, some teams track player statistics. You can include anything from goals scored to miles run.
Emergency Contact Information: Youth sports require emergency contact information. You'll need parents' or guardians' contact info in case of emergency.
Health Information: Privacy policies and permissions may require certain health-related information to be available, such as allergies, existing medical conditions, or special needs.

Last but not least, remember data privacy. Include only the stuff you need, and make sure it's stored securely and shared responsibly. Protect the privacy of your players and their families.

Benefits of using a team roster template

Efficiency: Using a team roster template can save a lot of time and effort. Instead of creating a new roster sheet every season or game, use an existing template. It’s less time-consuming and is customizable to match your brand.
Standardize everything: A team roster template lets you present all your team's important info in a consistent, standardized way. You can add your logo or team banner to stay top of mind for parents and staff.
Easy to use: Roster templates come as a blank canvas and are easy to modify. People with no technical knowledge can easily add and remove players, or adjust positions. You can use it in Microsoft Excel, Google Sheets, or as a printable template.
Better communication: Communication is a top issue in youth sports. Coaches, athletes, and parents use a sports roster template to communicate. It provides clear information about who's on the team and what their roles are to prevent confusion.
Record keeping: It's easy to keep track of team rosters with a template. Over time, you can track who's been on your team, their roles, performance, and contact info. You can use this to track development, recognize trends, and plan for next year.
Integration: Nowadays, team and staff roster templates can often be integrated with other youth sports management software, like team management apps. By providing a central source of team data, these tools can be much more valuable.

Different types of sports team rosters

Now that you know how team rosters work, let’s look at a few different roster options in sports.

Active Roster: This consists of all the kids on the team that season. It's used for regular season games.
Inactive Roster: In youth sports, you might see an inactive roster if a team player is temporarily unable to play due to injury or illness, or due to family vacations, academic commitments, etc.
Rotation Roster: These rosters are very common in youth sports, especially for younger age groups. For children's development and enjoyment, it's important to ensure they get equal playing time and are given opportunities to try different positions.
Seasonal Roster: This roster changes from season to season in youth sports, depending on who signs up and age eligibility.
Tournament Roster: Whenever a youth team plays in a tournament, they'll have a tournament roster. It may include additional or different players if the tournament rules allow it.

Understanding team rosters

There's more to a sports team roster form than just names. In a youth sports program, it's an important doc for foundation and structure. There are several reasons why it's important:

Identification: Rosters are used to identify all the players who can play for a team during a season. The list serves as an official record for identification during matches, tournaments, or youth sports leagues.
Organization: Team rosters are great for organizing the team's structure. Usually, it includes players' names, positions, jersey numbers, and sometimes additional info like their height, weight, or special skills. Coaches and managers can use this information to strategize and make informed decisions about game plays.
Communication: Rosters are important for effective communication within the team, as well as with parents, officials, and other teams. Additionally, it allows you to efficiently distribute equipment, uniforms, or other resources because you know who needs them.
Planning and development: The roster helps coaches plan training schedules and development programs based on the team's abilities. A coach can target areas for improvement and balance the team’s skills by understanding the team's strengths and weaknesses.
Emergency preparedness: Team rosters often include contact information for each player, including their parents or guardians for youth sports. In an emergency, you can reach the right people quickly.
Fair play and compliance: There are rules regarding player eligibility, age limits, or how many players can be on a team in any sports league. These rules are documented on the roster. It can help prevent disputes and keep things fair.
Player tracking: With advances in technology, sports rosters are getting more sophisticated. Coaches and managers can use them to track players, record stats, and evaluate performance, allowing them to gain insights and evaluate players.

The roster is a critical sports management tool that contributes to a team's effective and efficient operation. Without it, we would struggle to maintain structure, monitor player progress, ensure safety, and uphold fair play.

Team roster FAQ

How do you make a team roster?

You can create a team roster template by first understanding your team's needs, choosing the right platform, creating and customizing the template, and then regularly updating it.

How do I create a roster in Google Sheets?

To create a roster in Google Sheets, start by opening a new sheet and listing names, roles, and other relevant details in separate columns. Use functions like "Sort" and "Filter" to organize the roster efficiently and make it easy to update and manage. You can also use our free template to streamline the process.

What is a team roster template?

A team roster template is a preformatted tool that organizes team member's details, roles, and schedules in a user-friendly format. You can create them for any sport, like a soccer team or football team.

Team roster templates are available for instant download. You can reuse them for a football roster, volleyball roster, softball roster, or any other type of sport in your organization.

Why is a team roster important?

A team roster enhances communication, promotes smooth operations, and reduces misunderstandings among team members. Once you choose your roster, you should send each player a "you made the team" letter.

What elements should a team roster template include?

A team roster should ideally include contact information, roles and responsibilities, and shifts and game schedules. It will depend on the sport, though. For example, if you have a baseball roster, you might include pitches thrown for pitch count purposes. If you’re working with a basketball team roster template, you could include favorite positions or free throw percentage.