Availability deadlines, reminders and picking a squad
Set an availability deadline or a player limit, understand the automatic reminders, chase families who have not answered, and pick and publish a squad.
Reviewed 26 September 2026 · Verified for Clubs web and app · September 2026
Before you start
- Coach, team manager or club admin access to the team
- Families using the Playlee Clubs app, for push notifications
Open full-size screenshotOn this page
How availability works
Parents answer Going, Maybe or Can't go for each child on each event. Staff see the answers on the event, and anyone who has not answered shows as "No answer".
The deadline, player limit, waiting list and squad tools are optional. A club admin can switch each one off for the whole club in Settings → App settings (Availability deadlines, Player limits, Waiting lists, Squad selection). Squad selection can also be turned on or off for individual teams there.
Set a deadline or a player limit
- 1
Open the event and expand Availability
On the web this section is in the add and edit forms in Schedule. It only appears while the matching App settings switches are on.
- 2
Set an Availability deadline
The deadline must be before the start. After it passes, parents can still say their child can't make it, but can no longer answer Going or Maybe. On a repeating event, each date gets the same deadline before its own start.
- 3
Set a Player limit if places are limited
When the limit is reached, later "Going" answers are refused with "This event is full. Message the coach." unless "Waiting list when full" is ticked. Staff can still mark a player as going over the limit. With the waiting list on, they queue in order and move up automatically if someone drops out.
- 4
Save
The event list shows the going count against the limit, and anyone waiting.
Reminders and chasing
- 1
Let the automatic reminders do the first ask
For visible, scheduled matches and training sessions, Playlee sends an "Availability needed" push five days before to families who have not answered, then chases the ones still unanswered two days before. Nothing is sent between 21:00 and 09:00; those reminders go out after 9am. No reminders go out once the availability deadline has passed.
- 2
Chase manually when you need answers sooner
In the app, open the event from the Schedule tab and use "Send availability reminder" on the responses screen. If your club runs a single team, the web Home page also shows a "Chase" button next to each upcoming event in "Coming up".
- 3
Wait 24 hours before chasing again
Each event can be chased once every 24 hours. A manual chase also counts as the five-day automatic ask, so families are not asked twice in a row.
Pick and publish a squad
- 1
Decide who is invited
In the event form, "Who's invited" offers "The whole team" or "Selected players". With selected players, only the players you tick (and their families) see the event and are asked. Newly invited players' families get a "You're invited" push.
- 2
Open Pick squad on the event
On the web it appears on matches, and on events for selected players, in Schedule. Each player shows their availability answer.
- 3
Mark each player Selected or Reserve
Use Save picks to save without telling anyone yet.
- 4
Publish squad
Families of selected players get a "Squad picked" push. Reserves get a push too. Tick "Also tell those not picked" if you want everyone else to hear they were not selected this time. Use Publish again after changes, or Clear squad to start again.
Before matchday
- The event is visible to parents, if families need to answer.
- The deadline is early enough for you to plan, but after families are likely to know.
- Anyone showing "No answer" has been chased, or contacted directly.
- The squad is published, if you use squad selection.
Common questions
Why can't a parent say their child is going?
Either the availability deadline has passed or the player limit has been reached. After the deadline, parents can only say their child can't make it (not Going or Maybe). When the limit is full, "Going" answers join the waiting list if it is switched on.
Why didn't parents get the availability reminder?
Reminders are push notifications, so the family needs the app installed, notifications allowed, and Events switched on in You → Notifications. Reminders are not sent for hidden, cancelled or already started events, after the deadline, or overnight between 21:00 and 09:00. They also skip families who have already answered.
Why does Chase say I have to wait?
Families can be chased once every 24 hours per event, and the message tells you roughly how long is left. A manual chase or the automatic five-day ask both start that 24-hour gap.
Why don't I see Availability deadline, Player limit or Pick squad?
A club admin may have switched that feature off in Settings → App settings. Squad selection can also be switched off for your team only.
Can parents see who else is available?
Only if the club turns on "Parents can see the team's availability" in Settings → Permissions. Otherwise only coaches, team managers and admins can see the team's answers.