Roster Management

For: Coaches, Team Admins, Mentors

The Roster tab shows everyone currently associated with your team — coaches, students, and other adults. From here you can see each member’s compliance status, invite additional coaches, manage formation team members, and upload required documentation.

Your Roster

Open the Roster tab from your team management page to see the current roster. Each member appears as a card showing:

• Name — displayed as first name and last initial
• Role — the member’s role on the team (Coach, Team Admin, Student, etc.)
• Status — a color-coded badge indicating whether the member has completed all required steps

Members are sorted alphabetically. The roster refreshes automatically after any action you take.

For teams whose data comes from FIRST reports, the Info and Roster tabs include a notice showing when team data and roster data were last imported. This helps you understand if a recent change in FIRST has not yet appeared here — imports can take up to two business days to sync.

Team Stats

After a season ends, the roster may display summary statistics showing how many members are in each role. These are post-season figures and are read-only.

Member Roles

Roles are assigned based on how the member was added to the team. For teams registered through FIRST, roster data comes from the national database. For formation teams, roles are assigned when members are added manually.

The default roles in the system are:

Your region may configure additional roles or customize role names. The roles displayed on your roster reflect what your region has set up for the current season.

Adult Roles and Lumieos Accounts

Roles marked as “user roles” (Team Admin, Coach, Co-Coach, Adult Mentor) are linked to Lumieos accounts. These members sign in to Lumieos and must accept any required agreements through their account settings.

Student Roles

Students do not have Lumieos accounts. Their roster entries come from FIRST report imports (or are added manually on formation teams) and show a status based on whether their consent form has been accepted.

Adding and Removing Members

Inviting Coaches

If your region allows coach invites, an Invite Coach button appears at the top of the Roster tab. This button is disabled if the team has already reached its maximum number of coaches.

To invite a new coach:

1. Click Invite Coach.
2. Enter the coach’s first name, last name, and email address.
3. Select their role from the dropdown.
4. Click Send Invite.

The invited coach will receive an email with a link to join the team. They appear on the roster with a Pending Invite status until they accept. Once they accept and complete any required steps, their status updates to Complete.

You can remove a pending invite by clicking Remove on their roster card, as long as they are not linked to the national database. Members locked to the national database show a Locked button instead and cannot be removed from the roster here.

Formation Teams: Adding Members

Formation teams (teams registered directly through Lumieos rather than through FIRST) have an Add Member button on the Roster tab.

To add a member to a formation team:

1. Click Add Member.
2. Enter the member’s first name, last name, and select their role.
3. Optionally enter their birth month and year.
4. Click Add Member.

Formation team members can also be edited after adding. Click Edit on their roster card to update their name, role, or birth date.

Removing Members

Members who are not linked to the national database have a Remove button on their roster card. Clicking Remove permanently removes that member from the roster.

Members linked to the FIRST national database show a Locked indicator and cannot be removed from the roster in Lumieos. To remove these members, the change must be made in the FIRST system and will appear here after the next data import.

Compliance Requirements

Each member’s status badge shows where they stand with required compliance steps. A member must reach Complete status for the team to be in good standing.

Member Status Values

Youth Protection Program (YPP)

Coaches and other adult members must complete the Youth Protection Program through FIRST. This includes background screening and acceptance of FIRST agreements. Until YPP is complete, a member’s status will show Awaiting Screening or Pending FIRST Agreements.

Because Lumieos relies on data imports from FIRST, updates to YPP status may take up to two business days to reflect here after being processed by FIRST. Do not send screening documentation directly to your regional partner — it must be processed through FIRST first.

Consent Forms (Students)

Student members require an accepted consent form. On formation teams, consent forms and other required agreements can be uploaded directly from the Roster tab by clicking Documentation on a student’s card.

For FIRST-registered teams, student consent form status comes from FIRST report data.

Formation Team Documentation

On formation teams, each member’s roster card shows a Documentation button if there are required agreements. The button displays a count of completed agreements (for example, “2/3”). Click the button to open the documentation dialog, where you can:

• View the status of each required agreement (Complete, Pending, or N/A)
• Download a blank form to print and sign
• Follow a link to sign an agreement online
• Upload a signed form (PDF, JPG, or PNG)

The Documentation tab on the team management page provides a full overview of all members and their agreement statuses in one table view.