Youth Sports Team Roster Tracker Spreadsheet

About this template

This team roster tracker is for volunteer coaches and team managers running a youth sports squad through a season. It works out fair playing time, keeps attendance one session at a time and shows which families still owe the season fee.

Every youth coach eventually hears the question of whether a child is getting a fair go. The Playing Time tab answers it with numbers: minutes on the field against a fair share of the minutes available, over the games each player actually attended.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

The dashboard

Nothing on the dashboard is typed. Pick Whole team or one player and the whole page follows.

• Attendance: across the season, with a bar for every session
• The squad: shirt, name, position, attendance, minutes and fees for every player
• Who came: players at every game and practice, and the sessions a player missed
• Minutes, game by game, against the fair share, with anyone under your line in soft red
• By position: how the squad splits across positions
• Fees: money collected week by week, what is still owed, and by how many players

What sets it apart

• Fair minutes, worked out: a column per game with each player's minutes. The tab calculates a fair share for everyone who turned up, adds it up across the season and flags anyone below the line you set on Setup
• Every game checked: minutes logged are compared with game length times players on the field, so a typo shows up the day you make it
• Attendance: Y or N per player for each session, with a rate per player, a count at each session, and games shaded apart from practices
• Team fees: the season fee comes from Setup, a discount can be typed over it, and payments add up on the roster

Seven connected tabs

Start Here, Setup, Roster, Attendance, Playing Time, Payments and Dashboard. Children's details are kept to a first name, a position and a parent to call. The worked example is an eight-week spring soccer roster for a fourteen-player under-11 side, with practice twice a week and a game on Saturday: 24 sessions, 8 games, two players flagged for low minutes and three families still owing fees. It is a ready coaching template and attendance tracker you can adapt to any sport and season.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you make your own copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• The Excel workbook filled with a worked example
• The same workbook, blank and ready for yours
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. The template is for personal and business use on your own devices, so please do not share or resell the files. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel and Google Sheets?

Yes. You download Excel workbooks for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to make your own copy in Google Sheets with a free Google account.

How is a fair share of playing time worked out?

For each game, the tab shares the available minutes among the players who turned up, adds each player's share across the season and compares it with the minutes they actually played.

Is it only for soccer?

No. The example is a youth soccer team, but you set the game length and players on the field, so it works for other team sports too.

Can it track season fees and discounts?

Yes. The season fee comes from Setup, a discount such as a sibling rate can be typed over it, and the dashboard lists who still owes.

What personal details does it store?

Only a first name, a position and a parent to call for each child.