Automatic Spare Invites help managers fill open spots before game day. Instead of manually checking the roster and emailing every spare, BenchApp can send an email invite to eligible spares when an upcoming event still has room.
👑 This feature requires BenchApp PRO. A BenchApp PRO subscription covers the whole team.
Step 1: Make sure you have spares on your roster
Automatic invites are sent to players whose roster class is Spare. If someone should only be invited when you need extra players, add them as a spare instead of a regular roster player.
Step 2: Set the event maximums
BenchApp uses the event's maximum players setting, plus your team's default maximum goalies setting, to decide whether the game still has room.
To set the event's player limit, open the event from Schedule and edit Maximum Players.
To set the goalie limit, go to Team Settings → Events and update Maximum Goalies.
💡 Maximum Goalies is a team setting, not a per-event setting. If the event is already full, automatic spare invites are not sent and spares can use the waitlist instead.
Step 3: Choose when BenchApp should send the invite
Go to Team Settings.
Open Automatic Spare Invites.
Use Email Invite to choose when the invite should go out.
You can choose Do not send, or send the invite 1-10 days before the event, 15 days before, or 30 days before.
Step 4: What BenchApp checks before inviting spares
When the invite time arrives, BenchApp checks whether the event still has room. If the event has not reached its maximum, BenchApp sends an email invite to eligible active spares.
Spares who have already responded to the event, joined the waitlist, or already been invited are not treated like brand-new spare recipients.
Step 5: What spares can do with the invite
An invited spare can respond from the email, app, or web. If there is still room, they can check IN. If the event fills before they respond, they can join the waitlist instead.
Step 6: Add fees if your team charges spares
If your team charges spares, open Team Settings → Fees & Finances and set the Spare Fee. That fee is used when inviting spares and by the automatic spare invite system.
If you want pickup or spare players to pay before they can check IN, use Pay to Play after you connect credit card payments.
Automatic Spare Invites vs Auto Waitlist
Automatic Spare Invites: invite spares before the event when the event still has open room.
Auto Waitlist: fills a spot after an event is already full and someone checks OUT.
Need to invite specific spares?
Use manual spare invites when you want to choose exactly which spares to invite, add a custom message, send by email, text message, or push notification, or invite someone right away.