School Settings & Privacy Guide

This guide is for coaches and school admins. Your school page has two settings pages that decide who gets in and what they can see: Settings, then Member Access, and Settings, then Privacy. This guide explains each row, how Invite Links fit in, and what to check when a student cannot join.

Related guides: Coach Registration Guide, Team Creation Guide, Student Registration Guide and Managed Member Guide.

1. Member Access

Open your school page, then Settings, then Member Access. The page has five sections.

1.1 Registration

This section decides who can join your school and how. In a K-12 league the first two switches are locked on by K-12 Protections, so every school checks who joins.

• Join Restricted. On, the rows below decide who can join. Off, anyone in the league who finds your school can join. Locked on in K-12 leagues.

• Moderator Domains. Email domains for staff, for example district.org. Someone who signs up with a staff role and an address on one of these is verified on the spot; a school admin still approves the role. Leave it empty and staff verify through the Member Domains instead.

• Member Domains. Email domains for students, for example students.district.org. A student with an address on one of these joins at once. Each domain shows how many members have verified with it.

• Require Applications. A student whose address matches no Member Domain applies with a document instead, and you approve or decline it in the Approval Queue. Locked on in K-12 leagues, so nobody is turned away without a path in.

• Moderator-Only Entries. On, only staff can register the school's teams for competitions.

• Challenges. Extra checks your league may offer, such as an ID verification service. Most K-12 schools leave this alone.

The Who Can Join panel at the bottom reads the rows above back to you in plain words, one line per role, so you can check the effect of a change before anyone signs up.

1.2 Invites

Every live Invite Link and every pending emailed invite for the school is listed here. Copy Link shares a link again, Revoke Link kills it, and Resend Invite sends an emailed invite a second time. Section 2 covers how links work.

1.3 Approval Queue

Students who applied with a document wait here. Open each one, look at the document, and approve or decline. Nobody else sees the uploads, and they are not kept.

1.4 Managed Members

Allow Managed Members and a limit. The count shows how many of your league's allowance you have used. The Managed Member Guide covers creating them.

1.5 Staff Access

Who holds a staff role at the school. A school admin promotes a member to Coach here or from their row on the Members tab.

1.6 Teams

Each team has its own Member Access page, reached the same way from the team page. A team follows its school's rules and can only add to them: it cannot open itself to anyone the school would not admit.

2. Invite Links

An Invite Link is the fastest way to bring your own students in. Make one from Add People on the Members tab of your school or team page, or from Requests & Invites on a team page, or from an entry page for that entry only.

2.1 The Settings step

• Link Expires. Never, or In 7 Days. With Skip Verification ticked the link always expires in 48 Hours.

• Max Uses. Leave it blank for no limit, or set a number.

• Skip Verification. Shown only where your league allows it, to staff. Anyone who opens the link in the next 48 hours joins the school and team with no domain check and no application. Share such a link only with your own students.

A link without Skip Verification skips nothing: a student who is not yet a member of your school still goes through the Registration rules above, then opens the link again for the team.

2.2 The Share step

• Copy Link puts the link on your clipboard.

• Email sends each address its own single-use copy. An emailed invite also verifies the address it was sent to, so it is the right choice when you want proof of who joined.

• QR Code shows a code students can scan from a projector or a handout. Entry links have no QR code.

2.3 What the student sees

The link opens a screen that names the team, the school and the coach who invited them, and a panel headed What happens when you accept that says whether the invite is their verification or whether they join the school first. The Student Registration Guide walks through it.

3. Privacy

Open your school page, then Settings, then Privacy. In a K-12 league a banner reads K-12 Protections are on, and most rows carry a lock: Rally Cry sets them from the league's privacy tier, and a school cannot loosen them.

3.1 What each row does

• Real Names. Hidden unless a member chooses to show theirs. Your school's staff still see every member's real name; other schools and opponents never do. Ask for Real Names at Sign-Up controls whether the sign-up form asks for them.

• Game Handles. Hidden from other members. Competition staff and opponents still see the handles a competition requires, so match day works.

• Show Members. Off. Other schools see your member count, not your list, and hidden seats on an entry read Hidden.

• Discord for Students. Off. Students use Match Chat and team chat on the platform and never sign in through Discord. Staff may still link their own Discord.

• Direct Messages. Staff Only. Students cannot message each other privately on the platform.

3.2 Who sees what

3.3 Restricted

A school under a district agreement can be marked Restricted by Rally Cry. Every privacy setting is then locked at its strictest for the school and all its teams, and real names are hidden from everyone, staff included. Only Rally Cry can change it. If your district needs this, open a support ticket.

4. When a Student Is Stuck

Four situations cover almost every support ticket about joining.

• "My email was rejected." The address is not on your Member Domains. Add the student domain under Registration, or make an Invite Link with Skip Verification and send it to them.

• "I applied and nothing happened." The application is waiting in your Approval Queue. Approve it there.

• "I joined the school but I am not on the team." Their link did not skip verification, so it added them to the school first. Have them open the same link again, or add them from the team page with Invite via Search.

• "The link does not work." It expired, hit its use limit or was revoked. Check Invites on the Member Access page, then make a new link. A Skip Verification link lasts 48 hours.