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Administrator Guide
Last Updated: 2025-01-24
Add Students to Athletic Teams

Add Students to Athletic Teams

  • Configure the
    Athletic Team Membership Event
     business process. Ensure that you have permissions to initiate the required actions on this business process.
  • Create athletic teams, roles, and statuses.
  • Security: The
    Set Up: Athletics
     and
    Student Data: Athletics
     domains in the Student Core functional area
After you create an athletic team, you can add and remove student members from the team. Student team memberships are based on academic periods, where the effective date defaults to the start date of the academic period. However, you can select any effective date for the membership if you don't want to tie it to the start date of an academic period.
Workday allows you to create custom reports on your student athletes by team memberships and academic period. You can view athletic team memberships from a student's Athletics profile group.
The
Athletic Team Membership Event
 business process includes these tasks as initiating actions:
  • Add Student to Athletic Team
  • Remove Student from Athletic Team
  • Update Student on Athletic Team
When you add, remove, or update a student athlete membership, you initiate this business process. Workday also provides these web services on the business process to add, remove, and retrieve athletic teams and memberships:
  • Get Athletic Teams
     and
    Put Athletic Team
  • Get Student Athletic Team Memberships
     and
    Submit Student Athletic Team Membership
  1. Access the
    Add Student to Athletic Team
     task.
    From a global search or the related actions menu on a student profile, select
    Athletics
    Add Student to Athletic Team
    .
    You can also add a student by clicking
    Add Athletic Team Member
     on the
    View Athletic Team
     report.
  2. If you accessed the task from global search, select the student from the
    Add Student to Athletic Team
     prompt.
  3. As you complete this task, consider:
    Option Description
    Athletic Team
    Select the team to add the student to. The teams that display in the list are the teams that you configured for the academic unit or institution.
    Athletic Status
    Select a status for the student. The team status list displays the statuses that you configured for the team or the ones available to all teams. The
    Active
     status of the athlete corresponds to the team status you select.
    Athletic Role
    Select a role for the student on the team. This field lists the roles that you configured for the team or the ones available to all teams.
    Primary Athletic Team
    Select if this team is the student's primary team.
    You can assign a student to only 1 primary athletic team. If the student has another primary athletic team, Workday overwrites that assignment.
    Academic Period
    Select an academic period for this team membership.
    Effective Date
    Select an effective date for this team membership.
    If you select an
    Academic Period
    , Workday sets the effective date to the standard start date of the academic period, and you can no longer edit this date.
    If the student already has an effective date for joining the team, the date you select here overwrites the previous effective date.
Workday initiates the approval step if you've configured it. When approved, Workday adds the student to the team.
The student's Athletics profile group displays with information about their current and past team memberships. Using the related actions menu, you can remove the student from the team and make other changes. Note that the
Scheduled Removal Date
 displays under the
Current Athletic Teams
 section if the student athlete has a removal with an effective date in the future.
Additionally, Workday adds the Athletic Team event to the
Student History
 report of the student's History profile group.