THE OFFICIAL HOME OF
YOUTH FOOTBALL IN CORNWALL
We know that taking on the role of Club Secretary or Registrations Officer can feel a little daunting at first. There’s a lot to learn, but don’t worry — nobody expects you to know it all straight away.
This guide has been put together to help make the registration process as simple as possible. Below you’ll find some useful information, practical tips and answers to common questions.
Before the season starts, all teams must have enough registered players to show they are able to fulfil fixtures. As a minimum, teams must have the same number of registered players as the format they play. For example, a team playing 7v7 football must have at least 7 registered players. Teams can register up to the maximum number shown in the table below.
Over the summer, clubs should take some time to prepare their Club portal:
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Remove any teams that have folded
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Add new teams
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Detaching players who have left the club
The League will let clubs know when registrations are officially open. You are welcome to start signing players to your club beforehand, but please do not submit registrations to the League until we have given the go-ahead following the AGM.
If you need any help along the way, please don't hesitate to get in touch — we're always happy to help.
PLAYER REGISTRATION
The CYFL runs age groups from Under 7 through to Under 18'S
All players should be registered via Club Portal - player registrations
All players must have an up-to-date photograph and valid parent/carer consent recorded on the system before their registration can be approved by the League.
Please note: to avoid creating duplicate players we would recommend using "Search for FA Player" or "Invite Players"
TIP: Instead of inviting the players individually, you can click "Copy Club Invite Link" You can then share this with the players you wish to sign on and by clicking the link they will be able to confirm their personal details.
Please click here for a step by step guide or watch the video below.
DETACH A PLAYER
If a player has left your club, they should be detached from your club portal to keep your records accurate and make the registration process easier for future clubs
Before detaching a player:
Check that the player is definitely leaving the club/speak with the parent/carer if you are unsure.
Please note: Once detached, the player will no longer appear within your club's active player list. If the player later returns, they can be re-linked to your club through the normal registration process.
💡 Top Tip: It's good practice to detach players who have left during the summer before registrations open, helping to keep your player records up to date and reducing administration at the start of the season.
Click here for a handy step by step guide
Please note: You can only detach a player from your club if they are not currently registered with a league. If the player has an active league registration, you will need to contact the relevant league and request that they are de-registered before they can be detached from your club.
NOTICE OF APPROACH & TRANSFERS
When adding a player in Club Portal, you may see an orange warning triangle next to their record. This indicates that the player is currently linked to another club and may require a Notice of Approach before the registration can proceed, you must contact the player's current club and issue a 7-day Notice of Approach in accordance with FA Rule C before continuing with the registration process.
You can only start this process if the parent/carer has given permission for the player to transfer.
Step 1 – Notice of Approach
Your Club Secretary must send a 7-day Notice of Approach (NOA) to the player's current club, advising them that you wish to approach the player regarding a transfer.
Step 2 – Contact the League
Once the 7-day notice period has expired, please contact the League Secretary via ClickUp and provide a copy of the Notice of Approach. If the current club has agreed to waive the notice period, please provide evidence of this instead.
Step 3 – Start the Transfer
Once the League has confirmed you may proceed, please add the player via the portal/
Step 4 – Objection Period
In accordance with CYFL Rule 18.H, the League will initiate the transfer process, which includes a 3-day objection period for the player's current club.
Step 5 – League Approval
If no objection is received within the 3-day period, the League will approve the transfer. If an objection is received, the League will review the circumstances and work with both clubs to reach a decision.
💡 Top Tip: Keep copies of all Notice of Approach emails and responses, as the League may request these before processing the transfer.
TEAM SHEETS
In accordance with CYFL Rule 18, all managers/coaches must make a team sheet available to the opposition before every match.
Teams are required to carry an up-to-date team sheet to all fixtures and have it readily available for inspection by the opposition, a League Official, or a Match Official if requested.
The team sheet is a PDF document containing the names and photographs of all registered players and forms an important part of the matchday process. It helps clubs verify player eligibility and ensures that only properly registered players are participating in fixtures.
Club Secretaries can download and print team sheets directly from Club Portal. For step-by-step instructions on how to do this, please refer to the guide linked below.
💡 Top Tip: Always check that player photographs are clear and up to date, as this will make the pre-match team sheet check quicker and easier for everyone involved.
Please note: Only league registered players will show within the squad list
https://grassrootstechnology.thefa.com/support/solutions/articles/48001146406-download-a-squad-list
PRIMARY CONTACT
It is important that your team's Primary Contact is kept up to date, as this person will receive important communications from the League, including weekly fixture notifications, matchday emails and League updates.
Changing the Primary Contact updates the person whose details are displayed within FA Full-Time and who receives the automated emails generated by the system.
To Update the Primary Contact
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Log in to Club Portal and ensure the correct people are linked to the team.
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Log in to FA Full-Time.
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Select People.
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Click Primary Contacts.
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Check that the correct person is assigned to receive team communications and update if required.
💡 Top Tip: At the start of each season, check that your Primary Contact details are correct. This helps ensure your club receives all fixture notifications, results reminders and important League communications throughout the season.
