GrayJay Sports
Manager Quick-Start Checklist
TAMHA Manager's Desk Team Operations Hub
Quick-Glance Checklist: Essential Manager Requirements
This is your bare-bones, chronological checklist for getting your team set up, compliant, and on the ice. For full details on any of these tasks, follow the links to the Detailed Guide.
Phase 1: Immediate Tasks (Days 1–3 Post-Team Selection)
Team Staff Onboarding & GrayJay Access Read Guide →
The Head Coach is assigned an official TAMHA email account first and asked to confirm their designated Team Manager. Once confirmed, provide your details (Full Name, Date of Birth, and HCR #) to receive your official manager email account and GrayJay manager access. (Roster Guardrails: Rosters sync from registrations; never manually add/release players or add extra admins. Tell parents to add contacts via GrayJay Pay).
Submit Full Bench Staff & APs to TAMHA Read Guide →
Email your complete coaching and bench staff list (Assistant Coaches, Safety Reps, Trainers) with full legal names, assigned roles, D.O.B., and HCR #s directly to Comms & Tech at tamhaweb@trurominorhockey.ca ASAP. Managers cannot add staff directly in GrayJay—TAMHA must link them to your roster. (Rep teams: Also submit your list of AP players to be linked).
HCR Staff Profile & Waiver Sign-Off Read Guide →
All bench staff must log into register.hockeycanada.ca to confirm account info and sign mandatory annual waivers (often the #1 hold-up for official team roster approvals). Any new staff without an HCR profile must register under TAMHA as a new coach/volunteer first to generate an HCR profile and begin required clinics.
Team Banking Registration Read Guide →
Submit signer details via the TAMHA Bank Signer Intake Form. VP Finance generates and submits the official authorization letter directly to Mosaik Credit Union on your behalf (managers do not send letters or visit the branch). Signature cards are completed digitally via DocuSign. Important: All signers must complete DocuSign before online banking credentials can be issued (one missing signature holds up the entire account). Do not collect parent funds until this is active. Two signers are required. (Cash Handling Rule: Always count and track cash with a second team official as a witness, issue immediate receipts, and deposit promptly).
Secure Game Jerseys & Socks Read Guide →
Email equipment@trurominorhockey.ca immediately to make arrangements for jersey pickup and inquire about availability of matching game socks (exhibition games often start immediately). Assign jerseys, collect deposits, and check with Head Coach regarding practice jersey requirements.
Phase 2: Administrative Setup (Week 1)
Collect Player Medical Forms Read Guide →
Secure signed Medical Forms and keep copies in the bench binder at all times.
Identify Target Tournaments Read Guide →
Identify target tournaments, register immediately, and submit early payments to secure spots.
Jersey Deposits & Sign-outs Read Guide →
Collect $150/player (all teams, both Rep and House). Must be refunded at year-end upon safe return.
(Note: Some divisions receive sponsored jerseys and do not collect deposits. If unsure, confirm with your division rep or email info@trurominorhockey.ca.)
(Note: Some divisions receive sponsored jerseys and do not collect deposits. If unsure, confirm with your division rep or email info@trurominorhockey.ca.)
Host Parent Meeting Read Guide →
Pitch the budget (any out-of-pocket parent fees/cash calls require a >75% majority approval vote; present the $0 out-of-pocket fundraising plan for C-League), detail the 24-Hour Rule, enforce Dressing Room Policy (base layers on arrival & Rule of Two), share the calendar "SUBSCRIBE" link and GrayJay Teams App (chat & RSVP), review equipment safety (CSA stickers, BNQ neck guards), and recruit volunteers (including a Designated Backup Timekeeper with TAMHA pay).
Player Equipment & Safety Verification Read Guide →
Review player gear against Hockey Canada standards: inspect helmets for valid unexpired CSA stickers, intact ear loops, and secure chin straps, and verify every player has a BNQ-certified throat protector.
Collect Forms Read Guide →
Secure signed Codes of Conduct, Social Media Policies, Bench Code of Conduct, Fair Play Policy, and Jersey Agreements.
Player Transfers to TAMHA Read Guide →
Follow up with parents of players who recently moved to the Truro area and played for another minor hockey association last season. Parents must submit the Parent Declaration Form to info@trurominorhockey.ca to transfer their HCR profile to TAMHA (unfinalized transfers hold up official roster approvals).
Phase 3: Early Season Action Items (Weeks 2–4)
Audit League Schedule for Tournament Conflicts (Rep Teams) Read Guide →
League schedulers (Central Minor, North Conference, NRHF) do not check tournament dates. Cross-reference your league schedule against tournament weekends immediately and notify opposing managers weeks in advance to reschedule conflicts.
Verify Certifications / CRCs Read Guide →
Email info@trurominorhockey.ca to ensure all bench staff have Respect in Sport, Criminal Record Checks / VSCs (done at local police station with TAMHA letter and 2 IDs), and required HNS courses before December 1st (strict deadline).
Solicit Sponsorships Read Guide →
Distribute letters to target community sponsors to help subsidize budgets.
Collect Rep Fees Read Guide →
Collect team Rep Fees ($9,500 standard / $11,500 U13 AAA, split Nov 30 & Jan 31; includes jersey fund).
Exhibition Game Setup (Out-of-League) Read Guide →
For exhibition games outside your league, follow the 6-step SOP: book opponent via GrayJay Central, secure ice, enter as "Out of League" / "To Be Announced", submit mandatory Spordle Travel Permit (48–72h prior; must title as: Exhibition Game – [Opposing Team Name] per Hockey NS), request refs/timekeepers via RIC, and pre-fill physical paper game sheets (GrayJay doesn't support live stats for out-of-league play).
Phase 4: Ongoing / Weekly Rhythm
Roster Sign-Offs Read Guide →
Sign off on the game roster in GrayJay Leagues before puck drop.
Affiliate Tracking Read Guide →
Ensure both Head Coaches confirm when an affiliate is called up (affiliate's primary team always takes precedence in conflicts), email tamhaweb@trurominorhockey.ca with player details, track their total game count (max 10).
Travel Permits (Spordle) Read Guide →
Submit permits for ALL non-regular season games (Exhibition and Tournaments) 48–72h in advance. Mandatory Title Format: Always put the opponent name in the permit title (e.g.,
Exhibition Game – [Opposing Team Name] or Tournament – [Name]) for both Home and Away games so Hockey NS can approve without queue delays.Injury Reports Read Guide →
If a player requires medical attention, complete and submit a Hockey Nova Scotia Injury Report.
Weekly Updates Read Guide →
Send a weekly email/GrayJay Team chat with the upcoming schedule, arrival times, and action items.
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