Adding Subs During a Match

Overview

Normally the scoresheet's player picker only lists players already in your league and session. That's a problem when someone walks in to fill a spot who isn't on any roster: a friend of the team, or a player from another league in your organization. Without this option, the match waits while someone finds an operator to add them.

Let Score-Keepers Add Subs During a Match lets whoever is entering scores add that sub themselves, right from the scoresheet. The sub's scores count immediately, and each sub is queued on your dashboard so you can check them later: approve them, merge a duplicate, or remove a sub who shouldn't be there.

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Turning It On

The option is off by default. To turn it on, edit the league, open Advanced Options, and switch on Let Score-Keepers Add Subs During a Match.

When it's off, subs can only be picked from players already in the league and session, as before.

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Adding a Sub From the Scoresheet

Open the player picker for a game slot. Below the usual Select Player button, a Player not listed? section lets you add a sub. Type at least two letters of the sub's name, then either:

• Use a player from your organization. Matching players from elsewhere in your organization are listed under From your organization. Anyone already active in this session is left out, since they're in the regular player list already.
• Create a new player. Below the matches, fill in enough to tell this person apart from someone with the same name: a city and state, a phone number, or an email. At least one of these is required.

Before a new player is created, Digital Pool checks whether they already exist. That's the case if they have the same email or phone as a player in your organization, or the same name in the same city and state as any player. If there's a match, you're shown that player and asked to Use this player instead of making a duplicate.

The sub plays for whichever side's slot you opened the picker from, is selected in that slot right away, and can be picked again later in the same match.

A few rules:

• Subs can only be added while the match is still open. Once it's completed, the option is gone.
• Adding a sub puts them in your league and the match's session so their scores and stats work. It never puts them on a team, so a sub doesn't gain the right to enter scores for that team.
• Adding the same player to the same match twice doesn't create a second entry.

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Reviewing Subs

Every sub added this way appears in a Subs to review card on the operator dashboard, with a count of how many are waiting. Each row shows the sub's name, whether they're a New player or an Existing player, the team they subbed for, the week, and who added them. The card hides itself when nothing is waiting.

Click Review to open a sub. You'll see their details, with email and phone partly hidden, and whether they're still playing in the match. From there you can:

• Approve. The sub is fine as is. This marks them reviewed and nothing else; it doesn't add them to a team.
• Merge into an existing player (new players only). The review runs a duplicate check on the sub's name, email, and phone, and you can search further. If the sub is really someone who already has a record, pick that player and confirm. The match's scores and the sub's league and session places move to that player, and the extra record is retired. The existing player's own details aren't changed.
• Go to match. Open the match to swap the sub for someone else.
• Delete sub. Remove the sub from the review list and take them back out of the league and session. This is only available once the sub no longer plays in the match, so swap them out on the scoresheet first. The player record itself is kept.

Delete only undoes what adding the sub created. If the player was already in your league or session for another reason (for example, they're on a team, have scores elsewhere in the session, or subbed in another match), those places are left alone.

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Who Can Do What

Action	Operator	Team Captain	Player
Turn the option on or off	✅	—	—
Add a sub during a match	✅	✅	✅ *
Review, approve, merge, or delete subs	✅	—	—

* Adding a sub follows the same rules as entering scores for that match. Anyone who can save that match's scoresheet can add a sub to it. For regular players, that means your league lets team members enter scores, or they're on the list of players allowed to.

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Where the Controls Live

• League settings → Advanced Options has the Let Score-Keepers Add Subs During a Match switch.
• Scoresheet player picker → Player not listed? is where subs are added during a match.
• Operator dashboard → Subs to review is where you review each sub.

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Common Questions

Do a sub's scores count before I approve them? Yes. Scores count as soon as they're entered. Reviewing is how you check who was added, not a gate on the results.

Does approving a sub add them to the team? No. Approving only marks the sub as reviewed. If they should join a team for good, add them to the roster the usual way.

Why can't I delete a sub? Delete stays off while the sub still plays in the match. Use Go to match, change the player in their games, save, and then come back to delete them.

The sub is really a player we already have. What do I do? Open the sub and use the duplicate check to find the existing player, then Merge into this player. Their match history moves to the existing record.

Why does a merge say to ask an administrator? The merge from the review window only works when the sub's new record hasn't been used anywhere outside your organization. If it has, an administrator needs to handle that merge.

Is this the same as adding a player from the Players page? No. Adding a player from the Players page is how operators build the roster ahead of time. This option is for the night itself, when someone not on any roster needs to play and the score-keeper can't wait for an operator.