Instead of retyping player details from messages, use this PlayHQ team list to jersey order workflow to turn an authorised roster into a checked garment spreadsheet, then an approved supplier...
Instead of retyping player details from messages, use this PlayHQ team list to jersey order workflow to turn an authorised roster into a checked garment spreadsheet, then an approved supplier handoff. This guide covers a manual 2026 process for Australian basketball clubs, with extra checks for reversible jerseys—not an automated connection between PlayHQ and a jersey store.
A team list identifies players; an order sheet specifies garments. Treating those documents as interchangeable leaves decisions about fit, quantities and printed names unresolved. A registration name is not an instruction to print that name on a jersey.
For a custom basketball apparel order with FE Custom, separate roster checking from garment approval. The benefit is a traceable handoff; the trade-off is that your club still needs someone to collect confirmations and approve the final details.
Your 2026 workflow should answer a simple question: can the order coordinator explain every garment without opening a message thread? If not, the spreadsheet is not ready.
The bold spreadsheet labels below are fields you create yourself, not PlayHQ menu names or supplier upload fields. Use the authorised team list accessible to your club; this process does not depend on a particular export button or account layout.
Expected result: Every relevant player is accounted for against a named team and season, before garment choices enter the process.
Do not send the complete registration record to a supplier. Dates of birth, medical information and parent contact details do not belong in a jersey production sheet. Keep the internal reference inside the club unless the supplier genuinely needs it to distinguish order lines.
Expected result: Your order population reflects actual garment requirements, not simply the number of names on a list.
| Field you create | What you record | What to check |
|---|---|---|
| Roster name | Player's roster identity | Matches the baseline |
| Garment | Intended jersey type | Exact selection is confirmed |
| Cut | Youth, women's or men's selection | Matches the selected size information |
| Size | Confirmed garment size | Player or parent has checked it |
| Print name | Exact requested wording, or no name | Spelling, spacing and capitals |
| Jersey number | Approved printed number | Competition rules and team conflicts |
| Quantity | Required garments for that row | Includes only intentional extras |
| Approval status | Needs confirmation or Approved | Evidence is retained internally |
Expected result: Each order line contains enough information to review the intended garment without interpreting a roster entry.
Expected result: Every approved garment has a confirmed fit selection and explicit printing instructions.
For reversible basketball jerseys, add Side A and Side B design references. Review all 2 sides against the same player record: number, intended text, club colours and artwork placement. Do not treat the reverse as an automatic copy of the front design.
Use a frozen spreadsheet for a club-wide 2026 order. It gives the coordinator a single set of approved instructions, but it requires deliberate version control. Individual confirmations still belong in the process; they should feed the sheet rather than replace it.
| Workflow option | Best for | Advantage | Limitation |
|---|---|---|---|
| Frozen spreadsheet | A coordinated team order | Keeps approved garment details together | Requires a named owner and change control |
| Individual confirmations | Collecting player or parent decisions | Lets each person check their own details | Does not produce a consolidated supplier brief by itself |
These are complementary steps, not competing software products. Collect decisions individually, consolidate them centrally and submit only the approved version.
Expected result: The club has a named, dated order version that matches its approved artwork and garment totals.
For a closer design check, use the guide to proofing and approving a custom jersey design. Complete that review before treating the order sheet as final.
Expected result: The club and supplier are discussing the same garment quantities, personalisation instructions and artwork version.
For additions or corrections during the 2026 season, repeat the approval process for the changed entries—not the entire original order. A roster update is a prompt to review an order, not authority to alter production.
Expected result: Each accepted amendment is traceable, while the original order remains intact.
Keep late additions out of the original spreadsheet total until their treatment is confirmed. Otherwise, a revised total can conceal whether the club requested extra garments or replacements.
Ask the club administrator to confirm your permissions and the correct team record. Use an authorised list supplied by the club if appropriate; do not substitute an old screenshot without checking its season and completeness.
Check whether the players belong to the same competition team and whether the competition permits the proposed allocation. Ask the team manager to resolve the conflict, then obtain confirmation from each affected player before changing the print instructions.
Return the entry for confirmation against the intended garment's size information. Do not translate a youth size into an adult size by assumption. Keep the row outside the approved handoff until the garment, cut and size agree.
Compare Side A and Side B with the approved player record, then identify the exact correction required. Request a revised proof and check both sides again; approving the corrected side alone leaves the other side unchecked.
Compare the working sheet with the frozen submission and move the difference into the change log. A local edit is not evidence that a supplier received or accepted a production change.
Once the basketball process is stable, organise multiple squads under the same controls. Keep team identifiers on every garment line, but separate design approvals when teams use different artwork or number allocations.
For a soccer order, retain the same roster-to-approval sequence and adapt the garment fields to the actual kit being ordered. Do not copy basketball garment selections or sizing assumptions into a soccer brief.
For an FE Custom custom basketball apparel handoff, the next improvement is clearer ownership—not more automation. Assign responsibility for roster checks, player confirmations, artwork approval and supplier communication so an unresolved decision always has an owner.
How do I turn a PlayHQ team list into a jersey order?
Start with an authorised team list, then create a separate garment spreadsheet with confirmed sizes, print names, numbers and quantities. Freeze the approved version before the supplier handoff.
Does this workflow automatically connect PlayHQ to FE Custom?
No. This guide describes a manual spreadsheet handoff and does not establish an automated connection or direct import between the platforms.
Can I use a player's PlayHQ name as their jersey print name?
Only after the player or parent confirms the exact wording. Keep the roster name and print name in separate fields so identification and printing instructions remain distinct.
What should I check for reversible basketball jerseys?
Check both sides against the approved player details and artwork. Confirm the intended number, text and design placement wherever they appear, rather than assuming the reverse is identical.
Should I order a jersey for everyone on the team list?
Order against confirmed garment requirements, not roster headcount alone. Identify players keeping existing kit, unresolved entries and intentional spare garments separately.
What happens if a player joins after the jersey order is submitted?
Create a separate change request with the new player's confirmed garment details. Ask the supplier to confirm its treatment before marking the addition as accepted.
What personal information should I send with a jersey order?
Send only the information needed to specify and fulfil the garments. Keep medical details, dates of birth and unrelated registration information out of the supplier-facing sheet.
The most useful final check is to hide Roster name and read only the production fields. Can you specify every garment, size, printed name, number and reversible side without guessing? If not, fix that row before submission.
Keep your 2026 roster baseline and approved order together, but never confuse their roles. The roster proves who was checked; the approved order records what the club authorised.
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