The First 48 Hours: How to Set Up Sideline HQ for Your Program

You just signed up for Sideline HQ. Now what?

This guide walks you through everything you need to go from a fresh account to a fully operational equipment management system — in under an hour.

Step 1: Create Your Account (2 minutes)

Head to sidelinehq.co and sign up for a free trial. You'll need:

• Your name and email
• Your school or organization name
• Your role (head coach, assistant, AD, equipment manager)

That's it. No credit card required for the trial.

Step 2: Set Up Your Program Profile (3 minutes)

Once you're in, you'll set up your program:

• School/organization name
• Sport (football, basketball, etc.)
• Season (Fall 2026, Spring 2027, etc.)

This creates the structure that everything else lives under. If you manage multiple sports, you can add additional sports later.

Step 3: Import Your Roster (5 minutes)

You have two options:

Option A — CSV Upload: Export your roster from whatever source you use (MaxPreps, school database, Google Sheet) as a CSV file and upload it directly. The system will map columns to player fields automatically.

Option B — Manual Entry: Add players one at a time. Best for smaller rosters (under 30 players) or if you don't have a CSV available.

For each player, you'll want:

• Full name
• Jersey number
• Position (optional)
• Grade/classification (optional)

Pro tip: Don't worry about getting every detail perfect right now. You can edit player profiles at any time.

Step 4: Add Your Equipment Categories (5 minutes)

Set up the categories of equipment your program tracks. Typical football categories:

| Category | Example Items | |----------|---------------| | Helmets | 70 helmets (sizes S–XL) | | Shoulder Pads | 70 sets (sizes S–XL) | | Game Jerseys — Home | 80 jerseys (by number) | | Game Jerseys — Away | 80 jerseys (by number) | | Practice Jerseys | 100+ (by color) | | Game Pants | 70 pairs (by size) | | Girdles | 70 (by size) | | Belts | 70 | | Accessories | Chin straps, visors, etc. |

You can add as many or as few categories as you need. Start with the big items and add accessories later as you dial in your system.

Step 5: Add Equipment Items (10 minutes)

Within each category, add the individual items you're tracking. For numbered items (helmets, jerseys), you'll add them with their specific ID:

• Helmet #1 — Size M
• Helmet #2 — Size L
• Jersey #7 — Home — Size L
• etc.

For bulk items (belts, practice jerseys), you can add them as a quantity without individual IDs if preferred.

Pro tip: You don't need to enter every item before gear-issue day. You can add items as you go. Start with helmets and shoulder pads — those are your highest-value items and the most important to track.

Step 6: Do a Test Check-Out (2 minutes)

Before gear-issue day, run a quick test: 1. Pull up any player from your roster 2. Check out a helmet and shoulder pads to them 3. Verify the transaction is logged with a timestamp 4. Check the item back in

This confirms everything is working and gives you confidence before the real thing.

Step 7: Gear-Issue Day — Go Live (45–60 minutes)

You're ready. On gear-issue day: 1. Open Sideline HQ on your phone or tablet 2. Set up your stations (helmet → pads → jerseys → pants → accessories → check-out) 3. As each player finishes, pull them up in the app and check out their items 4. Each player check-out takes about 30 seconds

That's it. You're live.

After Setup: Your Daily Workflow

Once you're operational, here's what your daily equipment management looks like:

During practice/games:

• Need to check who has a specific item? Search in the app. 10 seconds.
• Player needs to swap gear? Check in the old item, check out the new one.
• Player leaves the program? Pull up their profile and flag outstanding items.

Weekly:

• Quick glance at your dashboard to see check-out/in activity
• Note any items that need repair or replacement

End of season:

• Run the outstanding items report
• Follow up with players who have gear checked out
• Check items in as they're returned

Common Questions

Q: What if I don't know every item in my inventory? Start with what you know. You can add items at any time. It's better to start tracking something than to wait until you have a "perfect" inventory.

Q: Can multiple coaches access the same account? Yes. Your staff can access the same program data. Everyone sees the same information in real time.

Q: What happens after my free trial ends? You'll be prompted to subscribe ($800/year). All your data is preserved. If you choose not to subscribe, your data will be available for export.

Q: Can I use this for other sports? Absolutely. Your second and third sports are $400/year each, and every sport after that is free — $1,600/year is the most you'll ever pay. The system works for any sport that issues equipment.

You're Ready

Setup takes less time than a pre-practice stretch. And once it's done, you have a system that will save you hours every week and protect thousands of dollars in equipment all season long.

Don't overthink it. Don't wait for the "perfect" time. Sign up, load your roster, add your gear, and go.

Start your free 30-day trial now →

*Need help? Email us at info@sidelinehq.co — we respond within 24 hours.*