Documentation

1. Getting Started

1.1 Creating an Account

1. Visit roboteamhub.com and click Sign Up.
2. Enter your email and create a password, or sign in with Google.
3. Verify your email — a confirmation link will be sent to your inbox.
4. Once verified, you are redirected to the Onboarding screen.

1.2 Onboarding: Choosing Your Role

After email verification you must complete onboarding before accessing the platform. Choose one of three paths:

Joining a Team During Onboarding

Option A — Signup Phrase:

1. Select Join a Team.
2. Enter the signup phrase provided by your team admin (case-insensitive).
3. If the phrase matches, you are added to the team as a Member.

Option B — Invitation Link:

1. Open the invitation email sent by your team admin.
2. Click the Join [Team Name] button.
3. If you do not have an account yet, sign up first. After verifying your email, the invitation is accepted automatically.

1.3 Profile Setup

Navigate to Profile / Settings at any time to update your information.

To upload a profile photo, go to your profile page, click the photo area, and select a JPEG or PNG file (max 2 MB). Your photo is saved automatically.

2. Teams

2.1 Creating a Team

1. During onboarding, select Create a Team, or click Create Team from your dashboard.
2. Fill in the team details:

Click Create Team. You are automatically added as the team Admin.

2.2 Joining a Team

Via Signup Phrase: On the Join a Team screen, enter the phrase your admin provided and click Join. You are added as a Member.

Via Invitation Link: Click the link in your invitation email. Log in if prompted — the invitation is accepted automatically and you are redirected to your team dashboard.

2.3 Team Members & Roles

To change a member's role, go to Team Settings → Members, find the member, select their new role, and save. Only Admins can change roles.

2.4 Team Settings

Navigate to Team Settings to manage your team's configuration (Admin only):

2.5 Inviting Members

1. Go to Team Settings → Members → Invite Member.
2. Enter the invitee's email address and select their role (Admin or Member).
3. Click Send Invitation.

The invitee receives an email with an invitation link (one-click join) and the signup phrase. Manage pending invitations under Team Settings → Invitations. You can cancel a pending invitation before it is accepted. Expired invitations must be resent.

2.6 Leaving a Team

1. Go to Team Settings → Members.
2. Click Leave Team next to your name and confirm.

3. Projects

Projects are the top-level organizational unit for your team's build season work. Each project contains Phases, Milestones, and Tasks.

3.1 Creating a Project

Go to Projects in the sidebar and click New Project:

3.2 Phases

Phases break a project into sequential stages (e.g., "Design", "Build", "Test"). Open a project and click Add Phase:

• Each phase has a Completion Percentage (0–100%) updated manually or derived from tasks.
• Drag and drop phases to rearrange their order — saved automatically.
• Deleting a phase also deletes all milestones inside it.

3.3 Milestones

Milestones mark specific goals or deadlines (e.g., "Prototype Complete", "Submit Notebook"). Click Add Milestone inside a project or phase:

• The project dashboard shows your next 5 upcoming milestones (today and later).
• All milestones appear on the Calendar page automatically.

4. Tasks

Tasks are the individual work items inside a project, displayed on a Kanban board organized by status columns.

Task Statuses

Creating a Task

Click + Add Task in any column or at the top of the board:

Managing Tasks

• Drag a task card between columns to update its status.
• Open a task and click Assign Member to assign team members. Members can be unassigned at any time.
• Tasks with a due date appear on the Calendar page automatically.
• Use the filter bar to narrow tasks by status, priority, category, or assignee.

5. Practice

Practice tracking is designed for VEX IQ Mix and Match competitions. Record every session, track scores, and view analytics over time.

5.1 Recording a Session

1. Go to Practice in the sidebar and click Record Practice.
2. Select the Challenge Type:

Team Red (your team):

Team Blue (optional — for Team Match):

Scoring Elements:

Click Save Session to record the practice.

5.2 Practice History

Go to Practice → History to see all recorded sessions.

• Filter by Challenge Type — Team Match, Skills, or Autonomous
• Filter by date range
• Sort by date, score, or other fields (ascending/descending)
• Default pagination: 20 records per page

5.3 Analytics & Statistics

Go to Practice → Analytics for a visual overview.

6. Tournaments

6.1 Searching for Tournaments

1. Go to Tournaments in the sidebar.
2. Use the search filters:

Results are sorted by upcoming date (soonest first), 12 per page. Start typing in any filter field to see autocomplete suggestions.

6.2 Map View

Switch to Map View to see tournaments plotted geographically. Pan and zoom the map — tournaments within the visible area load automatically. Click a marker to see tournament details.

6.3 Registered Teams

On a tournament's detail page, click View Registered Teams to see the teams signed up for that event. Data is pulled live from the RobotEvents API.

7. Calendar

The Calendar centralizes all your team's scheduled activities — events, task due dates, and project milestones in one view.

Viewing the Calendar

Go to Calendar in the sidebar. Switch between Month, Week, and Day views. Task due dates and project milestones appear automatically — no manual entry needed.

Creating a Calendar Event

Click a date on the calendar or click + New Event:

Alarms & Notifications

When creating or editing an event, add one or more alarms. Each alarm fires a notification the set number of minutes before the event. Alarms only trigger if notifications are enabled in your Notification Preferences.

Deleting an Event

Open the event and click Delete. The event is soft-deleted (hidden from view but retained in logs).

8. Research

The Research section gives your team access to curated resources — robot design videos, 3D models, engineering notebooks, and live team data from RobotEvents.

Design Videos

Browse videos showing robot design ideas and strategies. Filter by program, sort by date or title, and paginate through results (12 per page). Each entry shows: title, description, tags, thumbnail, and a link to the video.

3D Models

Browse 3D robot models for design inspiration. Each model includes: title, description, download/view URL, preview image, and video preview if available. Filter and sort options match the Video library.

Engineering Notebooks (Reference)

Browse public engineering notebooks from other teams for reference and inspiration. Each entry shows: title, description, author name, original file download, website link, and thumbnail images.

Teams

Look up any VEX IQ team by team number to view their competition history, rankings, match results, skills scores, and awards — all sourced live from the RobotEvents API.

To search for a team:

1. Go to Research → Teams tab.
2. Enter a team number in the search field (e.g., 1234A, 33995X).
3. Click Search.

You can also navigate directly to a team's page via the URL:

The team profile shows:

9. Notification Preferences

Control how and when you receive email notifications.

1. Go to Settings → Notifications.
2. Configure your preferences:

10. Subscription & Billing

Robo Team Hub offers Free and paid subscription tiers. Paid plans unlock team features and higher member limits.

Viewing Your Current Plan

Go to Settings → Subscription to see your current plan tier, billing period, and next renewal or cancellation date.

Upgrading Your Plan

1. Click Upgrade on the Subscription page or the Pricing page.
2. Select Monthly or Annual billing.
3. You are redirected to a secure Stripe checkout. Enter payment details and confirm.
4. Your plan is upgraded immediately.

Managing Billing

Click Manage Billing to open the Stripe Customer Portal where you can:

• Update your payment method
• Download invoices
• View billing history
• Switch between monthly and annual billing

Canceling Your Subscription

1. Go to Settings → Subscription and click Cancel Subscription.
2. Confirm the cancellation.

Your plan remains active until the end of the current billing period, then reverts to the Free tier. No refunds are issued for partial periods.

Reactivating a Canceled Subscription

If you canceled but your period has not yet ended, go to Settings → Subscription and click Reactivate Subscription. Your cancellation is reversed and billing continues normally.

11. Account Privacy & Data

Exporting Your Data

You can download a full export of all data associated with your account (GDPR compliant).

1. Go to Settings → Privacy and click Export My Data.
2. A JSON file named user_data_export_[timestamp].json is downloaded immediately.

The export includes: your profile, team membership, projects, tasks, practice records, and all other data linked to your account.

Deleting Your Account

Before deleting, note:

• If you are the Admin of a team with active members, you must remove all members or transfer admin rights first.
• Any active subscription will be canceled as part of deletion.

1. Go to Settings → Privacy → Delete Account.
2. Type DELETE in the confirmation field exactly as shown.
3. Click Delete My Account. Your account and all associated data are permanently removed.

Error messages you may see:

Quick Reference: Field Limits