I echo Burkhart.
We too only use the Free Agent feature of IMLeagues. We do not keep an internal document or require participants to come into the facility to be added.
In the past, we have attempted to create teams from people listed on the Free Agent list but ran into a number of problems:
- Not all schedules match up. Even though 10 people are on the list, not all 10 can play Thursday @ 7:00p.
- Free Agents were looking for different competition levels. It was hard to place this one team into one specific division.
- There was no captain, thus no responsible party. Nobody knew anyone on the team so there wasn't the camaraderie that encourages attendance and participation and fun.
- Tons of forfeits.
One thing that a previous institution has done (UIowa) is host a Free Agent Meeting. There, participants can meet each other for the first time and someone can step up to the place and serve as a captain.
Another remedy I learned from UKentucky is still create the team, but put a staff member such as a Supervisor or GA in charge of the team. They can serve as the "captain" for this team. Typically these teams are comprised of freshmen or new students who aren't familiar with the program, so having a staff member be their coach/captain will provide them with a go to person who is familiar with the program. Who better, right?
Good luck to you and your program .
University of Kansas