How to let families upload player documents after they register

Families can upload a document such as a birth certificate after they register in one of two ways: on the registration, through a File enrollment field set to Can Be Edited, or on the player's profile, through an Editable File custom field in the Player category. For the profile way, also set Edit After Enrollment to Yes, or families can't open a player who has already registered.

Applies to: Org admins · Enhanced, Elite and Enterprise (the File field type) · Registration programs

Where: Programs > Configurations > Enrollment Fields (on the registration), or Administration > Configurations > Custom Fields and Customers > Configurations > General (on the profile)

Which way to use

What differs	On the registration	On the player's profile
Where the file is kept	With that one registration	On the player's record, for every registration
Next season	Each registration asks again. Use Previous can offer a returning family the file they uploaded last time.	The file stays until it's replaced or you clear the field.
Where families upload it later	My Account > Enrollments, Edit Enrollment icon	My Account > Members, Edit Member icon
What has to be turned on	Can Be Edited on the program's field (Enhanced, Elite and Enterprise)	Public Access set to Editable, and Edit After Enrollment set to Yes

Choose the registration for a document you need again each season, such as a physical form, and the player's profile for one that doesn't change, such as a birth certificate.

Option 1: Families add the file to their registration

Go to Programs > Configurations > Enrollment Fields and click Add Enrollment Field.
Enter a Field Name, for example Birth Certificate, choose File in Field Type, and click Add.
Go to Programs > Manage Programs, click the program's name and open 2 Configuration (2a Team Configuration or 2b Roster Configuration in Team Registration plus Roster programs).
In the Enrollment Fields section, click Add Enrollment Field and choose your field in Enrollment Field.
Choose the Enrollment Type, Offering, New vs Returning, Required and Use Previous settings as for any field.
Set Can Be Edited to Yes.
Click Add.

If the program already asks for the file, click the Edit icon (pencil) on the field's row instead, set Can Be Edited to Yes and click Save. You'll see "Enrollment Field updated."

Families then go to My Account > Enrollments, click the Edit Enrollment icon (pencil) on the registration, choose the file and click Save. They see "Enrollment updated." You can set Can Be Edited back to No at any time, for example when registration closes. Files already uploaded stay.

Option 2: Families add the file to the player's profile

Go to Administration > Configurations > Custom Fields and click Add Custom Field.
Enter a Field Name of up to 30 characters, for example Birth Certificate.
In Category, choose Player. In Field Type, choose File.
Optional: in Side Description, say what to upload, for example a photo or PDF of the birth certificate.
Leave Is Required unchecked unless every family must upload the file before they can add or save a child. A required field also has to be filled in whenever an admin saves the player.
In Public Access, choose Editable.
Click Save. You'll see "You have successfully saved the 'Birth Certificate' Custom Field."
Go to Customers > Configurations > General.
Under Player Profile Configurations, set Edit After Enrollment to Yes ("Enable customer editing of player image and custom fields after enrollment.").
Click Save. You'll see "The Customer Configurations have been updated."

Families then go to My Account > Members, click the Edit Member icon (pencil) next to the child, choose the file and click Save. They see "Child updated."

With Edit After Enrollment set to No, families can add the file only while they add a child, before the child's first registration. After that, the Edit Member icon is grayed out for that child.

What you'll see

On the registration: the file's name on the registration's Edit tab, where it links to the file, and as an Additional Column you can add on Reports > Report Dashboards > Enrollments.
On the player's profile: the file's name on the player's page in the family's account, where it links to the file.
Either way: Reports > Mail Merge can print the files that are JPG, PNG or PDF.

To add a file for a family yourself, go to Customers > Account Management > Search and open the account. For the registration, click Enrollments, then the Edit Enrollment icon on the registration, choose the file on the Edit tab and click Save. For the profile, click the Edit Member icon next to the player, choose the file and click Save.

If it doesn't work

File isn't in the Field Type list. The File field type comes with the Enhanced, Elite and Enterprise plans, and your admin role has to include it.
There's no Can Be Edited setting. Your plan doesn't include End User Enrollment Edit (the Core plan doesn't), or your admin role doesn't. Use the player's profile instead, or contact TeamSideline Support if you're on the Enhanced plan or higher.
There's no Player Profile Configurations section. Your admin role doesn't include that setting. Ask an admin whose role does.
A family's Edit Member icon is grayed out. The child has a registration and Edit After Enrollment is No. Set it to Yes, or add the file for them.
A family doesn't see the field on the child's page. Its Public Access is Hidden (only admins see it) or Read Only (families see the file but can't change it). Set it to Editable.
A family can't change the child's name, birth date or gender. These lock once the child has a registration, and the family sees "Some fields cannot be edited after an enrollment has been placed. To request a change, please select the Contact Us link under Help at the top of this page." Admins can still change them on the player's page.
The "(field name)" field is required. The field is required and no file was chosen. The family chooses a file, or you uncheck Is Required (or set Required to No on the program's field).
"(file name)" exceeds the maximum of 10 MB. Please upload a smaller file. The family uploads a smaller file, such as a lower-resolution photo or a compressed PDF.
A family doesn't see the Edit Enrollment icon. No field that applies to their registration is set to Can Be Edited, the registration isn't accepted (for example, it's waitlisted), or the program is archived.

Good to know

A File field holds one file. To collect two documents, add two fields.
To collect a new file on the player's profile, for example each year, click Reset All Values to Blank on the field in Administration > Configurations > Custom Fields. That clears the field for every player.
Admins can change a player's custom fields on the player's page, including Hidden and Read Only ones, whatever Edit After Enrollment says.
Families upload on your organization's website in a web browser, on a computer, phone or tablet. The TeamSideline app doesn't offer document uploads.
If you use Workflow, a workflow item can be tied to the File field, so you can see each document and mark the item complete. See How to use Workflow to track player and volunteer requirements.
The steps to send families are in How to Upload Documents for a Player (Birth Certificate, Medical Form, and Other Files).

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