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How to create an enrollment field and add it to a program

  • Updated

Enrollment fields are your own questions on the registration form, such as school, shirt size or experience. Create a field once in Programs > Configurations > Enrollment Fields, then add it to each program that should ask it, in the Enrollment Fields section of the program's 2 Configuration page.

Applies to: Admins · All plans (File fields and Can Be Edited: Enhanced, Elite and Enterprise) · All registration program types

Where: Programs > Configurations > Enrollment Fields, then Programs > Manage Programs > (program) > 2 Configuration > Enrollment Fields

Before you start

  • Don't add fields for what families already enter when they create their account, such as the parent's name, address, email and phone, or the player's name, birth date and gender.
  • One field can be used in any number of programs. Changing its name or drop-down choices changes it everywhere it's used.
  • There's no conditional logic: a field can't appear or hide based on another answer. You can limit a field to an enrollment type, one offering, or new or returning registrants (Step 2).

Step 1: Create the field

  1. Go to Programs > Configurations > Enrollment Fields.
  2. Click Add Enrollment Field.
  3. Enter the Field Name, up to 50 characters. Families see it as the question, and reports use it as the column name.
  4. Choose the Field Type (see the table).
  5. Optional: enter a Side Description, up to 250 characters. It appears next to the field as a hint.
  6. For Text and Multi-line Text, enter the Max Length, from 1 to 200 characters.
  7. For Drop Down List, add each choice under Drop Down List Values: type it in Item (up to 40 characters) and click Add. The first Add also saves the field. Drag the rows to change their order.
  8. Click Add (Save if you added drop-down choices).

What you'll see: "The Enrollment Field has been added." and the field in the list.

Field Type What families enter
Text, Multi-line Text One line, or several lines, up to the Max Length
Drop Down List One of your choices
Check Box A box they check
Date, Time A date or a time
Email An email address, checked for a valid format
Phone A 10-digit phone number
File An uploaded file of any type, up to 10 MB (Enhanced plan and higher)

Step 2: Add the field to a program

  1. Go to Programs > Manage Programs and click the program's name.
  2. Click 2 Configuration (2a Team Configuration or 2b Roster Configuration in Team Registration plus Roster programs) and scroll to Enrollment Fields.
  3. Click Add Enrollment Field.
  4. In Enrollment Field, choose the field.
  5. In Enrollment Type, choose who answers it (see below).
  6. In Offering, choose All or one offering.
  7. In New vs Returning, choose Both, New or Returning. Returning means the person has registered with your organization before.
  8. In Required, choose Yes or No.
  9. In Use Previous, choose Yes to fill in the answer the person gave to a field with the same name last time. They can change it.
  10. If you see Can Be Edited, choose Yes to let families change their answer later from their account.
  11. Click Add.

A field you add for one enrollment type isn't asked of the others, so add it once for each type that should answer it. Drag a row by the handle at its left to change the order families see. Families see your fields under "Program Specific Information" unless the first row is a separator. To check, use 3 Preview: choose 3. Enrollment Page, the enrollment type, the offering and New or Returning, and click Preview.

Program type Enrollment Type choices
Youth Registration Player, Sponsorship, Volunteer
Youth & Adult Registration General/Adult, Player/Youth, Sponsorship, Volunteer
Roster side of Team Registration plus Youth Roster (2b) Player, Volunteer
Roster side of Team Registration plus Adult Roster (2b) General, Volunteer
Adult Registration, Team Registration and the team side (2a) of Team Registration plus Roster General only
Youth Camp Registration Your organization's participant type only, such as Player

Group questions with a separator

Click Add Separator, enter a Separator Heading (up to 100 characters) and Separator Text (up to 1,000), choose the Enrollment Type, Offering and New vs Returning, and click Add. Drag it above the fields it introduces. Families see the heading and text as a section break. Use a separator for instructions or a disclaimer that's too long for a field's Side Description (250 characters); terms families must accept go in the program's Terms & Conditions section.

Edit, remove or archive a field

Change how one program asks a field

  1. On the program's 2 Configuration page, under Enrollment Fields, click the Edit icon (pencil) on the field's row.
  2. Change the Offering, New vs Returning, Required, Use Previous or Can Be Edited setting, or choose a different Enrollment Field.
  3. Click Save. You'll see "Enrollment Field updated."

The Enrollment Type can't be changed here: remove the row and add it again. A change such as setting Offering to All applies to new registrations: people who already registered aren't asked, so their answer stays blank until it's filled in on their enrollment's Edit tab.

Change the field everywhere it's used

  1. Go to Programs > Configurations > Enrollment Fields, or click Manage Enrollment Field in a program's Enrollment Fields section.
  2. Click the Edit icon (pencil) on the field's row.
  3. Change the Field Name, Side Description, Max Length or drop-down choices.
  4. Click Save. You'll see "The Enrollment Field has been updated."

The Field Type can't be changed after the field is created; create a new field instead. A drop-down choice that someone has already picked can't be deleted (its red X is grayed out).

Stop asking a field in one program

Click the red X on the field's row in the program's Enrollment Fields section and click OK. Answers already given aren't deleted, but they no longer show on those registrations or in the Enrollment Information report for that program, so export them first. If you add the field back, they show again.

Archive a field you no longer use

  1. Go to Programs > Configurations > Enrollment Fields.
  2. Click the Archive icon on the field's row and click OK.

What you'll see: "The custom enrollment field has been archived." The field moves to the Archived Fields tab. It can't be added to programs and isn't copied when you copy a program. Archiving doesn't take it off programs that already ask it, so remove it from those programs too. To restore it, click Unarchive (open folder icon) on the Archived Fields tab. To delete an archived field for good, click its red X; the red X is grayed out while the field is still in any program's Enrollment Fields section (archived programs included), is used in a workflow, or is linked to another organization's field.

If it doesn't work

  • The field isn't in the program's Enrollment Field list. It's archived (unarchive it), or it's marked (Managed): it belongs to a custom section TeamSideline set up, which you add in the program's Custom Sections section.
  • "To add a Enrollment Field, you need to select a value from the 'Enrollment Field' list." (or the 'Enrollment Type', 'Offering' or 'Required' list) Choose a value in that list.
  • "Duplicate 'Enrollment Field', 'Enrollment Type', and 'Offering' combinations are not allowed." The program already asks that field of that enrollment type for that offering or for All. Edit the existing row instead.
  • "Duplicate Field Names are not allowed." Another active field has that name. Use a different name.
  • "For an Enrollment Field, you need to complete the Field Name field.", "To add an Enrollment Field, you need to select a value from the Field Type dropdown." or "For an Enrollment Field, you need to enter a number in the Max Length field between 1 and 200." Complete the setting named.
  • "Duplicate 'Item Name' or 'Item Value' values are not allowed." That drop-down choice is already in the list.
  • Families don't see the field. Check the row's Enrollment Type, Offering and New vs Returning, then use 3 Preview as above.
  • A family can't type their whole answer in a text field. The box stops at the field's Max Length. Raise the Max Length (up to 200) on Programs > Configurations > Enrollment Fields.
  • Add Enrollment Field is missing or grayed out, or the rows have no Edit icon or red X. The program is archived, or your admin role can't edit program configuration. In organizations with associated organizations, admins limited to one organization can't change rows set to All offerings.
  • The Edit and Archive icons are grayed out, or everything on Edit Enrollment Field is grayed out. The field is (Managed) or linked to another organization's field. Contact TeamSideline Support to change it.
  • File isn't in the Field Type list. File fields need the Enhanced plan or higher.
  • A family sees "An ampersand (&) is not allowed in the file name." or that their file exceeds the maximum of 10 MB. They rename the file or upload a smaller one.

Good to know

  • Required fields also have to be filled in when you register someone with Place Order.
  • Answers show on the enrollment's Edit tab, as (e) columns in the Enrollment Information report, and as additional columns on the Enrollments dashboard.
  • Give each field its own name. Reports and Use Previous match answers by field name, and the duplicate-name check skips archived fields. All your programs share one Enrollment Fields list, with no filter by sport or program, so a prefix such as the sport (for example, Soccer Shirt Size) helps tell similar fields apart.
  • Copying a program copies its enrollment fields, except archived ones.

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