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How to set up, view and print Member Passes (player passes)

  • Updated

Member Passes are ID cards for your players (and volunteers), with the registration's photo, up to six fields and a QR code that opens a live online pass. Design a pass on Programs > Configurations > Member Passes, turn it on for a program on 1 Setup, then print one person's pass from their Enrollments tab, a team's from 4 Rosters, or a whole program's from Report Viewer.

Applies to: Admins whose role includes Member Passes · Organizations with the Member Passes module, which TeamSideline can add to any plan · Every program type except Team Registration

Where: Programs > Configurations > Member Passes; Programs > Manage Programs > (program) > 1 Setup; Customers > Account Management > Search > (account) > Enrollments; Reports > Report Viewer

Before you start

  • Member Passes is a module TeamSideline adds to your organization; you can then use it on any program. If Member Passes isn't under Programs > Configurations, contact TeamSideline Support.
  • You can have several passes, for example one for football and one for cheer. Each program uses one participant pass. Passes for coaches and other volunteers are made per volunteer type; see How to create and view Member Passes for volunteers (coach badges).
  • A pass shows the photo from the registration, so the program must collect photos with Enrollment Image.

Create a pass

  1. Go to Programs > Configurations > Member Passes and click Add Member Pass.
  2. Type a Member Pass Name, such as Football Player Pass.
  3. In Participant Type, choose Participant. (Choosing a volunteer type makes a volunteer pass.)
  4. Click Add. You'll see "Member Pass has been successfully added" and the pass's Member Pass Fields page opens, with a preview of the pass.
  5. Under Subheader, choose the Subheader Field, the line under the person's name. For the same words on every pass, choose Custom Text and type up to 15 characters in Subheader Text. Click Save.
  6. Under Fields, click Add Field, choose a Member Pass Field and click Add. Repeat for up to six fields, and drag a row to change the order.

To change a pass later, click its green table icon (Add Items) on Programs > Configurations > Member Passes. The pencil icon renames it.

Fields you can add

Field What it shows
Date of Birth The person's birth date. An adult's comes from their profile.
Team Name The team the registration is on (blank until they're on a team)
Program, Offering, Program Year, Enrollment Type Details of the registration
Player Pass # The Player Id on the member's profile
Customer Member ID The member's Customer Member Id, which you can also search by on Customers > Account Management > Search
Assoc. Org The associated organization on the account
Membership, Mem. Exp. Date The membership the program requires and its expiration date (Membership module)
Card Count, Card Expires Yellow and red cards from the account's Suspensions tab (Soccer tab), counted on the account holder's own registrations
Suspension Issued, Suspension Expires, Suspension Reason The person's latest General-tab suspension in that program
BGC Status, BGC Exp Date The Protect Youth Sports background check (offered to admins whose role includes Protect Youth Sports)
Custom fields and enrollment fields Your Player custom fields (Parent fields on a volunteer pass) and enrollment fields, of the text, multi-line text, drop-down, date, email and phone types. The program must ask an enrollment field for it to have an answer.

Turn on Member Passes for a program

  1. Go to Programs > Manage Programs, open the program and click 1 Setup.
  2. Set Enrollment Image to Yes, Required, New; Yes, Required, Reuse allowed; or Yes, Optional.
  3. Set Enable Member Pass to Yes, and choose the pass in Select Member Pass.
  4. Click Save.

Enable Member Pass appears once your organization has at least one member pass, for admins whose role includes Member Passes. In a Team Registration plus Roster program, set it on the program's 1 Setup; its roster players use that pass.

View or print one person's pass

  1. Go to Customers > Account Management > Search and open the account.
  2. Click Enrollments. Under an accepted registration, the pass's name shows with a magnifying glass (Print Player Pass).
  3. Click the magnifying glass. The pass downloads as a PDF.

Families can print their own the same way from My Account > Enrollments on your website.

Print a team's passes

  1. Go to Programs > Manage Programs, open the program, click 4 Rosters and click the team's name.
  2. Click Print Member Passes, choose the pass in Member Pass and click Print.

The PDF has a pass for everyone on that team's roster who uses that pass. The list also offers the passes for the volunteer types on the team's staff.

Print a whole program's passes

  1. Go to Reports > Report Viewer.
  2. In Report, choose Member Passes and click Go.
  3. Choose the Member Pass, then one or more programs in Program. The list shows the programs that use that pass.
  4. Click Preview, then print or export from the report's toolbar.

The report includes every registration in those programs, canceled and waitlisted ones too, so check the passes before you hand them out. It needs only the Member Passes permission and Report Viewer access, not an extra reporting module.

What you'll see

A printed pass shows the photo, name, subheader, fields, your organization's badge (or the TeamSideline logo) and a QR code. It's a snapshot: its header is gray, or red with SUSPENDED if the person was suspended when you printed it. Scanning the QR code opens the online pass, which shows the pass's current status:

Online pass When
Red header with SUSPENDED A General-tab suspension for that program hasn't expired, or the pass is the account holder's own and they have a Soccer-tab suspension
Red status bar Workflow items are incomplete (while the program's Workflow Visibility is on), the membership the program requires is missing or expired, or the account has an unexpired red card for that program
Green status bar The program checks workflow items or a required membership, and they pass
Gray header None of these checks applies

When a program checks both workflow items and a required membership, the bar follows the membership: a valid membership shows green even while workflow items are incomplete.

In the TeamSideline app

Members open passes in the app from Teams > (team) > Member Passes. Team staff on the team's roster (Manager, Coach, Assistant Coach or Team Parent) see every player's pass for that team; players see their own.

If it doesn't work

  • There's no pass name or magnifying glass under a registration. The program's Enable Member Pass is No, the registration isn't accepted (for example it's waitlisted or canceled), or it's a Team Registration program.
  • 1 Setup has no Enable Member Pass. Create a pass first, or ask for the Member Passes permission. A program under a master program doesn't show it and uses the master program's pass.
  • "Enrollment Image Upload must be enabled for Player Cards." Enable Member Pass is Yes while Enrollment Image is No. To stop collecting photos, set Enable Member Pass to No and save, then change Enrollment Image. If Enable Member Pass is hidden, add a member pass so it shows, or ask an admin whose role includes Member Passes.
  • "Please make a selection from the Member Pass drop down list." Choose a pass in Select Member Pass.
  • "Member Pass cannot have more than 6 fields." Delete a field with its red X before you add another.
  • "Please select a valid field to create subheader." or "Please select enter the Subheader Text to create subheader." Choose a Subheader Field, or type the Subheader Text for Custom Text.
  • "Member Pass already exists." A pass with that name and Participant Type exists. When renaming, "Member pass already exists." means another pass has that name.
  • A pass's delete icon is grayed out. A program uses it. Choose another pass on that program's 1 Setup first.
  • A field is blank. The person has no answer, the program doesn't ask that enrollment field, or it's a Player custom field on an adult's pass (adults are parent records, so use an enrollment field in adult programs).
  • Date of Birth is blank for an adult. Their profile has no birth date. Set Customers > Configurations > General > Birthday to Yes, Required or Yes, Optional, then they add it under My Account > My Profile, or you add it on their account.
  • A field's name is cut off. Names over 17 characters show their first 15 characters and "...".
  • There's no photo. Enrollment Image was off when they registered, or the photo was optional and skipped. Add it on the registration's Photo tab.
  • Scanning a QR code shows "This Member Pass is no longer viewable. This can be for many reasons, such as the enrollment being cancelled or the program being archived." The program was archived or deleted.

Good to know

  • Pass colors are fixed; your organization can't choose its own.
  • The subheader is one field, so a pass can't list several teams or switch to the team playing that day. Each registration has its own pass.
  • Passes have no jersey number field, and the team roster's Jersey # doesn't print on them. To show a number, collect it in an enrollment field or a Player custom field and add that field to the pass.
  • A custom field on a pass can be locked so only admins with a chosen role can change its value, such as a weight recorded at game check-in. TeamSideline Support sets this (Restrict Editing to Role, with the Workflow module); see the Custom Fields settings reference.
  • The online pass opens without signing in for anyone who has the QR code, until the program is archived or deleted, including after the registration is canceled. Choose the fields on a pass with that in mind.
  • Some older sites also have a Player Member Passes report in Report Viewer (by League, Division and Team, without photos). It isn't part of the current plans; use Member Passes.

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