Workflow tracks the items each player or volunteer must complete for a program, such as a birth certificate, a medical release or a coaching certification. TeamSideline Support builds your workflows; you attach one to a Youth Registration program on 1 Setup, mark each person's items complete from the team roster or their enrollment, and follow progress on the Workflow dashboards.

Applies to: Org admins whose role includes the Workflows permission, such as Administrator · Organizations with the Workflow module, which TeamSideline can add to any plan · Youth Registration programs, for players and volunteers

Where: Programs > Configurations > Workflows; Programs > Manage Programs; Reports > Report Dashboards > Workflow - Rosters and Workflow - Enrollments

Before you start

• Workflow is a separate module. If you don't see Workflows under Programs > Configurations, your organization doesn't have the module or your role doesn't include the Workflows permission. Contact TeamSideline Support to add the module.
• TeamSideline Support builds and changes workflows. Send Support the workflow's name, whether it's for players or volunteers, and the items to track. Admins can view workflows but can't add, edit, reorder or delete them or their items.
• Items come in two types. A Task is marked Completed by an admin, and can be linked to something the family provides, such as a file upload field or the enrollment photo. An Approval can be marked Approved only by admins who hold the item's Approval Role.
• Each enrollment is tracked on its own. A player's items in a new season's program start as Incomplete; approvals from an earlier program don't carry over.

View your workflows

1. Go to Programs > Configurations > Workflows.
2. Check each workflow's Participant Type (Player or Volunteer), its Workflow Items and Workflow is Enabled.
3. To see a workflow's items in order, click its edit icon, then the Add and Edit Workflow Items tab.

Attach a workflow to a program

1. Go to Programs > Manage Programs, open the program and go to 1 Setup.
2. In Participant Workflow, choose the players' workflow.
3. In Volunteer Workflow, choose the volunteers' workflow if you track volunteers too.
4. Click Save.

Choose carefully: "Once a participant workflow is selected, it cannot be changed." The same is true of the volunteer workflow, and a program has at most one of each.

Show the items to families (Workflow Visibility)

On Programs > Manage Programs, a program with a workflow has a Workflow Visibility icon. Click it to switch between green, where families see the program's items under Workflows in their account (with a Workflow tile on their home page while any item is incomplete), and red, where the items are hidden from families. Your own tracking works either way. At a new season, attach the workflow to the new program and turn the old program's Workflow Visibility off.

Mark items complete from the team roster

1. Go to Programs > Manage Programs, open the program and go to 4 Rosters.
2. Click the team's name. The Workflow (Tap to Edit) column shows each player's progress bar.
3. Click a player's bar, or open the Workflow tab and choose the player in the drop-down. Use the Volunteer Workflow tab for volunteers.
4. Click an item's toggle to switch it between Incomplete and Completed, or between Not Approved and Approved for an Approval item. Each change saves right away.

Add comments, view files or upload a document

1. Open the person's items: click their name on the team roster or on the Workflow - Enrollments dashboard, or go to Customers > Account Management, open the account, choose Enrollments and click the enrollment's Edit Workflow icon.
2. Set each item's Status toggle, and type any Public Comments (the family sees these; up to 255 characters) or Internal Comments (admins only; up to 50 characters).
3. In Field Value, click the magnifying glass to preview an uploaded image or PDF on the page, or the download icon to save the file.
4. Click Save. You'll see "Workflow Items updated."

To upload a document for the family, click the item's name where it shows as a link (items linked to a file field). Save your status and comment changes first: "Uploading a file from the grid refreshes the page and will discard any unsaved Status or Comment changes."

Follow progress

What you'll see

A person's progress bar fills as their items are completed, and the dashboards and exports show their progress. While Workflow Visibility is on, families see each item's status and your Public Comments on their Workflows page. Internal Comments never show to families.

If it doesn't work

• 1 Setup has no Participant Workflow or Volunteer Workflow box. The boxes appear only on Youth Registration programs, for organizations with the Workflow module and admins with the Workflows permission. Youth Camp, Adult, Youth & Adult and Team Registration programs (including their roster programs) can't use a workflow.
• The program's workflow can't be changed. The box locks once a workflow is saved. If the wrong workflow was attached, contact TeamSideline Support.
• A toggle is grayed out or shows Locked. Approval items need the item's Approval Role. Task items lock once any Approval item for that person is Approved; an admin with the Approval Role must set the approval back to Not Approved before the tasks can change.
• A family can't see their items. Turn the program's Workflow Visibility icon green. Items are tracked on an enrollment, so the family needs a TeamSideline account and an enrollment in the program. The Workflow tile goes away once every item is complete.
• The family uploaded a document, but the item is still Incomplete. Uploads don't complete items. Review the file in Field Value and mark the item Completed.
• The team roster has no Workflow tab, and player names open the enrollment instead. Your role doesn't include the Workflows permission, or the program has no workflow. Without the permission, you can still open a player's items from the Edit Workflow icon on the account's Enrollments page.
• An item is no longer needed. Only TeamSideline Support can delete an item, and only while no program uses its workflow. For a workflow in use, Support turns off the item's Is Active setting, which hides it and leaves it out of the completion check.

Good to know

• Every status change is recorded in Administration > Manage Users > Activity Log with the item, the person, the program and the new status. Changes to the linked fields, including files families upload, are logged with their old and new values. The Activities icon on the Workflow - Rosters dashboard opens the Activity Log.
• Exports include each item's status and comments, but not its Last Updated date or who updated it.
• If you use member passes, a pass shows a red header until all of the person's items are complete and a green one after, while the program's Workflow Visibility is on.
• Workflow statuses are set only by your admins. They don't update from outside systems, such as a governing body's volunteer compliance records.
• Items have no expiration date, and Workflow sends no reminders: families aren't notified when a document such as a physical is about to expire, and an item keeps its status until an admin changes it.
• The Birthday Validation box on a player's page and Address Validation on a parent's page are separate from Workflow: completing an item doesn't tick them, and ticking them doesn't complete an item.
• Parent and child organizations: TeamSideline can share a parent organization's workflows with its child organizations, and shared workflows appear in the 1 Setup lists under the parent's name. On a parent site, the dashboards and the Workflows export add an Organization(s) filter; opening a child's teams or players needs an admin login on that child site.

Related articles

• How to set up Workflow for Multi Org Sites
• Using Workflow to Track External Volunteer Requirements
• Admin Activity Log