To have families upload a photo when they register, set Enrollment Image (and Volunteer Image for volunteers) on the program's 1 Setup page. To add or replace the photo on one registration, open it from the customer's Enrollments page and click the Photo tab.
Applies to: Admins · All plans (families replacing their own photo: Enhanced, Elite and Enterprise) · Registration programs
Where: Programs > Manage Programs > (program) > 1 Setup > General Settings > Enrollment Image; Customers > Account Management > Search > (customer) > Enrollments > Edit Enrollment > Photo
Ask for photos at registration
- Go to Programs > Manage Programs, click the program's name, then click 1 Setup.
- Under General Settings, choose an option in Enrollment Image for players (and for adults in Adult and Youth & Adult Registration programs).
- Choose an option in Volunteer Image if coaches and other volunteers should add a photo too.
- Click Save.
What you'll see: "Program has been saved." New programs start with both settings at No.
| Option | What happens at registration |
|---|---|
| Yes, Required, New | A photo is required, and it must be a new upload for this registration. |
| Yes, Required, Reuse allowed | A photo is required. If the person has a photo from an earlier registration with your organization, it's filled in, and they can keep it or replace it. |
| Yes, Optional | The person can add a photo or skip it. An earlier photo is filled in when there is one. |
| No | No photo step. |
What families see
After they add the registration and start checking out, a photo page appears before that registration's enrollment page, titled with the program, offering and person, and saying "This enrollment requires a player photo. Follow the steps below to complete the process." ("volunteer photo" for volunteers). It shows three instructions, a Good Sample ("Face is clearly visible. Picture shows entire head, including hair, ears and neck.") and a Bad Sample ("Face is too small and not visible from the front.").
- Click Select and choose a photo: a JPG, JPEG, PNG, GIF, BMP or HEIC file up to about 10 MB.
- If the photo isn't square, the crop box opens. Drag a square around the head and shoulders, adjust it with the square anchors, and click Crop. The ratio is locked so every photo is square.
- If the photo is sideways, use Rotate Left or Rotate Right.
- Click Next to continue the registration.
When an earlier photo is filled in, they see "We found a previous photo! If you don't want to use this photo, click the "Remove" button and upload a new photo. Otherwise, click the "Next" button."
Add, replace or remove a photo (admins)
- Go to Customers > Account Management > Search, find the account and click the name.
- Click Enrollments, then the Edit Enrollment icon (pencil) on the registration.
- Click the Photo tab. The Edit Enrollment Photo page shows the current photo, if there is one.
- To replace it, click Remove, then click Select and choose the new photo. Crop it to a square and rotate it if needed.
- Click Save.
What you'll see: "Enrollment Photo updated." To delete a photo without replacing it, click Remove and then Save. Cancel leaves the photo as it was.
Register someone yourself with Place Order
The same photo page appears during an admin Place Order. An earlier photo of the person is filled in when there is one, even with Yes, Required, New. You can click Next without a photo even when the program requires one, and add it later on the Photo tab.
Families replacing their own photo (Enhanced plan and higher)
On the Enhanced, Elite and Enterprise plans, a family can sign in, go to My Account > Enrollments, click the Edit Enrollment icon on the registration, click Photo, upload the new photo and click Save. The icon appears for accepted registrations in programs that aren't archived and that ask for a photo or have enrollment fields set to Can Be Edited.
Where photos are used
- Member Passes: a program can use Enable Member Pass only when Enrollment Image isn't No, and the pass shows the photo.
- Picture rosters and printed badges, where your site has them.
- Enrollment Information report: the Enrollment Image column shows Yes when a registration has a photo, otherwise No.
If it doesn't work
- There's no Photo tab on Edit Enrollment. The program's Enrollment Image (for players and adults) or Volunteer Image (for volunteers) is No. Choose a Yes option on 1 Setup; the tab then appears on registrations already made, too.
- There's no Enrollment Image setting on 1 Setup. Your admin role doesn't include the Enrollment Image permission. Ask an admin who manages users, or contact TeamSideline Support.
- "Enrollment Image Upload must be enabled for Player Cards." Enable Member Pass is Yes while Enrollment Image is No. Choose a Yes option in Enrollment Image, then save. To stop collecting photos, set Enable Member Pass to No as well.
- "Player photo is required to proceed." The program requires a photo and none was added. Upload one, or choose Yes, Optional on 1 Setup.
- "Use the lines on the image to crop the image before continuing." The crop wasn't finished, so the photo was cleared. Upload it again, drag a square and click Crop before Next or Save.
- A family wasn't asked for a photo. Enrollment Image was No when they registered, the setting is Yes, Optional and they skipped it, or it was the team registration in a Team Registration plus Roster program, which has no photo step. Add the photo on the Photo tab.
- The photo won't upload. Use a JPG, JPEG, PNG, GIF, BMP or HEIC file of about 10 MB or less.
Good to know
- Turning on Enrollment Image doesn't ask people who have already registered. Add their photos on the Photo tab. The same goes for registrations loaded with the Enrollee Registration Import, which never get the photo step. On the Enhanced plan and higher, families can also add their own photos from My Account > Enrollments, as described above.
- Each photo belongs to one registration and is saved as a square up to 350 x 350 pixels. A filled-in earlier photo is the most recent one from the same person's registrations on that account in your organization.
- In a Team Registration plus Roster program, the setting applies to the people who join a team's roster.
- Volunteer Image works the same way for volunteer registrations, and their Photo tab follows Volunteer Image.