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How to view player documents uploaded during registration

  • Updated

To see a document a family uploaded to a File enrollment field, open the registration's Edit tab and click the file's name, or add the field as a column on the Enrollments dashboard to get every registration's file for a program. If your organization uses Workflow, the person's Workflow tab can preview the file on the page.

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

Where: Customers > Account Management > Search > (account) > Enrollments; Reports > Report Dashboards > Enrollments

View one person's file

  1. Go to Customers > Account Management > Search and search for the person who registered.
  2. Click their name in the results to open Account Overview.
  3. Click Enrollments, then click the Edit Enrollment icon (pencil) on the registration.
  4. On the Edit tab, find the File field and click the file's name. The file downloads to your computer.

What you'll see: the file's name next to the field, with a box to upload a different file (and a Remove checkbox when the field isn't required). Click Save only if you change something.

View the files for a whole program

  1. Go to Reports > Report Dashboards > Enrollments.
  2. Click Dashboard Configuration.
  3. Choose the Program and the Enrollment Type. For players in a Team Registration plus Roster program, choose the program entry whose name ends in "- Roster".
  4. Under Enrollment Status, check the registrations to include. Accepted Enrollments is checked at first.
  5. In Additional Column 1 (or 2 or 3), choose the File field from the Enrollment Fields part of the list.
  6. Click Apply.

What you'll see: one row per registration, with the field as a column. Each uploaded file's name is a link that downloads the file; an empty cell means nothing was uploaded. Click a person's name to open that registration's Edit Enrollment page. The dashboard keeps your choices for the next time you open it.

Preview a file on the Workflow tab

If your organization has the Workflow module and the program's workflow has an item linked to the File field, you can look at the file without downloading it:

  1. On the account's Enrollments page, click the Edit Workflow icon on the registration, or open the registration and click the Workflow tab.
  2. In the item's Field Value column, click the magnifying glass to preview an image (JPG, PNG or WEBP) or a PDF on the page. Other types of file show a download icon instead.
  3. When you've checked the document, switch the item's Status to Completed and click Save. You'll see "Workflow Items updated."

To upload a document for the family from the same page, click the item's name where it shows as a link. Uploading refreshes the page, so save any Status or comment changes first. Everything else about tracking documents is in How to use Workflow to track player and volunteer requirements.

Documents kept on the player's profile (Player custom fields)

Some organizations collect a document such as a birth certificate in a File custom field in the Player category (Administration > Configurations > Custom Fields) instead of an enrollment field. The file is then kept on the player's profile and used for every registration, rather than asked again on each one. To see it:

  • One player: on the account's Account Overview, click the Edit Member icon next to the player and click the file's name among the custom fields. Your admin role needs View Custom Fields.
  • A whole program: on the Enrollments dashboard, set Enrollment Type to Player, then choose the field from the Custom Fields part of an Additional Column list.

Families upload to a Player custom field on the player's profile (My Account > Members) when the field's Public Access is Editable. For a player who is already enrolled, Edit After Enrollment must also be Yes under Customers > Configurations > General.

Print or save many files at once

There's no button that downloads every file at once. To print each player's document, or save them all as one PDF, use Reports > Mail Merge, as described in How to bulk download or print uploaded documents (birth certificates, report cards) with Mail Merge. Mail Merge shows JPG, JPEG, PNG and PDF files, for player registrations only.

If it doesn't work

  • The field isn't on the registration's Edit tab. The field's Offering or New vs Returning setting doesn't match that registration, and the Edit tab shows admins only the fields that match it. For example, a field set to New isn't shown for a returning player. To see or add the file, set the program's field to Both under New vs Returning while you do it.
  • The File field isn't in the Additional Column list. Choose the program first: the list shows that program's enrollment fields for the Enrollment Type you chose. Player custom fields are listed only when Enrollment Type is Player.
  • A cell is empty. The family didn't upload a file: the field isn't required, or they registered before you added it. Ask them to upload it from their account if the field is set to Can Be Edited, or upload it yourself on the Edit tab.
  • A file link from the dashboard downloads nothing. The links work for one day, and only for the admin who opened the dashboard. Open the dashboard again, or click Apply, for fresh links. Don't send these links to anyone.
  • The dashboard shows an error after you add an enrollment field column. Two enrollment fields in the program may have the same name. Rename one of them on Programs > Configurations > Enrollment Fields. If the names are all different, contact TeamSideline Support.
  • There's no Workflow tab or Edit Workflow icon. The program has no workflow for that kind of registration, the registration is canceled, or (for the tab) your admin role doesn't include Workflows. Use the Edit tab instead.
  • A Mail Merge page leaves a document's space empty. The file isn't a JPG, JPEG, PNG or PDF, or its name ends in capital letters (for example .JPG, common with phone photos). Open it from the dashboard or the Edit tab instead.

Good to know

  • File fields are included in the Enhanced, Elite and Enterprise plans.
  • Clicking a file's name downloads the file; it doesn't open in the page. The Workflow tab's preview is the only way to look at a file without downloading it.
  • Report exports, such as Enrollment Information, show only the file's name in the field's column, not the file.
  • To let families replace a file after they register, set the field's Can Be Edited to Yes; see How to let registrants edit enrollment fields after they register (Can Be Edited).

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