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How to create a file upload enrollment field (birth certificates and other documents)

  • Updated

To have families upload a document when they register, such as a birth certificate, proof of residency or a physical form, create an enrollment field whose Field Type is File and add it to the program. Each File field takes one file of any type, up to 10 MB.

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

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

Create the field and add it to a program

These steps cover what's particular to a File field. Every other setting is explained in How to create an enrollment field and add it to a program, under Related articles.

  1. Go to Programs > Configurations > Enrollment Fields and click Add Enrollment Field.
  2. In Field Name, name the document, for example Birth Certificate (up to 50 characters). Families see it as the question, and reports use it as the column name.
  3. In Field Type, choose File.
  4. Optional: in Side Description, say what to upload and in what form, for example a photo or PDF of the birth certificate (up to 250 characters).
  5. Click Add. You'll see "The Enrollment Field has been added."
  6. Go to Programs > Manage Programs, click the program's name and open 2 Configuration (2a Team Configuration or 2b Roster Configuration in Team Registration plus Roster programs).
  7. In the Enrollment Fields section, click Add Enrollment Field and choose your field in Enrollment Field.
  8. Choose the Enrollment Type, Offering and New vs Returning, as for any field.
  9. In Required, choose Yes if no one should register without the file, or No if families may send it later.
  10. Optional: set Use Previous to Yes. A returning family then sees the file they uploaded last time to a field with the same name, and can keep it or choose a new one.
  11. Optional: set Can Be Edited to Yes so families can upload or replace the file from their account after they register (see the next section).
  12. Click Add.

What you'll see: the field in the program's Enrollment Fields list. Families see it on the enrollment page under "Program Specific Information" (or under your separator's heading), with a button to choose the file. To check it, open the program's 3 Preview page, choose 3. Enrollment Page and click Preview.

Let families add or replace the file later

With Can Be Edited set to Yes, a family can change the file after registering. Can Be Edited comes with End User Enrollment Edit, which is included in the Enhanced, Elite and Enterprise plans.

  1. The family signs in and goes to My Account > Enrollments.
  2. They click the Edit Enrollment icon (pencil) on the registration.
  3. They choose a new file to replace the current one, or check Remove to take the file off. Remove is offered only when the field isn't required.
  4. They click Save and see "Enrollment updated."

The Edit Enrollment icon shows only on accepted registrations in programs that aren't archived. The full rules are in How to let registrants edit enrollment fields after they register (Can Be Edited).

You can also add or replace a file for a family yourself: go to Customers > Account Management > Search, open the account, click Enrollments, click the Edit Enrollment icon on the registration, choose the file on the Edit tab and click Save.

See the files families uploaded

  • One registration: on the registration's Edit tab (as above), click the file's name to download the file.
  • A whole program: on Reports > Report Dashboards > Enrollments, click Dashboard Configuration, choose the program and pick the File field as an Additional Column. Each file's name is a link that downloads it.
  • To print them: Reports > Mail Merge can print each player's JPG, PNG or PDF file.

Each way is explained step by step in How to view player documents uploaded during registration.

If it doesn't work

  • File isn't in the Field Type list. The File field type comes with the Enhanced, Elite and Enterprise plans, and your admin role has to include it. Contact TeamSideline Support if you're on one of those plans and still don't see it.
  • A family is told their file "exceeds the maximum of 10 MB. Please upload a smaller file." They upload a smaller file, such as a lower-resolution photo or a compressed PDF.
  • "An ampersand (&) is not allowed in the file name." The family renames the file without the & and uploads it again.
  • The "(field name)" field is required. The field is set to Required and no file was chosen. The family chooses a file before continuing.
  • A family can't remove their file. Remove isn't offered on a required field. They can upload a replacement, or you can set Required to No on the program's field.
  • A family can't change the file after registering. Can Be Edited isn't set to Yes, your plan doesn't include End User Enrollment Edit, the registration isn't accepted (for example, it's waitlisted), or the program is archived. Upload the file for them on the Edit tab instead.
  • The field isn't on a 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. To add a file for a returning player to a field set to New, set New vs Returning to Both while you do it.

Good to know

  • A File field takes one file. To collect two documents, add two File fields.
  • Any type of file is accepted. If you'll print the files with Mail Merge, ask families for PDF, JPG or PNG files, because other types don't print.
  • A required File field also has to be filled in when you register someone yourself with Place Order.
  • Report exports show the file's name in the field's (e) column, not the file itself.
  • Uploads and changes to the file, by families or by admins, are recorded in Administration > Manage Users > Activity Log (Enhanced, Elite and Enterprise).
  • A document that belongs to the player rather than to one registration, such as a birth certificate, can instead be a File custom field in the Player category (Administration > Configurations > Custom Fields), kept on the player's profile for every registration.
  • If your organization has the Workflow module, a workflow item can be linked to a File field so you can mark each person's document as received. See How to use Workflow to track player and volunteer requirements.

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