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How to create and view Member Passes for volunteers (coach badges)

  • Updated

A volunteer's Member Pass comes from a pass you create for their volunteer type, such as Coach: set the pass's Participant Type to that type. Volunteers then get it in every program that has Member Passes turned on with a participant pass; you don't select the volunteer pass on the program.

Applies to: Admins whose role includes Member Passes · Organizations with the Member Passes module, which TeamSideline can add to any plan · Programs with volunteer registration

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

How volunteer passes work

  • Each volunteer type can have one pass. When you add a pass, the Participant Type list offers Participant (for players) and every volunteer type that doesn't have a pass yet.
  • A volunteer gets the pass made for the volunteer type they registered under, such as Coach or Assistant Coach. If that type has no pass, they don't get one.
  • The program must have Member Passes turned on: Enable Member Pass set to Yes with a participant pass chosen in Select Member Pass on 1 Setup. That's the players' pass; volunteers get theirs by type.
  • In a Team Registration plus Roster program, the person who registered the team gets the pass made for the Manager type, if you create one.
  • The photo on a volunteer's pass is the one on their volunteer registration. Volunteers are asked for one only when the program's Volunteer Image is set to a Yes option.

Create a volunteer pass

  1. Go to Programs > Configurations > Member Passes and click Add Member Pass.
  2. Type a Member Pass Name, such as Coach Badge.
  3. In Participant Type, choose the volunteer type, such as Coach.
  4. Click Add. You'll see "Member Pass has been successfully added" and the pass's Member Pass Fields page opens.
  5. Under Subheader, choose the Subheader Field, the line under the name. For a fixed label, choose Custom Text and type up to 15 characters in Subheader Text, such as COACH. Click Save.
  6. Under Fields, click Add Field, choose a Member Pass Field and click Add. Repeat for up to six fields. The preview beside the form shows the layout.

Repeat for each volunteer type that should have a pass, for example Assistant Coach and Team Parent. On a volunteer pass, the Custom Fields part of the list offers your Parent custom fields (the adult's own profile), next to the standard fields and your enrollment fields. BGC Status and BGC Exp Date, from Protect Youth Sports background checks, are offered to admins whose role includes Protect Youth Sports. Every field is described in How to set up, view and print Member Passes (player passes).

To change a pass's fields later, go back to Programs > Configurations > Member Passes and click its Add Items icon (a green table). The pencil icon only renames the pass.

Turn on passes in the program

  1. Go to Programs > Manage Programs, open the program and click 1 Setup.
  2. Set Volunteer Image to a Yes option, such as Yes, Required, Reuse allowed, so volunteers add a photo when they register.
  3. Set Enrollment Image to a Yes option. Enable Member Pass needs it.
  4. Set Enable Member Pass to Yes and choose the participant pass in Select Member Pass.
  5. Click Save.

Enable Member Pass appears only once your organization has at least one member pass, and only for admins whose role includes Member Passes.

View or print a volunteer's pass

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

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

Print passes for a team's coaches

  1. Go to Programs > Manage Programs, open the program, click 4 Rosters and click the team's name.
  2. Click Print Member Passes.
  3. In Member Pass, choose the volunteer pass, such as the coach pass, and click Print.

The PDF has a pass for each person on that team's roster with that volunteer type. The Member Pass list offers the program's participant pass and the passes for the volunteer types on the team's staff. To print every volunteer's pass in a program at once, use Reports > Report Viewer > Member Passes and choose the volunteer pass; for a volunteer pass, that report lists Youth Registration programs that use Member Passes.

If a volunteer's pass doesn't show

  • There's no pass name or magnifying glass under the registration. Check, in order: a pass exists whose Type, on Programs > Configurations > Member Passes, matches the volunteer type shown under the registration's Type; the program's Enable Member Pass is Yes with a participant pass selected; the registration is accepted, not waitlisted or canceled; and the program isn't a Team Registration program, where passes don't show.
  • The magnifying glass shows, but no PDF downloads. The program has no participant pass in Select Member Pass. Choose one on 1 Setup and save.
  • The volunteer isn't on the team's printout. Only people on that team's roster are printed, and only for the pass you chose. Assign them with Assign To Roster, or choose their volunteer type's pass. A volunteer doesn't need to be on a team for their own pass on the Enrollments tab, but Team Name stays blank until they are.
  • The pass has no photo. The program's Volunteer Image is No, so there was no photo step and there's no Photo tab on volunteer registrations. Set a Yes option, then add the photo on the registration's Photo tab (Edit Enrollment > Photo).
  • Someone who also plays has a photo on their player registration but not on their coach pass. Each registration keeps its own photo, and a junior coach or player-coach registers as a volunteer under a separate parent record, so their player photo isn't reused. Add the photo to the volunteer registration.
  • A field is blank. A Parent custom field needs a value on the volunteer's own profile, and an enrollment field must be on the program, with an answer on that registration.
  • "Member Pass already exists." You already have a pass with that name and Participant Type.

Good to know

  • Pass colors are fixed. The status bar shows the pass's status, such as red with SUSPENDED for a suspension, or red while volunteer workflow items are incomplete or a required membership has expired; How to set up, view and print Member Passes (player passes) lists every check. Your organization can't choose its own colors.
  • A volunteer's status bar checks the program's Volunteer Workflow only while the program's Workflow Visibility is on.
  • A volunteer pass isn't used by any program directly, so you can delete it at any time. Its volunteers then have no pass.
  • The volunteer types you can register volunteers under are set in the program's Volunteers section on 2 Configuration.

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