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How to track volunteer certifications and outside background checks (Workflows)

  • Updated

Use a volunteer workflow. TeamSideline Support builds a checklist of the requirements you track, such as a state fingerprint clearance or a CPR certificate, and you attach it to a Youth Registration program as its Volunteer Workflow. Your admins then mark each volunteer's items complete, after checking a document the volunteer uploaded or after verifying the requirement in the outside system. TeamSideline records the result; it doesn't run fingerprinting or outside background checks.

Applies to: Admins whose role includes Workflows · Organizations with the Workflow module, which TeamSideline can add to any plan · Volunteer registrations in Youth Registration programs

Where: Programs > Configurations > Workflows; Programs > Manage Programs > (program) > 1 Setup > Volunteer Workflow; Reports > Report Dashboards > Workflow - Rosters and Workflow - Enrollments

What you can track

Any requirement a coach or volunteer has to meet outside TeamSideline, for example:

  • A state fingerprint or Live Scan clearance, or a background check run by a governing body such as USA Softball
  • Coaching certifications and license levels
  • CPR, first aid, concussion awareness and abuse-prevention (SafeSport) training
  • League specific volunteer approval process

Plan the items with TeamSideline Support

Only TeamSideline Support creates workflows and their items. Send Support the workflow's name, say it's for volunteers, and list each requirement with how it's checked:

Item Use it when How it's completed
Upload item: a Task linked to a File field The volunteer sends proof, such as a certificate or a fingerprinting receipt The volunteer uploads the file. An admin reviews it and marks the item Completed; the upload alone doesn't complete it.
Admin-verified item: a Task with no field You check the requirement yourself, for example on a state or governing-body portal An admin marks the item Completed.
Approval item A specific person must sign off, such as your safety coordinator Only an admin who holds the item's Approval Role marks it Approved.

Before you ask for an upload item, create the File field it links to: a Parent custom field, so the file stays on the volunteer's own profile, or a File enrollment field added to the program for volunteers. Each File field holds one file of up to 10 MB, and a new upload replaces the old one. For two documents, ask for two fields and two items, or have volunteers combine them into one PDF. The File field type needs the Enhanced plan or higher. Volunteers upload from their account, as described in How to check your Workflow items and upload required documents (parents).

Attach the workflow to the program

  1. Go to Programs > Manage Programs, open the Youth Registration program and click 1 Setup.
  2. In Volunteer Workflow, choose your volunteers' workflow.
  3. Click Save. The box then locks: "Once a volunteer workflow is selected, it cannot be changed."
  4. On Programs > Manage Programs, click the program's Workflow Visibility icon until it's green, so volunteers see their items under My Account > Workflows.

Mark items complete

  • Volunteers on a team: go to the program's 4 Rosters and click the team's name. In the Staff list, click a volunteer's bar in the Workflow (Tap to Edit) column, or open the tab named after the workflow and choose the volunteer. Click an item's toggle to switch it between Incomplete and Completed, or Not Approved and Approved. Each change saves right away.
  • Any volunteer, on a team or not: open their account (Customers > Account Management > Search), click Enrollments and click the volunteer registration's Edit Workflow icon. Set each item's toggle, add Public Comments (the volunteer sees them) or Internal Comments, and click Save. You'll see "Workflow Items updated."
  • To check an upload, use the item's Field Value: the magnifying glass previews the file and the download icon saves it.

How to use Workflow to track player and volunteer requirements, under Related articles, covers these pages in full, including uploading a document for a volunteer.

See who's done (Workflow dashboards)

  • Reports > Report Dashboards > Workflow - Enrollments lists each person with their progress, volunteers who aren't on a team included (their Team reads Unassigned). Click Dashboard Configuration, choose the Program(s), set Workflow Type to Volunteer, Workflow Status to Incomplete and, to find missing sign-offs, Item Type to Approval, then click Apply. Click a name to open that person's items.
  • Reports > Report Dashboards > Workflow - Rosters shows each team's progress. Set Team Status to Incomplete to see the teams that still have work to do.

If it doesn't work

  • 1 Setup has no Volunteer Workflow box. It's only on Youth Registration programs, for organizations with the Workflow module and admins whose role includes Workflows. Coaches who register in an Adult, Youth & Adult, Youth Camp or Team Registration program (roster programs included) can't be tracked this way; have them register as volunteers in a Youth Registration program.
  • The Volunteer Workflow can't be changed. It locks once saved. If the wrong workflow was attached, contact TeamSideline Support.
  • A volunteer can't see their items. Turn the program's Workflow Visibility icon green. They need a TeamSideline account and a volunteer registration in the program that isn't canceled.
  • The volunteer uploaded a file, but the item is still Incomplete. That's expected: review the file and mark the item Completed.
  • An earlier file is gone. A File field holds one file, so the newer upload replaced it.
  • A volunteer is told their file "exceeds the maximum of 10 MB. Please upload a smaller file." They upload a smaller file, such as a compressed PDF.
  • A toggle is grayed out or reads Locked. An Approval item needs its Approval Role, and Task items lock once one of that person's approvals is Approved. See Workflow approval items: who can mark them complete (Approval Role).
  • A volunteer isn't on the team's workflow tab. Only people on that team's roster are listed; use the Edit Workflow icon on their Enrollments tab instead.

Good to know

  • TeamSideline doesn't take fingerprints, run Live Scan or criminal checks, or submit anything to state or federal agencies. Your organization decides who's eligible.
  • Only your admins change an item's status. Volunteers see their items and your Public Comments, and can upload files, but can't mark anything complete; team staff can't either.
  • Items don't expire and Workflow sends no reminders. A certification that lapses mid-season stays Completed until an admin changes it, and each new season's program starts every item as Incomplete.
  • If the program uses Member Passes, a volunteer's pass shows a red status bar until their items are complete, while Workflow Visibility is on.
  • Every status change is recorded in Administration > Manage Users > Activity Log (Enhanced plan and higher).
  • For name-based background checks that TeamSideline requests from Protect Youth Sports, see How to set up background checks for volunteers (Protect Youth Sports).

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