TeamSideline Workflows help leagues and organizations track external certification requirements for volunteers, coaches, and participants.

This includes state-required background checks, fingerprinting programs, coaching certifications, safety training, or any external requirement that must be completed before participation.

Workflows provide a centralized way to track completion, review documentation, and confirm approvals.

What This Helps You Do

With TeamSideline Workflows, you can manage and track all required eligibility steps for volunteers and participants in one place, including:

• Background checks that are required by state law or governing organizations
• External certifications needed for participation
• Submission of proof when required
• Administrative review and approval workflows
• Final clearance status for eligibility

This replaces spreadsheets, emails, and manual tracking with a single centralized system.

Examples of Requirements You Can Track

TeamSideline Workflows can be configured to support a wide range of compliance and eligibility requirements, such as:

• California fingerprinted background check requirements for volunteers and coaches
• Other state or agency-mandated fingerprint background checks
• USA Softball or other governing body background check requirements
• Coaching and safety certifications (CPR, concussion training, first aid)
• Youth protection or safeguarding training requirements
• League-specific volunteer approval requirements
• Any external verification required before roster eligibility

How It Works

Step 1: Request Workflow Setup from TeamSideline

To begin, contact TeamSideline Support and request a Workflow setup.

Our team will configure the workflow based on your specific requirements, including:

• Required steps
• Approval process
• Documentation needs
• Status tracking structure

Step 2: Choose Your Verification Method

During setup, you can choose how completion is verified.

Option A: Volunteer Upload + Admin Review

Volunteers submit proof of completion (such as certification documents, background check confirmations, or completion receipts).

Process:

• Volunteer uploads documentation during registration or in their profile
• Admin reviews the submission
• Admin marks the requirement as Approved / Cleared in the workflow

This option is commonly used when documentation must be retained for audits, insurance, or compliance verification.

Option B: Admin Verification (External Tracking)

Completion is verified outside of TeamSideline (such as through a state database, governing body portal, or third-party vendor).

Process:

• Admin verifies completion externally
• Admin logs into the TeamSideline Admin Portal
• Admin manually marks the participant as Approved / Cleared

No volunteer upload is required in this option.

Step 3: Track Status in the Roster

Once your workflow is active:

1. Go to Programs > Manage Programs
2. Open the Roster
3. Select the team or program
4. View each participant’s requirement status

You will see statuses such as:

• Pending Requirement
• Submitted (if using uploads)
• Approved / Cleared

Admins can update statuses directly from the roster view at any time.

Step 4: Monitor Compliance Across Your Organization

To view overall completion:

1. Go to Reports > Report Dashboards > Workflow
2. Open Workflow Dashboard
3. Filter by the specific requirement
4. Review completion status across all participants and programs

This provides a real-time compliance snapshot across your organization.

Important Notes

• TeamSideline is used to track completion and approval status only
• Final eligibility decisions are made by your organization

Best Practices

• Set requirements before roster eligibility whenever possible
• Use Option A when documentation must be retained
• Use Option B when verification is handled externally
• Regularly review Workflow Reports during registration periods

Summary

TeamSideline Workflows provide a flexible way to track fingerprinted background checks and external certification requirements. Whether volunteers upload proof or admins verify completion externally, you’ll have a clear, centralized view of who has met required eligibility standards, including requirements such as California fingerprint background checks and other state or governing body mandates.