If your organization uses Workflow to collect items such as a birth certificate or a medical form, sign in on its website and open My Account > Workflows (or the Workflow tile) to see what's still needed for each member. You upload a document on the member's profile or on the enrollment, and your organization marks each item Completed after it reviews it.
Applies to: Parents, players and volunteers with a TeamSideline account · Organizations that use Workflow · Your organization's website in a web browser
Where: Your organization's website > Sign In > My Account > Workflows (or the Workflow tile)
Check your Workflow items
- Go to your organization's website and click Sign In (not Admin Sign In).
- On your User Site Map, click the Workflow tile, or open My Account > Workflows. The tile shows only while an item is still incomplete.
- Find the member and program. The Workflows page lists each enrollment that has a workflow, with Member, Type, Enrollment (program and offering), Workflow, Remaining Workflow Items and Workflow Status, a bar with Complete and Incomplete counts.
- Click the link under Remaining Workflow Items, for example "2 items remaining to complete your workflow."
What you'll see: the Workflow Status page for that enrollment. Each row shows the Workflow Item (for example a birth certificate), its Status (Incomplete in red or Completed in green), Comments from your organization, Last Updated, and Field Value, where a magnifying glass previews a file you uploaded and a download icon saves it. When every item is done, the link reads "Workflow Completed".
You can also reach the same page from My Account > Enrollments: enrollments with a workflow show the Remaining Workflow Items link there too.
Upload a required document
Where you upload depends on where your organization collects the item. Most documents belong to the member's profile; some belong to the enrollment.
On the member's profile
- On the Workflow Status page, click the member's name. Or go to My Account > Members and click the edit icon next to the member. For a volunteer's own items, use My Account > My Profile.
- Find the field for the item, such as Birth Certificate, and choose the file.
- Click Save. For a child you'll see "Child updated."
A child who is already enrolled can't have their name, birth date or gender changed here, and you'll see "Some fields cannot be edited after an enrollment has been placed. To request a change, please select the Contact Us link under Help at the top of this page." Document fields can still be uploaded when your organization allows it.
On the enrollment
- On the Workflows page, click the edit icon next to the enrollment. Or go to My Account > Enrollments and click the enrollment's edit icon (Edit Enrollment).
- Upload the file on the Edit tab, or the member's photo on the Photo tab.
- Click Save. You'll see "Enrollment updated."
What you'll see: back on the Workflow Status page, Field Value shows your file. The item stays Incomplete until your organization reviews it and marks it Completed, and any note from them appears under Comments.
If it doesn't work
- There's no Workflow tile. It shows only while an item is incomplete and your organization has made the program's workflow visible to families. Open My Account > Workflows. If the enrollment isn't listed there, ask your organization; a canceled enrollment isn't listed.
- The edit icon next to the member is grayed out. The member is enrolled and your organization doesn't allow profile changes after enrollment. Ask your organization to upload the document for you.
- The field isn't on the edit page, or it shows a file name you can't change. Your organization made that field hidden or read-only for families. Send them the document.
- There's no edit icon on the enrollment. Your organization doesn't let families edit enrollments, the enrollment isn't accepted yet (for example, it's on a waitlist), the program is archived, or nothing on it can be changed. Ask your organization.
- You uploaded the document, but the item still says Incomplete. That's expected: uploading doesn't complete an item. Your organization marks it Completed after it checks the document.
- An item shows Completed, but you didn't upload anything. Your organization marked it complete, for example after receiving a paper copy.
Good to know
- Each enrollment has its own items. A new season's program starts with every item Incomplete, even if you sent the same document before.
- Only your organization's admins change an item's Status; the toggles on your Workflow Status page can't be clicked. Some items are approvals that only certain admins can give.
- Your organization can upload a document to an item for you if you send it to them.
- If you have a Player Pass for the program, its header stays red until every item is complete, then turns green.