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Why isn't a background check triggered when a volunteer registers?

A Protect Youth Sports (PYS) background check is requested only when someone completes a volunteer registration for a role whose Background Check is Protect Youth Sports, and only if they don't already have a check in progress or still valid. When a volunteer wasn't checked, the cause is usually the role's setup, how they were added, or an earlier check.

Applies to: Org admins · PYS Background Check module (all plans) · Youth Registration, Youth & Adult Registration and Team Registration plus Roster programs

Where: Programs > Manage Programs > (program) > 2 Configuration > Volunteers (2b Roster Configuration for team staff in Team Registration plus Roster programs); Reports > Report Dashboards > Background Checks

Step 1: See whether a check was requested

  1. Go to Reports > Report Dashboards > Background Checks.
  2. Click Dashboard Configuration.
  3. In Program, check the program the volunteer registered in. In Volunteer Type, choose All Types.
  4. Click Apply.
  5. Type part of the volunteer's name in the box under Name.

What you'll see:

  • A row that says "Duplicate - Registered Previously". The volunteer already had a check that's still valid, so no new check was ordered. The row shows that earlier check's result. Nothing needs fixing.
  • A row with another Service Status, such as Pending, Submitted or Error. A check was requested. To follow it, see How long do PYS background checks take, and how do I check a pending one?
  • No row. No check was requested for this registration. Work through the causes in Step 2.

If Background Checks isn't on your Reports menu, your admin role doesn't include the dashboard. How to find completed and pending background checks (Background Checks dashboard) explains who can see it.

Step 2: Find out why no check was requested

  • The role had no background check when they registered. On the program's 2 Configuration page, scroll to Volunteers and look at the Background Check column. A check is ordered only for roles that show Protect Youth Sports, and only for registrations placed after it was set. Adding it later doesn't check anyone who already registered.
  • They registered for a different role or program. On their account (Customers > Account Management > Search, then Enrollments), the registration's Edit Enrollment icon shows the role they chose in Volunteer Type. Each program has its own roles, and a copied program keeps the roles and checks of the program it was copied from, so check every program volunteers can register in.
  • They're team staff in a Team Registration plus Roster program. Coaches and other team staff register in the team roster part of the program, so the check has to be on their role on 2b Roster Configuration > Volunteers. A manager who registers a team is asked for a check only when the program's 1 Setup has Manager Background Check set to Protect Youth Sports.
  • An admin added them with Volunteer Quick Add. Volunteer Quick Add on Assign To Roster creates the registration without the registration page, so no check is requested, even when the role has one.
  • Their role was changed after they registered. Changing a registration's Volunteer Type, on Edit Enrollment or on Assign To Roster, doesn't request a check, even when the new role has one.
  • They didn't finish registering. The check is requested when the order is placed. A role left in the cart isn't a registration.
  • They already had a check in progress or still valid. They aren't asked for background check information again. TeamSideline looks for an earlier check for the same adult on the same account in your organization, so someone who registers from a different account is checked again. How long a check stays valid (1, 2 or 3 years) is one of your background check settings, which TeamSideline Support manages.

Step 3: Fix the role for future registrations

A role's Background Check can't be edited, so delete the role and add it back with the check.

  1. Go to Programs > Manage Programs and open the program.
  2. Open 2 Configuration (for team staff in a Team Registration plus Roster program, 2b Roster Configuration) and scroll to Volunteers.
  3. Click the red X on the role's row, then click OK when asked "Are you sure you want to delete the volunteer type "Coach"?" (with your role's name).
  4. Click Add Volunteer.
  5. In Volunteer Type, choose the same role.
  6. In Background Check, choose Protect Youth Sports.
  7. Click Add.

What you'll see: the role back in the Volunteers list with Protect Youth Sports in its Background Check column. Deleting and re-adding a role doesn't change anyone who already registered under it. The full setup, including who gets results by email, is in How to set up background checks for volunteers (Protect Youth Sports).

Step 4: Get a check for someone who already registered

Admins can't add a check to an existing registration. The volunteer registers again, for a role that has the check:

  • Through a background-check program. Use a hidden program whose role has the check, with a Program Access link you send only to the people who need a check. Their season registration, and any team it's on, stays as it is. How to run background checks only on approved coaches (private background-check program) has the steps.
  • Or in the same program, once the role has the check. They choose themselves as the Enrollee, Volunteer as the Enrollment Type, the program, an offering and the role in Enrollment Selection, complete Background Check Information and place the order. The new registration carries the check. Their first registration, and any team it's on, stays as it is.

You can also register a volunteer yourself with Place Order on their account. The same Background Check Information section appears there, including the SSN, so it's usually better to have volunteers register themselves.

If it doesn't work

  • The role isn't in the Volunteer Type list when you click Add Volunteer. The program already has that role. Delete it with its red X first. On 2b Roster Configuration, the list offers only Coach, Assistant Coach, Site Coordinator and Team Parent.
  • There's no red X on the role. Your admin role can't change program configuration, or the program is archived.
  • Protect Youth Sports isn't in the Background Check list. Your site doesn't have the PYS Background Check module. Contact TeamSideline Support.
  • "To add a Volunteer, you need to make a 'Volunteer Type' selection." Choose a Volunteer Type before you click Add.
  • The volunteer entered background check information, but there's no row on the dashboard. Make sure their program is checked in Dashboard Configuration and Volunteer Type is All Types. Canceled registrations and archived programs aren't listed there; their checks are on the volunteer's account, in the Background Checks section of Enrollments.

Good to know

  • A check is requested once, when the registration's order is placed. Editing the registration later doesn't request one.
  • If your organization uses the background check coach filter, a volunteer without a passed check isn't listed on Assign To Roster, so a check that was never requested can also show up as a coach missing from Assign To Roster.
  • Board members are checked the same way, through a Board Member volunteer role. See How to have board members complete a background check.

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