Reports > Report Dashboards > Background Checks lists the Protect Youth Sports (PYS) background check for each volunteer registration in the programs you choose, with its status and result. It shows nothing until you choose programs in Dashboard Configuration and click Apply, so an empty dashboard usually just means no program is checked.
Applies to: Org admins whose role includes the Background Checks dashboard · PYS Background Check module (all plans) · Youth Registration, Youth & Adult Registration and Team Registration plus Roster programs
Where: Reports > Report Dashboards > Background Checks
Choose the checks to show
- Go to Reports > Report Dashboards > Background Checks.
- Click Dashboard Configuration.
- In Program, check each program you want to see. Type part of a name to shorten the list, or use Check All at the top of the list.
- In Volunteer Type, choose All Types, Team Manager (managers who registered a team in a Team Registration plus Roster program) or one type, such as Coach or Board Member.
- Optionally, in Additional Column 1, 2 or 3, choose Order Date or one of your custom fields to add it as a column.
- Click Apply.
What you'll see: counts across the top (Total, Pending, Passed, Needs Review, Failed and Duplicate) and a row for each volunteer registration in those programs. The dashboard keeps your choices for your next visit. They're yours alone: each admin keeps their own.
Choose only the programs you need
- The dashboard loads every check in the programs you check. In a large organization, checking every program can make the page slow or time out, so choose the programs you're working on, such as the current season's.
- If you checked every program, programs created later are included automatically. If you chose specific programs, a new program isn't added for you: check it in Dashboard Configuration.
- In a Team Registration plus Roster program, the team roster part is listed as its own program. Check it to see coaches and other team staff who registered through a team.
- Archived programs aren't listed. To see their checks, open the volunteer's account, or un-archive the program.
Find a volunteer
- Type part of their name in the box under Name. Names are listed last name first. The boxes under Volunteer Type, Offering and the three status columns filter the same way; for example, type Needs Review under Final Status.
- Click a column heading to sort by it.
- Click a volunteer's name to open their registration in a new tab. The menu icon at the end of the row (Options) opens their Account Overview, their Enrollments or Send Email.
- The counts at the top cover every row for your Program and Volunteer Type choices. The filter boxes shorten the list but don't change the counts.
Read a row
| Column | What it shows |
|---|---|
| Service Status | Where the request to PYS stands: Pending, Processing, Submitted or Error. "Duplicate - Registered Previously" means no new check was ordered because the volunteer already had one that's still valid; the row shows that earlier check's result. |
| Result Status | What PYS reported: blank until results come back, then Passed or Needs Review. |
| Final Status | Your organization's decision: Passed, Failed or Needs Review. Until someone marks the check, it shows the Result Status. |
The Pending count includes checks waiting to be sent, being sent or in Error, and submitted checks still waiting for results. Passed, Needs Review and Failed count each check's Final Status. For what each status means in detail, and what to do about a check that's pending or in Error, see How long do PYS background checks take, and how do I check a pending one?
Record your decision
- On the volunteer's row, click the report icon to open the PYS report in a new tab.
- Click the thumbs-up (Mark as Passed), thumbs-down (Mark as Failed) or folder (Mark as Needs Review) icon.
What you'll see: the row's Final Status changes and the counts update. The report icon appears once PYS has sent a report, and the mark icons once there's a Result Status.
Each mark, and each report opened, is recorded in the Activity Log (Administration > Manage Users > Activity Log, on the Enhanced plan and up) in the Reports category, as Mark As Pass, Mark As Fail, Mark As Needs Review or Open Background Check Report, with the admin who did it and the volunteer's name. On the Enrollment Information report, the Background Check Status Updated By and Background Check Status Updated Date columns show who last marked each check, and when.
Other places to find a check
- Every check for one volunteer: open their account (Customers > Account Management > Search), then Enrollments. Its Background Checks section lists every check on the account, including checks for canceled registrations and archived programs, which the dashboard leaves out.
- A spreadsheet: the dashboard has no export. Go to Reports > Report Exports > Enrollment Information, set Type to Volunteer (and a role in Selections, if you want only one), and add the background check columns, such as Background Check Status and Background Check Expiration Date.
If it doesn't work
- The dashboard is empty and every count is 0. No program is checked. Open Dashboard Configuration, check the programs and click Apply.
- A volunteer isn't listed. Their program isn't checked, Volunteer Type is set to another type, the program is archived, or the registration was canceled. If none of those apply, no check was requested; see Why isn't a background check triggered when a volunteer registers?
- The page is slow or doesn't finish loading. Check fewer programs and click Apply again.
- Background Checks isn't under Reports > Report Dashboards. The dashboard isn't part of the standard admin roles. It comes with a role that includes it, often named Background Check Reports. An admin who can assign roles adds it: go to Administration > Manage Users, open the person's More Options menu, click Roles, check the role and click Save. If your organization has no such role, contact TeamSideline Support.
- The mark icons are grayed out, or there's no report icon. Marking needs the background check Pass Fail permission, and opening reports needs the Report View permission; ask an admin who manages roles. No report icon can also mean PYS hasn't sent a report yet.
- Team Manager isn't in Volunteer Type, the account has no Background Checks section, or the Enrollment Information report has no background check columns. These need a role with general background check access, not just the dashboard.
Good to know
- The dashboard lists Protect Youth Sports checks for active registrations only.
- If your organization uses the background check coach filter, Assign To Roster lists a volunteer only after their check has passed: a Final Status of Passed, or a Result Status of Passed that nobody has marked otherwise. Marking a check Failed or Needs Review keeps the volunteer off Assign To Roster. A volunteer with no check on that registration is listed only if they have a passed check from another registration that hasn't expired. Admins whose role name includes "Background Check" see every volunteer there.
- Opening the dashboard with Apply is recorded in the Activity Log too.
Related articles
- Protect Youth Sports (PYS) background check FAQ
- How to assign players and coaches to teams (Assign To Roster)
- How to run the Enrollment Information Report (who registered, answers, balances, team assignments)
- Admin Activity Log
- Which Report Should I Use? A Guide to TeamSideline Report Options
- How to un-archive a program (and why it may still not show)
- How long do PYS background checks take, and how do I check a pending one?
- Why isn't a background check triggered when a volunteer registers?
- How to have board members complete a background check