Registration: Using Core Profile Data

[Rob Bedeaux]

When creating a new registration, best practices are to use the Core Profile Data. When you use the profile data questions, that information is automatically synced over to each member's profile thereby keeping your member directory up to date. 

There are two groups of profile data that you can choose from. They are Min Fields and All Fields. 

SE Profile - Participant (Min Fields)

• First Name
• Middle Name
• Last Name
• Date of Birth
• Gender

SE Profile - Participant (All Fields)

• First Name
• Middle Name
• Last Name
• Date of Birth
• Gender
• Phone
• Additional Phone
• Email
• Email Address 2
• Address
• Address 2
• City
• State / Province
• Zip / Postal Code
• Country
• Player Image

We recommend that you use the All Fields version. You can choose whether to require a field or not once it is added to the form. 

• How do I create a new registration?
• Can the SportsEngine Team build my registration?

[LuvaMrE]

Can you please provide more details on how to send a registration email to a group of profiles?

Edited March 16, 2023 by LuvaMrE

[Rob Bedeaux]

LuvaMrE,

Depending on the 'group', there are different ways to do it. From the registration itself, you can use any of the saved reports (or the default report) to send out a message. Here is a good help article about this.

Alternatively, you can do it from the Member Directory where you have some additional filtering criteria.

thanks,

-rob

[JasonDLehman]

@Rob Bedeaux revisiting your comment above related to Core Profile data.  I have an open question in another thread about accessing profile data within Registrations:

Per your comments, am I correct in understanding that best practice should be:

1. Parents should sign in as part of the registraton process, which automatically associates their existing profile to the registration
2. Parents should also subsequently associate their player's profile to the registration
3. Registrations should not have new custom fields to capture core profile data, since that would conflict with the profile data as the "source of truth"

If those assumptions are correct, how do we show this core profile data on the registration report?  It is not accessible in the "Fields" section of the reports (as mentioned in my other thread linked above).

Conversely, is there a way to make Core Profile data viewable/updateable within the Registration workflow (once associated) such that it gets pulled into the reports automatically?

Edited November 7, 2023 by JasonDLehman

[Felzani, Matthew]

On 1/17/2023 at 11:51 PM, Rob Bedeaux said:

When creating a new registration, best practices are to use the Core Profile Data. When you use the profile data questions, that information is automatically synced over to each member's profile thereby keeping your member directory up to date. 

There are two groups of profile data that you can choose from. They are Min Fields and All Fields. 

SE Profile - Participant (Min Fields)

• First Name
• Middle Name
• Last Name
• Date of Birth
• Gender

SE Profile - Participant (All Fields)

• First Name
• Middle Name
• Last Name
• Date of Birth
• Gender
• Phone
• Additional Phone
• Email
• Email Address 2
• Address
• Address 2
• City
• State / Province
• Zip / Postal Code
• Country
• Player Image

We recommend that you use the All Fields version. You can choose whether to require a field or not once it is added to the form. 

• How do I create a new registration?
• Can the SportsEngine Team build my registration?

As a note, for a Youth League the age isn't as important as the Grade as many Registrations are eligible by-grade. It would be great if SE (a) captured Grade as part of the Core data, and then (b) automatically incremented it as of some date during the year.

I know you can say, "Copy this from previous registrations," but that would be bad for Grade since a player isn't in a given grade forever, thus copying it only increases the risk that it's incorrect on future Registrations.