Generate a Program Participation Report

The program participation report allows administrators to download a list of participants registered to a program season; including participant profile, registration, group, and custom field details. The report contains both active and cancelled participants.

 

You can find the report, by selecting Reports from the side bar navigation, then the Programs tab, and follow the steps below depending on the organisation type.

 

As a club or association

Select a Program and Season(s) from the dropdown and optionally filter by Registered from and to dates, then select Generate:

Your report will be generated in the background and appear in the Generated Reports section when ready. Select Download to download the report from the Generated Reports tab.

 

As an administrative body

Select an Organisation, Format, Program and Season(s) from the dropdown and optionally filter by Registered from and to dates, then select Generate:

 

Your report will be generated in the background and appear in the Generated Reports section when ready. Select Download to download the report from the Generated Reports tab.

📝  Note: Only custom fields created by your organisation and parent organisations will appear in the report.

 

Customise the Program Participation Report

Navigate to the Program Participants report, following the steps above and select the customise button. Within the customise page optionally utilise any of collection of the following features:

• Hide/show fields - Toggle fields or field categories on/off for what you would like to download in the report
• Advanced filters - Filter on fields annotated with the filter icon or select the 'All filters' button where you can access all advanced filters in one place
• Unique participants - Now, with just one click, you can download only unique participant reports, eliminating duplicates effortlessly. All records is selected as default, when the unique participants toggle is selected we will lock down fields that can cause a duplicate record, as well as filter cancelled registrations. Please note, the role field can still cause duplicate profiles to appear if a registrant has registered as more than one role type, please filter this field to achieve your desired outcome.
• Multi-season selector - You can now download multiple seasons of registration data in one report.
• Templating - Save your choice of customisation features in a custom report that can be easily reused by anyone at your organisation. 

 

Fields Content

The Participants Report will include detailed information of each participant as a separate row, with the following participant details displayed as columns in this order:

 

Field Name	Field Description	Sample Data	Type
Registration Timestamp	Date and time the participant's registration/transfer occurred The UTC timestamp needs to be converted to the ‘USING AS’ Orgs timezone. Eg. If I'm running the report the report for AFL, and I'm ‘Using as’ an org in Melbourne, if a registration occurred in Perth at 06:00:03 - the timestamp will reflect 09:00:03	12/05/2021 18:08	dd/mm/yyyy HH:MM 24hr time
First Name	First name from the profile of the participant	Theodore	String
Last Name	Last name from the profile of the participant	Malone	String
Preferred Name	Preferred name from the profile of the participant	Teddy	String
Profile ID	PlayHQ's unique identifier of the participant's profile	f48cce14-2d23-41a-8b03-d293a441c8c6	UUID
Date of Birth	Participant's Date of Birth	12/05/2009	Date dd/mm/yyyy
Gender	Participant’s gender	Picklist Different Identity (self description) Female Male Non-Binary Prefer not to say	String
Role	Role that the participant chose to register as. Chosen role impacts many fields below	Player, Coach, Team Manager, Volunteer, Official, Medical Officer	String
Source	Shows whether this participant is from a registration or from a transfer.	Registration, Transfer	Boolean
Status	Registration status; ‘Active’ the participation record is active or ‘Cancelled’ the participation record has been cancelled or the participation record has been transferred out	Active, Cancelled	String
Cancellation Reason	Text entered by admins when cancelling a registration. Will only populate when status = cancelled	[Text] eg. Accidentally registered to the wrong competition	String
School Details	School name and address participant selected during registration. WIll always populate for participants under 18 years of age.	Picklist from schools list St Paul Apostle South School, Endeavour Hills VIC 3802	String
School Year	School year as selected during registration. WIll always populate for participants under 18 years of age.	Picklist: Kindergarten Prep 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12 Completed School University/Tafe Not Applicable	String
Program based Custom Fields (All)*	Dynamic fields will display ALL relevant custom fields from the applicable registration forms. This includes ALL custom fields set from the administrative body to the using as organisation.	Field: Which team do you support? Record: Brisbane Lions	String
Organisation Registering To ID	PlayHQ's unique identifier of the org that the participant is registering to	1ede1f00-1dc3-44a4-9185-7cad170b12cf	UUID
Organisation Registering To Name	Name of the org that the participant is registering to	EDFL	String
Program	Name of the program the participant is registering to	Auskick	String
Shared	Shared Program = Yes, while Local Program = No	Yes No	String
Format	Format the program is run as. Depends on the tenant. Eg. BV: Beginner, camp, clinic, event, high performance, waitlist	Dependant on tenant config ‘Beginner’	String
Group	Name of the group the participant is allocated to.	Monday A, Tuesday C	String
Season	Name of the season the participant is registering to.	2021	String
Order Number	The order number that is associated with the registration. This number is available in all financial reports and invoices	25981007	String
Privacy Setting	Current 'Privacy Setting' of the participant's profile	Private Public	String
Opted In To Marketing	This shows whether or not the participant checked the box about receiving information from the org and governing bodies	Options: No/Yes	Boolean
Account Holder	Indicates whether or not the profile belongs to the account holder or a dependant of an account holder.	Yes No	Boolean
Account Holder Mobile	Mobile phone number for the PlayHQ account that is associated with the profile	Depends which country code is selected. Australia = 61412345678	String
Account Holder Email	Email address for the PlayHQ account that is associated with the profile	email@email.com	String
Participant Address	Address on participant profile	123 Fake St	String
Participant Suburb/Town	Suburb on participant profile	Brighton	String
Participant Postcode	Post code on participant profile	3245	String
Participant State/Province/Region	State on participant profile	Picklist when Australia is used. Free text elsewhere	String
Participant Country	Country on participant profile	Picklist from listed countries	String
For AU tenants: Aboriginal/Torres Strait Islander For NZ tenants: Ethnicity	Participant origin/ethnicity as selected during registration	AU Picklist: Yes, Aboriginal Yes, Torres Strait Islander Yes, both Aboriginal and Torres Strait Islander No Prefer not to say NZ Picklist: List of 20 common ethnic groups No Prefer not to say	String
Participant Country of Birth	Participant’s country of birth on profile	Picklist of all selectable countries e.g. Australia	String
AU ONLY: Parent/Guardian Born Overseas?	If the answer is Yes, it will open up the two next fields. If the answer is No or Do not wish to disclose, the below fields will be null	Yes, No or Do not wish to disclose	Boolean
AU ONLY: Parent/Guardian1 Country Of Birth	Cannot be null IF answered Yes above	Picklist All selectable countries	String
AU ONLY: Parent/Guardian2 Country Of Birth	Cannot be null IF answered Yes above	Picklist All selectable countries	String
Disability	Does the participant identify as living with a disability/disabilities?If the participant answers Yes, the following rows will become available for the participant to answer.Disability type is mandatory, and checkmarks.	Picklist: Yes, No, Do not wish to disclose	String
Disability Type	If Yes above, the participant can check one or more of the listed disabilities they identify with. In the report, multiple disabilities will be comma separated. Cannot be empty IF answered Yes above.	Multi-pick (checks): Attention Deficit Hyperactivity Disorder (ADHD) Autism Spectrum Disorder Blind and/or Low Vision Cerebral PalsyDeaf and/or Hard of Hearing Development CoordinationDisorder Intellectual Disability Physical Disability Other	String
Disability Other	If participant checks other from above, they must list their disability/disabilities using a free text answer Cannot be null IF checked “Other” above, else, will be empty.	Free Text response eg. Autoimmune disease	String
Disability Assistance	Optional question 'How can we help with the disability/disabilities the participant identifies living with?	Free Text response e.g. ‘My daughter just needs some visual cues to help with her understanding’	String
AU ONLY: WWC Number	WWC number stored against the profile	88452657	String
AU ONLY: WWC Expiry Date	WWC expiry date stored against the profile	01/02/2023	String DD/MM/YYYY
AU ONLY: WWC State of Issue	WWC state stored against the profile	Picklist: (can just show a couple of the below) Australian Capital Territory Victoria New South Wales South Australia Western Australia Northern Territory Tasmania Queensland	String
BBALL TENANTS ONLY: Coaching Accreditation Level	Coaching accreditation selected at the time of registration. Only available for coach registrations.	Picklist:(can show a couple options) Community Coach Club Coach Association Coach Performance Coach Master Coach I’m Not Sure None	String
Parent/Guardian1 First Name	Parent/Guardian1 first name	Bobby	String
Parent/Guardian1 Last Name	Parent/Guardian1 last name	Brown	String
Parent/Guardian1 Mobile	Parent/Guardian1 mobile number	Depends which country code is selected. Australia (report cuts of the zero) 41xxxxxxx	String
Parent/Guardian1 Email	Parent/Guardian1 email	email@email.com	String
Parent/Guardian1 Address	Parent/Guardian1 address	1 Lake St	String
Parent/Guardian1 Suburb/Town	Parent/Guardian1 suburb	Brighton	String
Parent/Guardian1 Postcode	Parent/Guardian1 postcode	3145	String
Parent/Guardian1st State/Province/Region	Parent/Guardian1 State	New South Wales	String
Parent/Guardian1 Country	Parent/Guardian1 country	Australia	String
Parent/Guardian2 First Name	Parent/Guardian2 first name	Jeff	String
Parent/Guardian2 Last Name	Parent/Guardian2 last name	Jones	String
Parent/Guardian2 Mobile	Parent/Guardian2 mobile	Depends which country code is selected. Australia (report cuts of the zero) 41xxxxxxx	String
Parent/Guardian2 Email	Parent/Guardian2 email	email@email.com	String
Parent/Guardian2 Address	Parent/Guardian2 address	12 Burns Ave	String
Parent/Guardian2 Suburb/Town	Parent/Guardian2 suburb	Highett	String
Parent/Guardian2 Postcode	Parent/Guardian2 postcode	3154	String
Parent/Guardian2 State/Province/Region	Parent/Guardian2 state	Victoria	String
Parent/Guardian2 Country	Parent/Guardian2 country	Australia	String
Emergency Contact First Name	Emergency contact first name	James	String
Emergency Contact Last Name	Emergency contact last name	Burnton	String
Emergency Contact Mobile Number	Emergency contact mobile	Depends which country code is selected. Australia (report cuts of the zero) 41xxxxxxx	String
Emergency Contact Email	Emergency contact email	email@email.com	String
Emergency Contact Relationship	Emergency contact relationship	Parent	String