This article describes how to configure participant custom fields in the PlayHQ admin portal.

Overview

The use of custom fields allows additional information to be provided by a participant during their registration or from a team organiser during the team registration process. PlayHQ currently supports textbox and dropdown list custom fields. Custom fields can be created by administrators of both associations and clubs and set to display to each of the participant role types (player, coach, and team manager). In addition, custom fields can be set to only show to administrators and administrators can edit the responses provided by participants/team organisers.

Configuring custom fields

Custom fields are configured on a season by season basis and can be viewed in the registration setup section of a competition or program season.

As an association

To view your association's custom fields, navigate to Competition Management, then select the appropriate Competition and Season, and then the 'Registration' tab, and finally the 'Custom Fields' sub-tab. Here you can view/edit/delete custom fields configured for the season, and also add additional custom fields if needed.

As a club

To view your club's custom fields, navigate to Competition Management, then select the appropriate competition and season from the My Competitions list, then select the 'Registration' tab and finally the 'Custom Fields' sub-tab.

If you are a club competing in an associations competition and the association has created and made custom fields available on club participant profiles, or registration forms in the season, they will be displayed at the top of the custom field list and cannot be edited/deleted.

Creating a text box custom field

Custome field text boxes are useful for capturing free-text responses from participants of up to 100 characters.

To create a text box, select New from the custom field list:

In the New Custom Field form, type a succinct field Label - 'the question', select the Text Box type, then select, for participant custom fields, one or more participant Role(s) that the custom field is applicable for:

Select the profile pages, and registration forms that the custom field will be displayed on.

For Associations

Selecting the 'Clubs' Profiles & Reports setting will display the custom field to club administrators who view participant registration details on their profile page in the admin portal, and will also display the custom field in the Participation report.

Selecting the 'Club Forms' option will cause the custom field to be displayed on both the Participant to Club and Participant to Club Team registration forms:

For Clubs

Selecting the Participant to Club and Participant to Club Team settings will make the custom field display on the respective registration forms. The custom field will always appear in a participant's profile and also in the Participation report.

Finally, select Create and the custom field will appear at the bottom of your list of custom fields:

You can then choose to reorder the custom field using the handle on the left side of the custom field and dragging to a new position:

 

Creating a dropdown list

Dropdown lists are useful for capturing one of the fixed set of responses from each participant, such as Yes/No responses, training day preference, or willingness to be involved in a particular activity.

To create a custom field drop-down list, select New from the custom field list:

In the New Custom Field form, type a field Label, select the Dropdown List type then enter the labels of the first two dropdown options:

Each option label can be up to 50 characters in length.

To add additional options, select Add Option then complete the option labels:

Up to 25 options can be created for a single dropdown list. Use a Text Box custom field if you require more than 25 options.

Options can also be re-arranged using the handle on the left side of each option and dragging to a new position:

Options can also be removed by selecting the rubbish bin icon on the right side of each option:

 

Finally, select one or more participant Role(s) that the custom field is applicable for, select the profile pages and registration forms that the custom field will be displayed on, then select Create:

The custom field will appear at the bottom of your list of custom fields:

 

Edit a custom field

Custom fields can be edited by selecting the 'Pencil' icon on the custom field list:

Make the necessary changes, and then select Save:

Note: Custom fields can only be edited by the organisation that created them. If you are a club you will not be able to edit the association's custom fields.

Editing a custom field after registrations have opened may impact existing data. See below for a list of supported changes and their impact:

Change Impact
Update label The updated label will be displayed on registration forms.
Add new dropdown list option The new option will be selectable on registration forms.
Remove dropdown list option The option will no longer be displayed on registration forms. If data has already been collected for the removed option, a warning message will be displayed and data collected for the option will be permanently removed if you proceed.
Re-order dropdown list options The new option order will be used on registration forms.
Select new role The field will be displayed to participants with the new role in registration forms.
De-select role The field will no longer be displayed for participants with the de-selected role on registration forms. Data will be retained if collected for a participant with the removed role.
Select new profile page or form(s) The field will be displayed on the new profile page or form(s).
De-select profile page or form(s) The field will no longer be displayed on the de-selected profile page(s) and form(s). Data will be retained if collected on a de-selected profile page or form(s).

 

Reorder a custom field

Reordering a custom field will change the field's order on all registration forms and admin portal pages.

To reorder a custom field, select the custom field on the left-hand side and drag the custom field to the desired position:

 

Remove a custom field

Removing a custom field will remove the field and any data collected for that field.

To remove a custom field, select the rubbish bin icon on the right side of the custom field list:

If no data has been collected for the field, a basic warning message will be displayed. Select Remove Custom Field to remove the custom field, or Cancel to keep the field:

If data has been collected for a field, a red warning message will be displayed:

Please note that if you confirm to remove a custom field with data collected, all data collected for that field will be permanently removed. If you wish to remove the field but retain the data, select Cancel then edit the field and toggle the field's registration form visibility settings.

 

Collecting and viewing participant data

Once your registration form setup is complete, participants will view your custom fields during registration. All custom fields are mandatory to complete, so ensure only relevant custom fields are included on registration forms.

Once a participant has registered, their responses can be viewed by expanding the appropriate Registration History panel within the Participant's Profile in the admin portal:

You can then view and Edit the responses that they made if required.

 

Reporting on participant custom fields

Participant custom fields are added as columns to Season Participation Report in the same order as they are listed in the registration form set-up section.

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