Generate a Competition Participants Report

The Participants Report generates a list of all registered participants in a season, including the teams they have been allocated to.  

To generate the report, select Reports, then the Competitions tab, and then the Participants report. Select the relevant Competition, and Season, Registration Dates and then click the Generate button:

Note: Administration Body Administrators (ie. at State or Region level) will be able to select from an organisation option to view all organisations under them.

The report will be generated and a success message at the bottom of the page will indicate that report is ready to be downloaded:

Go to the 'Generated Reports' tab to see the list of generated reports. Click the Download button to download the report in .csv format:

 

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/permit 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

12/5/2021 18:08:22

dd/mm/yyyy 24HR Time

First Name First name of the participant's profile

Theodore

String

Last Name

Last name of the participant's profile

Malone

String

Preferred Name

Preferred name of the participant's profile

Teddy

String

Profile ID

PlayHQ's unique identifier of the participant's profile

f48cce14-2d23-41a-8b03-d293a441c8c6

UUID

Date of Birth

Participants date of birth

12/05/2009

Date

dd/mm/yyyy

Gender

Participant's gender

Picklist

Different Identity (fluid)

Female

Male

Non-Binary

Prefer not to say

String

Age Group

Where selected, a player's assigned age group will populate, otherwise empty.

Picklist of age groups where configured e.g. U12 or Senior

String

Role

Role that the participant chose to register as.

Player, Coach, Team Manager, Volunteer etc.

String

Team

Participant's allocated to team name, where selected. If a participant is allowed to more than one team, these will populate as separate records. Will be empty if participant is not allocated to a team

Mentone Sharks u16 Girls

String

Player Number Player number of the player according to their team’s page (plays_in), not the appearance player number. In the case of the same registration playing in multiple teams, they may have different player numbers per record

32

String

Player Point Value

Current player point of the participant, not the appearance player point. Range is -5 to 99, 0 is valid. Can be null if no player point assigned

5

String

Grade

The grade name will populate if the participant is allocated to a team which is allocated to a grade. A participant can be allocated to more than one team participating in more than one grade however these are separate records. Can be null if not allocated to a team or team unallocated from grade.

Monday Open Women A

String

New to Association/League

YES’ if the participation record is a club-based or association-based registration or season permit, and the record was the first registration to the association directly or via a club for the profile for any activity type or role at the time of registration, otherwise 'NO’.

Yes or No

Boolean

New to Club

‘YES’ if the participation record is a club-based registration or season permit, and the record was the first registration to the club for the profile for any activity type or role at the time of registration, otherwise ‘NO’.

Yes or No

Boolean

Source

Shows whether this participant is from a registration or from a season permit.

Registration or Season Permit

Boolean

Status

Registration status; ‘Active’ the participation record is active, ‘Pending’ the participation record is pending approval, or ‘Cancelled’ the participation record has been cancelled or the participation record has been transferred out

Active, Pending or Cancelled

String

Cancellation Reason

This field will detail text entered by admins when cancelling a registration. Only populates when status is cancelled,

[Text] eg. Accidentally registered to the wrong competition

String

Permit From

Permit start date - Only populated if it is a season permit-based participation record.

12/05/2021

Date

dd/mm/yyyy

Permit To

Permit end date - Only populated if it is a season permit-based participation record.

19/05/2021

Date

dd/mm/yyyy

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

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

 

Club

Name of club org the participant registered to in this registration, only populates when participants register to clubs.

Mentone Sharks

String

Host Organisation

Name of the org that is running the competition that the participant is registering to

Eltham Junior Basketball Association

String

Host Organisation ID

ID of the org that is running the competition that the participant is registering to

1ede1f00-1dc3-44a4-9185-7cad170b12cf

UUID

Competition

Name of the competition the participant is registering to

Junior Competition

String

Competition Type

Type of competition the participant is registering to

Options: Domestic, Home & Away, Tournament

String

Format

Format the competition is run as.

Junior Domestic, Senior Domestic, International, Schools, All abilities etc.

String

Season

Name of the season the participant is registering to.

2021, Summer 2023/24, Term 4

String

Management Access

Whether or not “Manage Access” is enabled for this role. Applies to coaches, team managers, and players who are allocated as team captains.

On, Off

Boolean

Order Number

The order number that is associated with the registration. This number is available in all financial reports and invoices

25981007

Auto generated string

Privacy Setting

Current 'Privacy Setting' of the participant's profile. Please note, a participant can update their privacy setting at anytime within their profile

Private or 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

No or Yes

Boolean

Account Holder

Indicates whether or not the profile belongs to the account holder or a dependant of an account holder.

Yes or No

Boolean

Account Holder Mobile

Mobile phone number for the PlayHQ account holder that is associated with the profile

Depends which country code is selected. AZ can we have this populate based on country of tenants e.g. Australia 43111111 or NZ need to get value

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

12 Long Road

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/Guardian 1 Country of Birth

Cannot be null IF answered Yes above

Picklist

All selectable countries

String

AU ONLY: Parent/Guardian 2 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

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

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

*Note: Administration Body Administrators (ie. at State or Region level) will not be able to see association or clubs custom field questions that they have created for their own participants.

 

The below table showcases updates made to report headers and fields from original reports:

Original Report Header New Report Header Change
registration date Registration Timestamp Now shows registration date and registration timestamp.
  Player Number Not shown previously.

Player number of the player according to their team’s page. This does not reference the player number stored against appearances.

In the case of the same registration playing in multiple teams, they may have different player numbers per record.
gender Gender Self-described free text data now available.
status Status Cancelled now applies if the participation record has been cancelled or transferred out.
  Host Organisation ID ID of the org that is running the competition that the participant is registering to.
mgt_access Management Access Change to text shown in heading.

Will now encompass players who are allocated as Team Captains.
  Order Number The order number that is associated with the registration. This number is available in all financial reports and invoices.
  Privacy Setting Current 'Privacy Setting' of the participant's profile
  Account Holder Indicates whether or not the profile belongs to the account holder or a dependant of an account holder.

If the accountHolderEmailAddress and the participantEmailAddress are the same value, this field will be YES.

If the accountHolderEmailAddress and the participantEmailAddress are different (including a blank value), this field will be NO.
  Account Holder Mobile Mobile phone number for the PlayHQ account that is associated with the profile.

New functionality where we always show the mobile number of the account holder, regardless of whether this is a dependant record or the account holder record.
  Account Holder Email Email address for the PlayHQ account that is associated with the profile.

New functionality where this is the email address of the PlayHQ account holder that the profile is related to.

 

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