Generate a Competition Participants Report

21 October 2020 06:16

The Participants Report generates a list of all registered participants in a season, including the teams they have been allocated to. The report contains both active and cancelled registrations.

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:

Customise the Competition Participation Report

Navigate to the Competition 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/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	Participant's 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.

Was this article helpful?

0 out of 0 found this helpful

Generate a Competition Participants Report

Customise the Competition Participation Report

Fields Content

Articles in this section