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 |