Member Profiles

Member profile fields are information provided by your site members when creating their accounts. Your users are only asked these questions once during their initial account creation. For information specific to a program or information that can change from season to season, we highly recommend that you use Custom Registration Form Fields.

Member Profile Settings

To view your Member Profile settings, go to Settings then click Member Profile.Screen_Shot_2020-12-17_at_11.10.51_AM.png

Some points of information are collected by default during LeagueApps account creation. These Standard Member Profile Fields are:

  • Username
  • Password
  • First Name
  • Last Name
  • Email Address
  • Address
  • City
  • State
  • Postal Code

Basic Field Settings

The following settings can be turned on or off:

  • Require Member Address: Members will be required to enter a physical address during account creation.
  • Require Parent Birth Date: Adult members will be required to enter a date of birth. When disabled, this field becomes optional but not hidden.
  • Require Child Birth Date: A date of birth for child members will be required.
  • Allow Child Member Emails: Enables an optional field to enter an email address for the child. The child member must be 13 years or older for this to be completed.
    ⚠️ This is a frequent stumbling block for parents registering their children as they will often try to enter their own email a second time for the child, which LeagueApps disallows. Should a parent encounter this error, advise them to leave the field blank as it is always optional
  • Collect Parent/Adult Mobile Number During Registration: Appears during registration and enables a field for parents to enter a mobile number. To get the most out of this field, be sure your account also has text messaging configured.
    • Require Parent/Adult Mobile Number When Collecting During Registration: This will make a mobile number a requirement for parents creating an account.
  • Collect Child Mobile Number When Collecting During Registration: Appears during registration and enables an optional field to enter a mobile number for the child. If the child is younger than 13 years old, the field will be hidden during registration.
  • Require members to fill in empty required member profile fields within their family account when they login: When turned on, this feature will prevent members from accessing all of the features within the Member Portal, including registration, until the empty required form fields are completed. Learn more here
  • Hide member names on all publicly accessible web pages: This is best left enabled unless you are familiar with program participant visibly preferences.
  • Show member profile only to logged in members: This is best left enabled unless you are familiar with program participant visibly preferences.
  • Collect Parent/Adult Secondary Email Address: Enable this if you would like to allow your members to enter a secondary email address.
    ⚠️ Often times members will enter a secondary email address for someone that will want account access later, such as a spouse. In such cases, it is best if the secondary email is added as a member to the family account instead.
    • Require Parent/Adult Secondary Email Address: If you are running primarily youth programs, this is best left disabled.

Custom Member Profile Fields

In addition to your standard member profile fields, you can customize new profile questions. Take your time when configuring form fields as they will affect the ease with which your customers can register and how data will be reported. If there is a form field you'd like to add where its answer may change from season to season, such as Grade, Jersey Size or Height, add these to your account's registration form fields.

To add custom Member Profile fields:

  1. Click the + Add a Form Field button.
  2. Enter a Field Name, which is what the form field will be labeled as during account creation for members and in reports.
  3. Tag is optional and is usually skipped. Only use this setting if you are familiar with Roster Settings.
  4. Choose a Type.
    • Single Text: Useful for custom short answers, such as "Emergency Contact Name"
    • Paragraph Text: useful for custom mid-long answers, such as "Medical concerns and allergies"
    • Numeric: Use for a numeric answer, such as "Jersey Number" 
      ⚠️ Do not use numeric form fields for a long answers, like membership number or phone number — single Text is best for those purposes.
    • Dropdown: Use for predefined answers where members can make one choice, such as "How did you hear about us?". After created, you can enter in the drop-down options, such as "Web search, Word of mouth," etc.
      • After creating the form field, click the +add item

      • In the Label field, enter the first drop-down option (Leave Value blank)
      • Click the save link
      • Repeat until all drop-down items are entered for the form field
    • Multiple Checkbox: Use for predefined answers where members can multiple choices, such as "What other sports do you play?". After created, you can enter in the drop-down options, such as "Baseball, Basketball, Soccer," etc.
      • After creating the form field, click the +add item
      • In the Label field, enter the first drop-down option (Leave Value blank)
      • Click the save link
      • Repeat until all checkbox items are entered for the form field
    • File Upload: If you would like to a collect document from members, such as a report card or birth certificate. These documents can be accessed from a member's profile but can not be exported en masse. 
      ⚠️ The maximum file upload size is 5 megabytes and are limited to these types: .pdf, .jpg, .gif
  5. Set Priority.
    • Required form fields must be completed for a member to complete account creation and subsequently registration
    • Optional form fields can be skipped and left blank by the member
  6. Set Visibility.
    • Public (Rare): In certain configurations, any site visitor can view the response. Only use this if you are very familiar with program participant visibility preferences and roster settings.
    • Protected: In certain configurations, you can include the response on a team roster, which can be viewed by other logged-in members.
    • Private (Most common): The form field response can only be viewed by the member themselves and administrators.
    • Admin Only: Only administrators can complete and view the form field — it will be invisible to members during and after account creation.
  7. Set to whom the form field will Apply.
    • Always: The form field can be complete for both adult and child members
    • Only for Adults: The form field will only be present on the adult's profile
    • Only for Children: The form field only be present on the child's profile 
      ⚠️ Data in form fields set to Only for Adults can not exported with youth registrations.

Advanced Settings

Locking form fields

As an Org Account Owner or Org Account Admin, you can lock a custom form fields to prevent other admins from deleting or editing the field. To do so, click the lock icon in the Action column to lock or unlock the field.

Disable admin overrides

Some member profile fields can be skipped when an admin is creating a new member manually. However, an Org Account Owner or Org Account Admin can enable a site setting  that enforces administrators to fill in all required fields when manually creating a new member profile.

  • To enable this setting, go to Settings then click Site settings
  • Once there, scroll to the bottom and check the box for Admins must enter required custom member profile & registration fields when manually creating or registering members.
  • Click Update Basic Details to save your changes.

Member Profile Pictures

If you want to allow parents to upload profile pictures for their children, this can be enabled via your site's settings.

  • To enable this setting, go to Settings then click Site settings
    Once there, scroll to the bottom and check the box for Allow parents to upload profile pictures for kids
  • Click Update Basic Details to save your changes.

Once enabled, parents can add a profile picture for their child during or after account creation.

Sensitive Form Fields

If you are collecting sensitive customer data in form fields you want to ensure can not be accessed by other members or lesser admins, you can toggle on Sensitive for a form field when its being created. 

Data in this form field is encrypted can not be exported nor viewed in reports, and can only be seen by Org Account Owners, Org Account Admin, Site Admins and the member themselves.

If your site does not have this feature and you wish to be enabled, please contact the LeagueApps Support Team here.

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