Participants

The participants page contains functionality to manage the organization's contacts.

Page Privileges

All Administrative access levels have access to this page and can perform all page functions. The exception is that a lower level administrator may not edit the profile of a higher level administrator.

Page Filters

This page has one filter: Organization.

Customizations

• Address Fields Required is customizable on the Preferences page, General tab in the General Preferences section.

• Birthdate Field Required is customizable on the Preferences page, General tab in the General Preferences section.

• Gender Field Required is customizable on the Preferences page, General tab in the General Preferences section.

• Employee Types are customizable on the Preferences page, General tab in the Employee Types section.

• Rate Types are customizable on the Preferences page, Events & Resources tab in the Resource Rates section.

• Additional Profile Fields are customizable on the Preferences page, General tab under the Participant Profile Fields section.

Participant Fields

• Photo: allows a photo of the participant to be uploaded. While any photo dimension and size can be uploaded, for best results, upload a square photo that's at least 300px by 300px.

• Contact Action Buttons

  • Send Balance Email: sends the participant an email with their outstanding balance a link to make a payment.

  • Send Update Email: sends the participant an email with a link to update their communication preferences.

  • Send Login Invite: sends the participant an email with their username and password. If the participant already has a password, they will still receive an email, but the password will not be resent in the email.

• Child: participants marked as children may not have a username and password, but can have the same email address as their parent or guardian.

• Name: participant first and last name.

• Gender: participant gender.

• Birth Date: participant birthdate. For situations where you don’t know the participant’s birthdate, enter 01-01-2000.

• Deceased: enable to designate the participant as decesased.

• Email: participant email address. Only one participant in All-Star Rec Manager can have this email address (except in the case of a child).

  • Note: if the email is already taken, you may be able to import the participant from another organization.

  • Note: if the participant doesn’t have an email, enter test@*** where you replace the asterisks with a working domain.

• Cell Phone: participant cell phone number. A cell number must be used to receive access code texts. Only one participant in All-Star Rec Manager can have this cell phone number (except in the case of a child).

  • Note: if the cell phone number is already taken, you may be able to import the participant from another organization.

  • Note: if the participant doesn’t have a phone number, enter 111-*** where you replace the asterisks with a additional numbers in the pattern of a 10-digit phone number.

• Address: participant address including street, city, state, and zip code.

• Allergies: known participant allergies. Most useful when working with children.

Administrative Info Fields

• Active: participants may not be deleted, but can be marked inactive. Then the Active filter can be used above the Participants table to filter out the inactive participants. Inactive participants cannot receive organization-wide emails, regardless of their email preferences.

• Official: setting the participant as an official gives them access to the Availability page and allows them to be scheduled for games such as a case of referees, scorekeepers, or skating coaches. (only available for leagues)

• Employee: setting the participant as an employee gives them access to the Availability page, employee schedule reports, and allows them to be scheduled for shifts. (only available for facilities)

• Default Rate Type: sets the rate type for participants when they are charged for resource usage.

• Access: sets the access level for the participant. See the Access Levels article for additional information about the benefits of each access level.

• Internal Notes: private notes about the participant that are only seen by the organization administrators.

Payment Info Fields

If the participant is setup as an Official in their current organization, you will see a payment info section which allows you to add their Venmo or PayPal details to receive payouts from the organization.

• Method: PayPal or Venmo.

• Email (PayPal): the email address associated with the user’s PayPal account.

• Phone (Venmo): the phone number associated with the user’s Venmo account.

Extras

• Activities: view a list of activities for which the participant has registered.

• Additional Profile Fields: allows tracking of information in customized fields. Both administrators and participants can make updates to these fields.

• Authorized Pickups: manage list of people who are allowed to pick up a child from an activity. This feature only shows up if the participant is marked as a child.

• Credit/Debit Cards: manage the credit/debit cards a participant has on file.

• Email Preferences: manage the participant's communication preferences.

  • Note: By editing this person's email preferences, you are signifying that this person gave you express permission to email them. Since you are adding this recipient manually, they won't have an opt-in IP address in your records, so be extra sure you have permission first. If the participant has unsubscribed themself from a list, they will have to resubscribe themself since you will not be able to resubscribe them.

• Family Members: manage family members for the participant. A participant can register and make payments on behalf of anyone in their family.

• Memberships: view a list of the participant's purchased memberships.

• Resource Reservations: view a list of the participant's resource reservations.

• Player Ratings: manage a participant's player rating (only applicable to leagues).

  • Note: Player ratings must be added here for the player rating settings (set on the League Settings page, Divisions tab) to function correctly.

  • Note: A player’s rating must be set per league and does not automatically transfer from league to league.

• Suspensions: manage a participant's suspensions (only applicable to leagues).

• Tickets: view a list of the participant's purchased tickets.

• US Figure Skating Registrations: manage a participants US Figure Skating registrations (only applicable to figure skating leagues).

  • Note: USA Figure Skating registrations are attached to the participant and are not organization specific, allowing them to carry over from organization to organization.

• USA Hockey Registrations: manage a participant's USA Hockey Registrations (only applicable to hockey leagues).

  • Note: USA Hockey registrations are attached to the participant and are not organization specific, allowing them to carry over from organization to organization.

Removing a Participant

To remove a participant, check the box next to the record(s) you want to remove and click the Remove Participant icon below the table. This will remove the participant from your organization, but will not remove them completely from All-Star Rec Manager since they may still be connected to other organizations.

Importing a Participant

If a participant is already in All-Star Rec Manager with another organization, you may import them to your organization. Click the Import Participant icon below the Participants table to begin the process. You will need to provide the email address of the Participant to import them.

Sending an Email to a Participant

To send an email to a participant, check the box next to the participant(s) you want to send an email to and click the Send Message icon below the table. A popup will appear allowing you to add a subject and the contents of the email. Click Send Message to send it. You can check whether it sent on the Communications page, Sent Emails tab.

Easy Activate and Deactivate Participants

To activate participants, check the box next to the record(s) you want to active and click the Activate icon below the table. To deactivate contacts, check the box next to the record(s) you want to deactivate and click the Deactivate icon below the table.

Merge Participants

Since participants may be a part of multiple organizations, organization administrators do not have the ability to merge participants. If you would like to request merging two participants, please contact us at info@allstarrecmanager.com.