Applicable to: Club Administrators, Association Administrators
Application(s): Admin Portal > Participants > Participant Profile
This article will cover the following:
- Accessing participant profiles and key information
- Reviewing registration history and custom field responses
- Understanding membership status and licensing
- Managing participant privacy and account settings
- Viewing accreditation details of coaches and officials
Overview
Participant profiles contain the registration history and key contact details of participants, updated each time the participant registers or edits the details stored against their own profile.
This centralised view helps administrators understand participant history, view their membership status, and access their contact details.
Only participants can update their personal details through their PlayHQ Profile Account - administrators can edit custom field responses but cannot modify core participant information.
Profiles are accessible through the Participant search in the main navigation menu, or from season-specific participant lists.
Accessing participant profiles
From global Participant search
-
Navigate to Participant search
- Select Participants from the main navigation menu
- Enter search criteria (3+ characters from name or email)
- Select 'Search'
-
Open the profile
- Select 'View' in the participant's row
- Access their full profile and registration history
💡 Tip: You can search using partial names or email addresses - the system will find matches even with incomplete information.
From season participant lists
Find participants registered to a particular program or competition season.
- Navigate to your program or competition season
- Open the Participants tab to view a list of participants within that season
- Use the available filters to view participants by role, gender sort by registration date
Understanding profile sections
Registration History
Review all registrations by a participant within your organisation.
-
Access registration records
- Select the 'Registration History' tab
- View chronological list of all registrations
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Review registration details Each record shows:
- Role registered for (player, coach, official, etc.)
- Registration date and season details
- Organisation/competition/season information
- School details (if under 18)
- Custom field responses (editable by administrators)
- Option to cancel a registration (if required)
💡 Tip: Custom field responses can be viewed and edited in this section - this is the only participant information administrators can modify.
Statistics
Access participant statistics to understand their performances across a season or their career from the Statistics tab of a participant profile.
Incidents & Suspensions
For an overview of disciplinary action against a participant, open the Incidents & Suspensions tab. Learn more in Incidents and Suspensions.
Membership Status
For details of administrative body memberships held by a participant.
-
Check membership overview
- Select the 'Membership' tab
- View the current membership status. Each membership line item displays:
- Purchase date
- Membership start and end dates
- Current status and validity
Player Movements
Review the transfers and season permit history of a participant.
Personal details and contact information
Located on the right side of the profile, this displays:
| Field | Description |
|---|---|
| Name | First name, last name, and preferred name/nickname |
| Contact Details | Of the account holder plus any emergency contact listed |
| Demographics | Date of birth and gender identity |
| Address | Suburb, postcode and State/Region details |
| Privacy Settings | Public (name appears on game centres) or Private (name hidden) |
Administrative actions
Profile management
- Edit custom fields: Modify responses to organisation-specific questions
- Cancel registrations: Remove participant from specific seasons if required
- Duplicate management: Merge duplicate profiles (Super Administrators at sports Governing Bodies only)
⚠️ Important: Participant duplicate management is restricted to Super Admins within Administration Bodies and helps consolidate multiple profiles for the same person.
Frequently asked questions
What's the difference between the main participant search and season participant lists? The main Participant search available from the menu in the Admin Portal finds anyone across all seasons, while season participant lists show only current registrations for that specific program or competition season.
How detailed does my search need to be? You only need 3 consecutive characters from their first name, last name, or email address. The system will find partial matches, so "john" will find "John", "Johnson", and "john.smith@email.com".
Why can't I find a player when searching for their email address? Only account holders can be searched for by email address - if you are searching for a child/dependent profile, use the first and last name fields to search.
Can I export participant information from search results? Search results are designed for quick profile access. For bulk exports or detailed reporting, use the Report Builder within the Reports menu item for more comprehensive data management options.
Why can't I edit a participant's personal details? Only participants can update their core information (contact details, address) through their PlayHQ Profile or during registration. Administrators can only modify custom field responses to maintain data accuracy and privacy.
What's the difference between public and private privacy settings? Public participants have their names displayed on public game centres and results. Private participants' names are hidden from public view while still appearing in administrative functions.
Can I see participants from previous seasons? Yes, the main participant search covers everyone who has ever registered with your organisation. Use season-specific participant lists when you want to view a list of all participants who have registered in a program or competition season.
What does the membership tab show? This displays administrative body organisations' memberships status and validity dates. Each line item shows when memberships were purchased and their active periods.
Who can access the duplicate management feature? Only Super Administrators within Administration Bodies can merge duplicate participant profiles. This restriction ensures proper oversight when consolidating participant records across your organisation. Contact your sports support team for help with duplicate profile management.