As an administrator you can roll a registrant forward from one database to the next. This is most commonly used to re-register people from one season (or year) to the next.
This functionality is only possible if you have one form/database that is linked to have a relationship with another form/database. This linkage normally exists automatically if you are using official forms provided by a governing body. However, you can also create this linkage yourself manually if you are using local forms/databases that you have created yourself.
If for example you have taken registrations on a local form and need to roll the registrants forward onto the official form, please follow the steps outlined here.
This article includes:
- Roll a registrant forward from one season to the next.
- Roll a person forward from a local form to an official form.
Roll a registrant forward from one season to the next.
Once you have one form/database that is linked to a newer form/database, you can roll a copy of each person's record forward from the older form/database to the newer form/database.
1. Login and go to your Dashboard. Then click the Online Registrations tile and open the database that holds the record of the registrant you wish to roll forward into the newer form/database.
2. Click the roll forward icon beside the name of the registrant you wish to roll forward.
3. This will open the form for the new season, automatically pre-filled with the person's details.
Details such as first name, last name, and date of birth cannot be changed as you will be presented with the following message if you try to click into the specific fields.
4. When you have updated all the details that you know to have changed, click Submit.
Please note that if there are terms and conditions that must be accepted by the registrant, ensure that you have consent before doing so.
5. A record for the registrant will be added to the newer database. If you view their record in the older database, you will see that it is now highlighted with a green background colour. This indicates that the person exists in the newer database.
Roll a person forward from a local form to an official form.
You may need to do this if you have taken registrations on a local form, where an official registration form was required to be used. Rather than getting all your registrants to complete another registration form, you can manually roll each registration forward onto the correct form. To do this, you must have linked the original local form, to the official form - see this article here for help on linking forms.
Please note that you may have to accept terms and conditions on behalf of the registrant when rolling them forward on to the official form, so ensure that you have consent from the registrants themselves before doing so.
Follow the below steps to complete this action.
For this example, we will roll a player forward from a local netball registration form to the official netball registration form.
1. Ensure that both forms match, otherwise any additional fields added on the local form will not be carried onto the official form when the player is rolled forward. If you are unsure how to edit a form, click here.
2. So that you don't send a registration confirmation email to each player when you are manually rolling them forward into the official form from the local form, edit the official form by clicking the edit pencil icon.
3. Go to Advanced Options and untick Email a copy to the registrant.
Please note that you will need to re-tick this once you have rolled all the players forward otherwise any new registrants will not receive a copy of their registration.
4. Click Save Form.
5. Go back to the original form and click into the database to view the registrants.
6. Click the roll-forward icon beside the player.
7. The form which the local form is linked to (in this case we have linked the Registration Form (2024) to the Netball Registration (2024) form) will open with all fields that match pre-filled.
Please remember that only fields that match will be rolled-forward onto the linked form.
8. As there are terms and conditions for the player to accept (in this instance, however this may vary), you must get consent from all players you are rolling forward that you are authorised to accept these on their behalf.
9. Click Submit to roll the player forward into the new form. They will now appear in your linked form/database.
10. Once you have rolled all players forward from your local form to your official form, ensure that you re-tick Email a copy to the registrant to allow for new registrants to get a copy of the registration.