Product Documentation

How to approve enrollments by Community Data Admin, Head Coach & Team Manager – Submitted to Approved

Login to Membership Portal

After Login following will be your Landing Page

After login you will see the following window (not exact same, you will see your roles only)

Select your Role

A new window will pop up with more options listed in the right hand menu based on the role Community Data Administrator/Head Coach (Pink menu)


Approve Enrollments

Select Approve Enrollments tab from pink menu

There are two windows with enrollments to be approved.

1. Enrollment Requiring Community Approval/Club Pending Approvals (you will see title based on your role)

This top window will provide you list of enrollments of already registered athletes/volunteers who have self-enrolled in other programs of your community or community/club admins have enrolled them in programs. After enrollment submission, you must approve the enrollments by changing enrollment status from Submitted to Approved. All approved enrollments will be activated by System and you don’t need to send email to head office.

The head coach or team manager can approve existing members being added to their program.
The community data administrator or community coordinator can approve existing members being added to any program in the community.

Status change detail:

  • Athlete/Participant from Submitted to Approved (if you will select In Progress status, enrollment will never be activated)
  • Volunteer from Submitted to Approved (no new police check is required) for volunteers who are active or were inactive for less than a year.
  • Change the status form Submitted to Pending Document for volunteers whose status was Expired for a year or over and advise them to get new Police Check, which can be uploaded in Profile by member or Admins.

Click on Edit button beside the member’s name from this window

In Enrollment Details Approval window,

Select Approved form Change Status field

Enrollment Start Date & End Date are auto populated and are picked from Session Start and End Date. Do not change these dates for members who have been enrolled at the start of session

Update Enrollment Start Date if member is being enrolled in session on the later date

Click Submit to save the changes

Note: Status update Tool runs daily at Midnight, so after approving enrollments, you have to wait till next morning to see these members in Membership Reports or Session Grid.


2. Enrollments Requiring Community, Region or Chapter Approval

This window will show the list of New registration who used Portal Registration form to submit Applications or existing members new to a

New Athletes

SOO DBA  is first to approve new athletes to ensure there is no duplication in the membership management system. New athletes then appear in the Community/Club Approvals window.

New Volunteers

SOO DBA is first to approve new volunteers once all registration requirements are met. New volunteers will be enrolled to active status, as per the community’s instructions.

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