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Player form with consents

An online form families fill in themselves, with the player's and the contact's details, your own questions and consent to the club's documents (GDPR). How to build it and send it, where you see who has filled it in, and the consent log.

Für: Manager, Eltern

The player form is an online form the family fills in themselves: the player's and the contact person's details, your own questions and acceptance of the club's documents. The answers go straight onto the player's profile, and each acceptance is written to the Consent log with the document's version, the time, the IP address and the browser. That's the proof of consent GDPR asks for.

Who can

  • Build the form and export the consent log: managers and above, on the website.
  • Invite a family to fill it in: any staff member, for the players they can see (web and app).
  • Fill it in: parents or an adult student, in the browser (from the app, the form opens in the browser).

Build the form

  1. Open Club settings → Player form (the People group).

  2. Introduction: optional, a few words from the club above the form.

  3. Questions. The form always asks for the player's name and surname and the contact person's name, surname and phone. Add the player fields you need (date of birth, address, Medical certificate valid until, height, weight…) and the contact's fields, your own custom fields, or a New question, which becomes a field on the profile. Each one has Required and a Hint under the question.

  4. Documents and consents: what the family must accept:

    • Consent to processing the child’s data under the Stanio Sport privacy policy: the same consent parents give when they join the portal, the club's legal basis for handling the child's data, health data included;
    • the club's Terms of service (contract);
    • the Club privacy policy.

    For the club's documents, tick Ask to accept and paste the Document text or a link to it on your website. The boxes on the form start unticked: the family ticks them.

  5. Click Save form.

Changing a document's title, text or link, adding a required question, or ticking Ask everyone to fill in the form again makes a new version of the form. For those who filled in the previous one, their form becomes out of date, and you can ask them to confirm it again.

How families get the form

  • Public link for new families: turn on The link is on and pick the Status of a new player (trial or active). Put the link on your website or social media: a filled-in form creates the player's profile and contact by itself.

  • A personal link for families already in the club: the form opens with what the club already knows. Send it one of two ways:

    • to many at once, from the Invite to fill in card on the form page: filters Not filled in, Outdated and team, then Send invitations;
    • to one family, from the player's profile: the Player form card → Invite to fill in (or Send again), Copy link or Copy message.

    The invitation goes to the app and the messenger (if the family has a portal account) and to the main contact's email. The link works for 30 days and only once. No portal and no email? Copy the link and send it yourself, or Add a contact →.

For parents: fill it in

  1. Open the link from the message, or in the portal: the Needs your answer card → Fill in the form.
  2. Fill in the fields, open each document (Open document) and tick "I have read … and accept it." The form won't send until every box is ticked.
  3. Click Send form.
  • The top of the form page shows how many forms are filled in, out of date and not filled in; each number opens the players list with that filter. The players list has the same Form filter.
  • The player's profile shows the form's state ("Filled in on …", "Outdated: …", "Not filled in"), the latest forms received and the Consent log: date, document, version, who accepted it (name, phone, email) and the IP address.
  • The whole club's log: Export consent log on the form page (an Excel file with the date, player, document, version, who accepted it, phone, email, IP address and browser).

When a form comes in, managers and the coaches of the player's teams get a notification.

Tips

  • A mailing with Form with consents → Not filled in is a handy reminder for those who haven't filled it in.
  • The public link is protected from spam the same way as the trial request form.
  • The photo consent is separate: it's given on the Photo and documents card, see Player photo and documents.

FAQ

Parents see "This form has already been filled in"

A personal link works once. To change something, send a new one: Send again on the player's profile.

Why is a form "out of date"?

The club changed a document, added a required question or asked everyone to fill it in again. Invite those whose form is outdated, and they'll confirm the new version.

Can a document be signed?

There's no separate signature: the proof is the ticked box together with its line in the consent log (who, when, which version, the IP address and the browser).

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