Persons

Persons

📋 Persons

The Persons section is the central place where all individual profiles of registered participants, coaches, referees, and other members are managed. Every person in the system is stored with personal details, club affiliation, registration numbers, licenses, and more.

This section is essential for maintaining an up-to-date and accurate database of individuals participating in events or being part of a federation or club. It allows for:

  1. Adding new persons
  2. Searching, filtering, and editing existing persons
  3. Managing additional data such as belts, functions, school info, and certificates

There are multiple ways to enter and maintain data, depending on whether you're doing quick onboarding or entering detailed records. The following guide explains how to use this section effectively, from listing and filtering to detailed editing and export.

When you click Register → Persons in the left-hand menu, a list of all persons in the system opens. By default, 10 entries are shown, but you can change the view to 25, 50, or 100 entries per page.

At the top of the list, you’ll find several filter fields:

  1. Country filter
  2. Search by club
  3. Search by name
  4. Status filter (Active/Inactive)

➕ Adding a New Person

In the top right, you have two options for adding persons:
  1. Quick insert
  2. New Person

🔹 Quick Insert


Clicking Quick Insert opens a panel on the right where you can quickly enter basic details:
  1. First and last name
  2. Gender and date of birth
  3. Club
  4. School
  5. Place of Birth
  6. Country
✅ This is intended for quick entry of multiple persons. After saving, the person is added to the list without additional editing.

🔸 New Person

Clicking New person opens a detailed form where you can enter all relevant information about the person. After saving, the form stays open and switches to Edit mode, displaying three tabs:

🧾 Tab: Basic

This tab includes the person’s general information:
  1. Name, surname, ID number
  2. Gender and birthdate
  3. Country and club
  4. Address (street, number, city, postal code)
  5. School type and name
  6. Place of birth
  7. Registration number

In the top-right corner, you can upload a profile picture. At the bottom, you’ll find a change log and the option to report an error if information is incorrect.


🛠️ Tab: Extra

This tab contains additional data:
  1. Registrations (if they exist)
  2. Belts - you can add belts with date and level
  3. Functions - such as coach, referee, etc., with license info
  4. Referee licences and Coach licenses
  5. Health insurance info (if applicable)
  6. Cards, events, delegations
  7. Possible duplicates - with a merge option
  8. Files - for uploading images or PDF Certificates
  9. Citizenship - affects rankings and representation
  10. Linked user account (if one exists)
  11. Tags
  12. Anonymization - for GDPR compliance


📁 Tab: Personal Folder

The Personal folder provides a full overview of the person’s data:
  1. Basic information
  2. Registrations, contracts, insurance, events
  3. Belts, functions, licenses
  4. Certificates (also available for export as PDF, XLSX, JSON)
✅ This tab is intended for a complete overview and data export of an individual.

🔗 Related article

If you notice that the same person appears more than once in the system, you can easily merge them into a single profile.
➡️ Learn how to merge duplicate persons here.
Want to learn how to add a new person to the system?
➡️ Watch the video guide on adding persons here.

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