Managing Your Profile

Your profile contains important personal information that helps the club stay in contact with you and ensures your safety during club activities. This guide explains how to view and update your profile information.

Accessing Your Profile

To access your profile:

1. Log in to your club portal
2. Click My Profile in the sidebar, or
3. Click My Profile in the Quick Links section of your dashboard

Profile Overview

Your profile page is divided into several sections:

Profile Photo and Status Card

On the left side (or top on mobile), you will see:

• Your profile photo - Click the camera icon to upload or change your photo
• Your name and email
• Membership status - Active, Pending, Expired, etc.
• Membership - The category of membership you have
• Member since - When you joined the club
• Expires - When your membership needs renewing

Personal Information Card

The main card on the right contains all your editable information, organised into sections.

Updating Your Information

To edit your profile:

1. Click the Edit button in the top right of the Personal Information card
2. Make your changes in any of the fields
3. Click Save to save your changes, or Cancel to discard them

Important Note for Active Members

Once your membership is active, you cannot clear required profile fields - you can only update them with new values. This ensures your emergency contact and essential details remain on file for safety reasons.

If you try to remove a required field (such as your phone number or emergency contact), you will see an error message. To change the value, enter new information rather than leaving the field empty.

Basic Information

This section contains your core contact details:

• First Name and Last Name - Your name as it appears on club records
• Email - Your primary email address for club communications
• Phone - Your contact phone number (required )
• Date of Birth - Your date of birth (required )
• Gender - Male or Female (required ). This is used for team allocation - men's teams require male members, and ladies teams require female members

Note: Fields marked with a red asterisk () are required and must be filled in for your profile to be considered complete.

Address

Your home address is used for club records and, in some cases, for verifying eligibility for local leagues:

• Address Line 1 - Your street address (required )
• Address Line 2 - Additional address information (optional)
• City - Your city or town (required )
• Postcode - Your postal code (required )

Emergency Contact

This information is essential for your safety during club activities. In case of an accident or emergency, the club needs to know who to contact:

• Name - Full name of your emergency contact (required )
• Phone - Their phone number (required )
• Relationship - How they are related to you, e.g., "Partner", "Parent", "Spouse" (required )

Important: Please ensure your emergency contact knows they are listed and that their phone number is correct. This information could be vital in an emergency.

Medical and Consent

This section covers health information and consent preferences:

• Medical Notes - Any medical conditions, allergies, or health information the club should be aware of. This helps coaches and first aiders provide appropriate care if needed. (Optional but recommended)

• Photo Consent - Toggle this on or off to control whether photos and videos of you can be used on the club website and social media. You can change this at any time.

Uploading a Profile Photo

A profile photo helps other members recognise you and personalises your account.

To add or change your photo:

1. Click the camera icon on your profile picture
2. Select an image file from your device
3. The photo will upload automatically

Photo tips:

• Use a clear, recent photo of yourself
• Photos should be reasonably sized (they will be cropped to a circle)
• Supported formats include JPG, PNG, and other common image types

Profile Completion for New Members

If you are a new member with "Pending" status, completing your profile is important for safety and club records.

Why Complete Your Profile?

• It helps the committee process your membership - having all your details ready speeds up activation
• The club needs your emergency contact details for safety
• Your profile information is required for team assignments and club communications

How Activation Works

The committee will activate your membership once they have processed your application and received any required fees. When activated, you will:

• Receive a confirmation email
• Gain full access to all club features (directory, announcements, teams, calendar, resources, and stats)
• See your status change from "Pending" to "Active" on your dashboard

Note: Access to club features is based on your membership status, not profile completion. While completing your profile is important, you need an "Active" membership status to access the full range of features. If you have been waiting for activation for an extended period, contact the committee.

Tracking Your Progress

If your profile is incomplete, you will see:

• A blue banner on your dashboard listing the missing fields and showing a progress bar
• A Profile Incomplete card on your profile page showing:

- How many fields you have completed out of the total required

- A list of what is still missing

Once all required fields are filled in, you will see a Profile Complete confirmation. The committee will then be able to activate your membership.

Setting Your Availability

Below your profile information, you may see an Availability section. This allows you to:

• Set whether you are generally available for selection
• Add specific dates when you are unavailable (holidays, injuries, etc.)

Team captains use this information when selecting players for matches.

Managing Availability

1. Toggle Generally Available on or off based on your current availability
2. To add unavailability dates, click Add Unavailability
3. Enter the date range and an optional reason
4. Click Save to confirm

Frequently Asked Questions

Can I change my email address?

Yes, you can update your email address in your profile. However, this will change the email you use to log in, so make sure it is correct.

My changes are not saving

Make sure you click the Save button after making changes. If you click Cancel or navigate away without saving, your changes will be lost.

Why are some fields required?

Required fields are essential for:

• Contacting you about club matters
• Ensuring your safety (emergency contact)
• Processing your membership correctly

How do I delete my account?

Contact your club committee if you wish to have your account and data removed from the system. Under data protection regulations, you have the right to request deletion of your personal data.

Who can see my information?

Your personal information is visible to:

• Club committee members who manage memberships
• Team captains (limited information relevant to team management)

Your information is never shared publicly or with third parties without your consent.

Custom Fields

Your club may have set up additional fields that are specific to your club. These appear in a Custom Fields section on your profile page, below the Privacy Settings.

Custom fields can include various types of information such as text fields, numbers, dates, dropdown selections, or checkboxes. If a custom field is marked as required by your club, you must fill it in before your profile is considered complete.

Filling in Custom Fields

1. Click Edit on your profile
2. Scroll to the Custom Fields section
3. Fill in the fields - pay attention to any validation requirements:

- Some fields have minimum or maximum character lengths

- Number fields may have minimum or maximum values

- Some fields must match a specific format (e.g., a membership number pattern)

1. If you enter an invalid value, an error message will appear below the field explaining the requirement
2. Click Save to save your changes

Note: Not all custom fields may be editable by members. Some fields are only visible to and editable by committee members. You will only see custom fields that your club has enabled for member profiles.

Privacy Settings

You can control what contact information other members can see in the member directory.

Showing Contact Information in the Directory

By default, your email and phone number are hidden from other members in the directory. You can choose to share them:

1. Go to your Profile page
2. Scroll to the Privacy Settings section
3. Toggle on Show email to other members to display your email
4. Toggle on Show phone to other members to display your phone number
5. Click Save

Why Share Contact Information?

Sharing your contact details helps:

• Teammates reach you directly for arranging games
• Team captains contact you quickly about matches
• Other members connect with you for practice sessions

Changing Your Preferences

You can change these settings at any time. Changes take effect immediately in the member directory.

Tips for a Complete Profile

• Keep information current - Update your profile if you move house or change phone numbers
• Add an emergency contact - This is crucial for your safety
• Consider medical notes - Even minor conditions like allergies can be important in an emergency
• Upload a photo - It helps other members get to know you
• Review regularly - Check your profile at least once a season to ensure everything is up to date

Need Help?

If you have trouble updating your profile or have questions about what information is required, contact your club committee. They can help with any profile-related issues.