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Update My Profile

Overview​

This workflow guides member organizations/clubs through updating their profile information, managing club site integration settings, and maintaining organizational details in the venue system.

Who This Is For​

  • Member Organizations/Clubs managing their profiles
  • Club Administrators updating organization information
  • Club Coordinators maintaining club details

Prerequisites​

  • Member organization account and login access
  • Organization information to update
  • Club site integration details (if applicable)

Workflow Diagram​

Steps​

1. Log Into System​

  1. Navigate to venue scheduler application
  2. Enter your organization credentials
  3. Log in to your member account
  4. Dashboard loads with organization view

2. Navigate to My Profile​

  1. Click on your organization name or profile menu
  2. Select My Profile or Organization Settings
  3. Profile page displays
  4. Current organization information visible

3. Review Current Information​

Review your organization's current profile:

  • Organization Name: Official club/organization name
  • Contact Information: Primary contact email and phone
  • Address: Organization address
  • Status: Active/Inactive
  • Member Since: Registration date
  • Assigned Locations: Locations your organization manages
  • Assigned Teams: Teams associated with your organization
  • Integration Status: Club site connection status

4. Update Basic Information​

Update organization details as needed:

  1. Organization Name:
    • Official club name
    • Display name for events
  2. Contact Information:
    • Primary email
    • Phone number
    • Secondary contact (optional)
  3. Address:
    • Street address
    • City, State, ZIP
  4. Description:
    • Organization overview
    • Services provided
    • Special notes
  5. Logo (if supported):
    • Upload organization logo
    • Used in public-facing pages

5. Manage Club Site Integration (If Connected)​

If your organization has an integrated club site:

Current Integration Status:

  • ✅ Connected: Site is actively syncing
  • ⚠️ Warning: Connection issues detected
  • ❌ Disconnected: Integration not active

Review Integration Details:

  • Club Site URL: Your club website URL
  • Sync Status: Last successful sync time
  • Resource Sync: Automatic resource data sync enabled
  • Event Sync: Event calendar synchronization status
  • Document Sync: Background checks and documents sync

Integration Benefits:

  • Automatic resource profile updates
  • Real-time event calendar sync
  • Background check document sync
  • Driver's license verification (upcoming)
  • No manual data entry required

6. Setup Club Site Integration (If Not Connected)​

If you want to integrate your club site:

  1. Click Setup Integration button
  2. Provide integration details:
    • Club Site URL: Your organization's website
    • API Key (if applicable): Provided by venue admin
    • Sync Preferences: Choose what to sync
      • Resources/staff data
      • Event schedules
      • Background checks
      • Documents
  3. Test Connection:
    • System verifies club site connectivity
    • Validates data format
    • Confirms sync capabilities
  4. Activate Integration:
    • Enable automatic syncing
    • Set sync frequency (real-time, hourly, daily)
  5. Initial Sync:
    • System imports existing data from club site
    • Review imported records
    • Confirm data accuracy
Integration Assistance

If you need help setting up club site integration, contact the venue administrator. They can provide technical documentation, API credentials, and integration support.

7. Update Integration Settings​

Configure or modify integration preferences:

Sync Settings:

  • Auto Sync: Enable/disable automatic synchronization
  • Sync Frequency: Choose update interval
  • Resource Sync: Enable resource profile sync
  • Event Sync: Enable event calendar sync
  • Document Sync: Enable background check sync

Data Mapping:

  • Map club site fields to venue system fields
  • Configure custom field mappings
  • Set default values for missing data

Notifications:

  • Email alerts for sync failures
  • Integration status updates
  • Conflict resolution notifications

8. Review Assigned Locations/Teams​

View and manage organizational assignments:

Assigned Locations:

  • Stands/sections your organization manages
  • Default stand assignments for events
  • Location-specific permissions

Assigned Teams:

  • Teams associated with your organization
  • Team member lists
  • Team event assignments
Location Assignments

Location and team assignments are typically managed by venue administrators. If you need changes to your assigned locations or teams, contact the venue administrator.

9. Save Changes​

  1. Review all updates made
  2. Ensure all required fields completed
  3. Click Save button
  4. System validates information:
    • Required fields filled
    • Contact information valid
    • Integration settings configured correctly
  5. Confirmation message displays
  6. Profile updates applied

10. Verify Updates​

After saving:

  1. Refresh profile page
  2. Confirm changes visible
  3. Check integration status (if applicable):
    • Test sync functionality
    • Verify resources syncing (if integrated)
    • Check event calendar updates
  4. Review any system notifications
  5. Confirm all information accurate

Integration vs Manual Management​

With Club Site Integration ✅​

Advantages:

  • Automatic resource profile sync
  • No duplicate data entry
  • Real-time updates
  • Background check document sync
  • Driver's license verification (upcoming)
  • Event calendar synchronization
  • Reduced administrative burden

Best For:

  • Organizations with existing club websites
  • Large clubs with many resources
  • Tech-savvy organizations
  • Clubs wanting automated workflows

Without Integration (Manual) ⚠️​

Characteristics:

  • Manual data entry required
  • Update profiles in venue system directly
  • No automatic sync
  • More administrative work
  • Use venue Resources page for updates

Best For:

  • Small organizations
  • Clubs without websites
  • Organizations preferring manual control
  • Simple operations

Quick Reference Checklist​

  • Logged into organization account
  • Reviewed current profile information
  • Updated basic organization details
  • Verified contact information
  • Checked integration status
  • Configured integration settings (if applicable)
  • Reviewed assigned locations/teams
  • Saved all changes
  • Verified updates applied correctly
  • Tested integration sync (if connected)

Common Issues​

Cannot Update Profile​

  • Problem: Save button not working
  • Solution: Check all required fields filled; verify email format valid; ensure unique organization name; refresh page and try again

Integration Connection Failing​

  • Problem: Club site integration not connecting
  • Solution: Verify club site URL correct; check API credentials valid; ensure club site is online; contact venue administrator for support

Sync Not Working​

  • Problem: Resources not syncing from club site
  • Solution: Check integration status is Active; verify sync settings enabled; test connection; review sync logs for errors; wait for next scheduled sync

Cannot Change Locations/Teams​

  • Problem: Assigned locations/teams not editable
  • Solution: Location and team assignments managed by venue administrators; contact admin to request changes

Updates Not Saving​

  • Problem: Changes disappear after saving
  • Solution: Check browser console for errors; disable browser extensions; try different browser; clear cache; contact support if persists

Time Estimate​

  • Basic Profile Updates: 5-10 minutes
  • Setup Club Site Integration: 20-30 minutes
  • Update Integration Settings: 10-15 minutes
  • Review and Verify: 5 minutes

Tips​

  1. Keep Contact Info Current: Update email and phone immediately when they change
  2. Enable Integration: If you have a club site, integration saves significant time
  3. Test Sync: After setting up integration, test sync functionality before relying on it
  4. Regular Reviews: Review profile quarterly to ensure accuracy
  5. Document Changes: Keep records of integration settings and configuration
  6. Admin Communication: Contact venue administrators for location/team assignment changes
  7. Integration Support: Don't hesitate to ask for help setting up club site integration
  8. Monitor Sync: Check integration status regularly to catch issues early

Changes Revert After Saving​

  • Problem: Updates don't stick
  • Solution:
    • Check internet connection
    • Look for validation errors
    • Your club may have integrated site (sync overrides)
    • Contact administrator

What to Update and When​

Update Immediately​

  • Uniform size changes
  • Liquor license renewals
  • Minor status changes (birthday)
  • Contact information changes
  • Availability changes

Update Regularly​

  • Certifications (as earned)
  • Special skills (as developed)
  • Details/notes (as relevant)

Annual Review​

  • Verify all information current
  • Update licenses and certifications
  • Confirm uniform size
  • Review and update details

Information to Include in Details​

Certifications​

  • First Aid/CPR certified
  • Food Handler certification
  • Security training
  • Special licenses

Special Skills​

  • Languages spoken
  • Technical skills
  • Leadership experience
  • Specialized knowledge

Restrictions or Needs​

  • Allergies
  • Physical limitations
  • Dietary restrictions
  • Equipment needs

Availability Notes​

  • Preferred shifts
  • Days unavailable
  • Seasonal availability
  • Schedule constraints

Contact Preferences​

  • Best contact method
  • Preferred notification time
  • Emergency contact

Time Estimate​

  • Simple Update (one field): 2-3 minutes
  • Multiple Updates: 5-10 minutes
  • Full Profile Review: 10-15 minutes

Tips for Members​

  1. Keep Current: Update immediately when information changes
  2. Be Thorough: Include relevant details in Details field
  3. Certifications: List all relevant certifications
  4. License Expiry: Note expiration dates in Details
  5. Update Proactively: Don't wait for admin to ask
  6. Accuracy: Ensure all information is accurate
  7. Professional: Keep notes professional and relevant
  8. Regular Review: Check your profile monthly
  9. Contact Admin: Reach out if unable to update
  10. Integrated Clubs: If your club has integrated site, use club portal instead
  11. Status Changes: Contact admin for availability status changes
  12. Verification: Double-check information before saving