People

• How do I do Bulk Actions?

  Using the web version of BoosterHub (not the app), you are able to accomplish bulk actions. In the People module, click the tiny box inside each person's photo in the People listing, or use the Select Current Page or Select All buttons to choose many people at once. Once selected, the Bulk Actions button transitions from grayed-out to blue and you can click it to accomplish one of the bulk actions, such as adding or removing Tags, exporting to Excel, deleting members, designating Members and Non-members, and moving a Member to a different BoosterHub Team.

• How can I see the people who have not joined yet and whose invitations are pending?

  Navigate to People > Pending Invitations. There you will be able to see those who are Members Needing Approval (if they are coming into your system via a Registration Page that you designed), or Invited/Approved (if they simply have not yet clicked on the link in the Welcome email sent to them when they were entered into the People module, nor downloaded the BoosterHub app).

• Why are some Members not receiving notifications or emails?

  Members have the option of turning notifications off. If a Member is not receiving notifications or emails, please check their record in People. Click on their name and select the Edit button at upper right. Scroll down about halfway and there you can select various settings for allowing Email, Chat, and SMS notifications.

• How do I download a list (spreadsheet) of Members from BoosterHub, including their contact information?

  You will use Bulk Actions to download the list.

  • Go to the People module on the left navigation menu to organize which of your Members you would like to download. You can download the entire list, or you can narrow the list to a particular set of your contacts by using the Select by Tag function. 
  • Click each of the tiny boxes on the photos of the contacts you would like to download, or use the Select Current Page or Select All buttons.
  • Once selected, the grayed-out Bulk Actions button will turn blue. Click it and choose Export to Excel or one of the other options.

• How do you create other fields in People?

  To create additional fields, navigate to People > Custom Fields > New Custom Field.

• How do I add a field or a question on a Registration Page?

  To add a field on the Registration Page, you will first need to create that Custom Field in People. Any of the Custom Fields in People can be added to a Registration Page. Go to People > Custom Field > New Custom Field to create a new Custom Field.

  Once this new field exists, you will be able to go to Webmaster > Pages to see your list of website pages. Click on the Registration Page you are designing. Then click on the blue edit icon Add Fields and scroll down to choose the new Custom Fields you have created. Click Save and Save and Publish in the upper right of the screen when ready.

• When someone registers on the Registration Page we created, where do I see their information?

  Navigate to People > Pending Invitations and select the dropdown to Members Needing Approval. You can then approve their registration in that screen, and they will move to the Invited/Approved part of Pending. This will send them the Welcome email from which they can click the link to join your club. Once they join the club, the Pending Tag will be removed.

• How do I approve new Members entering through the Registration Page we created?

  Members coming into your BoosterHub from a Registration Page need to be approved. Go to People > Pending Invitation > then select Members Needing Approval from the dropdown menu to see them and approve them.

• How do I create a new Tag?

  In the web version of BoosterHub, navigate to People > Create New Tag, then enter Name, select Color, and Save.

• What does "Invited Not Joined" and "Active Members" mean under Our Stats on the Dashboard?

  "Invited Not Joined" is the number of people whose contact information you entered into your People module in BoosterHub, but they have not yet logged in from the link in their Welcome email. They are automatically given the Tag of Pending.

  The numbers of “Invited Not Joined” people are not included in the “Active Members” numbers. Active Members have completed the process to join your club.

• Can parents see the amount they have pledged/paid, and how much is still due?

  Yes, parents can see all payments that have been made on any Payment Plan or Pay Later invoice.

  • To view on the app, go to Tools > Accounting.
  • To view on the web, go to People, select the name, and scroll down to the bottom to find the Accounting tab.

• How can I make a Non-member a Member?

  To make a Non-member a Member, navigate to the person's People record, click on their name, then select the upper right icon Edit this Contact. There is a toggle just below their photo that says Contact is a Member. Toggle ON and the contact will become a Member. You can also make a Member into a Non-member this way.

• What is a Non-member? How can I view the names of Non-members in my club?

  A Non-member is a contact in your People module whose contact information has been added to your system, but who does not have a login to BoosterHub. Non-members are typically used for vendors, sponsors, and alumni.

  You can view Non-members by going to People and selecting the toggle on the right side of the screen from Members to All.

• Should I register all of my students in BoosterHub?

  We recommend yes, but it is your choice. We recommend making all students Members in the People module. Especially if you are using BoosterBucks, or want to bill your fees through BoosterHub, it is recommended that all your students be in People.

  You can set students up as Non-Members if you do not want them to have logins. It is important to have both their email and phone numbers for best use of the communication tools.

• Why does it say email address taken when I try to add a new contact in People?

  If you encounter an error while saving a new contact, try adding the contact again. If it says "Email already in use", in People move the toggle in the upper right corner from Members to All and search for the contact. They are probably already in your People module as a Non-member, as they may have already Subscribed to your club and entered that way. You can give them the Member Tag.

• Can I import current rosters?

  Yes.

  One of the Pages you can add to your website is a Team Page. These are designed specifically for building rosters, although other information can be displayed as well. A hero image is added at the top. You can add sections and determine a layout to accommodate photos and information. The various sections can be populated automatically by adding Tags. If the players/coaches are already in People, then by selecting Tags the information will be added to the Teams page.

  If the students on the roster are already in the People, you can build a Team Page and add them by using their Tag. If they are not Members of BoosterHub yet, do these steps first:

  • Go to Dashboard > Add People.
  • Click Add Member > Free Members > List > Upload List and Map the Fields you would like.
  • Add a Tag of your choice for your imported roster, such as which Team they are on, or Varsity, JV, etc.

  To build a Teams page:

  • Go to Webmaster > Pages.
  • Click the last of the layout of pages, titled Add New (not the Add News button).
  • Select Team Page under “What Type of Page Would You Like to Add?”
  • Upload a Hero photo, add Primary and Secondary Titles, and edit color of the overlayer.
  • Click the small, blue plus(+) button titled Add New Team, which is midway down the page on the right. This will open another section. The bar at the right will give options of positioning of sections and photos.  

  If you want to add another section, click the plus button Add New Team again, and you can choose layout, section titles, people by Tag, and then add the number of columns and data that you want to display. You can also add information manually if particular people are not in the database already.  

• Can students, parents, coaches, or any members add themselves to the system?

  Yes. You can use a Registration Page that your prospective members can visit to enter their own information and add themselves to your club. Training videos 2.2 and 6.3 talk about how you can set up a Registration Page for this purpose by going to Webmaster and scrolling down to the last blank page at lower right and selecting Add New (not “+ Add News”) > Registration Page.

• How do I get an accurate count of how many Members we have?

  • Navigate to People.
  • In the Select by Tag box, choose the Member Tag.
  • The system will calculate, and the “People Selected = x” tally will populate. 

• Can I communicate with Pending members, who have not finished setting up their account?

  Yes, anyone you entered in People can receive your Email messages, SMS text messages, and purchase items in your Store, regardless of whether they have set up their account yet. They will not receive Announcements. To target an Email or SMS message to only those who have not set up their account:

  • Form a group in People by selecting Member in the Select by Tag box.
  • Narrow this group to only those who also have the Pending Tag.
  • Click Send Email to email this narrowed group.
  • If SMS is desired, click Send Announcement and scroll down to toggle ON Send SMS.

• Can I import a list of Members?

  Yes, you can import a list of members from a file in .CSV format. From the Dashboard select:

  • Add People
  • Choose either Add Members or Add Non-members
  • Choose either Free Members or Paid Members
  • Select List
  • Select Upload List

• How do I approve Pending members?

  Navigate to People > Pending Invitation. This shows all the people you have invited to join BoosterHub, but who have not yet accepted their invitations and downloaded the app. Click Resend invite for each person, or choose Resend All as desired. There is nothing the Admin needs to do to “approve” a Member other than enter their information and send the invite; the Member joins the club by clicking the link in the email they receive.

  However, if you created a Registration Page to allow people to become Members by filling out the form, then you will have to Approve them. They can be seen in the dropdown menu, and you can toggle between Invited/Approved and Members Needing Approval to see all the people who have not accepted the link to join BoosterHub yet.

• What is the difference between Invited/Approved and Members Needing Approval?

  All of the people coming into your BoosterHub system, either via an Admin entering their name in People (manually one-by-one, or by uploading a .csv file), or via a Registration Page, can be found in People > Pending Invitations.

  Those specific Members who have come into your system via a Registration Page can be found by selecting Members Needing Approval in the dropdown menu. Once you approve them, their names are moved to Invited/Approved, to join the list of names of other Members coming into your system via Admins entering their names.

  None of the Members in Invited/Approved have logged into BoosterHub yet. Once they accept their login and download the BoosterHub app, they will automatically advance out of Pending Invitations and will join all of your full Members in People.

• Can you resend my invitation to join my booster club?

  You will need to contact your booster club Administrator to have your invitation resent.

  For Admins: To resend an invitation you will go to People > Pending Invitation > Re-send invite.

• Is there a way to automatically approve members when they pay their membership, instead of manually approving them every day?

  No. All members require approval. This is to prevent Spam and unauthorized users from joining your account.

• Is there a way to enter contacts who have not been invited to join our booster club?

  Yes. Add them as Non-members.

  Go to People > Add Contact, then leave the toggle OFF for New Contact is a Member as you enter their data.

• Is there a way to have Members only see themselves and their relations, while only Admins can see everyone?

  If you do not want Members (such as students) to see other Members, we recommend making them Non-members. That way you have their contact data, but they are not able to view the contact information of other Members.

  Go to People, click on the person's name, click the icon Edit this Contact, and toggle Contact is a Member to OFF.

  Or, go to People, form a group using Select by Tag, Select All, click the blue Bulk Actions button, and Make Non-member.

• Can I hide a student's contact information?

  You can adjust the contact visibility for all contacts in Settings > Admin Settings, scroll down to the Admin section, and toggle on Hide email and phone for all users (admin view only).

  A Member can adjust their own visibility by selecting View Profile in lower left by their thumbnail photo, then scrolling down to Notifications Settings and toggling Show Phone Number to Members and Show Email to Members as desired.

• How can I add a Tag to myself, such as for another sport?

  Tags can only be added by an Admin of your club. Please contact your booster club's administrator for assistance.

• Is there a way for a Member to add Tags at registration?

  No. Tags can only be added by Administrators.

• How do I form groups using Tags?

  There are times when you want to communicate with various combinations of your contacts in People. BoosterHub uses Tags to accomplish this. It can get confusing to consider the words “and” and “or” when combining groups. If I want to communicate with Varsity Parents, does this include everyone with the Varsity Tag AND ALSO everyone with the Parent Tag? Or does it mean ONLY those people with BOTH the Varsity and Parent Tags? To prevent confusion, we recommend thinking in terms of whether you want the group to grow larger by adding other people, or whether you want to narrow the group by eliminating those without both Tags. To make this more intuitive, we've added a People Selected = x  tally as you select Tags, so you can see exactly the number of people you've added to the current group you are building.

  • Go to People and then look for the Select by Tag box in the upper center of the screen.
  • Click in the box that says “Click to select group by tag”. A dropdown menu will appear with all of the Tags you have created.
  • Select a Tag.
  • Consider if you want to communicate with only that group, or if you want to grow that group larger, or if you want to narrow that group down. If you want to communicate with only the Tag you selected, let's say it's Varsity, then you are done. You can select the Email or Announcement icons to the right and proceed with your communication.
  • If you want to grow that group to communicate with everyone with a Varsity Tag, AND ALSO with all the people with the JV Tag, then after selecting Varsity in the first box, click + Add more groups and choose the JV Tag from the next dropdown menu. You will notice that the People Selected number increases to tally all the members of those groups.
  • If instead you want to narrow the group of Varsity down to ONLY those few people with BOTH the Varsity and JV Tags; in other words, only those few members who are affiliated with BOTH Varsity and JV at the same time, then after selecting Varsity in the first box, notice where it says Click to narrow group in the same box as your Varsity selection. Click on Click to narrow group, and select JV from the dropdown menu, putting both Tags in the same box. You will notice the decrease in your People Selected number and know that you have successfully narrowed your audience.

• Where can a student's Booster Credits be viewed?

  Only in the web version of BoosterHub (not the app) can this be seen.

  • Go to app.boosterhub.com to log in.
  • Go to People.
  • Click on the Student's name.
  • Scroll all the way to the bottom to find the Booster Credits tab. Any credits that have been added will show there.

• How do I view my orders with my booster club?

  Navigate to Tools > Accounting on your App to find all your transactions with your booster club.

• How do I remove any of the Tags such as Pending, Member, Non-member, Donor, and Vendor?

  The Pending, Member, Non-member, Donor, and Vendor Tags are all automated assigned by some action of your club's Admins. They can not be removed or edited, unless changed by Admins or by the completion of various pending processes.

  The Pending Tag is automatically removed from a Member when they accept the link in the welcome email sent to them by their Admin.

  The Member and Non-member Tags are assigned by the Admins in People.

  The Donor Tag is assigned by the Admin through the Accounting system.

  The Vendor Tag is assigned by the Admin through the Accounting system.

• How do you create a form?

  There are two ways to create a form: by using a Registration Page, or through the Store.

  You can create a Registration Page by starting at Webmaster on the left navigation bar.  Then scroll down to the Add New box, which is the icon at the very bottom of the display of all the website pages (it is not the blue + Add News button beside the left navigation menu). Select Registration Page as the type of page. Name the page, then select a navigation option to make it a main page or sub page. Once the page has been created, click on the page to edit it.  

  The basic Registration Page requires the standard set of fields to be completed by the user. If you click the blue edit icon Add Fields, several options appear. The first is Free or Paid membership. If you choose Paid, the system will ask you to select a Product for the user to buy upon completion of registration. You will select Tags (such as Varsity, for example) to add to all registrations and will select to add family members as Members or Non-members. Then you will have a selection of Fields that you can add to the Registration Page if you would like to have that information. If you would like specific additional fields, you can create Custom Fields in People, and then those Fields will appear in the options for the Registration Page. 

  Click Save for the options you have chosen, and it will take you to the main Registration Page. You will then click Save again and then the Save and Publish icon at upper right of the screen. Once published, the Registration Page will then be available on the website.  

  Alternatively, you can have a Store item that is simply a forms upload vehicle. Create a folder in your file vault and set it to Admins Only. Then in the Store, create a Product and use the Add-ons feature to create the upload portal by selecting Buyer uploads a file from the Type dropdown menu. You can either include the upload with another product (such as tying it to club fees), or it can be a stand alone product set to a price of $0, like this one: https://bh.boosterhub.com/store/1870/11956

   

   

• Do you have sample Registration Pages? I would like to see examples of how other clubs add new Members.

  https://flowermoundgolf.boosterhub.com/register/3645
  https://bridgelandhighabc.boosterhub.com/register/5228
  https://tomballband.boosterhub.com/register/6683

   

• How do I add an Admin Tag for a Member to make them an Admin?

  You cannot add an Admin Tag to someone in the People module. They must be made an Admin through Settings > Admin Settings > Add Admin (little blue icon upper right corner). Then you can search for their name and set each of their permission levels and Save to make them an Admin. Once this is done, the system automatically assigns them the Admin Tag.

• Can I edit the status of graduating Members? What are best practices for a Tag such as Alumni for former students and families?

  We recommend giving all graduating students and parents a Tag labeled Alumni. This way you can still communicate as a group with them about fundraising and news from the club.

  • Go to People and either select individuals, or select a group by Tag.
  • Toggle Select Current Page or Select All.
  • Click Bulk Action.
  • Select Remove a Tag if you wish to remove any of their Tags.
  • Click Bulk Action again.
  • Select Add a Tag to assign them an Alumni Tag.

  You can also Delete people from the Bulk Action menu of choices, if you wish.

• Can I change the email address for receiving reminders about Pending Member approvals?

  These email reminders, regarding Members who have filled out your club's Registration Page and are awaiting your approval, are routed to the Admins who have Full permission under the People section in Settings > Admins Settings. You could change those permissions if you want the emails to go to other Admins.

• Can I generate a report to identify duplicate accounts?

  Each person in People is identified by a unique email address. However, you could go to People > Select All > Bulk Actions > Export to Excel if on that list there were, for example, the same name with multiple email addresses.

• How can I specify my class year, instrument, section, and other personal details in my profile?

  Only an Admin can assign Tags to your profile in People such as, for example, the custom Tags “Varsity," “2026,” “Marching Band,” “Percussion,” “Freshman Team,” etc.

• Where is the Relationship option when entering a Non-member?

  For Members or Non-members, when entering a person for the first time in the People > New Contact, the toggle choice for Contact is a Member is irrelevant to the Relationships entries you make at the bottom of that page. At the bottom right of the page is a big, blue + (plus) button. That button opens up the Relationships selections.

  When editing the relationships of a contact already in People, click the Edit this Contact icon at upper right when inside their contact, in order to see the Relationships section.

• How can multiple people be added to a single account?

  In BoosterHub, each person in the database is identified by their unique email address. For connections such as family members, you will add Relationships. To add Relationships, go to People > Add Contact. Scroll down to the lower right corner to click the big, blue + (plus) button to add Relationships.

  If you are editing a contact that has already been entered in your system, go to People, click on the person, and select the Edit this Contact icon at upper right of the screen.

• What is the most efficient way to update club membership records for the new year?

  In the Help Center BoosterHub Academy video “2.6 People—Annual Clean Up,” you can see some of the best practice suggestions for updating your club for the new school year.

  Here are some key items to update.  

  • Go to Settings > Admin Settings. Use the Remove icon to the far right of the person's row to remove all of the retiring Admins. Use the Add Admin icon at upper right to promote any current Members to become Admins.
  • To update membership, go through the Bulk Actions feature in People by choosing either Select All, or Select Current Page, or selecting a Tag, or selecting multiple contacts one-by-one. For example, you could select a graduation year Tag to collect the graduating class for a particular year, then add the Tag Alumni for that group, and then make those people Non-members. Making them Non-members will remove them from the active database and disable their logins, but they will remain on the mailing list.
  • It is also useful for clubs with paid memberships to remove the Tag that shows that the member has paid, in order to show that the person needs to pay for next year.

• Do Booster Credits attach to student or parent? If a parent volunteers to make extra money (via booster credits), is there a way one parent can apply funds to one child and another parent to another child, or various combinations?

  In these scenarios we would suggest manually adjusting Booster Credit as needed.

  • Set the student's Relationships so that either (or both) parent is connected with the student. In People, click on the student's name and Edit this Contact. That will allow you to scroll down to Relationships and add the parent(s).
  • Go to Settings > Admin Settings, scroll down to toggle ON Enable Booster Credits, and click Save in upper right.
  • Then go to Accounting > New Transaction, and from the Transaction Type dropdown menu select Booster Credit.

  When the student's email address is used at checkout, connected parents' credits will show. If the parent's email address is used at checkout, and they are not connected to the other parent, then only that parent's whose email address is used and the student's credits will show.

• I tried to Email the Tags: Student, Parent, Director. I clicked Send, so why is the email status showing "Pending / Not Sent"?

  You have selected the Tags improperly. There are not any individuals who have all of the Tags: Parent, Student, and Director. You need to select the Parent Tag, and then click the + Add More Groups. Below that box, you will be able to then select the Student Tag. Then + Add More Groups again and select the Director Tag. Keep an eye up top on the People Selected = x tally as you grow or narrow your groups. You can see how many people are in the group you have formed. If the number is very different than what you expect, it is because you are narrowing the group (by putting multiple Tags in the same box) or expanding the group (by putting one Tag per box on top of each other) when you actually meant to do the other. 

  You can find more information about Tags here:  https://www.boosterhub.com/faq #/70-tips-tricks/boosterhub-academy-71-tags?from_search=150191240

• How should the parent/child relationships work on a Registration Page with multiple parents or multiple athletes?

  Making the Student as Person 1 on the Registration Page will allow any additional people to be connected to the student. However, Person 1 must be a Member, so if your club does not have students as Members, you will need to manually adjust the Relationships after registration by selecting each person in People and editing their Relationships. For multiple athletes, you will need to register multiple times.  

  If you do not plan on having student accounts for accounting or communication purposes, you can have the applicant list the students' names on the Registration Page in a Custom Field you create in People > Custom Fields > New Custom Field, such as “Athlete Names”.

• Why are our parents showing as Donors when they make a payment?

  Whenever an item is bought from your Online Store, the Donor Tag is attached to the user.

  If you would like to make parents Members in the system prior to them buying somethings in your Store, you will either want to invite them or bring them in through a Registration Page you create for your website. If they are already in your system as a Donor, you may edit their contact by toggling ON the Contact is a Member option and Save. The system will then automatically invite the user to be a Member.

• Can several Members, or a family, share the same email address in the system?

  No. The email address is the unique identifier in BoosterHub used to differentiate each person in your database.

• Why will it not Save when I edit information for someone in People?

  It may be that there is a Required Field that you have not entered a value in.

  For Admins: We recommend making all Fields optional, and then if needed on a Registration Page, you can make them required there. This will prevent having to add required information when making various edits in People.

• How can I download the specific information we collected in required fields on the Registration Page we created?

  Navigate to Store > Registration Report > Download.

• Why can students see the private information of other students?

  If this is happening, it means you have a Custom Field that is viewable to the public and/or to other members. To edit, go to People > Custom Fields and change the Visibility to Admin Only.

• What is the purpose of a Registration Page?

  The purpose of creating a Registration Page is to have prospective members add themselves to your BoosterHub system (with your approval), to automatically assign the appropriate Tags to their profiles, and to collect required information from them through the use of Custom Fields. BoosterHub Academy videos 2.2 and 6.3 address the creation of Registration Pages.

• How should I change a person's email address without losing their invoice history?

  • Create a new Custom Field called “2nd Email” by going to People > Custom Fields > New Custom Field.
  • Select Type as Email.
  • Add the new email address to the “2nd Email” field in the person's record in People.

  This will connect the transaction records for both emails to the person.

• Is there a way to use electronic signature for forms we create?

  There is not an official way to use electronic signature. However, some of our clubs create a Custom Field and set to required. In the field you can ask the user to type the name to agree, or type “Yes, I agree,” or “No, I do not agree.”

• How can I fix an email address with a typo after the family signed up via our Registration Page?

  • Approve them via Members Needing Approval under Pending Invitations.
  • Update their email address in People.
  • Re-send them an invite.

• Can we register students who do not have personal email addresses?

  We suggest making placeholder email addresses, such as studentname@boosterclubname.org.

• How can we merge duplicate accounts for people with two email addresses?

  If a person registers under two different email addresses, or purchases a product using a different email address, or checks out under the wrong email address, the system creates a new account for them. To merge these email addresses under one contact, you can add a field called “2nd Email” in People > Custom Fields > New Custom Field by choosing the Type as Email. Then add the second email to that field. The account will remain under the first email address, but the system will pull any transactions under the second email address into the same record.

• If someone chooses Pay Later for a Paid Membership Registration, can they access BoosterHub prior to paying?

  Yes. They get an email to join your BoosterHub account once they register and you approve them under People > Pending Invitation and then in the dropdown menu Members Needing Approval. They do not have to actually pay their invoice first, although you can choose not to approve them until they have paid, if you wish.

• Can I add people to my booster club?

  You must be an Admin to add people to your booster club.

• How can I add a student or child with no email address?

  • Go to People > Add Contact.
  • Under the photo you will see a selection for New Contact is a Company. Toggle this ON.
  • Enter the Student's name in the box for Organization/Company.
  • Click the Email not known box.

  As all contacts in People are organized by email address, this is the workaround for those people not having email addresses, but who you still want in your system.