Finding and creating a person

Some Norwegian federations do not let you type player names at all — you fetch the people from NIF, the national sports register, and Profixio creates the person record from what NIF returns.

You must be logged in with Idrettens ID. The lookup runs on your behalf, against the club you are registered with in NIF. If you signed in with an ordinary e-mail and password, the button is there but the search cannot work, and you will see "Kun påmeldingsansvarlig i laget i NIF kan hente inn spillere fra NIF" with a pointer to ask your district who that is.

How it works, from the team's player list:

1. Open the team's roster and press the button to add players or coaches.
2. Press Hent personer fra NIF. A panel opens: "Søk etter personer du har tilgang til fra NIF. De vil så legges til laget og klubben din. De må så lisensieres før de kan spille kamper."
3. Type Fornavn, Etternavn, or just one of them — at least one is required. The list updates as you type and shows how many hits were found (Antall). Each hit shows the name, e-mail and year of birth.
4. Click the person. Profixio creates or updates their record, links them to your club, and adds them to the team. A green tick marks people already added.

What can go wrong:

• "Personen mangler epost" — NIF has no e-mail address for that person. Nothing is created. The e-mail has to be added in NIF first; Profixio cannot fill it in for you.
• "Klubben mangler NIF-ID" — the club in Profixio is not linked to its NIF organisation. Ask your federation or district administrator.
• "NIF did not respond. Try again in a moment." — NIF did not answer in time. Search again in a moment.
• Nobody is found — you only get the people NIF lets you see, which is your own club. Someone registered in another club will not appear.

Fetching a person from NIF does not give them a licence. That is a separate step; see Player licences.

Once a person has been fetched once, they exist in Profixio for good. After that they can be picked for teams in other clubs too, without going back to NIF — this is how a player who moves or plays for two clubs is handled. A player from another club therefore becomes available to you only after their own club has fetched them from NIF first; once that is done, the player is in Profixio and can be picked regardless of club.

The first time a team leader fills a team's squad, every player has to be fetched from NIF, so the team leader needs that NIF access. The next time the team's squad is filled, the players can be taken from Profixio's own register instead, and no special NIF access is needed.

Whenever a screen offers you both "search" and "create new person", search first, even if you are fairly sure the person is new to your club.

People are already in the register if they have ever:

• held a licence in this federation, in any club and any season,
• been on a series team roster,
• been imported from the national member register, or
• been added by another club — including a club they have since left.

A person you create as a duplicate does not merge itself later. The symptoms show up weeks afterwards: a licence that "disappeared", a player who is suddenly ineligible, statistics split across two names, or an invoice to the wrong club.

Search on last name rather than first name, and try a shortened spelling. Search matches parts of words, so "Kris" finds "Kristiansen", but it does not correct spelling for you — "Christiansen" and "Kristiansen" are different people as far as the search is concerned.

If several people share a name, use year or date of birth to tell them apart before you pick one.

Where a federation allows it, the add-players screen has a Register new person card underneath the search. Use it only after searching.

The form asks for:

There is no field for a national personal number. People created this way are marked as self-registered, so a federation administrator can always tell them apart from people that came from a national register.

Press Add. The person is created, linked to your club and put on the team in one step.

Search properly before you press Add, so each person exists only once.

In Norwegian volleyball and beach volleyball, where the players are the team, you get a different and longer form instead. Under the player pickers it says "Finner du ikke spilleren du leter etter?" with a Legg inn en ny spiller button, and the panel that opens starts with "Husk å søke etter spilleren før du legger inn en ny person."

That form asks for Klubb, first and last name, Født (a full date, not just a year), postcode and address, Kjønn, Mobil and Epost. Club, name, date of birth, gender, mobile and e-mail are all required — stricter than the short form above. The club list only contains clubs in the federation running the tournament.

It does warn about duplicates: as soon as you fill in the date of birth it looks for someone with the same first name, last name and birth date and shows "Person finnes fra før — En person med samme navn finnes fra før". It also lists people with the same last name and birth date underneath — "Vi fant følgende personer med samme etternavn og dato, bruk gjerne en av dem" — each with a Bruk … button so you can take the existing person instead. Read the warning before you save the new player.

A person from another country is created exactly like anyone else — the register has no separate "foreign" record type. You pick their country in Select country, and no national identity number is involved.

Two consequences worth knowing:

• A foreign person cannot be fetched from a national register, so they are always created by hand or arrive with a member sync. Check the spelling of their name when you type it in; it decides how they will be found later.
• Some flows are set up for one country only. The longer self-registration form used in Norwegian volleyball and beach volleyball sets the country to Norway without asking. If the person is not Norwegian, create them from a screen that offers the country list.

Teams from a club that does not exist in the federation's register at all — for example foreign clubs in an international tournament — do not use the person register. They register their squad as free text on the team instead. That is covered in The team roster (name list).

Where a federation receives its members from a national member system, people with a shortened or missing national identity number are the ones most likely to be created twice, because the automatic matching has less to work with. See Member sync from the national register.

Federation and district staff in the federations that use the person register have a Player list page in the admin menu. It is a search page, not a browse page — open it and filter.

Filters, shown above the table:

• Club — pick one or more clubs. This matches the person's active licences.
• Name — matches first and last name. Several words all have to match, in any order.
• Personnummer — matches from the start of the number, so a partial number works. Only shown to administrators who are allowed to see personal numbers.
• Email
• Year
• Gender

The table shows name, e-mail, country, postcode and mobile, plus one column per sport the federation runs, giving the person's club in that sport. Extra columns — date of birth, year, address, gender, source and last update — can be switched on with the column picker. Opening a person shows their full record: licences, club memberships, team rosters, match appearances, transfers, referee records and coach roles. In federations that run playing rights through Profixio there is also a Playing rights action on each row, which opens the person's playing-rights details — see Playing rights and eligibility.

Who appears in the list. Only people with a connection to your federation: either a licence of one of your federation's licence types, or a membership in one of your federation's clubs. Someone who exists in Profixio through a completely different federation will not show up, and neither will people who have been erased.

There is no "new person" button on this page. Creating people always happens somewhere that also decides which club they belong to: the club's own member list, or — in the few federations that have it — the Participants page.

On a club's page in the admin area there is a Club members list, and — where it is allowed — a Create person button above it.

The form is in two parts, Person data and Person Address. Name, date of birth, gender and country are required; mobile, e-mail and the address fields are optional. The person is created, attached to your federation and given a membership in that club straight away.

Two things to notice:

• The first field is a checkbox, Person has protected personal data, and it is ticked by default. While it is ticked you see the warning "Use fictional personal data for persons with protected personal data." Untick it for an ordinary person. Leave it ticked, with made-up details, for someone whose address is protected — a record marked this way is deliberately left alone by the automatic member sync, so nothing overwrites it and nothing deletes it.
• There is no duplicate warning on this form. Search the club's member list first.

Who may use it: federation administrators always; a club's main administrator only if the federation has switched on the option that lets clubs create people themselves.

• Dates of birth are visible to administrators, and are hidden by default in the person list until you switch the column on. Whether a player's year of birth is shown to team leaders or on public pages is a tournament setting, not a property of the person; see Tournament settings.
• Where a person came from is recorded on the record and shown to administrators, so it is always possible to tell a person imported from a national register from one somebody typed in.
• External systems only get personal numbers when the federation has granted that specific permission to that specific integration, for that specific federation. It is never on by default. See Integrations, API and webservices.

Who may correct a person depends on where the record came from.

• People created in Profixio — name, birth date, gender, country, e-mail, mobile and address can be corrected by a federation administrator. On a club's Club members list the edit action is narrower still: it is only offered for people that were created on that list, so a person who self-registered through a team has to be corrected from the person register instead.
• People that arrive from a national member register — cannot be edited in Profixio at all. The edit action is not offered. The correction has to be made in the source system, and the next sync brings it over. This is deliberate: an edit here would be overwritten anyway.
• Team leaders and club administrators cannot edit a person's details from the team roster. They can change roster-specific things — shirt number, role, position — but not the person.

E-mail addresses are a special case. A person record keeps a second, manually entered e-mail address alongside the one that comes from the member register. If you enter one, it takes precedence and the member sync will not overwrite it. That is the field to use when the address in the national register is wrong or dead and you cannot get it fixed at the source. Referees who change their e-mail on their own profile page get this set automatically.

If a person's details are wrong because you are looking at the wrong person — two records for the same human being — do not edit one to match the other. That makes the duplicate harder to spot. See Duplicates and how they are resolved.

Duplicates happen when the same person is created twice under slightly different details — a nickname, a misspelling, a different birth year, or an import that could not match them to the existing record.

How to spot one. Search the person register by last name only. Two records with the same name and roughly the same age, where one holds the licence and the other holds the roster line or the statistics, is the classic pattern. Check the source shown on each record: one created by hand and one imported is a strong hint.

How to fix one. Merging is not something a federation administrator can do from a screen. Contact Profixio support to have them merged; a merge cannot be undone. Give support both person IDs and say which record should survive. Licences, club memberships, transfers, team rosters, match appearances, statistics, referee and coach records and followers then end up on the surviving record, and the duplicate is removed.

Merges can be refused. If both records have real competitive results recorded against them, the merge stops and has to be sorted out by hand, so that no match history is lost or invented. Expect this to take longer.

What you should not do meanwhile: do not delete either record, do not rename one to "duplicate", and do not move the licence yourself. All three make the merge harder.

Prevention is much cheaper than the cure: search before creating, and use full names and correct birth dates.

A person record cannot be deleted by a federation, a district or a club. Deletion goes through a controlled procedure, because a person record is referenced by licences, invoices, match results and rankings, and deleting it carelessly would leave holes in all of them.

If someone asks to be deleted ("right to be forgotten"), contact Profixio support to start a guided erasure.

The end result is a record that still exists but carries no identity: the name reads as anonymous, contact details are gone, and the person no longer appears in any list.

Deleting your own login account is a different and much smaller thing, done from your own profile page — it removes the account, not the person record behind licences and results. See Accounts and signing in.

In short:

1. The person is identified, and their whole footprint is listed first — every place their data appears, with counts — so both sides know what is about to happen.
2. The person is either anonymised (recommended: the rows stay, the person's identity does not) or fully deleted. Anonymising is chosen in most cases, because rankings and match results must stay consistent.
3. Memberships and role records are removed. Names and contact details are scrubbed. Accounting records are kept — invoiced licences and fees are retained for the statutory bookkeeping period, as the data protection rules explicitly allow. Old invoices keep working; the person's name is replaced by a "deleted" marker on them.
4. Anything invoiceable but not yet invoiced forces an explicit decision: keep it and still bill the club, or write it off and lose the amount.
5. If the person is a minor, a full delete additionally requires confirmation that the legal guardian has approved.
6. Everything done is recorded, and the person can be sent a written response describing what happened.

A whole tournament's personal data can also be cleared after the event is over — contact support for that.

Person data can be exported to Excel from some admin pages, but not from all of them, and never in bulk from the general search page.

• The Player list page has no export. It is for looking people up, not for taking the register away.
• The Participants page, available to a few federations, has an Export button that produces an Excel file of the people listed, with the columns currently shown plus a licence column. Personal numbers are included only if you are allowed to see them in the first place.
• Team-level and licence-level exports live with those features, not here — see The team roster (name list) and Player licences.

An export is a copy of personal data that leaves Profixio and is no longer protected by its permission rules. Treat the file accordingly: your federation, not Profixio, is responsible for what happens to it afterwards.

Work through this in order.

1. Are you searching the right thing? In an ordinary cup there is no person register — you just type names on the team. If there is no search box, that is why.
2. Search on last name only, and shorten it. The search matches parts of words but does not correct spelling.
3. Wrong club. Most add-player screens only offer your club's people. Some federations give administrators an option to look in another club; ordinary team leaders normally do not get it.
4. No licence. In most federations the list only offers people with a valid licence for the competition. The person may exist and simply not be offered. Sort the licence first.
5. Not logged in with Idrettens ID. In the Norwegian federations that fetch from NIF, the fetch only works when you signed in that way, and only for the club you are the registrar for in NIF. If you are signed in with Idrettens ID but do not have the role in NIF that allows downloading players, the team card tells you so. Get the e-mail address of the club's registration officer in NIF — in practice by contacting the district — and add that person as the team's contact person.
6. Fetched from NIF but nothing happened. Check for the missing-e-mail message. Without an e-mail address in NIF, nothing is created.
7. Only then create the person. If the screen offers Register new person, use it. If it does not, your federation does not allow clubs to create people — contact your district or federation.
8. The person is in the register but invisible to an administrator. The person list only shows people connected to your federation, through a licence or a club membership. Someone who only exists in another federation will not appear.

How people get into the register is decided per federation, not per tournament, and the differences are large.

• Norwegian company sports, volleyball and rugby fetch people from NIF. The team leader must be signed in with Idrettens ID, and can only see their own club's people. Volleyball additionally restricts the pick lists to people that came from NIF, so a hand-typed person will not be offered even if it exists.
• Swedish federations receive their people from the national member register instead of searching for them. Clubs do not normally create people at all; if somebody is missing, it is a membership question for the club's own member system. See Member sync from the national register.
• A few smaller federations let team leaders create people directly on the team, because there is no national register to read from. Others deliberately switch that off and let only federation staff create people, from the club member list or the Participants page.
• Norwegian volleyball and beach volleyball treat the players as the team in individual and pair classes, and use a longer self-registration form with its own duplicate warning.
• Three federations have the full Player list search page. The rest administer people only through their clubs.

Whether a person may actually play, once they exist, is a completely separate question of licence, transfer and eligibility rules, and much of that is federation policy that Profixio only records rather than enforces. See Player licences and Playing rights and eligibility.