Players registering themselves and being approved
How somebody outside the organiser's office gets players onto a team with the team's player registration link, and how the organiser reviews the two registrations that need a decision — an over-age player and a guest player. Also what a player account is and what a player sees when they sign in.
Looking for something else? Messages, e-mail and SMS to teams and participants Preparing a match in the electronic match protocol The Profixio app on your phone
Profixio has no public "sign me up as a player" form. Nobody can walk in off the tournament's website, type their name and end up on a team. A player gets onto a team in one of two ways: somebody with access to the team types them in, or somebody with access forwards the team's player registration link to whoever should fill the list in — a parent, the players themselves, a coach who is not registered as a contact person.
What is reviewed and approved is not the person, but two specific claims a registration can carry:
- the player is over age for the class the team plays in, and
- the player is a guest from another club.
Both are ticked on the player's own line, both can carry an uploaded document, and both park the registration in a queue where the organiser accepts or rejects it. Everything else on the list goes straight in with no approval step.
This whole page applies to tournaments that keep their own player list — the ordinary cup setup where names are typed in. Federation series that build their squads from the central person register have no over-age box, no guest box and no approval queue; eligibility there is decided by licences and playing rights instead.
Parental consent for young players is collected by the federation or the organiser, according to the federation's rules.
There is one age rule, and it is about visibility, not consent. In tournaments run in Norway, a player who is under 13 at the start of the tournament is hidden from anyone who is not connected to their team. The organiser and the team itself see the player normally; other visitors do not. The age is worked out from the year of birth against the tournament's start year, so it is a rough cut-off rather than a birthday-exact one. Tournaments outside Norway have no such rule and show all players.
Send a team's registration link to the people who should have it, and no further.
Contact Profixio support to delete a person's data afterwards.
- Building the team list itself — adding people one by one or in bulk, roles, shirt numbers, squad limits, the player deadline and chasing missing names: see The team roster (name list).
- Players from the central person register — searching for a person, players from another club or another country, and how those rosters differ: see The team roster (name list) and The person registry.
- Whether a player is allowed to play — licences, transfers, playing rights and age limits: see Player licences and Playing rights and eligibility.
- Picking who plays a particular match — line-ups, starters and team sheets: see Match protocol setup.
- Signing in, creating an account, one-time codes and choosing which role you work in: see Accounts and signing in.
- The player settings pages themselves, and every other tournament setting: see Tournament settings.
- Registering the team in the first place, and everything else on the team: see Registering a team for a tournament and Managing a registered team.
- Bulk e-mail and SMS to participants: see Communicating with participants.
For other roles
Every team in a tournament has its own player registration link, which opens that team's list of players so people can be added, changed and removed.
What happens when it is opened. The link opens the team's page in that tournament with the players tab open.
Passing it on. The link is meant to be forwarded. A team leader can send it to a parent or to the players so they enter their own details. Send the link to the people who need it.
Important limits.
- If the address is wrong or damaged in transit you get a "page not found" with a message that the URL is not correct. There is no way to repair it — ask the organiser to send the reminder again.
- The link does not get past the player deadline. From the day after the tournament's deadline for registering players, the page says "The deadline for registering players has passed." with the date, and the buttons for adding and editing people are gone. Organisers with name-list or team-editing rights are not stopped.
How it is sent. The organiser sends it from Registrations → Players for each team, a page headed Navneliste ("Name list"). Pick a team, or several, and press Send to teamleader — the button describes itself as sending an edit link to the team leader. The mail (or SMS) goes to the team's registered contact people. The default subject is "Please update the list of players for %teamname%" and the default message "Dear teamleader, please use the following link to register players for your team."; both can be rewritten before sending. The mail contains the team's current list of names and a Change players button, which is the link. Nothing is sent automatically — somebody has to press the button.
Open the team's players tab and add a person. What the form asks for is decided by the organiser, so two tournaments rarely look the same. Only three things are always there:
- Role on the team — player, team leader, coach, referee or parent. It defaults to player. Only lines marked as player count towards the team's maximum and only they can be flagged as over age or as a guest.
- First name and last name — both required.
Everything else is optional and switched on per tournament:
| Asked for | When |
|---|---|
| Shirt number | Always shown; required only where the class demands shirt numbers |
| Year of birth, or full date of birth | When the organiser asks for birth details. Each can be optional or required. Year of birth must be four digits, between 1900 and last year |
| Phone number | When the organiser asks players for a phone number |
| Staying at the accommodation | When the organiser asks players whether they sleep at the tournament accommodation |
| Food needs and a free-text field for other food information | When the organiser collects food information. The free text holds up to 255 characters |
| Extra questions | Any custom questions the organiser has built for players |
The organiser can also put a block of instructions at the top of the form — it appears on a yellow background above the fields.
Saving. The save button keeps you on the form so you can enter the next person straight away. Remove player deletes a line after a confirmation. Cancel closes the form without saving.
Entering a whole squad at once. Where the organiser has switched on speed register, the add-player form opens as a block of empty name rows instead, and the block keeps growing as you fill it in. That is described on the team roster page.
Classes in a cup usually have a birth-year limit. When you enter a player born before that year, Profixio does not refuse the registration — it asks you to declare it.
The tick box. A box labelled "The player is too old" appears on every line whose role is player — not on coaches, team leaders, referees or parents. Ticking it is voluntary: you can declare an over-age player yourself at any time.
Profixio forces the declaration in one case. If the tournament collects the full date of birth, the team's class has a birth-year limit, and the date you entered is earlier than that limit, then the box becomes compulsory — you cannot save the line without ticking it. Where the tournament only asks for the year of birth, or asks for no birth details at all, Profixio never checks and never forces anything; the box is still there to tick if you want to declare it.
Documentation. Once the box is ticked, an upload button appears next to it for the dispensation paperwork. Uploading is optional as far as the form is concerned, but organisers normally expect it — until something is uploaded the form says so. After upload, the document becomes a link the organiser can open, labelled "Player: Click to see too old documentation:".
The player stays on the list and is visible to the team the whole time. Nothing is hidden or blocked while an application is pending.
Afterwards. The player's line carries a small grey badge marking them as over age. The badge stays whether the application is accepted or rejected.
What creates the application. It is the automatic age check, not the tick box. When Profixio works out that the player is older than the class allows, the registration is marked Need processing and an application e-mail goes to the tournament's own e-mail address, saying which team, which class and which club is applying and confirming that the information is correct.
Ticking the box on a tournament that only asks for the year of birth marks the player as over age on the list, but does not open an application — there is nothing for Profixio to check against. If your tournament grants age dispensations, collect the full date of birth.
A guest player is somebody borrowed from another club for this tournament. It is declared the same way as an over-age player, on the player's own line.
- Tick the box labelled "Player is guest player". It is shown only on lines whose role is player.
- Fill in the guest club — the player's own club. This is required and must be at least two characters; you cannot save without it.
- Upload the loan agreement or whatever documentation the tournament asks for. The form tells you when nothing has been uploaded yet; once it has, the organiser gets a link labelled "Player: Click to see guest documentation:".
What happens on save. The registration is marked Need processing and waits for the organiser. Unlike the over-age case, no e-mail is sent to the organiser automatically — the request only shows up in their players list. If the tournament is small or the organiser does not check that list, tell them by other means that a guest is waiting for a decision.
Afterwards. The player's line shows a grey badge with the guest's home club in it, so everyone reading the team list can see where the player comes from.
Everything registered for every team ends up in one table: Registrations → Show all players in the tournament administration. Its heading is List of players.
The menu entry only exists for tournaments that keep their own player list, and only for users who have one of the name-list permissions (view, edit, food list or emergency-services list). Tournaments whose squads come from the central person register do not have this page at all.
Reading the table. One row per person, per team. Alongside the obvious columns — team, club, class, shirt number, role, first name, last name, phone, date of birth — the columns that matter for approvals are:
- Status — one of OK, Need processing, Accepted, Rejected.
- an over-age tick, with a download link to the dispensation document beside it,
- a guest tick, with a download link to the guest document and the guest club next to it,
- a dispensation-player tick, which is filled in from elsewhere and is read-only here.
All the tick boxes in this table are display-only. You cannot approve a player by clicking one.
Narrowing it down. Above the table there are filters for Categories, Clubs, Roles, Is overage and Is disp, plus Allergies where the tournament collects food information. Every column can also be searched individually, including the status column — search for Need processing to see everything waiting for a decision.
Getting it out. The table exports to Excel, and the export follows exactly what you have filtered and sorted on screen, not the whole database.
Decisions are made from the players list. Only rows currently on Need processing can be decided; a row that is already accepted or rejected is skipped quietly, and if nothing in your selection was pending you get the message "No data to process".
Deciding several at once. Tick the rows you want and use the two buttons above the table:
| Button | What it does |
|---|---|
| Accept | Sets the rows to Accepted. Tell the team yourself if needed |
| Accept and send email | Sets the rows to Accepted and mails the team |
| Reject | Sets the rows to Rejected. Tell the team yourself if needed |
| Reject and send email | Sets the rows to Rejected and mails the team |
The two "and send email" options are greyed out when the tournament is not allowed to send e-mail — typically because the tournament is finished or has no sender address.
These four buttons only appear when the tournament shows the full date of birth on the player form. That is the same setting that makes the over-age box possible. If a tournament only asks for the year of birth, guest registrations can still be created and will sit on Need processing, but the bulk Accept and Reject buttons are hidden. See the checklist below.
Deciding one guest, with a reason. On a guest row that is waiting, a small action menu appears at the start of the row, described as "Accept/reject with comment for guest player". It offers Accept with comment and Reject with comment. Both open a box where a comment is required, and both always send an e-mail — the comment is included in it. These two are also greyed out if the tournament cannot send e-mail.
There is no comment option for over-age applications. If you want to give a reason for an over-age decision, send it separately.
No decision is irreversible in the sense of blocking play — the status is a record of the organiser's decision. To act on a rejection, have the player removed from the team's player list and let the team know.
No e-mail about an accepted or rejected player leaves unless outgoing e-mail is switched on for the whole tournament. That is the tournament-level Include SMS-module setting, which gates all mail from the tournament, not just these letters. See "Communicating with participants" for how it is turned on.
When you choose one of the "send email" options, the mail goes to every contact address registered on that team — not to the player. Each recipient gets their own copy, and if the tournament is set to copy its own address on outgoing mail, the tournament's extra address is copied in too. Every send is written to the team's event log, so you can see afterwards who was told and when.
What the mail says depends on which kind of registration it was.
Guest player. A short confirmation that the named player from the named team either is or is not approved for use in the tournament, with your comment underneath. The rejection wording says the reason is that the arrangement does not meet the tournament's player rules.
Over-age player. A longer, formal letter. The approval confirms the dispensation is granted "in accordance with the tournament rules, which follow NFF's Breddereglement", and reminds the club that in 5-a-side, 7-a-side and 9-a-side football only one over-age player may be used per match and that a valid district dispensation must be produced on request. The rejection says the sporting committee has turned the application down, cites the same rulebook, and adds that the team is still welcome in the tournament.
Read that last part carefully before you use it: the over-age letters are written for Norwegian football and are sent word for word to every tournament, whatever the sport or country. See "Differences per sport and federation".
Both letters are sent in Norwegian regardless of the reader's language.
All of these live in the tournament administration under Settings → Player Settings, except the deadline.
| Setting | What it does | Also means |
|---|---|---|
| Hide players | Turns player registration off for the whole tournament | No player registration link is offered, no player list is shown, and the players page disappears from the menu. Use it for tournaments that only need teams |
| View player's date of birth — Hide / Show / Mandatory | Whether the player form asks for birth details at all, and whether it is compulsory | On Hide there is no over-age check, because Profixio has nothing to compare against the class |
| Show date of birth | Asks for the full date of birth instead of just the year, and shows it in administration | This is what makes the approval machinery usable. Without it Profixio never compares a player against the class age limit, and the Accept / Reject buttons in the players list are hidden — even though guest registrations can still pile up waiting |
| Information text for players | Free text shown above the New player form | Use it for tournament-specific instructions, for example what documentation a guest player must upload |
| Ask players for a phone number | Adds a phone field | |
| Ask players about food | Adds the food checkboxes and the free-text food field | Also adds the food columns and the Allergies filter to the organiser's players list |
| Ask players to register if they stay at the accommodation | Adds a Staying at the accommodation tick box | Feeds the meal and lodging reports |
| Speed register | Opens the add-player form as a block of empty rows | Meant for entering a whole squad in one go |
| Extra fields for players | Custom questions on the player form | The answers become extra columns in the players list and in the Excel export |
| The player deadline (Settings → Deadlines) | Date after which teams may no longer change their player list | From the day after, the registration link opens the list read-only. Organisers with name-list or team-editing rights are never blocked |
Class settings matter too. The over-age check compares the player's birth year against the birth-year limit on the class the team is registered in. A class with no birth-year limit can never produce an over-age request.
Sending e-mail must be possible for the tournament before any of the "send email" and "with comment" actions can be used.
Work down the list.
"I have players on Need processing but there are no Accept / Reject buttons."
- Check Settings → Player Settings: Show date of birth must be on. The bulk Accept and Reject buttons are hidden without it — even for guest players, who do not otherwise depend on birth dates.
- If the request is a guest, look for the small action menu at the start of the row instead. It only appears on guest rows that are still waiting.
"Accept with comment is greyed out." The tournament cannot send e-mail — usually because it has finished, has been cancelled, or has no sender address. Use the plain Accept button, which does not need e-mail.
"I pressed Accept and nothing happened / I got 'No data to process'." None of the selected rows was on Need processing. Rows that are already Accepted, Rejected or OK are skipped.
"There is no players page in the menu at all."
- The tournament may have player registration switched off (Hide players).
- The tournament may build its squads from the central person register rather than its own list — those tournaments have no players page and no approval flow.
- Your login may not have any of the name-list permissions.
"A team says the registration link is not working."
- Check the player deadline. After it, the list is read-only for teams.
- Check that the link was not damaged by the mail client. A damaged link gives "page not found" and the message that the URL is not correct.
- Re-send the reminder from Registrations → Players for each team. If the link arrives damaged again, copy the address out of the mail and send it as plain text.
"A guest player was registered and nobody noticed." That is expected: guest registrations do not e-mail the organiser. Only over-age applications do. Check the players list, filtered on the Need processing status.
A name on a cup team list is not an account. It is just a line on that team, and it gives the person nothing to sign in with.
A player account is something else: a person in a federation's register who signs in to Profixio with their own e-mail address and picks their player role. That role only exists where the federation runs its series and licences through Profixio.
When such a person signs in and chooses their player role, their My Profixio page shows:
- their account details,
- their own licences, where the federation lets players buy licences themselves, with what they hold and what they can renew,
- the series and tournaments they are registered in, with the teams they are on — the most recent 50.
That is the whole of it. A player role does not give access to team administration, does not let them edit their own line on a cup team list, and does not show them anything about approvals. Guest and over-age decisions never reach the player directly; they go to the team's contact people.
Following teams and players as favourites, and match feeds and notifications, are features of the Profixio app and are open to anyone, account or not.
The mechanics of registration and approval are the same everywhere. Two things are not.
The over-age letters are Norwegian football letters. The approval and rejection wording sent for an over-age application is fixed text that quotes the Norwegian Football Federation's Breddereglement and gives 5-a-side, 7-a-side and 9-a-side rules. It is the same text for a handball cup in Sweden or a volleyball tournament in Norway. There is no per-tournament or per-federation version, and it cannot be edited from the settings. If that wording does not fit your event, use the plain Accept and Reject buttons, which send nothing, and write to the team yourself.
The whole flow only exists on tournament-owned player lists. Federation series that build squads from the central person register have no over-age box, no guest box, no approval statuses and no players list of this kind. Whether a player may play there is answered by licences, playing rights and transfers instead. Which system a tournament uses follows from the federation, the sport and whether any class is streamed; if a tournament uses the wrong one, ask your federation or district administrator.
The under-13 visibility rule applies to tournaments in Norway only.
Anything beyond this — how many over-age players a class may use, what documentation a guest must produce, whether guests are allowed at all — is your own competition rule. Profixio records the declaration and your decision; apply your own competition rule when you decide.
See also
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