Data Collection Overview

Data Collection allows you to create custom fields to gather information from your groups. Use this feature to collect membership details, show information, contact details, or any other data you need from groups participating in your organization.

Also known as: Custom Fields, Group Fields, Reporting Fields

What is Data Collection?

Data Collection gives you the ability to create custom forms that groups fill out. You can:

• Collect any information you need from groups (membership counts, show titles, director names, etc.)
• Organize fields into sections for better usability
• Control access levels to determine what groups can see and edit
• Require approval for sensitive changes
• Restrict by division to show different fields to different group types
• Display in Judge App so judges see relevant group information

Accessing Data Collection Settings

1. Log in to CompetitionSuite as an organization administrator
2. Navigate to your organization
3. Click the Settings gear icon in the top navigation
4. Select Group Fields from the left sidebar under "Data Collection"

You must have the Setup permission to access Data Collection settings.

Key Concepts

Sections

Sections are containers that organize your fields into logical groups. For example, you might create:

• "General Information" for basic group details
• "Show Details" for performance-related information
• "Contact Information" for communication details

Fields

Fields are the individual questions or data points you want to collect. Each field has:

• A name displayed to users
• A type (text, number, checkbox, file, etc.)
• Access settings controlling who can view and edit

Access Levels

Fields can have different access levels:

How Groups Submit Data

When you create writable fields, groups can submit data through their group management page. The submission process depends on your settings:

1. Without Approval Required: Changes take effect immediately
2. With Approval Required: Changes are submitted for your review before becoming active

Quick Links

• Creating Sections
• Creating Fields
• Managing Collected Data

Common Use Cases

Membership Information

Collect membership counts, fee totals, and roster information during the membership signup process.

Show/Performance Details

Gather show titles, music information, and performance details that judges can view in the Judge App.

Compliance Documentation

Require groups to upload insurance certificates, waivers, or other required documents.

Division-Specific Requirements

Create different fields for different divisions (e.g., scholastic vs. independent groups may have different requirements).

Need Help?

• Submitting Group Data Required by Your Organization - Instructions for groups
• Setting Up Season Memberships - Collecting data during membership signup