Managing Collected Data

Once you've configured Data Collection fields, groups can submit their information. This guide covers how to review submissions, manage approvals, and work with the collected data.

How Groups Submit Data

Groups complete Data Collection fields in two ways:

Fields with "Collect at Membership" enabled appear during the membership purchase process. Groups must complete required fields before finishing checkout.

Through Group Settings

Groups can update their data at any time by:

Navigating to their group page
Accessing their group settings
Finding the Data Collection sections
Updating field values
Saving changes

Viewing Collected Data

Group-by-Group View

To see data for a specific group:

Navigate to your organization
Go to Groups
Click on a group name
View their submitted data in the group profile

Data Collection Reports

To see data across all groups:

Navigate to your organization
Go to Reports > Data Collection
Select the fields you want to view
Export the data as needed

Managing Approval Requests

When fields have "Approval Required" enabled, group changes don't take effect immediately. Instead, they're submitted for your review.

Pending Changes

Pending changes appear with a "Pending" indicator. The current value remains in effect until you approve the change.

Approving Changes

Navigate to the group's profile
Find the field with a pending change
Review the proposed new value
Click Approve to accept the change

The new value becomes the current value immediately.

Rejecting Changes

Navigate to the group's profile
Find the field with a pending change
Review the proposed value
Click Reject to decline the change

The pending value is removed and the current value remains unchanged. The group can submit a new value if needed.

Approval Notifications

When groups submit changes that require approval, you'll receive a notification. For more information on managing these notifications, see Managing Groups.

Editing Data as an Administrator

Organization administrators can edit any field, regardless of the group access settings:

Navigate to the group's profile
Find the field you want to edit
Update the value
Save changes

Administrator changes take effect immediately without requiring approval.

Data in the Judge App

Fields with "Show in Judge App" enabled appear to judges when they're scoring that group. This provides judges with relevant context during adjudication.

Common fields shown to judges:

Show title
Director name
Group description
Performance notes

Judges see the current value, not pending changes. Ensure you approve important updates before events.

Exporting Data

Export Options

From the Data Collection Reports page:

Select the fields to include
Choose groups to include (all or filtered)
Click Export
Download the CSV or Excel file

Export Use Cases

Membership rosters - Export member counts and contact information
Compliance tracking - Export insurance status and document submission dates
Event preparation - Export show titles and director names for programs

Data Retention

Active fields: Data is retained indefinitely while the field exists
Archived fields: Data is preserved but hidden from groups
Removed fields: Data is permanently deleted

Recommendation: Archive fields instead of removing them to preserve historical data for reporting purposes.

Clearing Data

You can clear all responses for a specific field without removing the field:

Navigate to Settings > Group Fields
Click on the field name
Click the dropdown arrow next to Archive/Reactivate
Select Clear Existing Data
Confirm the action

This is useful for:

Starting fresh for a new season
Resetting test data
Clearing outdated information

Warning: This permanently deletes all group responses for the selected field.

Seasonal Considerations

New Season Preparation

At the start of each season, consider:

Review existing fields - Are all fields still relevant?
Archive obsolete fields - Hide fields no longer needed
Clear seasonal data - Reset fields that need fresh responses
Update requirements - Modify fields for new season rules

Carrying Data Forward

Some data naturally carries forward (director names, group info), while other data needs annual updates (insurance certificates, membership counts). Configure your fields accordingly:

Persistent data: No action needed
Annual data: Enable "Collect at Membership" to require new submissions each season
One-time data: Collect once and let it persist

Troubleshooting

Groups Can't See a Field

Check the Group Access setting (must be Read or Write)
Verify the field is not archived
Check Restrict Division Access settings if enabled
Ensure the section containing the field is active

Groups Can't Edit a Field

Check the Group Access setting (must be Write)
Verify the field and section are both active
Check division restrictions if enabled

Changes Not Appearing

Check if Approval Required is enabled (changes may be pending)
Verify the group saved their changes
Refresh the page to see updates

Data Missing from Judge App

Verify Show in Judge App is enabled for the field
Ensure there's a current value (not just a pending value)
Check that the judge app is synced