Purpose
Use this article to:
Use this article to learn how to search for people, registrations, and memberships using Quick Search.
Best Way to Learn
Choose your preferred format:
🎥 Watch the narrated walkthrough video
📄 Read the step-by-step guide with screenshots
Overview
Use Quick Search to find people and records across your system from one place. You can search for profiles, registrations, and memberships without navigating through multiple menus.
You can start a search at any time using the Quick Search bar in the Top Navigation menu. After you submit a search, your results automatically open in the Quick Search tab, where you can review and act on them.
Quick Search is especially useful when you need to:
- confirm whether someone is registered,
- update a member’s information, or
- look up a past registration or membership.
Start a Search
Option 1: Use the Top Navigation Menu
From anywhere in the admin interface:
- Select the Quick Search bar in the Top Navigation menu.
- Enter your search value (for example, a name or email address).
- Press Enter.
Your results will automatically appear in the Quick Search tab.
Option 2: Use the Quick Search Tab
You can also open the Quick Search tab directly and enter your search there.
What You Can Search For
You can search using one main value and optionally refine it with a second filter. Supported search inputs include:
- Name
- Email address
- Date of birth
- Address
- Postal code
- Phone number
- Member number
Some fields are validated before the search runs:
- Date of birth must be entered in a valid format (for example, YYYY-MM-DD).
- Phone numbers must follow valid phone number formatting.
If a value is invalid, you will be prompted to correct it before the search is submitted.
Example Searches
Parent calls about a registration
A parent contacts your provincial sport organization asking if their child is registered for a spring skills clinic.
You can search by the athlete’s last name or the parent’s email address and immediately view the registration record.
Coach needs their membership updated
A coach says their coaching membership is missing from their account.
You can search by email address or member number and open their membership record to confirm or update it.
Two athletes with the same name
You have two players named “Alex Martin.”
You can search by name, then refine using date of birth or postal code to identify the correct profile.
View Search Results
After you submit a valid search, results appear on the same page in up to three sections:
Profiles
Profiles represent individual people in your system.
- Every person has a profile.
- A user account includes a profile for the account holder and may also include linked profiles (for example, dependents).
- Profiles for non-family members can be linked to a user account, which helps avoid duplicate profiles when club or team administrators register participants.
Registrations
Shows all events and programs associated with a specific profile (individual), such as camps, clinics, or competitions.
Memberships
Shows all memberships associated with a specific profile (individual), including annual, 365-day, or other membership types.
Each section:
- displays up to five results at a time,
- includes pagination controls to browse additional results, and
- uses consistent columns such as name, date of birth, and email, along with context-specific fields like event name, membership organization, or status.
If no matches are found, you will see a No results found message.
Open and Work With Records
Each search result includes links to the existing system so you can open full records and complete detailed tasks.
How to Open a Record
You can open records in two ways:
- Select the external link (square arrow) icon to open the full record in a new browser tab.
- In some columns, the text itself is clickable and opens the related page.
All external links open in a new browser tab.
What Opens When You Click a Result
Profiles
Link opens: Profile Identity Details page
This page shows the person’s core identity information (name, date of birth, gender, and email) and their linked user account. From here, administrators can view and manage:
- memberships
- registrations
- notes
- official cards
- other related records
This is the primary place to update an individual’s profile and access everything associated with that person in one view.
Registrations
Link opens: Event or Club registration details page
(for example: Spring Competition 20YY)
This page shows the participant’s information, the related event or organization, and the registration status. From here, administrators can:
- edit the registration
- review submitted forms
- view payment and order details
- resend confirmation or follow-up emails
Memberships
Link opens: Membership Details page
(for example: Annual Membership 20YY)
This page shows the member’s personal information, membership organization, status, and membership number. From here, administrators can:
- review membership requirements and waivers
- view purchased products or groups
- update member records
- manage follow-up communications such as emails or documents
Links Within a Result Row
Within a single result row:
- User account fields link to the user account page
- Event names link to the event home page
Membership organization names link to the membership organization home page
This allows you to move directly from search → record → action without re-entering your search or navigating through multiple menus.
Tips for Faster Searching
- Start with an email address when possible — it is usually unique.
- Use date of birth to distinguish between people with the same name.
- Use member number when supporting national or provincial membership programs.
If you receive too many results, refine your search using a second field instead of re-typing the first one.