You can access the module in Administration > Consents and GDPR.
Instead of using paper forms for organization registrations or consents for taking photos, you can create electronic consents on the platform. You can set various parameters for them, including who they are intended for or whether the consent is given by a member or their representative. Once activated, the consent will be required during the next login by the member/representative on the platform. For each consent, you can always check who has or hasn’t given it, when, and from what IP address. You have all the essentials you need to prove the consent was granted.
The main consent for the organization, which must be granted for a member to be able to function in the organization/platform at all. If you have one, fill in its text and activate the consent.
You can create any custom consents at any time. For these, you can set all the parameters described below. Such a consent can be activated and deactivated at any time, as well as collected from members who have not yet provided it.
Click on the button with the icon “+”.
Then choose a name and an internal name for the consent.
Write the consent text in formatted text form.
In the Consent Settings block, you can
Choose the organizational unit, for which the consent will be intended. If no organizational unit is selected, it will apply to the whole platform/organization. You can define different consents for each organizational unit.
You can check the checkbox Require consent to access the platform – consent will be required for a member to participate in your platform. If not checked, members can express their disagreement and still proceed to the platform.
Require additional confirmation via email – check this option if you wish to enable double-opt-in, meaning a confirmation of consent sent to the member’s email to ensure it’s genuinely submitted by them.
Validity of consent – in years
Next, determine who will grant the consent:
member or representative – both are eligible
member
representative
according to age for data updates – default is set to 16 years
according to the decisive age – default is set to 19 years
You can read what the ages mean in a separate article:
Troubleshooting: Member access vs. representative
The platform differentiates between member and representative access. It also provides solutions for cases where the representative is also the member or has multiple children in the club. How to properly manage member and representative access?
Require from age: Set the age range for members for whom this consent will be required.
Enable consent withdrawal – allows a member/representative to withdraw their consent anytime from their Profile.
Member Profile
On the Profile screen, you can find all your personal information in one place. You can also edit it and submit it for approval to the management.
Save the configured consent by clicking Save.
Click through to the created consent and you'll see its details with the option to edit.
In the tab Settings you can see the parameters you created for the consent.
In the tab Member consents you'll see a list of members who have either granted or not granted their consent, with all the relevant details including the consent version.
Using the search bar, you can search through consents by name or IP address.
Using the button Advanced filtering you can filter consents by selected criteria:
Consent expiration – display granted consents based on their validity status – either those still valid or those that have already expired.
Consent status – display consents based on their status – waiting for verification, granted, not granted, revoked. You can select multiple options. It's also possible to list consents that have no status.
Teams – display consents of members who are listed in the roster of a specific team. You can select multiple teams as well. It's also possible to choose whether you want to filter only regular members, team admins, or both.
In the tab Consent versions you can see individual versions in the history of the consent.
In the consent details, click Edit and edit whatever you need.
Under the field Consent Text you can check the option Save as a new version of consent. Use this if you want to preserve version history instead of changing the consent text without notice.
You can also check the option Require everyone to accept the new consent text again, if you want to enforce the new version of consent for everyone who accepted the previous one.
In the list of consents, you can perform the following actions:
Sorting consents: You can sort consents in the list using the "drag-and-drop" function. Grab the left edge of the consent row and move it to the desired spot in the table.
Right-click on a consent or use the context menu (3 dots) to access the following options:
Consent details
Edit
Change history – list and details of all changes and modifications of the item
Delete – the consent will disappear along with all its records!
Switch Active – you can easily activate or deactivate individual consents. A deactivated link will immediately stop being required from members.
Permissions for management: To manage Consents and GDPR, write access to the Consent module is required.
Change history: Users with access to the Logs module can view the history of all changes made to any record.
