Authorized Pickup (AP) information can change through many workflows in the system, and many of those workflows are disconnected from the registration data where that information is needed and can become outdated or incorrect. This is where Authorized Pickup Syncing, or Relationship Syncing, helps keep that data up to date automatically based on normal user interactions.
That means when an authorized pickup is added, removed, or has their information updated, by staff or members, these changes will sync into relevant registration data. Rosters, reports, and information sheets all reflect the newly updated registration data due to these syncs.
As mentioned, both staff and members can cause a relationship sync, but they are handled slightly differently for a few reasons.
A sync will be immediate for when staff make any change regarding a Participant's list of Authorized Pickups (APs) or the information on an AP member's profile. This helps provide a reactive state while staff are working.
For members, however, these updates will queue, instead of trigger, a sync to run during a nightly cron. This delayed sync helps to avoid over-taxing the system during a registration drive, or other high traffic scenarios.
Another difference between how the system handles staff and member input differently regarding AP info relates to Extra Fields. These are data fields that can be requested through the question setup on a Program or Division. These optional fields include the Address, City, State, Zip, and any association specific Member Meta values.
How registration data stays current
Every program registration carries its own snapshot of each Authorized Pickup's info, and that snapshot is what gets pulled into rosters, the printable registration sheet, attendance tools, and reports. The AP's member profile is the source of truth, so the sync's job is to walk through every applicable registration any time that profile changes and rewrite the snapshot to match.
The everyday flow looks like this:
Someone edits an AP, by adding them, removing them, or updating a field on their profile.
Core checks whether the change is one a registration would actually care about.
If it is, a sync runs (immediately for staff input, on the nightly cron for member input) that refreshes the cached AP info on every applicable registration.
The updated info shows up the next time staff or members view a roster, pull a sheet, or run a report.
Of note: Past registrations are not updated retroactively. The sync only touches registrations whose session have not ended yet. Once a session is over, the AP info on that registration is frozen as a snapshot of what was current at the time, so closed sessions stay an accurate historical record of what staff were working with.
Which fields trigger a sync
Not every profile edit is worth syncing across registrations. Core only kicks off a sync when a field that an active program actually uses has changed:
Field on the AP's profile | When a change triggers a sync |
First Name, Last Name, Birthdate, Primary Phone, Email | Always. These are core AP fields every registration carries. |
Home Address, City, State, Zip | Only when at least one open program or division has the Extra Fields option enabled in its question setup. |
Member Meta values (association-specific fields) | Only when at least one open program or division asks for that specific Member Meta value as a question. |
Adding or removing an AP on a Participant always counts as a change worth syncing, regardless of which fields are in play.
Where a member makes the edit matters
Staff edits sync the same way no matter where staff are working: the participant's registration, the AP's member profile, the relationships modal, anywhere AP info can be touched.
Member edits split into two paths, depending on where the edit was made:
From their member account page (editing an AP from the relationships area on a relative's account, or their own info), the change is saved to the AP's profile immediately, the same as it always has been. A relationship sync then queues to run on the nightly cron so each affected registration's cached snapshot gets refreshed. No staff review is needed.
During a program registration (filling in or editing an AP's Extra Fields on a registration screen), the values are not written through to the AP's profile at all. They are captured as pending member-submitted updates for staff to review on the participant's registration. Until staff apply or dismiss them, the AP's profile and the registration data stay as they were.
The split exists because the member account page is a deliberate edit on a profile the member is responsible for, while the registration workflow is a one-shot data entry where it's easy to accidentally pick the wrong AP, paste something messy, or leave a typo. The review step keeps that registration-time noise out of the source-of-truth profile and out of every other registration the AP is attached to.
Reviewing member-submitted updates
When a member edits AP Extra Fields during registration, staff will see a Pending Member-Submitted Authorized Pickup Updates section on the participant's registration.
Each row shows the AP, the field, the current saved value, what the member typed, and an editable Value to Apply input prefilled with the member's input.
Apply
Click Apply on a row to save the value in the input box to the AP's member profile.
If you leave the input alone, you're accepting exactly what the member submitted.
If you edit the input first (to fix a typo, normalize formatting, etc.), Core applies your edited value and marks it as staff-modified so it's clear later that you corrected the entry.
Apply All uses whatever's currently in each row's input box, so you can tweak a few rows and apply them together.
Applying writes the value through to the AP's profile, which then triggers the same immediate sync any other staff edit would, so the new value lands on every applicable registration right away.
Dismiss
Dismiss (single row) or Dismiss All discards the member's submission without changing the AP profile. Use this when the member selected the wrong AP, entered garbage, or the change shouldn't be made.
The section disappears once everything in it has been applied or dismissed.
Notices on member profiles
You don't have to go hunting for pending updates. Core surfaces them in two places.
On the participant's profile, a banner lists every registration that has pending AP updates, with direct links to the registration and a Dismiss All button.
On the Authorized Pickup's own profile, a banner lists every participant registration with a pending change involving this AP, so whoever is looking at the AP's record knows there's something waiting elsewhere. The banner has a Hide notice button (per-staff-user); it will come back on its own if a new pending change shows up later.
While a sync is running
Syncs are usually quick, but for a member with a lot of registrations or a lot of APs they can take a minute or two to finish. While one is in flight, anyone opening that member's program registration page or the printable registration sheet will see a small notice that the member's Authorized Pickup relations are currently being synced and to reload in a few minutes for the latest info.
You don't need to do anything when you see it. The notice clears itself once the sync finishes (or after an hour, as a safety net), and reloading the page will show the updated AP info as soon as the sync is done. It's there mainly so staff don't accidentally trust stale data on a roster or sheet pulled mid-sync.
Pending Authorized Pickup Field Updates report
Under Reports → Programs, the Pending Authorized Pickup Field Updates report lists everything waiting for review across the branch (or all branches), gathered from every participant registration with a pending member-submitted change. Each row links straight to the registration so you can apply, edit, or dismiss without hunting through individual profiles.
Use this as your backlog view. It's the fastest way to see what needs attention, and it's the right place to start when you want to do a focused "let's clean up pending AP updates" pass for the day or the week.