A clean contact database means fewer billing problems, fewer missed communications, and a clearer picture of who is actually active in your club. Work through these four checks a couple of times a year — each links to the full guide.
1. Merge duplicate player accounts
Players sometimes end up with two profiles — one created by a parent at signup, one created by an admin invite. Filter Contacts by Role = Player, sort by name, and merge or archive the duplicate.
See Manage duplicate player accounts for the full flow and the rules that decide which two profiles can be merged.
2. Check that parents haven't joined as players
Occasionally a parent signs up as a player by mistake — usually visible as an adult date of birth in a youth group. Sort the player list by Date of Birth to surface them.
See Check if players have connected parents for the matching audit on the parent side.
3. Connect parents to players who don't have one
Players under 18 should have at least one parent connected so the parent can receive communications and handle billing. Filter Contacts by Role = Player and Parent Connection = Doesn't have a connected parent, then reach out to the families.
4. Add billing emails where they're missing
When a parent signs up through Apple ID (or any email-relay service), 360Player only sees a relay address — not their real one. Without a real billing email, invoices can't reach them.
About virtual contacts. Many of the contacts you'll touch during these checks are virtual — created by an admin, with no login of their own. They're marked with a key icon. See Create a virtual contact for what virtual contacts can and can't do.