Cityspan’s youth participant pages include a variety of valuable fields allowing programs to record and track youth registration, assessment, and enrollment data. Recording complete and accurate participant information is essential to tracking participation patterns within the current program session and over time. There are two methods of adding participant data: manually and through an upload. Review the tabs below to learn how to add participant information to the database.


Required Participant Data

There are a few pieces of participant information that must be recorded in Cityspan:

  • First and Last Name
  • Date of Birth
  • Consent Status (BASB Measurement Consent Form)

We also recommend that programs add the following data on their students:

  • Race
  • Gender
  • Grade
  • Zip Code

Manually Adding Participant Data

Recommended to mitigate participant data duplication, or when adding staff or new youth. Remember to add date of birth and the status of the participant’s BASB Measurement Consent Form when inputting youth data.


Uploading Participant Data

Recommended for programs that serve a large number of youth, the participant upload can be done to save staff time at the start of the data collection cycle. Remember to add date of birth and the status of the participant’s BASB Measurement Consent Form in addition to first and last name in the upload form.



Participant Upload Template

Participant Upload Directions


Accessing Participant Data

Throughout your program, the youth participant profile pages can be accessed for contact information, enrollment history, and survey results.


Template to Upload Participant Data:

Participant Upload Template


Directions to Use the Participant Upload Template:

Upload Template Directions


Tips to Keep Participant Data Clean – Verify the following information before adding new youth to Cityspan:

  • Date of Birth
  • Person ID (if applicable)
  • First and Last Name (e.g. nicknames, spelling, spaces)