Open format · version 1.0
Open Youth Registration format: a free, open data format for youth programs
A free, open format for the data youth programs collect at registration: families, children, health information, emergency contacts, pickup rules, consents, programs and payments. Use it to move records between systems, keep a copy you control, or let families bring their information with them.
Why
The same details, on every form
Families retype the same details
Every camp, team and after-school program asks for the same allergies, medications and pickup list on its own form.
Safety details get lost
When records move between spreadsheets and software, the parts that matter most, like a severe allergy or a court order that limits who can pick up, are the easiest to drop.
Switching is harder than it should be
Every system exports something different, so moving to a new one means mapping columns by hand.
What it covers
One format for the whole registration
Family profile
Guardians, children, emergency contacts, authorized pickup, pickup restrictions (including whether a court order is on file) and consents.
family.schema.jsonHealth profile
Allergies with severity and action plans, epinephrine, medications, conditions, dietary and support needs, doctor and insurance.
health-profile.schema.jsonConsents
Emergency care, photos, field trips, swimming and policy acknowledgments, with who signed, when, which version of the text and whether it was later withdrawn.
consent.schema.jsonPrograms and sessions
Ages, grades, dates, days, times, time zone, capacity and prices.
program.schema.jsonRegistrations and payments
Who's enrolled in which sessions, discounts and scholarships, payments, refunds and installments.
registration.schema.jsonExport file
The top-level file that holds families, programs and registrations together.
export.schema.jsonDesign
How it's built
- Family-first: a family profile makes sense on its own, so families can keep it and bring it to the next program.
- Only what programs need: few fields are required, mostly names, IDs and the core of each record, like the allergen or medication name. Collect what your program uses.
- Safety details are structured, not free text: allergy severity, who carries epinephrine and whether a court order is on file are fields, not notes.
- Consents keep their history: who signed, when and on which version of the wording.
- Plain standards underneath: JSON Schema (2020-12), ISO 8601 dates, BCP 47 language tags and E.164 phone numbers where possible.
- Stable IDs: every record has an ID that stays the same between exports, and references point to IDs, so imports update records instead of duplicating them.
- Room to grow: custom fields start with x- and must be kept by software that rewrites a file.
- Spreadsheet-friendly: CSV templates cover the most-used fields, one row per child or per session, and the free converter turns them into the full format.
Files
Schemas, example and templates
JSON Schemas (2020-12)
Example and spreadsheet templates
- example.json (a sample export)
- Participants spreadsheet template (one row per child)
- Programs spreadsheet template (one row per session)
Open the templates in Google Sheets, or in Excel use Data > From Text/CSV and set every column to Text, so phone numbers, ZIP codes and dates aren't changed. Save as CSV UTF-8.
Turn a filled-in template into a validated file with the free registration data converter. Families can make their own file with the free family profile tool.
Privacy
Handle it like the sensitive data it is
This format carries sensitive information about children: health details, insurance numbers and court orders. Treat every file like a medical record. Store it only in encrypted, access-controlled places, share it through a secure link rather than an email attachment, and delete copies you no longer need.
Send each recipient only what they need. A field trip vendor may need names and allergies; a coach's app doesn't need insurance numbers or pickup restrictions.
Pickup restrictions can put a child at risk if they reach the wrong person. Show them only to staff who handle pickup.
Collect only the fields your program uses, and follow the federal and state privacy laws that apply to your program.
Families: your file holds your child's health details. Keep it on a device with a passcode and share it only with programs you're registering for.
License
Free to use, with credit when you republish it
BackPR maintains the format and decides on changes; every version is listed on this page. Anyone can use it, including other software companies. Send a file in this format, or a spreadsheet, to BackPR's free data import.
The specification, schemas and templates are licensed under the Creative Commons Attribution 4.0 International license (CC BY 4.0). Reading and writing files in this format doesn't require credit. If you republish or adapt the specification, schemas or templates, credit "Open Youth Registration format, BackPR" with a link to this page, say what you changed, and please don't call a changed version the Open Youth Registration format.
To cite it: BackPR, "Open Youth Registration format, version 1.0," October 20, 2026, https://backpr.com/open-youth-registration (CC BY 4.0).
Changes
- 1.0 (October 20, 2026): first release.
FAQ
Questions, answered
Who can use the Open Youth Registration format?
Anyone: programs, families, software companies and developers. It's free under the CC BY 4.0 license. You don't need permission or a BackPR account.
Does it replace our registration form?
No. It's a way to store and move the information your form collects. Your form can ask the questions your way; the format just gives each answer a standard place.
How do we turn our spreadsheet into this format?
Copy your columns into the CSV template, then use the free converter. It runs in your browser, so the data isn't uploaded anywhere.
How will the format change?
Versions are numbered. Minor versions (1.1, 1.2) only add optional fields and list values, so a valid 1.0 file stays valid. Software that reads the format should ignore fields it doesn't recognize. Anything that would break existing files waits for version 2.0. Send suggestions to support@backpr.com.
Open registration
with BackPR
Free for nonprofits. No long-term contract. We set you up and import your data at no cost.