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Manage, Divisions, Leagues & Teams

Your organization probably has some sort of league (or division) structure that you'll need to define before you start creating teams on the web site.  The structure can be as simple as just a House and a Travel league or far more complicated with many leagues, sub-divisions, and even sub-sub-divisions if you like.

A simple structure might look like this:

House League
    Team 1
    Team 2
Travel League
    Team 1
    Team 2

A more complex organization might look like the following:

League 1
    Division 1
        Subdivision 1
            Team 1
            Team 2
        Subdivision 2
                Team 1
                Team 2
    Division 2
League 2

As you can see, you can create a structure of any complexity.  If your association plays more than one sport, you might substitute the different sports for the leagues shown above.  Likewise, if you're setting up a regional club web site, you might use towns or individual clubs for the leagues and their own leagues as divisions and subdivisions.  There's no limit to the complexity of the structures you can create, nor are there any limits on the number of teams you can define within the structures.

To create leagues, you'll use the "Divisions & Teams" menu choice on the Admin menu.  When clicked, this choice brings up a league and team listing page that displays the leagues already defined so far.  At the top of the page is a link titled "Add a new league/division."  Click this link to bring up the League Information form.  The form has the following fields:

After you submit the form above, the new league will appear on the listing page, and you can click it to edit it or press the Delete button to the right of the name to delete the league.  If you change your mind about the structure, you can always go back and reassign the parent of a league to any other league.  If you've already created sub-leagues or teams that are children of the league, they will move with the parent league.  However, in the above case, you cannot delete the parent league until all the child leagues and teams have been reassigned or deleted themselves.

Teams are the heart of your organization.  Now that you've defined the league structure of your club as documented above, you can start setting up your teams.  To define teams, click the "Divisions & Teams" choice on the Admin menu.  This will bring up the Team Listing page.  This page will show the leagues you've already defined with their teams listed under each.  At first, there won't be any teams displayed, of course, but you can click the link titled "Add a new team" to bring up a Team Information form.  The form has the following fields:








Importing Team Information

You can import team information from a spreadsheet file rather than entering it all by hand using the Information form mentioned above.  To do this, you'll need to create a spreadsheet file containing a row for each team and columns across for each piece of information you wish to import.  The file you create must be saved as a comma separated value (.CSV) file.  This file type can be generated from Excel using the Save As dialog box.  To perform the actual import see the link towards the top of the Division & Teams page.

You can also use a file that was downloaded from the site using the "Export Team Data" report, also found at the top of the Division & Teams page.  These files can be directly re-imported after downloading.  In this way, the downloaded data can become a backup for your site's member data that can later be restored by simply re-importing it should something go wrong with the data on the website.  You can also use the downloaded data to make changes en masse and then re-import the changes.

The information you can include in the import file is specified below.  Note that all columns are optional except for the Team Name column.  The first line of the file must contain the names of the columns as specified below.  The order they are encountered in the first line specifies the column order for all subsequent data in the file.

Column Heading Notes
Team_ID Internal database record ID from the database.  These numbers should only come from the Export Team Data report from the website and are used to identify each team's existing data record.  If these numbers are not present, the software will attempt to match existing team data based on name and division/league.  If no match is found, a new record will be created.
League/Division Designates the Division of the team. Must start with ">" and use ">" to show hierarchy (>League>Division>Team)
Team_Name Required - Team Name
Nickname Optional
Alias Optional - used for importing schedules
Position Optional - used to order teams
Public_Roster  Yes - to show a no-contact Roster available to the Public
LastInitial  Yes - to show only First name, Last Initial on Public Roster
Hide_Birthdays  Yes - to hide Birhdays on the Full Contact Roster
Show_Management Yes/No - If "Yes," show management (coach(s), team manager(s), etc) "Public" contact information on the team's Bulletins page.
Live_Schedule Yes/No - If "Yes," schedule changes are e-mailed to all affected team members and their parents.
Email If another manager schedules a game with this team, notify this email address.
Team_Password Restricts view of roster to only team members
Manager_Password Provides specific Admin rights to Password holder
Gender SOCCER ONLY ("M" or "F")
AgeGroup SOCCER ONLY - Usually a "U" group such as "U-11"
SeasonalYear SOCCER ONLY - MUST start with 4 numeric characters i.e. 2009 Spring
HomeShirt SOCCER ONLY - Color
HomePants SOCCER ONLY - Color
HomeSocks SOCCER ONLY - Color
AwayShirt SOCCER ONLY - Color
AwayPants SOCCER ONLY - Color
AwaySocks SOCCER ONLY - Color

Note:  The first row of data must be contain the names of the columns as specified above.

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