Import a Competition, its Schedules, and Matches

53 STEPS

1. This tutorial shows how to import a Competition and the Schedules and Matches within that Competition.

2. To start, click Competitions

3. We have already prepared the import template with these matches. This sample import can be found here. Some of these schedules may be further consolidated depending on other similarities between matches.

Click Import Schedules from Excel.

4. A blank import template can be downloaded by clicking this link.

5. The first step is to upload our prepared Excel file. Click Choose File.

6. Choose the file and click Open

7. Click Sport

8. Click the relevant sport from the dropdown. If you do not see your sport listed, request the addition by sending an email to our helpdesk.

9. If the Excel file already has a column with the Competition name, this field can be left blank.

10. If the Excel file already has a column with Schedule names, this field can be left blank.

11. Enter a Description for the Competition if you like.

12. If your Matches have any missing Match Keys, keep this toggle on to have the system auto-create them.

The system will not overwrite any match keys that exist if this toggle is left on.

13. Click Create when finished.

14. The information from the Excel file has been loaded in an editable grid as a preview. The Column headers in this grid are imported from the Excel file.

The next step is to map the columns from the Excel file to the columns used in Ref Insight.

15. The Excel Column headers are displayed here. In this example, we used the Ref Insight Import Template, so all the column headers are identical.

16. To see which Column Headers are identical, click Auto Map Columns.

17. If there are differences in the Column header names, the item will be blank. You can map your Column header name to the name used within Ref Insight by clicking on the dropdown and choosing the correct header name.

18. Since we used the Ref Insight import template, everything already matches.

19. Click Mapping Completed

20. Click Mapping Completed again to confirm all Excel columns have been mapped correctly to Ref Insight.

21. Complete a final review of these mappings. The Excel Column Headers are displayed on the left, and each is mapped to the Ref Insight Column Header on the right.

Review these carefully to ensure column mappings are correct.

22. Click Mappings are correct

23. Click Mappings are correct again to confirm this action.

If you made an error, click Cancel and then click Back to Excel Column Mapping at the top left of the page to correct the error.

24. Click Auto Detect Date Format to have the system automatically detect Excel's date format. The underlying format of the date may be different than what is displayed in your original Excel file.

Ref Insight reads this underlying Excel format.

25. The format that has been auto-detected will be highlighted in green.

If there are any discrepancies in the date format, you can go back to the Import Excel File step and edit the date directly in the grid. You do not need to re-import the file.

26. Next, click Continue to Time Format

27. Click Continue to Time Format again to confirm this action.

28. Click Auto Detect Time Format to have the system automatically detect Excel's time format. The underlying format of the time may be different than what is displayed in your original Excel file.

Ref Insight reads this underlying Excel format.

29. The underlying Excel time format may be in military time (e.g. 16:00), regardless of how it displays in your file. The system will convert military time format to a 12-hour time format (e.g. 4:00pm) after the import is complete.

30. The format that has been auto-detected will be highlighted in green.

If there are any discrepancies in the time format, you can go back to the Import Excel File step and edit the time directly in the grid. You do not need to re-import the file.

31. Click Continue to Site Mapping

32. Click Continue to Site Mapping again to confirm this action.

33. The locations from Excel display on the left side of the page.

Click the name of the Location to populate it on the right side of the page.

34. Click the Map To Site dropdown to match the Excel Location to the sites within the Ref Insight master database.

35. Type the name, or part of the name, in the search bar. Select the matching site from the dropdown list.

Excercise care when choosing the site to ensure accuracy. The City, State, and alternative names for the site are included to assist you.

36. Click Save this Mapping

37. Repeat these steps for all Sites. Unresolved match locations will prevent assignments from being released.

If your Site is unlisted, and you do not have the New Site button, contact your administrator or Ref Insight for it to be added.

38. When finished, click Site Mapping Completed.

39. Click Site Mapping Completed again to confirm this action.

40. In this example, all fields used have been verified for this site in the Master Database.

If you have unverified fields, you can either verify your field as-is, or select the correct name from the verified list at the bottom of the page.

41. After all your fields have been verified, click Schedules.

42. Click Schedules again to confirm this action.

43. The list of Schedules for this Competition, and the number of matches within each Schedule, are displayed here.

Verify these are correct before proceeding to the next step. If you need to make changes, modify the Excel file and begin again.

44. Click Confirm after reviewing and verifying the Schedules are correct.

45. Click Confirm again to import the Matches.

46. A Preview of the Import is displayed. If everything looks correct, we can take the final step of Importing the Matches.

47. Click Import Matches

48. Click Import Matches again to confirm this action.

49. Our import is now complete and the matches have been created.

50. To access the Competition and Schedules for these matches and continue with creating settings for them, click Competitions.

51. Click the magnifying glass next to the Competition.

52. If you have additional matches to import into this Competition, you can do so from this screen using the Import Matches (Excel) button.

Be sure the Schedule names are an exact match to what already exists to avoid creating duplicates.

53. Thank you for watching the tutorial on importing a Competition, its Schedules, and the Matches within it.