Pool Builder - Create a builder, add criteria, run the builder

142 STEPS

1. This tutorial demonstrates the Pool Builder feature.

Pool Builder lets you automatically populate your referee pools based on criteria you define, instead of constantly monitoring and updating your pools manually.

2. We will review how to create a builder, set some common criteria, like location, license, years of experience, and age. The bot can be run manually, or the builder can be activated to automatically run on a regular basis.

3. For this demo, we will use established Pools from Michigan.

To start, click Pools.

4. For our first example, we will add a Pool builder based on Location.

We have a current pool for officials in the Metro Detroit, MI area.

Click the magnifying glass next to this pool.

5. Our pool settings are displayed at the top of the page.

6. New items added to this page are pool builders and disassociated members.

7. Click Pool Builder Dashboard to open the page that displays all your pool builders.

8. We haven't created any builders yet, so for now we will click Add Builder to add a new builder to a pool.

9. Now we'll fill out the Builder Form.

Click Builder Name.

10. Type the name of the builder here. For this example, we'll call it Detroit Metro East and West.

11. Click Pool to expand the dropdown and choose which pool you want to add this builder to.

12. Type a search term in the search bar and Press Enter.

13. For this example, we will choose ashrews Detroit.

14. Type a Description for this pool builder if you wish.

15. The Refresh Interval defaults to daily, meaning the bot will look for new officials who meet our criteria every 24 hours.

16. Other refresh interval options are listed in the dropdown if you want to change it to something more frequent or less frequent.

17. Leave the Active toggle off until you are finished setting the Criteria.

The bot can also be made active from the main builder page, which we will show shortly.

18. Click Create when finished filling in this form.

19. Our Builder won't display until we have set some criteria.

Click Pool Builder Dashboard.

20. Click the magnifying glass next to the builder to set the criteria.

21. Click the arrow next to Add Additional Criteria to see the options.

22. There are several criteria to choose from and understanding the logic of builders is important.

Within a Builder, multiple criteria are combined with the logic operator "AND". This means a referee must match every criteria in the builder to qualify.

23. For example, if we add a 4-digit zip code AND an Age criteria of greater than or equal to 18, the referee must be in that 4-digit zip code and be at least 18 years old.

24. Three- and four-digit zip codes provide a broader geographical area than five-digit zip codes. These work especially well for urban areas like large cities.

25. To include a combination of 3- and 4-digit zip codes, we must use separate builders so they can run independently and capture people who meet the criteria of each builder.

26. Let's start with adding a 4-digit zip code. Click the plus sign next to Zip Code (first 4).

27. Each criteria has a selection of Operators. The "IN" operator functions as an "OR" operator, meaning it will include your selections.

The "NOT IN" operator means it will not include -- that is, exclude -- your selections.

28. For this example, we are only including one 4-digit zip code. Scroll down the list and double-click it to move it from the left to the right side of the shuttle to select it.

29. Click Save

30. Our 4-digit zip code criteria for this builder is displayed here. Click the pencil icon if you need to edit or remove this criteria.

31. Click Run this Builder to execute it.

32. Click Run this Builder again to confirm this action.

33. The officials within the Directory who meet this 4-digit zip code criteria have now been added to this pool.

34. The Run Log shows the start and end times of the run, Status, how many Referees were added, and how many were flagged.

Flagged referees identifies members of the pool who no longer meet the criteria of the builder, but does not remove them.

35. To have the bot run this builder on the refresh interval we previously selected, click Activate this Builder.

This action is the same as turning on the Active toggle in our builder settings.

36. Click Cancel to return to the Pool information page.

We will now add a separate builder to this Pool that includes multiple 3-digit zip codes.

37. Click Add Builder

38. Click Builder Name

39. Type the name for this new builder in Builder Name

40. Type the search term in Pool and Press Enter

41. Note we are adding this builder to the same pool as before, so we will select ashrews Detroit again.

42. Enter a Description if you like and click Create when finished.

43. Click Pool Builder Dashboard

44. Click the magnifying glass to add criteria to this builder.

45. Click the arrow to expand the dropdown.

46. Click the plus sign next to Zip Code (first 3).

47. When multiple values are used within a single criteria, it uses "OR" logic.

So when the "IN" operator is chosen and we choose multiple 3-digit zip codes, referees who are in any of the 3-digit zip codes are included.

48. Double Click 480

49. Double Click 482

50. Double Click 483

51. Click Save when finished making your selections.

52. Click Run this Builder to capture referees who have zip codes starting with 480, or 482, or 483.

53. Click Run this Builder again to confirm this action.

54. The Members Added by this Builder are now displayed here.

55. The Run Log shows 715 referees have been added to this pool, with no referees flagged as no longer residing within these 3-digit zip code selections.

56. Click Activate this Builder to have the bot run the builder on the refresh interval we previously selected in the settings.

57. Click Deactivate this builder if you no longer want the bot to run the builder and prefer to do it manually instead.

58. Click Cancel to return to the Pools page.

59. We now have two builders on the same pool. Each builder independently manages the members it adds. If both of these builders would qualify the same referee, the first one to run claims them.

60. That builder is then responsible for flagging them if they later stop qualifying.

So even though we have two builders with different criteria on the same pool, they will not interfere with each other.

61. Our next example will show adding a builder for a pool that focuses on referees with a certain number of Years of Experience.

The Years of Experience item is pulled from the U.S. Soccer Learning Center.

62. Click the magnifying glass next to the relevant pool.

63. Click Pool Builder Dashboard

64. Click Add Builder

65. Fill in the Builder Form as previously described.

66. Click Create

67. Click the magnifying glass next to the builder to add criteria.

68. Click here

69. For this builder, we will use Years of Experience, which is pulled from the U.S. Soccer Learning Center.

Click the plus sign.

70. Note we have different options within the Operator:
Greater than or equal to,
Less than or equal to,
Equals, and
Between

71. For this example, we will use less than or equals to as our operator.

Click Years of Experience

72. Type 1 in Years of Experience

73. These selections mean that referees listed with 0 or 1 year of experience in the Learning Center will be captured by this builder when it's run.

Click Save.

74. To edit the criteria, click the pencil icon.

75. Use the BETWEEN operator to select a range of years.

Here, we have a range between 0 and 2 years of experience.

Click Save.

76. Click Run this Builder

77. Click Run this Builder again to confirm this action.

78. If running the builder gives you unexpected results, or you discovered you made an error, no problem. You can undo the run.

Under the Run Log, click the magnifying glass next to the relevant run.

79. Click Undo This Run to remove the members who were just added to this run.

80. Click Undo This Run again to confirm this action.

81. The Pool members added from that run are now removed.

Click Cancel to return to the previous page.

82. Let's edit that Years of Experience criteria to correct it.

83. Referees listed with 1 year of experience in the Learning Center means they may have between 1 and 2 years of experience.

We want to capture referees who do not yet have 2 years of experience for this example.

84. Click Less than or equals to as the operator.

85. Choose 1 year of experience.

Click Save.

86. Click Run this Builder

87. Click Run this Builder again to confirm this action.

88. The number of referees added from this run is what was expected.

89. Click Cancel to return to the previous page.

90. For this next example, we will see how to add a builder using license levels as our criteria.

This builder is useful if your pools are based on users obtaining new referee licenses like Regional Referee, or new Referee-Coach pathway licenses.

91. Click Add Builder.

92. Fill in the Builder Form as previously described.

For this example, we are using the builder to capture users with a Referee Coach license and add them to the current Referee Coaches pool on a weekly basis.

93. Click Create

94. Click the magnifying glass next to the Referee Coaches builder.

95. Click here

96. Click the plus sign next to License.

License filters users who hold a specific license.

97. For this example, we want to include users who hold either a National Referee Coach license ...

98. Or a Referee Coach license.

Double Click the selections to move them to the right of the shuttle.

99. Click Save

100. Click Run this Builder

101. Click Run this Builder again to confirm this action.

102. Ten new people have now been added to this pool.

103. To remove any members who are not relevant to this pool, click the garbage icon next to their name.

104. Click Cancel to return to the Pools page.

105. We've now explored some simple pool builders. This last example shows building a pool from scratch using the pool builder with two different criteria: City and Age.

106. Click Add Builder

107. Fill in the Builder Form and click Create.

108. Click Pool Builder Dashboard

109. Click the magnifying glass next to the new builder.

110. Click here to expand the dropdown

111. Let's add City as our first criteria.

Click the plus sign next to City.

112. If your account has officials from multiple states and you want to filter the list by state, click Filter by State.

113. Click Michigan

114. Double Click Grand Rapids, Michigan to select this city.

115. Click Save

116. Now let's add a criteria for Age.

Click here to expand the dropdown.

117. Click the plus sign next to Age

118. Click the relevant Operator

119. For this example, we want an age range.

Click BETWEEN as the Operator and Age to enter the lower number of the range.

120. For this example, we will use 14 as our lower limit.

121. Click Age 2

122. For this example, we will Type 19 for the upper limit of the range in Age 2.

123. Click Save

124. This builder has two criteria, which are combined using "AND" logic. It will capture officials who live in Grand Rapids, Michigan, AND who are between the ages of 14 to 19.

Click Run this Builder.

125. Click Run this Builder again to confirm this action.

126. The Members Added by this Builder is now displayed.

127. This builder added 131 referees to this pool.

128. Let's say we've changed our minds and want the upper age limit to be 18 instead.

Click the pencil icon to edit this criteria.

129. Click Age 2

130. We changed the upper limit to be 18. Click Save.

131. Click Run this Builder to run it again using our edited criteria.

132. Click Run this Builder again to confirm this action.

133. We now have several Members Flagged by this Builder because they are not between the ages of 14 to 18.

134. Members who no longer meet the criteria of a builder are flagged. The are not removed, giving you the option of whether to remove them or not.

To remove a member from the pool, click the garbage icon.

135. Members you manually remove from the pool are listed here.

136. If you want to keep someone in the pool despite them not meeting the criteria you've set, you can silence flags for that member so they do not continue to appear in the flagged list.

Click the no bell icon to silence flags for that person.

137. If you accidentally remove a member, you can restore them to the pool by clicking the plus sign next to their name.

138. Click OK to confirm restoring the person to the pool.

139. Click Activate this Builder to have the bot automatically add people to the pool on the refresh schedule chosen in the builder settings.

140. Clicking that button performs the same action as turning on the Active toggle in the builder settings.

141. Click Cancel to return to the pools page.

142. Thank you for watching the tutorial on Pool Builders.

If you need assistance with creating your builders, submit a ticket to support@refinsight.com and we'll be happy to assist you.