Tutorial Series - Import Tool Part 4 - Import New in Synced mode

104 STEPS

1. Welcome to the Import Tool Tutorial Series, Part 4: Import New in Synced mode.

2. Note an important change: previously, one or more Competitions could be created from an import file.

Since we now rely on unique and consistent match IDs for updates, we must first create a Competition before importing its schedules and matches.

3. To create a New Competition, click Add Competition

4. Type in the name of your Competition

5. Give it an abbreviation if you wish.

6. Click the Sport dropdown menu

7. Select the relevant sport. In this example, it is Soccer - Adult.

8. Enter a Competition Key if you wish.

9. Click Synced for the Import Mode

10. Complete your Competition Settings using the toggles, dropdown menus, and free text areas as needed.

11. Click Create Competition when finished.

12. Click Cancel to return to the previous page.

13. Note the new Excel import template has no Competition column. The first column in the template is Schedule.

Note there is a limit of 20 columns that can be imported. Delete empty columns from the file before importing to stay within this limit.

14. Click the magnifying glass next to the Competition just created. In our example, the Competition is called Demo Sync Import New.

15. Note our Import Mode is Synced. Synced mode can be used when Match IDs are unique, consistent, and stable within a Competition.

16. Click Imports

17. Click Import Schedules

18. Since we have multiple Schedules within this Competition, we will select Use Excel Column to create the schedules and place the relevant matches into those schedules.

19. Click Choose File to choose your Excel file.

20. Since this is a new import, we are importing all the games for the date range of the Competition.

Click the Check Missing dropdown to switch this item from "some" to "all".

21. Click File contains ALL games for its date range

22. Add a Description if you wish.

Click Continue when finished.

23. Click Auto Map Columns. Columns that are the same between your file and Ref Insight will auto-map.

Using our import template allows columns to auto-map in one click.

24. After mapping columns, an editable grid of the matches from the Excel file displays at the bottom of the page. If you discover minor errors, they can be corrected here without having to reimport the file.

25. Click Mapping Completed

26. The Column Mappings are displayed for your review.

27. Click Mappings are correct after confirming the mappings are accurate.

If you discover an error, click Back to Excel Column Mapping and make any corrections before proceeding.

28. If all dates are valid in your file, the date format will auto-detect and the relevant format will appear in green.

If none of the formats are green, go back to the grid edit, find the error, and correct it before proceeding.

29. Click Continue to Time Format

30. If all times are valid in your file, the time format will auto-detect and the relevant format will appear in green.

If none of the formats are green, go back to the grid edit, find the error, and correct it before proceeding.

31. Click Continue to Site Mapping

32. Click the name of the site. For this example, it is Hope Sports Complex.

All sites need to be mapped for the first import.

Later imports or updates for this Competition will remember your selections and can be auto-detected.

33. Click Map To Site

34. Search for your site from the master database.

35. Select the relevant site.

36. Click Save this Mapping

37. Click Site Mapping Completed when finished.

38. Verify or correct all field names before proceeding.

39. Click Schedules

40. The Schedules from your Excel file and the number of matches in each is displayed here for your review.

41. Click Confirm to proceed.

42. A Preview of the Import is displayed here. If you find any errors in column mapping or other items, go back to the grid edit and make corrections before proceeding.

43. An important feature of the new import tool is that matches are now imported into a staging area for you to take action.

Click Import Matches into Staging when ready.

44. Click Import Matches into Staging again to confirm this action.

45. Batch Info shows the Competition, batch status, first and last matches, import mode, and the number of matches in the batch.

The Finalized Date will populate when we finish processing the batch.

46. We have 64 new matches for this import.

You have several options to add these matches. One option is to select one or more matches using the checkbox and click Create Selected Matches.

47. You can also click the orange plus sign to add that match.

48. The default number of rows displayed is 10. Click Rows to display more or all.

49. Click All

50. To select all rows, click the top checkbox, then click Create Selected Matches.

51. The fastest option to create all the new matches with one click is to leave everything unchecked and click Create All New Matches.

We will use this option for our example.

52. Click Create All New Matches again to confirm this action.

53. We've accepted the creation of 64 new matches and the Finalized Date has been populated.

54. Click Return To Competition when ready.

55. A record of our import is shown under Imports.

The remainder of this tutorial reviews the items and settings needed to proceed with assigning.

56. Click Schedules

57. Click Schedule Settings

58. Double-click any cell within the grid to edit the item.

59. Fill in the relevant settings, such as auto-decline timeframes, assignment requests, blockout lengths for declines, match periods, period lengths, total match times, postmatch workflow, grace periods after declining, and turnback allowances.

60. Click Save when finished.

61. Click Cancel to return to the previous page.

62. Click Schedule Resources

63. Click here to add match roles to the schedules.

64. In this example, we will add three match roles to all schedules.

Double-click each relevant match role to move it from the left to the right side of the shuttle.

65. For this example, we will make all the match roles mandatory. You can make specific match roles optional if you prefer.

66. Double-click the relevant schedules to add these match roles to. Click Move All if you want to apply the selected match roles to all the schedules.

67. Click Save Roles when finished.

68. If you want to add assigning rules on top of global assigning rules, click here to expand the section.

69. For this example, we will add an assigning rule to create a violation if the official is assigned to the Same Team in Back to Back Assignments.

Double-click the item to move it to the right side of the shuttle.

70. For this example, we only want to apply this assigning rule to the Referee.

71. Double Click Referee to move it to the right side of the shuttle.

72. We will apply this rule to the Referee role for all schedules. Click Move All to move all the schedules to the right side of the shuttle.

73. Click Save Rules when finished.

74. Click Cancel to return to the previous page.

75. Now we need to add assignors to the Competition.

Recall that importing matches for a Competition does not automatically add you as an assignor. Assignors must be explicitly added to a Competition.

76. Click Assignor Details

77. Click Add Assignor using the plus sign button.

78. Click Assignor to expand the dropdown.

79. Select the relevant assignor.

80. To allow this assignor to edit eligible assignments -- used most often when assignors are coordinating with each other -- move the toggle to the right.

81. To allow this assignor to release eligible assignments -- used most often when assignors are coordinating with each other -- move the toggle to the right.

82. Complete any needed items in the Advanced Options section. If these items are not relevant, leave them blank.

83. Set any limitations and specify what the assignor can assign through the permissions section.

84. Click Create Assignor Profile when finished.

85. The Sanity Check column shows if there are any issues with how you set up that assignor.

86. Click Cancel to return to the Competition page.

87. Click Payors to insert default game fees and a payment method.

If using Ref Insight Pay, this is where you enter the payor as well.

88. Click Manage Payors to populate the Current Payor column.

89. Click here to show a list of payors you can select. You need to be a user in that payor's portal to see their name in this list.

90. For this example we will use RefInsight Demo Payor

91. Select the roles and schedules that will use this payor.

92. Click here

93. Click here

94. Click Update Payor after completing your selections.

95. Click Update Payor again to confirm this action.

96. Click Cancel to return to the previous page.

97. Click any edit icon to add a payment method and default game fees.

98. Payment methods and default game fees are added for each schedule separately. You can switch between schedules from the top right of the page. The eye icon shows you which schedule is being displayed.

99. Double Click the cell to edit it.

100. Click Ref Insight Pay if using, or select another payment method to track spending and document payments for this Competition.

101. Click Save after completing the table for each schedule.

102. Click Cancel to return to the previous page.

103. If you need to share the Competition with other stakeholders or assistants, go to that section and add the person as View only or as a Competition Admin.

104. Thank you for watching Part 4 of the Import Tool tutorial series -- Import New in Synced mode.

This concludes our tutorial series for the new Import Tool.

Happy importing!