TeamSideline Registration Integration With ActiveNet
The purpose of this article is to give you instructions and tips on how to setup a Registration Program in TeamSideline that is linked to an Activity in ActiveNet.
Synchronization Transfers All New Registration Order Data To Date
The process is built so that all registrations to date in ActiveNet for an Activity are pulled into TeamSideline at the time the integration is turned on in TeamSideline for that Activity. This means the process in TeamSideline can be enabled at any point and still pull in all registrations from an Activity. So you don’t have to turn the process on in TeamSideline when you open registration in ActiveNet for an Activity.
Example: Registration in ActiveNet opens on August 1st. You can setup the Registration Program that is linked to the Activity in ActiveNet on September 1st or any time after August 1st and TeamSideline will pull in all registrations in ActiveNet since August 1st.
When Registration In Active Ends: TeamSideline runs a nightly process to pause (stop) all ActiveNet-linked offerings where the program end date is past.
Recurring Daily Synchronization
After you trigger the initial sync with ActiveNet by clicking the green "Play" button on each offering, TeamSideline then automatically pulls registration data from ActiveNet every 24 hours after the first sync. The daily syncs are done at the same time as your very first sync, every 24 hours. At the end of registration, if you don't want to wait for the next daily sync, you can click the "Sync Now" button to do an immediate sync.
How to Setup Youth Program In TeamSideline that pulls registrations from Active
1) Setup your Active Custom Questions as Enrollment Fields in TeamSideline per the instructions in the section below called "How to Setup an ActivetNet Custom Question In TeamSideline".
2) Get the 5 or 6 digit Activity numbers for the youth Activities in Active you want to sync into TeamSideline.
3) From the TeamSideline Admin Site Map, go to Programs > Manage Programs.
4) From Programs > Manage Programs,
A) click the "Add Program" button, then
B) choose the select the "Sport" and C) click the "Next" button.
5) From the 1 Setup page,
A) type the "Program Name" (Example: "Youth Soccer" or "Youth Baseball"),
B) select the "Program Season",
C) type "NA" in the "Program Description,
D) type the dates for the start and end of the Season in "Program Duration".
E) Scroll down to the bottom and click the "Save" button.
Result: The Program is created and you are on the 2 Configuration page.
6) From the 2 Configuration page,
A) Click "Add Offering",
B) Type a short version of the Activity name in "Offering". (Example: "U6" or "7-8" Grade or "Minors") - you do not need to type the complete Activity name.
C) Type a Zero in "Regular Reg. Fee"
D) In "Reg. Duration" type today's date in the Starts date and a date on month from now in the "Ends" date.
E) Scroll down to click the blue "Add" button to add this Offering.
F) Repeat steps A - E until you have an Offering for each Activity you want to sync into this TeamSideline Program.
7) From the 2 Configuration page,
A) Scroll down to the Enrollment fields section.
B) Click "Add Enrollment Field":
- Enrollment Field: select the Enrollment field from the Drop Down list
- Enrollment Type: select "Player"
- Offering: select "All"
- New vs Returning: leave as "Both"
- Required: select "No"
- Use Previous: select "No"
- click the blue "Add" button to add this Enrollment field.
- repeat this process until you have added the Enrollment fields you want to sync with Active for this Program.
Important Regarding Importing Volunteer Coaches: You must add the question identifying people who want to coach as an Enrollment field to the Player Enrollment Type in order for TeamSideline to bring Coaches into TeamSideline from Active.
8) From the 2 Configuration page,
A) Scroll down to the Volunteers section.
B) Click "Add Volunteer"
- Volunteer Type: select "Coach"
- click the blue "Add" button to add this Volunteer type.
6) From the 2 Configuration page,
A) Go to the Offering section again and click the blue "ActiveNetwork Configuration" button
How to Setup an ActivetNet Custom Question In TeamSideline
Types of Custom Questions the API can handle
1) ActiveNet user input/entry and single selection drop down Custom Question: There are two ways to do this: 1) The input or single selection data is populated into a TeamSideline text field (not a drop down field in TeamSideline). 2) In March 2022 TeamSideline implemented populating a Custom Question single selection drop down value into a TeamSideline Enrollment Field drop down. TS-13120
2) ActiveNet radio button Custom Question: In March 2022 TeamSideline implemented populating the selection from an ActiveNet radio button selection value into a TeamSideline Enrollment Field "Text" field type. TS-13122
3) ActiveNet multi-select dropdown option Custom Question: In March 2022 TeamSideline implemented populating an ActiveNet multi selection drop down value into a TeamSideline Enrollment Field "Text" field type. TS-13121
4) Custom Questions with "Email" can update the Family Account email address: In June 2022 TeamSideline implemented the ability to have an ActiveNet text field Custom Question called "Email" and have that email address 1) brought into TeamSideline using the API, 2) have the email address automatically update the primary email address for the Account of the youth player. This was implemented because the email address used to register in Active may or may not be the correct email to use for the family account. Implementing this feature ensures the proper email address is tied to the family account.
**REQUIRED**: In order for this functionality to work
1) the Custom Question in Active must be an input field called "Email",
2) the Enrollment Field in TeamSideline must be have "Email" in the Enrollment field name and Side description text.
**HOW TO SETUP THE EMAIL LINKAGE**:
1) Create the Enrollment field called "Email" using a Field Type of "Text" including "Email" in the "Side Description" of the Enrollment Field,
2) From the TeamSideline Program "2 Configuration" page, click the Active Network Configuration button, then click the Enrollment Configurations button, then set "Override Email" to "Yes" -- then click Save.
How To Add ActiveNet "Custom Questions" as TeamSideline "Enrollment Fields"
Any Custom Question for an Activity that you want to be pulled into TeamSideline need to have a TeamSideline "Enrollment Field" with the Custom Question in the "Sidebar Text" of the TeamSideline Enrollment Field. The Sidebar Text needs to be an exact copy of the Custom Question including capitalization and punctuation. Go to Programs > Configurations > Enrollment Fields to add these in TeamSideline.
Note 1: At least one Custom Question must be added to the ActiveNet Activity in order for the order to transfer to your TeamSideline site.
Note 2: When you add an Enrollment Field in TeamSideline, we recommend that the "Field Name" for the Enrollment Field include " - Active" at the end of the Field Name so you can more easily know which Enrollment Fields have been mapped to Custom Questions. For example: when you add "Shirt Size" as an Enrollment Field linked to a Custom Question call the Enrollment Field "Shirt Size - Active".
Note 3: The field in ActiveNet we map to Enrollment fields is specifically called "Custom Question", not "Custom Title" or anything else.
Steps to add a drop down Enrollment Fields for the first time to your Site -- as an example: Current Grade
- From the Admin Site Map go to Programs > Configurations > Enrollment Fields
- From the Enrollment Fields page click the blue “Add Enrollement Field” button.
- In “Field Name” type “Current Grade”
- In “Field Type” select “Drop Down”
- In “Side Description” paste the exact character string of the “Custom Question” for Current Grade (Current Grade of Registrant)
- In the Drop Down List Values section past the exact character string of one of the drop down list values from the Custom Question in Active, then click the blue Add button that is directly beneath the “Item” field. Repeat this Step until you have added all of the Custom Question drop down list values.
- Click the “Add” button at the bottom (next to Cancel) to add this Enrollment field
- Repeat this process to add other Custom Questions that you want to sync from Active into TeamSideline.
Note: Here is a screenshot of adding a simple "Text" Enrollemnt Field (the above steps are for a drop down list).
Team Name for Adult Sport Team Registration Programs in TeamSideline
For any Team Registration process, to enable "Team Name" to be automatically pulled from ActiveNet using the API, you must have a ActiveNet Custom Question containing the character string {Team Name} in the Activity you are pulling data from. The Custom Question must be setup when you first open registration in an Activity to ensure each order in ActiveNet has a Team Name. A Custom Question does not need to be called "Team Name" or include Team Name in the Side Description. The Team Name will be pulled into TeamSideline for a Team Registration program regardless of whether or not there is a custom question in the TeamSideline Team Registration program related to Team Name. This data will be put in the default Team Name field within TeamSideline for each team that is registered.
Important Tip Regarding Team Name in Custom Questions: Only {team name} (without the parens) needs to be setup as a Custom Question in Active. It does not matter if the letters are capitalized or not, as long as the letters "team name" are in the Custom Question. So the Custom Question could be "What is your Team Name" or "What is your Team name" or "What is your team name" or "Tell us what your team name is" and the team name will still be recognized and pulled into the Team Managers account by TeamSideline.
Adult Sport Team Manager Email
In March 2022 TeamSideline enabled an automatic email to Team Managers whose Team Manager registration has been transferred into TeamSideline using the API for any Team Registration Program Type.
- Admins can enable this email to be automatically sent by clicking the Enrollment Configurations button on the 2a Team Configuration tab and change Send Email to Yes.
- Here is an example of the Team Manager Email as of Apr 22 2022:
Hello Joe,
Thank you for registering team "Yankees" for "Monday Men's A" in the "Lincoln Adult Softball (Summer 2022)" season hosted by Lincoln Recreation. By completing your team’s registration, you have been listed as the team manager in TeamSideline. To complete your team’s roster, follow the directions below.
1. Log in to the {linked name of your TeamSideline Site goes here} TeamSideline website.
2. Your team roster is connected to the email you used to login when registering your team in ActiveNet.
a. Returning team managers will enter this email address and its associated password.
b. New team managers will enter this email address and click on the “Forgot your password” link to create a new password.
3. Once logged in, under the “Manage Rosters” tab click the link for "Yankees" to access the team’s roster.
4. Click the “Add to Roster” button to add players to your team. If you are a returning team manager, you can use the “Copy Roster” button first, then add and remove players as needed.
5. When a player is added to the roster, the system will automatically send them a roster invitation email to enable them to be able to sign in and join your team.
How Active Cancellations Are Handled In TeamSideline - this function was temporarily removed as of April 6th so TeamSideline can review expanding the features related to it - it is not operational currently.
Data from Active to TeamSideline is transferred from Active to TeamSideline, not synched. This means 1) when an order is cancelled in an Activity in Active then the order will be cancelled in TeamSideline, 2) if an order is moved (not cancelled) from one Activity to another Activity, the moved order will not be transferred to TeamSideline because it is not a new order -- it has already been transferred to TeamSideline. How do you handle orders moved from one Activity to another Activity? The best thing to do is to move the order from Division or Team to another in TeamSideline, not Active -- or you can do both -- just don't expect a moved order in Active to be automatically moved in TeamSideline because the current design is not built to recognize a moved order in Active. TS-13365
In Summary, once a record is pulled from Active, updates in Active are not pulled into TeamSideline. It is a one time transfer. If you remove/withdraw/transfer a registration on ActiveNet, then Admins will need to update TeamSideline also. (Future plans include syncing these types of changes.)