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How to set up a team registration program that syncs from ActiveNet, Amilia or Rec Tech

If teams register in ActiveNet, Amilia or Rec Tech, link each team activity to an offering in a TeamSideline Team Registration program. Each synced registration becomes a team, named from your team name question (Rec Tech sends the team's name itself), with the person who registered as its manager. Managers then add their players in TeamSideline.

Applies to: Admins · Enterprise plan with the ActiveNetwork, Amilia or Rec Tech module · Team Registration and Team Registration plus Youth or Adult Roster Registration programs

Where: Programs > Manage Programs > (program) > 2 Configuration (2a Team Configuration) > ActiveNetwork Configuration, Amilia Configuration or Rec Tech Configuration

Before you start: add a team name question

  • In ActiveNet and Amilia, add a custom question whose text contains the words team name, such as What is your team name?, to each team activity before its registration opens, so every registration has an answer. Rec Tech registrations carry the team's name from Rec Tech, so Rec Tech activities don't need one. Capitalization doesn't matter, and in Amilia teamname works too. In ActiveNet, make it a User Entry or Single Selection - Dropdown question.
  • You don't need an enrollment field for it. The answer becomes the team's name.
  • If a registration has no answer, the team is named after its manager, last name first (for example, Smith Jordan).

Step 1: Create the program and its offerings

  1. Go to Programs > Manage Programs, click Add Program, choose Team Registration (or Team Registration plus Youth or Adult Roster Registration), the Sport and any other options shown, and click Next.
  2. On 1 Setup, enter the Program Name, Program Season and Program Description, and a Program Duration that covers the season. Syncing stops once its end date passes. Click Save.
  3. On 2 Configuration (2a Team Configuration), click Add Offering for each team activity, for example Monday Men's A. Enter 0 in Regular Reg. Fee, because teams pay in the other system, and set Reg. Duration Ends to the last day you want teams to sync.
  4. In Auto Placement, choose the division synced teams should go into, or Do not assign to place them yourself. Click Add.
  5. If the program will be visible, as Team Registration plus Roster programs must be so players can register, set Max # of Enrollments on each team offering to 1. Once a team has synced into an offering, no one can register another team for it directly in TeamSideline; synced teams still come in, and players still register during the 2b Roster Configuration dates.

Step 2: Link the team activities

  1. Under Offerings, click ActiveNetwork Configuration, Amilia Configuration or Rec Tech Configuration.
  2. Amilia and Rec Tech: choose the Amilia Program or Rec Tech Program and click Update.
  3. For each offering, choose its activity (Team Activity in ActiveNet, Player Activity in Amilia and Rec Tech), then click Save. You'll see "Results saved and Offering Activities updated successfully."
  4. Click the green play icon (Start or Resume Sync) on each row.

Step 3: Send managers a welcome email (optional)

  • ActiveNet: on the ActiveNetwork Configuration page, click Enrollment Configurations, set Send Email to Yes and click Save. You'll see "The Enrollment Configurations have been updated."
  • Amilia and Rec Tech: their configuration pages don't show Enrollment Configurations, so ask TeamSideline Support to turn the email on for the program.

Turn it on before the first sync: only teams synced afterward get the email. Each new team's manager receives "Team Manager Welcome | (your organization's name)". It thanks them for registering the team, explains that they're listed as its manager, and tells them to sign in to your TeamSideline website with the email address they registered with (new managers use the Forgot your password link to create a password), open the team under Manage Rosters, and add players with Add to Roster, or with Copy Roster first if they're returning. The email's text says the team was registered in ActiveNet, even when it came from Amilia or Rec Tech.

Without the email, the sync sends managers nothing, so tell them how to sign in yourself.

What you'll see

Synced teams appear on the program's 4 Rosters page. Teams from an offering with Auto Placement go straight into that division. Place the others yourself: click Assign Teams on 4 Rosters and drag them into divisions.

If it doesn't work

  • A team is named after its manager. In ActiveNet or Amilia, the registration had no answer to a question containing team name, or the question's text doesn't contain those words; in Rec Tech, the registration came through without a team name. Once the team is in a division, rename it with the Edit icon on the division's 2 Teams page; later syncs don't change it.
  • The activity isn't listed. Amilia lists only team-registration activities for team programs, and Rec Tech only programs and activities set up as Team. ActiveNet lists open activities. New activities can take up to 24 hours to appear.
  • A team appears twice. A change in the other system can come through as a new registration, and teams aren't checked for duplicates. Cancel the extra team's enrollment in TeamSideline.
  • A manager can't sign in. Their sign-in is the email address they registered with; they click Forgot your password? on your website's Sign In page.

Good to know

  • Only the team syncs. In Team Registration plus Roster programs, players join through the manager's roster invitations and register in TeamSideline.
  • Answers to your other team questions go to enrollment fields with the Enrollment Type General on 2 Configuration (2a Team Configuration).
  • The sync doesn't take payments or send any other email.

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