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Rec Tech sync troubleshooting: empty or grayed-out dropdown, Sync Next vs reset

Most Rec Tech sync problems come from a setting in Rec Tech (the TeamSideline sync or the age type) or show up in the offering's row on the program's Rec Tech Configuration page. Start with the row's Last Sync column, then find your situation below.

Applies to: Admins · Enterprise plan with the Rec Tech module · Programs linked to Rec Tech

Where: Programs > Manage Programs > (program) > 2 Configuration > Rec Tech Configuration

Check Last Sync first

Last Sync showsWhat it means and what to do
No LinkageNo activity is linked. Choose the Player Activity, click Save, then click the green play icon.
PausedThe offering won't sync. Click the green play icon (Start or Resume Sync). New links start paused, and TeamSideline pauses a program's links overnight once its Program Duration has ended.
PendingA sync is queued and runs as soon as TeamSideline gets to it. A first sync can take a few hours when many activities are syncing.
A date and timeThe last sync, in your organization's time zone. The next one runs about 24 hours later; click Sync Next to queue it now.

The Rec Tech Program or Player Activity list is empty

  • The sync isn't on in Rec Tech. "Sync with Team Sideline" must be turned on in the program template's Program Defaults, and each section must show the TeamSideline sync as Enabled.
  • The age type doesn't fit the program. Team Registration programs list only Rec Tech programs and activities with the Team age type. Youth, Adult and Youth & Adult Registration programs list only activities that aren't Team.
  • No Rec Tech program is chosen. Player Activity lists only the activities of the program in the Rec Tech Program list, so choose it and click Update first. An activity in another Rec Tech program won't appear.
  • The Rec Tech program was archived or made inactive. TeamSideline lists only active programs and activities, so an archived program and its activities drop off the lists at the next daily refresh. Make it active again in Rec Tech, or contact TeamSideline Support.
  • It's new or just changed. TeamSideline refreshes your Rec Tech programs and activities once a day, so a new one, or a change to its sync setting or age type, can take up to 24 hours to appear.
  • It's further down the list. Type part of the activity's name or ID in the box: activities are listed as name - ID.

The lists are grayed out

Once any offering has synced a registration, the Rec Tech Program list and its Update button are locked, along with that offering's Player Activity and Volunteer Question. This keeps synced registrations tied to their activity.

  • To sync another activity from the same Rec Tech program, add a new offering on 2 Configuration and link it.
  • To sync a different Rec Tech program, such as next season's, create a new TeamSideline program for it.
  • To change a synced offering's activity or Volunteer Question, ask TeamSideline Support to reset the offering (see the next section).
  • If a synced row shows No Linkage in its grayed-out Player Activity list while Last Sync shows a date, the activity or its Rec Tech program is no longer active in Rec Tech, so it has dropped off TeamSideline's list. Make it active again in Rec Tech, or contact TeamSideline Support.

Sync Next or a reset?

ControlWhat it doesWhen to use it
Sync Next (green arrows on a row)Queues that offering to sync right away. It adds registrations that aren't in TeamSideline yet and leaves the ones already copied as they are. It's grayed out while the row is paused.Late sign-ups, or after you fix a setting.
Sync All (button)Queues every linked offering that isn't paused to sync right away.After a fix that affects the whole program.
Pause Sync (blue pause) and Start or Resume Sync (green play)Stops or restarts one offering's syncing.To hold an offering, or to start a new link.
Reset (TeamSideline Support only)Voids every enrollment in the offering, including any you added in TeamSideline, and takes those people off rosters and Team Sites. The offering's lists unlock, and its next sync copies the linked activity's registrations again.Only when the offering must be linked to a different activity or Volunteer Question. You'll assign rosters again afterward.

The Reset icon shows only for TeamSideline staff, so contact TeamSideline Support to reset an offering. For a few late registrants, Sync Next or Place Order is simpler than a reset.

A late sign-up isn't in TeamSideline

  1. On the Rec Tech Configuration page, check the offering's Last Sync. If it shows a date and time, the person registered after that sync: click Sync Next on the row, then check back after the sync runs.
  2. If it shows Paused, click the green play icon. If the program's Program Duration has ended, move its end date later on 1 Setup first, or TeamSideline pauses the links again overnight.
  3. If the offering's Reg. Duration Ends date has passed or is less than a day away, the offering may have stopped syncing: click its Edit icon on 2 Configuration, move Ends later and save, then click Sync Next.
  4. When the registration has synced, put the person on a team with Assign To Roster.

For one or two people, you can add them yourself with Place Order instead. If their Rec Tech registration syncs later, TeamSideline skips it as long as they're in the same family account and offering.

Registrations are missing

  • The program is archived. Archived programs don't sync; unarchive it first.
  • The registration isn't active in Rec Tech. Only active registrations are copied.
  • No adult has a valid email address. The sync skips an adult participant without a valid email address in Rec Tech, and a youth participant whose Rec Tech account has no adult with one. Add the email address in Rec Tech; the next sync brings the registration in.
  • The person registered in another Rec Tech activity. Only registrations in an activity linked to an offering sync. A separate activity, such as one for free agents, syncs only when it's linked to its own offering. Otherwise, have free agents register in the linked activity, let them register directly in TeamSideline, or add them with Place Order.
  • The offering has a Volunteer Question. An offering with a Volunteer Question brings in coaches only, so its participants aren't enrolled. Set its Volunteer Question to No Question and click Save. If the list is grayed out because a coach has already synced, ask TeamSideline Support to reset the offering, then change it.
  • The family is there, but in another account. A new account is created when the adult's first and last name, plus their email address or a phone number, don't match an existing parent. Merge the duplicate accounts in TeamSideline.

Answers or coaches are missing

  • Answers are blank. The Rec Tech question must match an enrollment field in the program (its Field Name or Side Description, ignoring capitalization and spaces but not punctuation), and a drop-down answer must match one of the field's Drop Down List Values. See How to map ActiveNet, Amilia or Rec Tech custom questions to enrollment fields.
  • An answer or coach with an apostrophe doesn't come across. In drop-down answers and in the coach question, an apostrophe must be the same character in Rec Tech and in TeamSideline: a curly apostrophe doesn't match a straight one. Avoid apostrophes in drop-down choices and in the coach question.
  • Older registrations stay blank. A sync never updates a registration it has already copied, so enter those answers on the enrollment's Edit tab.
  • No coach was added. The Volunteer Question must be set before the offering's first sync, the answer must be Yes or True, and the field type must fit the question: Drop Down List for a drop-down question, Text for any other. For volunteer sign-ups made in Rec Tech, check that the activity is linked to an offering.

Team registrations

  • Team Registration programs list only Rec Tech programs and activities with the Team age type.
  • Each registration in a linked team activity becomes a team, named from the team name on the Rec Tech registration, or after its manager (last name first) when that's blank. 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.
  • Teams aren't checked for duplicates. If a team comes in twice, cancel the extra team's enrollment in TeamSideline.
  • The Rec Tech Configuration page has no Enrollment Configurations button, so ask TeamSideline Support to turn on the team manager welcome email before the first sync.

How synced teams are placed in divisions is in How to set up a team registration program that syncs from ActiveNet, Amilia or Rec Tech.

Synced details look wrong

  • A participant has the wrong gender. When Rec Tech has no gender for a participant, TeamSideline uses the Gender under Gender Default on Programs > Configurations > General, or Boys/Men when that's None. Correct it on the participant's record.
  • An address has placeholder values. When Rec Tech has no address, the street comes in as "unk" and the city, state and zip come from Default City, Default State and Default Zip on the same page ("unk", AL and 00000 when those are blank). A parent without a phone number gets one of all zeros. Set the defaults before the first sync, and correct records on the parent's account.

Error messages

  • "Duplicate Activities are not allowed." The same activity is chosen on two rows. Choose each activity once.
  • "Volunteer Question without a Player Activity is not allowed." A row has a Volunteer Question but no Player Activity. Choose the Player Activity, or set the Volunteer Question back to No Question.
  • "Error accessing Rec Tech." TeamSideline couldn't load the activity list, and you're back on 2 Configuration. Try again later; if it keeps happening, contact TeamSideline Support.

Good to know

  • The sync doesn't email families. They sign in with the email address from Rec Tech and set a password with Forgot your password? on your website's Sign In page.
  • TeamSideline Support can reset offerings, check an offering's sync and update your Rec Tech connection. They can't change registrations in Rec Tech.

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