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Rec Tech: How to set up a program that syncs registrations (sync toggle and Age Type)

To bring Rec Tech registrations into TeamSideline, first turn on the TeamSideline sync and choose the right age type in Rec Tech. Then create a TeamSideline program with one offering for each Rec Tech activity, link the offerings on the program's Rec Tech Configuration page, and click the green play icon to start syncing.

Applies to: Admins · Enterprise plan with the Rec Tech module · Youth, Adult, Youth & Adult and Team Registration programs

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

For how syncing works in general (timing, what comes across and what doesn't), see How registration integrations sync with TeamSideline (ActiveNet, Amilia, Rec Tech).

Before you start

  • TeamSideline connects your Rec Tech account for you. If a program's 2 Configuration page has no Rec Tech Configuration button, contact TeamSideline Support.
  • TeamSideline lists only Rec Tech programs and activities that are active in Rec Tech, and it refreshes the list once a day. A new program or activity, or a change to its sync setting or age type, can take up to 24 hours to show up.
  • Answers to your Rec Tech registration questions come across only into matching enrollment fields. Create the fields first, as How to map ActiveNet, Amilia or Rec Tech custom questions to enrollment fields explains. For team registrations, also see How to set up a team registration program that syncs from ActiveNet, Amilia or Rec Tech.

Step 1: Turn on the sync in Rec Tech

Do this for the program template and for each of its sections. A section that isn't enabled, or that has the wrong age type, won't sync.

  1. In Rec Tech, open the program template you want to sync and go to Program Defaults.
  2. Turn on "Sync with Team Sideline".
  3. In the age type list that appears, choose Youth for programs where families register each participant, such as youth basketball or flag football. Choose Team for programs where a team manager or coach registers the team and then adds the players in TeamSideline, such as adult leagues or youth leagues where only the coach registers.
  4. Open each section of the program and check that the TeamSideline sync shows Enabled and that the section has the right age type.

The screenshot shows a section's settings in Rec Tech, with the TeamSideline sync enabled and an age type chosen.

The age type decides where TeamSideline offers an activity. In Team Registration programs, the Rec Tech Program list shows only programs with the Team age type, and Player Activity lists only Team activities. In Youth, Adult and Youth & Adult Registration programs, Player Activity lists only activities that aren't Team.

Step 2: Create the program in TeamSideline

  1. Go to Programs > Manage Programs and click Add Program.
  2. Choose the Registration Type: Youth Registration, Adult Registration, Youth & Adult Registration, Team Registration, or Team Registration plus Youth or Adult Roster Registration. Choose the Sport and any other options shown, and click Next.
  3. On 1 Setup, enter the Program Name, Program Season and Program Description.
  4. In Program Duration, enter dates that end after the last day you expect registrations. Once the program's end date passes, TeamSideline pauses its Rec Tech links overnight.
  5. Click Save. The 2 Configuration page opens.

New programs start hidden, so families can't register in TeamSideline. If you'll make an individual registration program visible (for example, so coaches can register as volunteers), set Max # of Enrollments on 1 Setup to 1 and leave Enable Waitlist at No. The sync ignores this limit, and once the first registration has synced, anyone who tries to register a participant directly sees "This program is full and not accepting additional enrollments at this time." For team programs, see How to set up a team registration program that syncs from ActiveNet, Amilia or Rec Tech.

Step 3: Add offerings, enrollment fields and the Coach volunteer type

  1. Under Offerings, click Add Offering. Enter a short Offering name for the Rec Tech activity, 0 in Regular Reg. Fee (families pay in Rec Tech), and a Reg. Duration whose Ends date is at least one day after the last day you expect registrations, because syncing can stop up to a day before the Ends date. Click Add, and repeat for each activity.
  2. Under Enrollment Fields, click Add Enrollment Field and choose the field. Set Enrollment Type to Player (General in Adult and Team Registration programs; add the field for both in Youth & Adult Registration programs), Offering to All, New vs Returning to Both, Required to No and Use Previous to No, and click Add. Repeat for each field.
  3. If coaches will come across (see below), click Add Volunteer under Volunteers, choose the Volunteer Type Coach and click Add.

Step 4: Link the Rec Tech program and activities

  1. Under Offerings, click Rec Tech Configuration.
  2. In Rec Tech Program, choose your Rec Tech program and click Update.
  3. For each offering, click in Player Activity, type part of the activity's name and choose it. Activities are listed as name - ID.
  4. In Youth Registration programs, leave Volunteer Question at No Question unless the offering is only for coach sign-ups (see Bring in coaches, below).
  5. Click Save. You'll see "Results saved and Offering Activities updated successfully." Each newly linked row shows Paused under Last Sync.
  6. Click the green play icon (Start or Resume Sync) on each row. Last Sync shows Pending until the first sync runs, then its date and time.

What you'll see: the Enrollments / Volunteers column (Enrollments in programs other than Youth Registration) counts each offering's registrations and synced coaches, and the registrations appear on the program's 4 Rosters page. A first sync can take a few hours when many activities are syncing. After that, each offering syncs about every 24 hours; click Sync Next on a row, or Sync All, to queue a sync right away.

Bring in coaches

Coaches come across from Rec Tech in two ways:

  • Volunteer sign-ups in Rec Tech. When someone signs up as a volunteer for a linked Rec Tech activity, the sync adds them to that offering as a Coach volunteer. This works in Youth, Adult and Youth & Adult Registration programs.
  • A coach sign-up activity with a Volunteer Question (Youth Registration programs). Link the Rec Tech activity that coaches register in to its own offering. Map the question that asks whether the person will coach to an enrollment field in the program (a drop-down question needs a Drop Down List field; any other question type needs a Text field), and choose that field in the offering's Volunteer Question list before the offering's first sync. Each registration answered Yes or True adds the adult as a Coach volunteer.

An offering with a Volunteer Question brings in coaches only: its participants aren't enrolled as players. Don't choose a Volunteer Question on an offering that players register in. Coaches synced into a coach offering are in the same program, so you can put them on teams with Assign To Roster.

Coaches can also register as volunteers directly in TeamSideline, in the same program: make the program visible, keep Max # of Enrollments at 1 and set volunteer registration dates. Max # of Enrollments doesn't limit volunteers.

How TeamSideline matches Rec Tech families

  • For a youth participant, the parent in TeamSideline is an adult on the participant's Rec Tech account who has a valid email address: the registration's primary person first, then the account's primary person, then any other adult on the account.
  • An adult participant comes in under their own name and needs their own valid email address in Rec Tech.
  • A registration without a valid adult email address isn't copied. Add the email address in Rec Tech, and the next sync brings the registration in.
  • An existing TeamSideline account is used when the adult's first and last name match a parent on it and the email address or a phone number matches too. Otherwise a new account is created.
  • A participant already on the account with the same first and last name is reused. Otherwise a new participant is added with the birth date and gender from Rec Tech.
  • In Youth & Adult Registration programs, whoever Rec Tech marks as an adult comes in as an adult enrollment, and everyone else as youth.

Good to know

  • A TeamSideline program links to one Rec Tech program at a time, and the choice locks once an offering has synced.
  • Only active Rec Tech registrations are copied, and each one is copied once per offering. Changes made in Rec Tech afterward, such as a cancellation or new contact details, don't reach TeamSideline, so make the same change in TeamSideline.
  • In team programs, each synced team is named from the team name on its Rec Tech registration. If that's blank, the team is named after its manager, last name first.
  • The Rec Tech Configuration page has no Enrollment Configurations button. To send team managers the welcome email, ask TeamSideline Support to turn it on before the first sync. A Rec Tech question can't replace a family's email address the way an ActiveNet E-mail question can.
  • If something isn't syncing, see Rec Tech sync troubleshooting: empty or grayed-out dropdown, Sync Next vs reset.
  • Rec Tech's own screens and settings aren't covered here. For help with Rec Tech itself, contact Rec Tech.

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