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Amilia sync troubleshooting: program grayed out, two Amilia programs in one league, late sign-ups

Most Amilia sync questions come down to three rules: a TeamSideline program links to one Amilia program, that choice locks once an offering has synced, and each offering syncs about once a day until its end date. Find your situation below.

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

Where: Programs > Manage Programs > (program) > 2 Configuration > Amilia Configuration

The Amilia Program list is grayed out

Once any offering in the program has synced a registration, the Amilia 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 activities.

  • To link another activity from the same Amilia program, add a new offering on 2 Configuration and link it.
  • To link a different Amilia program, such as another season's or another branch's, create a new TeamSideline program for it.
  • To switch this program to another Amilia program, ask TeamSideline Support to reset its synced offerings. A reset voids every enrollment in those offerings, including any you added in TeamSideline, and takes those people off rosters and Team Sites. Then choose the new Amilia program, click Update, link the offerings again and start the sync; registrations are copied again and you assign rosters again.

An Amilia program or activity isn't listed

  • Amilia Program lists only programs that are visible and not archived in Amilia. A branch's programs show its short name in parentheses.
  • Player Activity lists only activities in the Amilia program chosen above it. Choose the right program and click Update first; an activity in another Amilia program won't appear.
  • Team programs list only Amilia activities set up for team registration, and other programs list only individual activities.
  • If the program has a Program Owner on 1 Setup, only that branch's activities are listed, so choose an Amilia program from the same branch.
  • TeamSideline refreshes your Amilia programs and activities once a day, so a new one can take up to 24 hours to appear.

Two Amilia programs for one league

A TeamSideline program links to one Amilia program, and each TeamSideline program has its own league. If one league's registrations are split across two Amilia programs, either put the activities in one Amilia program before you link them, or create a TeamSideline program for each Amilia program and roster each one in its own league.

Don't switch the Amilia Program list back and forth to link offerings from both programs. TeamSideline reads every offering's form answers from the Amilia program currently chosen, so answers for the other program's participants would be missed.

A late sign-up isn't in TeamSideline

  1. On the Amilia 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, the offering no longer syncs: 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 Amilia registration syncs later, TeamSideline skips it as long as they're in the same family account and offering.

Registrations, answers or coaches are missing

  • Last Sync shows No Linkage: choose the Player Activity, click Save, then click the green play icon.
  • The program is archived: archived programs don't sync.
  • Answers are blank: the form question must match an enrollment field in the program, and drop-down answers must match one of the field's choices. See How to map ActiveNet, Amilia or Rec Tech custom questions to enrollment fields.
  • 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 coach added is the Amilia account owner.
  • Something changed in Amilia after the person synced, such as a withdrawal: changes don't come across, so update or cancel the enrollment in TeamSideline.

Team registrations

  • Team programs list only Amilia activities set up for team registration. How synced teams are named and placed is in How to set up a team registration program that syncs from ActiveNet, Amilia or Rec Tech.
  • The Amilia 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.

Error messages

  • "Duplicate Activities are not allowed." An activity is chosen on two rows. Choose each activity once.
  • "Volunteer Question without a Player Activity is not allowed." Choose the row's Player Activity, or set its Volunteer Question back to No Question.
  • "Error accessing Amilia." 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 Amilia and set a password with Forgot your password? on your website's Sign In page.
  • TeamSideline Support can reset offerings and update your Amilia connection, including branch connections. They can't change registrations in Amilia.

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