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Amilia: How to set up a program that syncs registrations

To bring Amilia registrations into TeamSideline, create a program with one offering for each Amilia activity, choose your Amilia program on the program's Amilia Configuration page, link each offering to its activity, and click the green play icon to start syncing.

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

Where: Programs > Manage Programs > (program) > 2 Configuration > Amilia 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 Amilia account with an API key and secret from Amilia. If a program's 2 Configuration page has no Amilia Configuration button, contact TeamSideline Support. If your organization has several Amilia branches, TeamSideline can connect each one.
  • Only Amilia programs that are visible and not archived in Amilia are listed. TeamSideline refreshes your Amilia programs and activities once a day, so a new one can take up to 24 hours to appear.
  • Answers to your Amilia form 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: Create the program

  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 Amilia links.
  5. If you see Program Owner under Multi-Organization Settings and your organization has several Amilia branches, choose the branch whose Amilia program you'll link. The activity list then shows only that branch's activities.
  6. Click Save. The 2 Configuration page opens.

New programs start hidden, so families can't register in TeamSideline. If you'll make the program visible, 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, families who try to register a participant directly see "This program is full and not accepting additional enrollments at this time."

Step 2: Add offerings, enrollment fields and the Coach volunteer type

  1. Under Offerings, click Add Offering. Enter a short Offering name for the Amilia activity, 0 in Regular Reg. Fee (families pay in Amilia), and a Reg. Duration whose Ends date is the last day you want registrations to sync. Click Add, and repeat for each activity.
  2. Under Enrollment Fields, click Add Enrollment Field, choose the field, set Enrollment Type to Player (General in Adult and Team 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. In Youth Registration programs that will sync coaches, click Add Volunteer under Volunteers, choose the Volunteer Type Coach and click Add.

Step 3: Link the Amilia program and activities

  1. Under Offerings, click Amilia Configuration.
  2. In Amilia Program, choose your Amilia program and click Update. A branch's programs show the branch's short name in parentheses.
  3. For each offering, click in Player Activity, type part of the activity's name and choose it. Activities are listed as name - ID. Team programs list only team-registration activities; other programs list only individual ones.
  4. Optional, in Youth Registration programs: in Volunteer Question, choose the enrollment field that asks whether a parent will coach (see below). Set it now: once an offering has synced, its lists are locked.
  5. Click Save. You'll see "Results saved and Offering Activities updated successfully." Each 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 counts each offering's registrations and synced coaches, and the registrations appear on the program's 4 Rosters page. Each offering syncs again about every 24 hours; click Sync Next on a row, or Sync All, to queue a sync right away.

Bring in coaches with the Volunteer Question

Amilia coaches come across one way: map the form question that asks whether a parent will coach to an enrollment field with the Enrollment Type Player, then choose that field in the offering's Volunteer Question list. When the answer is Yes or True, the Amilia account owner is added to the offering as a Coach volunteer. A drop-down question needs a Drop Down List field; any other question type needs a Text field.

Amilia Configuration page with a Volunteer Question chosen

The screenshot shows the Amilia Configuration page with the coach enrollment field chosen in an offering's Volunteer Question list.

Amilia has no separate coach-activity option. Coaches who don't answer the question can 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.

How TeamSideline matches Amilia families

  • For a youth participant, the parent in TeamSideline is the Amilia account owner. Their email comes from their Amilia record; if it's blank, TeamSideline uses the participant's, then an adult contact's on the account.
  • Adult participants and team registrants come in under their own names.
  • An existing TeamSideline account is used when the first and last name match and the email address or a phone number matches. Otherwise a new account is created.
  • In Youth & Adult Registration programs, participants under 18 come in as youth and everyone else, including anyone without a birth date in Amilia, as adults.

Good to know

  • A TeamSideline program links to one Amilia program at a time, and the choice locks once an offering has synced.
  • Each Amilia participant is copied once per offering. Changes made in Amilia afterward don't reach TeamSideline; update or cancel the enrollment in TeamSideline.
  • The Amilia Configuration page has no Enrollment Configurations button, so the E-mail override isn't available for Amilia. To send team managers the welcome email, ask TeamSideline Support to turn it on before the first sync.
  • If something isn't syncing, see Amilia sync troubleshooting: program grayed out, two Amilia programs in one league, late sign-ups.
  • Amilia's own screens and settings aren't covered here. For help with Amilia itself, contact Amilia.

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