ActivityRosterUpload Help
Learn how to upload and manage an activity roster for your organization.
The Activity Roster Upload program allows you to automatically create teams and players in a League from a selected Activity or Activity Section that has active enrollments. This option offers an easy solution for populating Leagues where participants sign up as individuals as opposed to signing up as a Team. This process creates Teams in your League and populates those Teams with players. There is no Team Registration process in Global Sales or in WebTrac. When using this program the processing assumption is that players pay their League Registration Fees when registering for the Activity. The Upload process simply creates Teams in your League puts the players onto them.
For Example: You offer a Girls Basketball League. In RecTrac, you create an Activity for Girls Basketball and you link registration Fees. You also create a League for Girls Basketball without Fees. Girls who want to join the League register and pay for the Activity. After the enrollment period ends but before League play starts, you run this program to assign girls to their Team in your League using the Upload Method that best matches your intent (i.e. Balance Age, Balance Skill Level, Balance Features, etc…; these options are discussed in detail below.). The Upload process creates the Teams in your League and populates them with players from the AR Roster.
Note: Depending on your Upload Method, you may have to visit Household Management and link Feature Codes to the individual enrollees prior to running the Upload. Optionally, you can use the Assign Features/Revise Players button to do this in bulk.
See Also: Topic Doc - The League Scheduling Module
From the bottom of the screen….
Click Upload Players to run the Activity Roster Upload. The system will alert you when the process completes. Upon completion, your League will have the number of Teams you specify, and the Teams will have players from the roster of the selected Activity and/or Section.
Note: Players remain on the Activity Roster after running the Upload. The Roster Upload program does not run a cancellation or a transfer from the Activity. All enrollees remain on the Roster. To clear the Activity Roster, you will run the Activity Section Archive program at the end of the season, as you normally would.
Click Print Assign Sheet to have the system prepare an Assign Sheet that lists the enrollees in the Activity (or Section) you selected above. This sheet lists the player's name, age, grade, and gender and provides space for you to write down notes that you will use when determining which players g to which teams. Click Here to See a Sample Report.
Click Print Player Listing after you've run the upload to have the system generate a final listing of all of the players and their team assignments. The report lists the Team Number; and the player's name, age, grade, gender, and any Feature Codes. Click Here to See a Sample Report
Click Assign Features/Revise Players, either before or after running the Upload, to continue to the Activity Roster Upload - Revise Players DataGrid. From there, you can assign features to selected enrollees, move and/or remove players from a team (i.e. you can adjust Team Rosters manually), update Questions, etc….
Click Init Team Players after you've run the Upload to initialize (i.e. "clear") all of the selected team members. This button allows you to "go back and start over." For Example: If you used the wrong Upload Method, you could use this button erase team assignments and re-run the Upload.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
ActivityRosterUpload_Tab1
Upload Option (ActivityRosterUpload_UploadOption)
Expand the Drop-down list and select the method by which you wish to upload rosters to your League.
- Activity - All rosters from all sections of the Activity you select will be uploaded to the League you select.
- Activity/Section All rosters from the single Section you select will be uploaded to the League you select.
The option you select is primarily dependent upon how you create the Activity and its Sections in order to populate your League(s) with Teams. Two example scenarios are outlined below, but ultimately your options are practically unlimited.
- Example Scenario 1: Activity to League - You have a single League for which you wish to add multiple Teams. You create one (1) Activity with one (1) Section and use all the enrollments from that one (1) section to populate the Teams in your one (1) League. For Example: Your League is 'Soccer.' Activity 100100 is 'Soccer' and it has one (1) Section only (01). You run the Upload and create multiple teams based on the enrollments in to Section 01.
- Example Scenario 2: Activity/Section to League - You have multiple Leagues based on certain criteria (Age, for example) for which you wish to add Teams. You create one (1) Activity with multiple Sections based on the same criteria you're using for your Leagues (i.e. Age). When running the Upload, you use Activity/Section, and you run the Upload as many times as you have Sections and Leagues. For Example: Your Leagues are 'Soccer 5-7,' 'Soccer 8-10,' and 'Soccer 11-13.' Activity 100100 is 'Soccer, and 'Section 01 is 'Soccer 5-7,' Section 02 is 'Soccer 8 -10,' and Section 03 is 'Soccer 11-13.' You run the Upload three (3) times, each time selecting the Section that corresponds to the League for which you want to add Teams based on age.
Note: All Upload Methods described below work the same regardless of the Upload Option you select here. The exception to this rule is "Section to Team which is available for Upload Option Activity" only.
Upload Activity (ActivityRosterUpload_UploadActivityCode)
Click the Picklist icon to select the Activity from which you wish to upload your rosters.
DeleteUpload Activity/Section (ActivityRosterUpload_UploadCombokey)
Click the Picklist icon to select the Activity and Section from which you wish to upload your rosters.
DeleteDownload League (ActivityRosterUpload_DownloadLeagueCode)
Select the League into which you wish to upload the rosters from the section(s) you selected. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteUpload Method (ActivityRosterUpload_UploadMethodAR)
Select your Upload Method. The selection you make here determines how rosters will be uploaded to the League you selected. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary..
- Section to Team - This option is available only if your Upload Method is "Activity." The upload process will create as many teams as you have Sections in your Activity and all enrollees in a Section will be placed on the same Team. This option presupposes your Activity has multiple Sections and that you want your League to have as many Teams as your Activity has Sections.
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Feature to Team - The upload process will assign enrollees with matching Feature Codes to the same team. Upon selecting this option enter a Max Players per Team value and then make selections in the Feature List field. For Example: You might make a Feature Code for each school within your district (i.e. Washington Elementary Adams Elementary Jefferson Elementary etc…). You would link the enrollees to the Feature Code that corresponds to their school. Then when you run the Upload Teams will be created by School.
Note: Additional setup is required to use this option. Family Member Feature Codes must be created in System Code Management and a Family Member Feature Code must be linked to each enrollee in Household Management • Member Details. Optionally you can use the Assign Features/Revise Players button to link Feature Codes to your players in bulk.
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Balance Skill Level to Team - When assigning enrollees to Teams the upload process will attempt to create an average player skill level across all teams. Upon selecting this option enter a Max Players per Team value a Max Team value and then make selections in the /maintenance/Feature List field. For Example: You might make a Feature Codes for "Expert Above Average Average" and "Beginner." You would link the enrollees to the Feature Code that corresponds to their skill level in the League. Then when you run the Upload Teams will be created by assigning an equal number of skill levels to each Team (or as close an approximation as possible). So if you have four (4) Teams and four (4) enrollees have "Expert" skill level then each Team will get one (1) "Expert." If you have eight (8) "Above Average" skill players then each team will get two (2) etc….
Note: Additional setup is required to use this option. Family Member Feature Codes must be created in System Code Management and a Family Member Feature Code must be linked to each enrollee in Household Management • Member Details. Optionally you can use the Assign Features/Revise Players button to link Feature Codes to your players in bulk.
- Balance Gender to Team - When assigning enrollees to Teams the upload process will attempt to balance gender across all teams so that each team will consist approximately of the same average gender. Upon selecting this option enter a Max Players per Team value and a Max Team. This option presupposes you assign Gender Codes to your Family Members.
- Balance Age to Team - When assigning enrollees to Teams the upload process will attempt to balance age across all teams so that each team will have approximately the same average age. Upon selecting this option enter a Max Players per Team value and a Max Team value. This option presupposes you assign Birth Dates to your Family Members.
- Auto Assign Players to Team - The upload process assign enrollees to team randomly. Upon selecting this option enter a Max Players per Team value.
Note: Regardless of the Upload Method you select you always have the option to edit/revise/reassign players once they've been placed on a Team. The Assign Features/Revise Players button at the bottom of the screen provides for this.
Upload Method (ActivityRosterUpload_UploadMethodARS)
Select your Upload Method. The selection you make here determines how rosters will be uploaded to the League you selected. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
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Feature to Team - The upload process will assign enrollees with matching Feature Codes to the same team. Upon selecting this option enter a Max Players per Team value and then make selections in the Feature List field. For Example: You might make a Feature Code for each school within your district (i.e. Washington Elementary Adams Elementary Jefferson Elementary etc…). You would link the enrollees to the Feature Code that corresponds to their school. Then when you run the Upload Teams will be created by School.
Note: Additional setup is required to use this option. Family Member Feature Codes must be created in System Code Management and a Family Member Feature Code must be linked to each enrollee in Household Management • Member Details. Optionally you can use the Assign Features/Revise Players button to link Feature Codes to your players in bulk.
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Balance Skill Level to Team - When assigning enrollees to Teams the upload process will attempt to create an average player skill level across all teams. Upon selecting this option enter a Max Players per Team value a Max Team value and then make selections in the Feature List field. For Example: You might make a Feature Codes for "Expert Above Average Average" and "Beginner." You would link the enrollees to the Feature Code that corresponds to their skill level in the League. Then when you run the Upload Teams will be created by assigning an equal number of skill levels to each Team (or as close an approximation as possible). So if you have four (4) Teams and four (4) enrollees have "Expert" skill level then each Team will get one (1) "Expert." If you have eight (8) "Above Average" skill players then each team will get two (2) etc….
Note: Additional setup is required to use this option. Family Member Feature Codes must be created in System Code Management and a Family Member Feature Code must be linked to each enrollee in Household Management • Member Details. Optionally you can use the Assign Features/Revise Players button to link Feature Codes to your players in bulk.
- Balance Gender to Team - When assigning enrollees to Teams the upload process will attempt to balance gender across all teams so that each team will consist approximately of the same average gender. Upon selecting this option enter a Max Players per Team value and a Max Team. This option presupposes you assign Gender Codes to your Family Members.
- Balance Age to Team - When assigning enrollees to Teams the upload process will attempt to balance age across all teams so that each team will have approximately the same average age. Upon selecting this option enter a Max Players per Team value and a Max Team value. This option presupposes you assign Birth Dates to your Family Members.
- Auto Assign Players to Team - The upload process assign enrollees to team randomly. Upon selecting this option enter a Max Players per Team value.
Note: Regardless of the Upload Method you select you always have the option to edit/revise/reassign players once they've been placed on a Team. The Assign Features/Revise Players button at the bottom of the screen provides for this.
Copy roster question answers to player (ActivityRosterUpload_CopyQuestions)
Select this option to have any Questions and Answers linked to the family member's Activity enrollment copied over to player on the League Team.
For Example: Shirt Size? and Hat Size? might be questions you ask during enrollment into the Activity. To have the answers to those questions available in League Team Update • Player Update, then you would enable this option when running the Upload.
Note: For this option to work correctly the same Question must be linked to both the Activity and the League. When linking the Question to the League be certain to select "League Player" as the Question Type.
Upload children to their parent's team first (Team must have a HH link) (ActivityRosterUpload_UploadChildrenFirst)
Select this option to have children uploaded to their parent's team, if applicable. The Team must have a household link established in order for this feature to work properly. To create a Household-to-Team link, go to League Update • Teams tab . Select the applicable team click Link to Different Household (from Internal Household Only) and browse to and select the correct household.
De-select this option if you do not want to use this feature.
DeleteNew Team Names (ActivityRosterUpload_NewTeamNames)
This field is applicable only if your Upload Option is "Activity" and only if your Upload Method is "Section to Team."
Expand the Drop-down list to select the naming convention for the Teams that will be created by running the Upload.
- Section Description - The Team Name will be the Short Description of the Section.
- Activity Number/Team Number The Team Name will be the same as the Activity and Section Number so if your Activity is 100100 and your Section is 01 then Team 1 will be named 100100 01.
Max Players Per Team (ActivityRosterUpload_MaxPlayersPerTeam)
This field is applicable to every Upload Method except "Section to Team."
Enter the Maximum Number of Players you want per Team. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary. When running the Upload the system will not create a Team with a number of players that exceeds this value. However under certain circumstances the system may create teams with fewer players than the value entered here.
Note: You always have the option to edit/revise/reassign players once they've been placed on a Team. The Assign Features/Revise Players button at the bottom of the screen provides for this.
Max Teams (ActivityRosterUpload_MaxTeams)
This field is applicable for Upload Methods "Balance Skill Level to Team Balance Gender to Team and Balance Age to Team."
Enter the Maximum Number of Teams that you will allow in your League. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary. When running the Upload the system will not create any more Teams than the value you enter here. The system will also check the math between Max Players per Team and this field to ensure that everyone on the Roster gets a spot on a Team.
Note: You always have the option to edit/revise/reassign players once they've been placed on a Team. The Assign Features/Revise Players button at the bottom of the screen provides for this.
Feature List (ActivityRosterUpload_FeatureList)
This field is applicable for Upload Methods "Feature to Team" and "Balance Skill Level to Team" only.
Select the Family Member Feature Codes you wish to use as the criteria for adding enrollees to your Teams. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
Additional setup is required when using this option. Family Member Feature Codes must be created in System Code Management and a Family Member Feature Code must be linked to each enrollee in Household Management • Member Details. Optionally you can use the Assign Features/Revise Players button to link Feature Codes to your players in bulk.
Note: You always have the option to edit/revise/reassign players once they've been placed on a Team. The Assign Features/Revise Players button at the bottom of the screen provides for this.