SportsEngine

Schedule Upload

The SportsEngine Schedule Upload allows you to mass import events into your website and also update events after an import has been completed. The Schedule Upload Template must be a .CSV file.





Upload a Schedule
Format a Schedule
Updating an Event
Troubleshooting

Upload a Schedule​:
Step 1: Log in> Select Admin Control Panel> Select Website Tools Tab
Step 2: Click Schedule Upload
Step 3: Click Mapping Codes
Step 4: Select the League, Season, Sub-Season from the Filter drop-down list.
Step 5: Enter Mapping Codes that correspond to the Team/Division Names found in your third-party software application. The Schedule Import will only process event data for teams/divisions with valid Team Codes.  If you're not using third-party software and are using the SportsEngine custom format you can use default ID's for mapping codes. This team code that you enter then needs to correspond with the team_id fields (home or away) on the import file. You can assign one event to two teams with one team being in the home field info and one being in the away info. If you wish to assign more than two teams to a single event add an additional row with the same exact event information except with the correct team code. As long as two events match exactly in the same consecutive fields the import process will identify that as one event.

Format your file import. Skip to step 6, if your file is already formatted.

Legacy MaxSolutionsSchedulewerks (Puck Systems), and Diamond Scheduler file export format. Attached is a guide provided by MaxSolutions on how to create an Export File which can then be imported into your website. If you need further assistance with the MaxSolutions software please contact MaxSolutions.

Schedule Template- For users that do not use a third party scheduling software you can create your own file via Excel and then import this via via the Schedule Upload tool.

SportsEngine Schedule Upload fields:

Start_Date: Format must be: MM/DD/YYYY
Start_Time: Format must be: HH:MM or TBD 
End_Date: Format must be: MM/DD/YYYY
End_Time: Format must be: HH:MM
Title: Up to 255 characters.
Description: Up to 400 characters.
Location: Up to 255 characters.
Location_URL: A valid url, please be sure to include http:// or https://
All_Day_Event: A value of 1 will indicate an all day event, if left blank or set to zero a start and end date will show on the calendar.
Event_Type: Field is ignored unless value is "Game".  If Game the additional Team fields are required.
Tags: This field is used to map to the codes that are entered in under Edit Team/Division Codes to a page within your website.  If you tag multiple pages, you must use the use the pipe/vertical bar character (i.e. "|") to separate each id. (i.e. 1023|1030|1232|21412).
Team1_ID: Team IDs are Found in the Mapping Codes Section. This field is required if the Event_Type is equal to "Game"
Team1_Division_ID: Use this if you would like to create TBD teams (Team field must be blank)
Team1_Is_Home: This field is used when Event_Type is equal to "Game". Valid values are 1 for Home Game, 0 for Away Game.
Team2_ID: Team IDs are Found in the Mapping Codes Section. This field is required when adding games under a "League" structure and the Team2_ID actually has a team page on your website.
Team2_Division_ID: Use this if you would like to create TBD teams (Team field must be blank)
Team2_Name: This field is used when no value is provided within the Team2_ID field for Solo Teams that are not within a league.
Event_ID: This field is only used if you export the batch that was previously imported, this includes a unique event_id for each row that can be used to update existing events.
Game_ID: This field is used when Event_Type is equal to "Game". The field can contain up to 12 characters. The Game ID should be unique within a Subseason. The Game ID is only supported with the SportNgin .csv format (does not apply to Maximum Solutions or ScheduleWerks).
Affects_Standings: By default if a value is not provided it will be marked as affects standings. Valid values are 1 for affects standings, 0 for does not affect standings.
Points_Win: Standings point override for a win on a single game
Points_Loss: Standings point override for a loss on a single game
Points_Tie: Standings point override for a tie on a single game
Points_OT_Win: Standings point override for a OT win on a single game
Points_OT_Loss: Standings point override for a OT loss on a single game
Division_Override: Force a game to count for standings purposes for both teams even when they aren’t in the same division

Creating a standard event:

If you wish to create a standard event, i.e. practice, board meeting, try-outs, etc.  
The fields listed below with a (*) are required for creating a standard event:

Start_Date*, Start_Time*, End_Date*, End_Time*, Title*, Description, Location, Location_URL,
All_Day_Event: If you wish to designate the event as All Day enter a value of "1")
Event_Type: This field is ignored and can be left blank when adding a standard event.
Tags: There must be at least one value within this field that maps to a Team/Division code found on the Schedule Upload page.  To tag the event to multiple pages separate each id with a pipe/vertical bar, "|". (i.e. 1023|1030|1232|21412).Note - keep all columns after Tags on the template. If you are not filling them in, you can keep them blank. These need to remain in the template to successfully upload events.


Creating a Game event:

From the SportsEngine file format you can also create games. This will place game events on the calendar and also display games within the "Game Schedule" for the teams attached to the game.   If you are creating a Game that is part of a league you must have a valid Home and Away team.  If you are creating a Game where the opponent team is not within the hierarchy of your website you can simply type in a name for the opposing team. 

Note: At this time we do not provide game schedule functionality for the following sports: Tennis, Golf, Cycling, Track & Field, Wrestling.  If you create a team page and choose one of the above referenced sports, you will need to add your games as a 'Standard Event' using the 'Creating a Standard Event' fields mentioned in the section above.
 
The fields listed below with a (*) are required for creating a Game event:
 
*Start_Date, *Start_Time, *End_Date, *End_Time
 
Title: The title of the Game will automatically be built based on the home and away team (i.e. Away Team Name at Home Team Name)
Location:
Location_URL: A valid url, please be sure to include http:// or https://.
All_Day_Event: This field will be ignored, a Game always has to have a start time and cannot be all day long.
*Event_Type: This field must have a value of "Game" in order for a Game event to be created.
Tags: Optional, you can add additional tags to the Game event. (i.e. if you want to designate a referee schedule you could tag the event to a referee page. If you want to tag multiple pages, you must use the use the pipe/vertical bar character (i.e. "|") to separate each id. (i.e. 1023|1030|1232|21412) By default both Team1_ID and Team2_ID will be tagged to the Game event.
*Team1_ID:
*Team1_Is_Home: By default if a value is not provided it will be marked as a home game. Valid values are 1 for Home Game, 0 for Away Game.
**Team2_ID: Team IDs are Found in the Mapping Codes SectionRequired when Team1_ID is underneath a league.  You must provide a Team2_ID that is actual team page within the same league. Not required if Team1_ID is not underneath a league.
**Team2_Name: Team IDs are Found in the Mapping Codes Section. Is required if a Team2_ID is not provided.
Game_ID: Up to 12 characters.
Affects_Standings: By default if a value is not provided it will be marked as affects standings. Valid values are 1 for affects standings, 0 for does not affect standings.
Points_Win: Standings point override for a win on a single game
Points_Loss: Standings point override for a loss on a single game
Points_Tie: Standings point override for a tie on a single game
Points_OT_Win: Standings point override for a OT win on a single game
Points_OT_Loss: Standings point override for a OT loss on a single game
Division_Override: Force a game to count for standings purposes for both teams even when they aren’t in the same division

Step 6: You're now ready to import your file.  In the Schedule Upload tab, click choose file to locate the file on your computer, and select the upload and process file button.

Step 7: Once you've located the file and the path is displayed in the window, you can now decide if you would like to check the box that says 'Replace all previously uploaded events'.  If you check this box, it will replace all events that were imported in previous uploads.  If you still have those previous events in your current file, you will want to check this box to avoid duplicate events.  If this is a new file with all new events that have never been previously imported, then you do NOT want to check the box or you will lose all of your previously imported events. 

Step 8: Click Upload and Process File


Note:

  • Currently if you are processing numerous uploads throughout the season and using the Mass Replace feature (Replace Previously Uploaded Events check box), all Games in 'Scheduled' status will be removed and replaced with the new import information.  All Games that are 'In Progress' or 'Final/Completed' will be duplicated if your next upload contains the same game information.  To avoid this, there is now a second check box that will appear AFTER you check the mass replace box that will say 'Ignore games prior to today's date'.  Please be sure to check this box as well to avoid the duplicate game issue for those games that have already been completed.
  • Schedule import works as a master schedule, meaning that every time you upload a new file it will overwrite the previous events with the new file.   For example if you import 10 practices and then import the schedule again to add 5 new games you would want to make sure the file includes the 10 practices plus the 5 new games.  Furthermore, it will only overwrite previous events that were added via the Schedule Upload Tool.  If you added events manually to a calendar or through an Event Aggregator etc, those events would be unaffected.
Updating an Event via the Schedule Upload:

The SportsEngine Schedule Upload tool also provides the ability to update existing events that were previously uploaded.
 
To update existing events use the following export option:
 
On the Schedule Upload page use the Export Schedule box to choose a date range.   This will export a csv file in the Ngin Schedule Upload format that will include values in the "Event_ID" column.
Or, click on a "Result" link to export on of your prior imports.   Upon viewing an previous import click on the "Export as CSV" option to download a file of the valid events you previously uploaded.
Once the file has been exported simply open the file within your spreadsheet software to make edits to the events.
Save the file and proceed back to the Schedule Upload page to import your file
Events within your schedule upload file that have an ID in the event_id column will then be updated.
Game events that have a status of "In-Progress" or "Complete" cannot be updated.  If an update needs to be made to a Game that is "In-Progress" or "Complete" in must be done be editing the individual event.

Schedule Upload Troubleshooting:​

Master Schedule:  If you are using one master schedule and are continually updating your master file and re-importing, see the following helpful hints:
  • If you are processing numerous uploads throughout the season and using the Mass Replace feature (Replace Previously Uploaded Events check box), it will replace all previous uploads with your newest file.
  • All Games in 'Scheduled' status will be removed and replaced with the new import information. 
  • All existing Games that are 'In Progress' or 'Final/Completed' will be duplicated if your next upload contains the same game information.  Please see the following solutions: 
    * There is a second check box that will appear AFTER you check the 'replace all previously upload events' box that will say 'Ignore games prior to today's date'
    * Remove events prior to today's dates from your template
Games:  If you are importing a game and would like to add scores/stats, etc., the EventType field must say Game

File is stuck on processing:  Some files can take several minutes to finish.  If your file says it's still processing please DO NOT try a new upload.  Even if you try to cancel your upload, it is still processing in the background and will result in duplicate events.

Common Schedule Upload Error Messages and What They Mean:

  • Background Check Error:  There was likely bad spacing or unwanted formatting in your file which is sometimes a result of copy/paste.  Please copy the data from your file and paste into a new .csv file.  .csv files are best as they remove the unwanted formatting.
  • Could not find a valid team/subseason mapping for Team 1:
  • There is no valid team mapping for a game event.  (This includes Team 2 for Max Solutions/ScheduleWerks)

  • Could not update the game in row X because it has already been completed. The user is trying to update a game that has a status of in-progress or completed

  • Teams (Team1 code) and (Team2 code) are not in the same subseason in row X. The user has tried to assign two teams in different subseasons to a game.  League sites only.

  • The teams for the game in row X cannot be the same team. The user has tried to make a game event with the same team as both team 1 and team 2

  • Both teams require valid mappings to create a league game in row X. The user has tried to create a game with only one team mapping. League sites only.

  • The TeamID_Home in row X is not mapped to a team that is part of a season. The user has tried to create a game for a non-team page (Page, Division, etc) page mapping. 

  • The game in row X requires a valid Team 2. The user has tried to create a game with only one team mapping. League sites only.

  • The event in row X could not be created because neither team has a valid mapping. There is no valid team mapping for an event. (Not necessarily a game).  Max Solutions/ Schedule Werks only.

  • The event in row X could not be created because neither there are no valid mappings or tags. There is no valid team mapping for an event. (Not necessarily a game).  NGIN format only.

  • Warning: Id of (bad mapping code) in row X does not have a valid mapping.  Event still added due to correct mapping of id (good_mapping_code). The event was created, but one of the mapping codes could not be found.  A third party application may place a negative number in one of the columns which will cause this error to display.  It can simply be ignored as the event was imported.

  • Warning: Tag name (bad mapping code)  in row X does not have a valid mapping. The event was created but one of the mapping codes in the tags field could not be found.  NGIN format only.

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