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ATHLETIC SCHEDULES via DATA IMPORT

Caroline Monninger

Hello! I am looking for someone who enters ATHLETIC SCHEDULES via DATA IMPORT. I would love to connect on best practices for the CSV file. Thank you!

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Comments

Trudy Howard

@Caroline Monninger I do this 3 times a year - what's going on?

Caroline Monninger

@Trudy Howard

Thank you for reaching out! I would like to discuss how you set up your excel sheet and make sure I am doing this the most effective/productive way. This will be my 1st Data Import for the Winter Season. Would love to have a phone conversation if you don't mind.

Ben Taylor

@Caroline Monninger I do this too at my school, happy to talk. The biggest issue I run into that I have to solve is resolving the names of opponents we get from our league and the way those names are entered in our database. As well as the fact that “opponent” and “location” aren't always the same thing. I have a method for finding those differences in sheets that's pretty reproducible.

Here's a sample of a successful upload:

course_title

school_year_label

this_duration

level_description

game_date

homeaway

start_time

opponent_name1

opponent_name2

opponent_name3

opponent_name4

opponent_name5

location

Basketball - Boys Varsity

2022-2023

Winter

School Level Name

12/2/2022

Home

4:30 PM

Opponent Name

Basketball - Boys Varsity

2022-2023

Winter

School Level

12/5/2022

Away

4:30 PM

Opponent Name

School name

Basketball - Boys Varsity

2022-2023

Winter

School Level Name

12/7/2022

Away

5:00 PM

Opponent Name

School name

I usually pull lists of opponents, teams, etc so I can use vlookup to create a conversion to fix names and find problems

Kim Ashcraft

@Caroline Monninger
I have done this via import many times. However, because the data has to be precise, it can end up taking longer to fix the imports than it would to enter them manually. It really depends on if you have opponents and venues set up pristinely AND if you have people creating the import sheets that know exactly what those are. I'm happy to connect, just let me know! Kim

Caroline Monninger

@Kim Ashcraft
Thank you!!!

Thank you!

Not the original poster but all of my attempts are rejected.

The csv's I uploaded only includes the bold parts of the schema and it it still fails.

Most recently, I got error messages such as

<no match: offering (department, level_of_play, this_duration, gender); No Match:Section(offering_id,duration_id);No Match-Location(location);No Match-Opponent(opponent_name1);

This is my attempt using the first schema

Michael Wilson II

@Benjamin Taylor

Not the original poster but all of my attempts are rejected.

The csv's I uploaded only includes the bold parts of the schema and it it still fails.

Most recently, I got error messages such as

<no match: offering (department, level_of_play, this_duration, gender); No Match:Section(offering_id,duration_id);No Match-Location(location);No Match-Opponent(opponent_name1);

This is my attempt using the first schema

Ben Taylor

@Michael Wilson II Hope something here helps! Forgive me if its all stuff you've tried.

So first thing I learned: if you got multiple errors at once, it means at least ONE of those is true. So for example if…you try to schedule the Basketball team during the Fall season. It would say no match for the team and no match for the season. What it really means is “there's no basketball team named that, or at least not one in the fall.”
For the "offering (department)" thing check that your teams are named exactly what you put in your csv. I would go to academics>reporting>reports and run the “list of all teams” and use that to make sure that each team is spelled EXACTLY correctly. Space characters are often to blame like “Baseball - Varsity ” vs. “Baseball - Varsity”. I copy the in-system name into a cell and drag it to fill the cells below.
The section (offering id) may be the precise spelling of your school year or season under core>settings>school information>years and terms
The last error is by far the most common for me: opponents and locations. You need the EXACT spelling of opponents and locations which are VERY often the culprit. To fix this you need to get the precise names out of your system, and then I have two ways to make sure they're right in your csv

First I go to extracurricular>athletics setup>athletic venues and literally click-drag select all the names and paste them into a google sheet tab (or excel). Next I don't use the embedded opponent report under manage opponents. I go to academics>reporting>manage lists>basic and advanced lists>list templates and run the athletic opponents list:

b494cdfff399e0106975ffdda1e56d9f-huge-im

This comes out cleaner than the report version does. I copy and paste that list into another column in the tab

After that you can either use vlookup to find names that don't exist and make a correction, or use those columns as data validation on your opponents and locations lists. This makes those drop downs or autocomplete lines so you can see any that are not correctly spelled to match what you did in BB. If you haven't done this it is easier than it sounds.

This is a bunch of up front work, but it pays off later, and has helped us clean up our opponent and location names to make uploading progressively easier each time.