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Overview
The Veracross Data Importer allows schools to import athletic events, including some logistical and score info (for historical data). This article covers the fields needed in the CSV import. This import type only inserts new athletic events; it does not update existing ones. Teams must already exist in the system (note: teams are a type of class in Veracross, so they can be imported with the class import type).
This import type is uniquely beneficial for schools to generate athletic schedules before closing the school year, if the “Copy Athletic Events for Next Year” doesn’t quite meet your school’s needs. It also can be used after closing the school year, but it has unique value if scheduling is done before rolling over the school year.
Athletic events scheduling in Veracross requires linking the event with the system group representing the team, and normally the team group for next year’s teams don’t exist before closing the school year. Notably, this importer type generates those group records on the spot and links the team groups to the events automatically upon importing the CSV file.
Preparing the Data for Import
Prepare a comma separated value (CSV) file containing data for the fields listed below. This CSV file must contain all of the required columns in the order listed below, even if no content is populated in the non-required columns. Upload the CSV using the Data Importer.
Fields on the Import Type Template
Fields marked with an asterisk (*) must be populated.
| internal_team_id* | This field is necessary to specify the team, which must already exist in Veracross. To find the class (team) ID, run a Find Teams query on the Athletics Program homepage. In the query design, un-suppress the Internal Class ID from the results (Style tab, column options). If athletic events for next year are being imported, be sure that the teams for next year exist. Ensure that the query is looking for next year’s teams. |
| school_level | ID value. Run a School Level query to find the ID. Typically, though not always, those values are: 4: Upper School |
| grade_level | Text field. Run a Grade Level query on the System homepage to ensure an exact match. Can be “Grade Level” or “Long Description” fields from the query. |
| campus | Text or numeric (ID). Indicate the campus if applicable. If text, it must be an exact match as indicated on the Campus List query on the System homepage. Run that query to find the ID. |
| event_type* | Can be a text field or integer, but the integer is highly recommended. The integer should have a value of 17-22 (the preset athletic event types as defined in Veracross). Run a Group Event Types query to find Event Type IDs and see details about each: 17: Game |
| description* | The description or title of the athletic event. If this field is left blank and the event is a Game or Tournament, the description is not required. In this case, it is automatically populated with the team name and opponent, seperated by a "vs." if it is a home game or "@" if it is an away game. |
| start_date* | Format should be YYYY/MM/DD or MM/DD/YYYY. |
| start_time | Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30). |
| end_date | Format should be YYYY/MM/DD or MM/DD/YYYY. |
| end_time | Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30). |
| contact_person_id | Must be an internal Veracross Person ID. Run a Find Person query in Veracross to find. |
| primary_resource_id | Supply if the event occurring at home and using using an internal resource (e.g., an athletic field). Run a Find Resources query on the System homepage to locate the resource ID. In the query design, un-suppress the ID from the results (Style tab, column options). |
| destination_organization_id | Supply if the event is taking place at an “away” organization/school. Run a Find Organizations query on the Main or System homepage to locate the organization ID. In the query design, un-suppress the ID from the results (Style tab, column options). |
| location | Text field. Generally used if there is no primary_resource_id (home location) or destination_organization (away location). |
| event_status | One of the following integers: Blank = 0 = N/A |
| class_departure_time | Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30). |
| campus_departure_time | Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30). |
| depart_from | This field is deprecated in the import. Leave blank. |
| venue_departure_time | Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30). |
| campus_return_time | Format can be AM/PM (e.g., 2:30 PM) or 24-hr (e.g., 14:30). |
| transportation | Integer value. Supply one of the following: 0 N/A |
| athletic_opponent_id | Internal ID in Veracross. Use the Athletic Opponents report in the Reports section of the Athletic Program homepage to locate. In the query design, un-suppress the ID from the results (Style tab, column options). |
| game_type | One of the following integers: 1 = Preseason |
| home_away | Text field. Where was the game played? “Neutral” should be used if the game was played at a field that is neither at your school (home), nor the opponent’s (away), e.g., a community field. Should be one of the following options: Home |
| out_of_conference | Boolean field. “No”: Blank, No, 0, False |
| public_visibility | The “Public” flag on the event visibility. Boolean field. “No”: Blank, No, 0, False |
| parent_visibility | The “Public” flag on the event visibility. Boolean field. “No”: Blank, No, 0, False |
| student_visibility | The “Student” flag on the event visibility. Boolean field. “No”: Blank, No, 0, False |
| staff_faculty_visibility | The “Staff/Faculty” flag on the event visibility. Boolean field. “No”: Blank, No, 0, False |
| alumni_visibility | The “Alumni” flag on the event visibility. Boolean field. “No”: Blank, No, 0, False |
| group_members_visibility | The “Group Members” flag on the event visibility. Boolean field. “No”: Blank, No, 0, False |
| master_attendance_status | Internal ID in Veracross. Run an Attendance Status Codes query on the System homepage to find the ID. |
| class_attendance_status | Internal ID in Veracross. Run an Attendance Status Codes query on the System homepage to find the ID. |
| notes | Notes are visible in calendars. HTML supported. |