Athletic Setup via Importer Types

Overview

Veracross has a number of data importer options which make it useful for various workflows. One of these workflows is a process by which most aspects of Veracross Athletics can be set up through the importer. Since, as in all of Veracross, the Athletics structure is a relational database – certain data needs to be present before you can do the next importer type – the order of operations is important.

This article details the proper order of operations for setting up Athletics in Veracross, along with a brief note about why one thing must come before another.

Department and Subject Setup

It is necessary prior to any other step that school-level specific “Athletics” subjects be set up within the appropriate Department. Generally, this should require no more than once subject per School Level. For example, set up a subject called Upper School Athletics in the Upper School department.

Configuring the Sports

In order to add any specific team or event information via the importer for Athletics, you must first configure the Sport itself in Axiom. “Sport” here is used to define the year-over-year reusable record that correlates to other Courses – e.g. Biology and English – and uses the Course Type of Athletic Program. This may be done from the appropriate Subject record page – e.g. Upper School Athletics – using the “Add Record” option.

In this Sport, the following must be defined:

• Course Type is Athletic Program
• The Sport name and abbreviation, which appears on various documents and calendars
• The level of the sport (e.g. Varsity, JV, ect.) as set by Classifications
• The gender, as appropriate

When setting up the Sport, it is best to set up the records so that you have no more than one Team per Sport per year. An example of a well-defined sport would be Varsity Girls Soccer. Using simply Soccer as the Sport’s name would most likely result in data integrity issues down the line as there may be multiple Soccer teams within the same year, considering boy’s and/or JV soccer teams.

Repeat this process for as many teams as you have.

Importing Processes

After the Sports are configured, the following may be done using the data importer.

Note: Any template column in bold is a required field. Information must be entered into each occupied row for that field or else the import procedure will return an error.

Teams Import

Athletic Teams in Veracross Athletics actually correspond to the structure of a Class in much the same that a Sport corresponds to a Course.

The Importer tool may be used to import Team data using the same process as for importing an academic class. Learn about Importing into Veracross and use the following fields:

Additional Coaches Import

Multiple coaches may be added to a given team in addition to the “head coach” added in the Team import. If there are no additional faculty/staff leadership positions to add, this may be skipped.

Use the following fields, which are parallelled with the class permission import type, as the headers for the Additional Coaches Import:

Note that the class_permission record to which this information will be attached requires an internal Class ID for the Team and a Person ID for the additional coaches. Therefore both must be set up in Veracross prior to this step.

Rosters Import

Once the Team has been imported, Team Rosters may be added. Importing information using the following fields will create enrollment records associated with the Team.

Opponents

Opponents and locations are reflected as Organizations in Veracross and may be set up at any time. They cannot, however, be imported using the import tool and must be entered manually. Adding an opponent as an organization may be done from the System homepage, and choosing Add Organization from the Add + menu. To display as an opponent in Veracross, an organization must have the following:

• Organization – this is the description/name of the opponent
• Address – Inputting the address for an opponent allows Veracross users to automatically map and download directions.
• Role – Set to Athletic Opponent or, if only a Location, then any Role will do. Note that the role may only be added once the Organization record has been created by pressing “Add Organization” in the menu bar.

Events Import

Importing Athletic Events required defining the Team, event type, description, and Start date, making it perhaps the most complex part. Use the following header fields to import the data or view the Data Importer: Athletic Events article for full details.