Sports Team Manager - Synchronisation

Sports Team Manager offers various ways of exporting and importing data and synchronising data with other devices or systems.

Backup and restore

Sports Team Manager allows you to backup all data of the application to XML. Later on the generated file can be used to restore data to an earlier time.

Backup

The backup function can be found in the Tools sliding drawer at the bottom of the main activity. Open the sliding drawer by clicking on the handle and select the Backup data to SD option.

The application will prompt for the folder in which the backup file will be saved.
Click on the name of a folder to open that folder and view the sub folders. Use the Home link at the top of the list to return to the base folder of the SD card. To go up one level, use the back button of your device or the Up one level link at the top of the list. To cancel, press the back button of your device until you return to the main screen.

Finally, click on the radio button to select a folder and press the Select button to confirm your selection. The backup file will be saved to the selected folder as TeamCoachBackup.xml. If the file already existed, it will be overwritten (without prompt).

Restore

The restore function can be found in the Tools sliding drawer at the bottom of the main activity. Open the sliding drawer by clicking on the
handle and select the Restore data from SD option.

The application will prompt for the backup file, only xml files will be listed.
Click on the name of a folder to open that folder and view the sub folders. Use the Home
link at the top of the list to return to the base folder of the SD card. To go up one level, use the back button of your device or the Up one level link at the top of the list. To cancel, press the back button of your device until you return to the main screen.

Finally, click on the file name to select a file and press the Select button to confirm your selection. After verifying the backup file, the data of the backup will replace the existing data. If anything goes wrong, the restore will stop and all changes will be rolled back.

Excel

Excel export

All data of 1 team can be exported to an Excel file. To export to Excel, open the team and open the Synchronisation sliding drawer by clicking on the handle. Select the Export to Excel option to start the export to Excel.

The application will prompt for the folder in which the Excel file will be saved.
Click on the name of a folder to open that folder and view the sub folders. Use the Home link at the top of the list to return to the base folder of the SD card. To go up one level, use the back button of your device or the Up one level link at the top of the list. To cancel, press the back button of your device until you return to the main screen.

Finally, click on the radio button to select a folder and press the Select
button to confirm your selection. The Excel file will be saved to the selected folder as <Team name>.xls. If the file already existed, it will be overwritten (without prompt).

Excel import

The Excel import function can be found in the Synchronisation sliding drawer at the bottom of the team activity (open a team from the main activity to open the team activity). Open the sliding drawer by clicking on the handle and select the Import from Excel option.

The application will prompt for the backup file, only .xls files will be listed. Currently .xlsx files are not supported.
Click on the name of a folder to open that folder and view the sub folders. Use the Home
link at the top of the list to return to the base folder of the SD card. To go up one level, use the back button of your device or the Up one level link at the top of the list. To cancel, press the back button of your device until you return to the main screen.

Finally, click on the file name to select a file and press the Select button to confirm your selection. The application will present you the following import options:

Before import

  • Delete current events.
    If selected, the existing events of the team will be deleted before importing.
  • Delete current members.
    If selected, the existing members of the team will be deleted before importing.
  • Delete current locations not used by other teams.
    If selected, the existing locations that aren't used by other teams will be deleted before importing.
  • Delete current uniforms.
    If selected, the existing uniforms of the team will be deleted before importing.

While importing

  • Import all events as new events.
    If selected, all events in the Excel file will be inserted as new events. This may result in duplicate events !
  • Import all members as new members.
    If selected, all members in the Excel file will be inserted as new members of the team. This may result in duplicate members !
  • Import all locations as new locations.
    If selected, all locations in the Excel file will be inserted as new locations. This may result in duplicate locations !
  • Import all uniforms as new uniforms.
    If selected, all uniforms in the Excel file will be inserted as new uniforms of the team. This may result in duplicate uniforms !

Click the OK button to confirm the selected options. The import of the Excel file will start.

Tip:

Importing events can be slow due to the calculated member presence cells. To speed up the import we advise you to perform the following actions in Excel before importing:

  • Select all member presence cell on the Events sheet.
  • Copy (CTRL-C) the content of the cells.
  • Paste As Values.
    This will replace the formulas with the calculated value.

You can also use the PrepareForImport macro which will perform the same actions.

Excel file format

Events sheet

The Events sheet contains the data of all team events and the presences of up to 5 coaches and 30 players.

Special columns are:

  • id
    The unique identifier of Sports Team Manager.
    Leave this cell empty for new events and do not change it for existing events.
  • uid
    The universal unique identifier used by the iCalendar format. Used to identify an event when synchronizing calendars by means of the iCalendar format.
  • Remind me
    Date and time of the alarm to remind you of the events. The date format depends on the preferences of your device, usually dd-mm-yy hh:mi or mm-dd-yy hh:mi am/pm.

When specifying presences for coaches or players, 1 means present, 0 absent.

Player / Coach / Official / Parent / Other sheets

These sheets contain the data of players, coaches, officials, parent or other team members.

Special columns are:

  • id
    The unique identifier of Sports Team Manager.
    Leave this cell empty for new events and do not change it for existing events.
  • idContact and lookupKey
    Data used to synchronize team members with the Address book of your device.
    Leave this cell empty for new events and do not change it for existing events.

In addition to the general data of the team member, there is room for up to 3 addresses, 3 phones and 3 emails.

Locations sheet

The locations sheet contains the data of all locations of all teams, not just the locations used by this team.

Special columns are:

  • id
    The unique identifier of Sports Team Manager.
    Leave this cell empty for new events and do not change it for existing events.
  • Name
    The name of the location should be unique as well.

Uniforms

This sheet contains the data of the uniforms of this team.

Special columns are:

  • id
    The unique identifier of Sports Team Manager.
    Leave this cell empty for new events and do not change it for existing events.
  • Name
    The name of the uniform should be unique as well.
  • Color
    The color of the uniform. Due to the limitations of the Excel 97-2003 format, this color may not completely correspond to the color in the app.

Presences

Contains the presence data of all events for every coach and player of the team. The data of the sheet is used by the formulas of the Events sheet and is not intended to be modified manually. If you want to modify member presences, do this on the Events sheet.

iCalendar export

To export to all events of a team to the iCalendar format, open the team and open the Synchronisation sliding drawer by clicking on the handle. Select the Export to iCalendar option to start the export to iCalendar.

The application will prompt for the folder in which the iCalendar file will be saved. Click on the name of a folder to open that folder and view the sub folders. Use the Home link at the top of the list to return to the base folder of the SD card. To go up one level, use the back button of your device or the Up one level link at the top of the list. To cancel, press the back button of your device until you return to the main screen.

Finally, click on the radio button to select a folder and press the Select button to confirm your selection. The iCalendar file will be saved to the selected folder as <Team name>.ics. If the file already existed, it will be overwritten (without prompt).

The following data is included:

  • Event type (Game, Practice, ...) as the event category
  • Event date and time
  • Opponent / Title as the summary of an event
  • Reference as a comment to the event
  • Notes as a comment to the event
  • Event location (name and address)
  • Event alarm
  • Players present/absent
  • Coaches present/absent
  • Full description summarizing most data of the event in the app

The resulting file can be imported in other programs or tools like Microsoft Outlook or Google Calendar.

iCalendar synchronisation

iCalendar files that have been exported from other programs like Microsoft Outlook or Google Calendar can be imported in Sport Team Manager.

The iCalendar import function can be found in the Synchronisation
sliding drawer at the bottom of the team activity (open a team from the main activity to open the team activity). Open the sliding drawer by clicking on the handle and select the Sync with iCalendar option.

The application will prompt for the source of the iCalendar: file or url. Select the option that suits your needs.

In case the source of the iCalendar is an url, the application will prompt for the url. The last url entered url will be the default value. Once the url has been confirmed, the file will be downloaded and processed.

In case the source of the iCalendar is a file, the application will prompt for the location of the file, only .ics files will be listed.
Click on the name of a folder to open that folder and view the sub folders. Use the Home link at the top of the list to return to the base folder of the SD card. To go up one level, use the back button of your device or the Up one level link at the top of the list. To cancel, press the back button of your device until you return to the main screen.

Finally, click on the file name to select a file and press the Select button to confirm your selection. After confirmation the iCalendar file will be processed.

Address book import

Team members can be imported from the Address Book. This function can be found in the Synchronisation
sliding drawer at the bottom of the team activity (open a team from the
main activity to open the team activity). Open the sliding drawer by
clicking on the handle and select the Import from address book option.

The application will open the list of contacts of your device. Click on one of the contacts to import that contact as a member of the team. Name, addresses, phone numbers and email addresses will be taken from the Address Book.

Existing team members that were not imported from the Address Book can be linked to a contact from the Address Book as well. This will allow you to update the team member data from the Address Book later on.
In order to link an existing team member to a contact from the Address Book, long press the team member in the list of members of a team. Select the Link to contact option from the context menu that appears.

The application will open the list of contacts of your device.
Click on one of the contacts to link the team member to that contact. Addresses, phone numbers and email addresses will be replaced by the data in the Address Book.

Address book synchronisation

If a team member has been linked to a contact from the Address Book, the data of this team member can be updated from the Address Book. Addresses, phone numbers and email addresses will be replaced by the data in the Address Book. The name of the contact will not be synchronized.

Team members can be synchronized one by one or all at once.

  • To synchronize a single team member, long press the team member in the list of members of a team. Select the Update from address book option from the context menu that appears. This option will only be available if the team member has been linked to a contact from the Address Book.
  • To synchronize all members of a team, open the Synchronisation
    sliding drawer at the bottom of the team activity and select the Update all from address book.