Data Importer: Athletic Events

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 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
3: Middle 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
18: Practice
19: Game/Multi-Opponent
20: Athletics: Other
21: Scrimmage
22: Tournament

description* The description or title of the athletic event.
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
1 = Unconfirmed
2 = Confirmed/Scheduled
3 = Postponed
4 = Cancelled
5 = Delayed

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
1 Bus: One-Way
2 Bus: Round-Trip
3 Carpool
4 See Bus Schedule
5 Private Car
6 Meet at Game
7 Vans
8 Mini-Bus
9 Meet at Practice
10 Bus and Carpool
11 Taxi
12 Train
13 Walk

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
2 = Friendly/Exhibition
3 = Postseason

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
Away
Neutral

out_of_conference Boolean field.

“No”: Blank, No, 0, False
“Yes”: 1, Yes, True

public_visibility The “Public” flag on the event visibility. Boolean field.

“No”: Blank, No, 0, False
“Yes”: 1, Yes, True

parent_visibility The “Public” flag on the event visibility. Boolean field.

“No”: Blank, No, 0, False
“Yes”: 1, Yes, True

student_visibility The “Student” flag on the event visibility. Boolean field.

“No”: Blank, No, 0, False
“Yes”: 1, Yes, True

staff_faculty_visibility The “Staff/Faculty” flag on the event visibility. Boolean field.

“No”: Blank, No, 0, False
“Yes”: 1, Yes, True

alumni_visibility The “Alumni” flag on the event visibility. Boolean field.

“No”: Blank, No, 0, False
“Yes”: 1, Yes, True

group_members_visibility The “Group Members” flag on the event visibility. Boolean field.

“No”: Blank, No, 0, False
“Yes”: 1, Yes, True

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.
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