Schedule Star integration details

Note: This document summarizes the updated version of the Schedule Star integration, which all clients will be deployed on/converted to by 12/31/2019.

The Finalsite-Schedule Star integration serves to populate data in Finalsite’s Athletics Manager extracted from the Schedule Star system. This includes team and event data.

The full set of available datapoints and how they are mapped are detailed in this document. The mapping is customizable, so data can be removed or added during your deployment or via a Support request after deployment.

Date ranges

The range of events is customizable, although we recommend pulling 1 month back and 4-6 months forward. As a best practice, you shouldn’t pull further into the future than your events are “set in stone,” to avoid exposing tentative events to users.

Sync frequency

The Schedule Star sync runs every 15 minutes to update events on the site.

Cancelled/deleted events

It is a best practice to only pull in “finalized” events. Event statuses (Postponed, Cancelled, etc.) are reflected via the sync. Events that are deleted from Schedule Star but have already been pulled into Finalsite will not delete automatically.

We are in the process of developing a utility to allow site admins to identify “off-feed” events and allow for their deletion. This is slated for release in the fourth quarter of 2019.

Team matching

Teams are matched based on the combination of gender, level, and sport defined for the team. If these values change in Schedule Star, it will result in a new team being created in Finalsite, so it is important to keep those consistent. If you need to alter those values, please coordinate with the Finalsite Support team to ensure things are properly cleaned up after the switch so you don’t have duplication in the teams.

Events that come through lacking any of the values for gender, level, and sport will not be saved to Athletics Manager.

Event types

The sync is able to target the following event types in Schedule Star, as long as they are associated with a team: Other, Practice, School, Scrimmage, Sport, Tournament, and Tryouts. By default, we recommend targeting Sport and Tournament. If you wish to include Practices and Scrimmages, that is also common and supported.

Locations/opponents

Locations and opponents are created and matched based on the name. If an exact match exists in Finalsite, that location/opponent will be associated to the event. If not, a new one will be created. For best results, be sure that all references to a specific location or opponent are consistently named in Schedule Star. The location address is mapped by default, but it can be removed from the sync if you prefer to manage those manually in Finalsite.

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