Many national sports organisations such as Netball New Zealand and New Zealand Football as well as regional sports organisations such as College Sport Auckland, College Sport Wellington and School Sport Canterbury use the Sporty platform to manage sports tournaments and competitions.
To make it easier for schools to enter students into sports tournaments and competitions, Sporty has integrated with Edge/Helix and KAMAR student management systems. This integration lets schools access student details when logged into Sporty, making it easy to drag & drop students into teams and events without needing to manually type in all the details of each student.
This integration is optional. If you prefer not to enable the integration, you can still register students into sport events and competitions manually (this is normally done through Sporty, since most organisers of school sports competitions use the Sporty platform). Alternatively, Sporty may be able to import student details from a CSV file if you prefer (please contact support@sportsground.com if you wish to learn more about this option).
The data fields normally required by school sports organisations for the purpose of managing competitions and ensuring the eligibility of students are listed below. Sport organisers typically also require contact information for health & safety purposes in case of emergency relating to a student, such as contact details for a parent/caregiver.
Benefits of integration
If you do integrate your student management system with the Sporty platform, this gives your school increased functionality within Sporty, such as:
- You can avoid the manual entry of student details that are required by school sports competition managers, and;
- Student details can display automatically in the TeamBuilder utility within Sporty, making it quick and easy to drag and drop students into teams in a way that automatically meets the registration requirements of sports organising bodies, and;
- If you need to register a student to participate in school sport through a registration form on the Sporty platform, the system will be able to complete some known data from Edge for you. This can reduce human errors and avoid the extra effort that may be associated with collecting the extra data fields manually.
To integrate Sporty with Edge/Helix requires a one-time setup process to connect. Please see this article here for instructions.
This article includes:
- Edge/Helix fields that can be enabled
- Payment Reports
- Edge/Helix auto-population of CRM
- Building teams in TeamBuilder
Edge/Helix fields that can be enabled
Sporty can pull the below fields directly from Edge/Helix once the connection has been established.
- Name
- Date of Birth
- Gender
- Phone number
- Photo
- Ethnicity
- Tutor
- Enrolment date
- Leaving date
- Year level
- Parent details
- Next of kin
Below is an example of how some of these fields will display when selected on your Online Form.
How to enable key fields
You first must have connected Edge/Helix to Sporty. Please see this article here on how to do this.
Make Edge/Helix fields Admin Only
The Edge/Helix fields mentioned above can be set to be Admin Only. Setting fields to Admin Only, only allows for logged in site administrators to view this information and also allows for a report to be exported that contains this data.
Tick the checkbox for Admin Only. Ensure you save the form before exiting.
Auto-populate Edge/Helix fields
When a student registers with your organisation, Sporty will automatically populate the following Edge/Helix fields in the registration form at submission if a matching person is found on your Student Roll with the same name and Date of Birth. These fields will be populated only if they are present as Admin Only fields on the registration form:
- Tutor
- Enrolment date
- Leaving date
- Year level
Payment Reports
Once Edge/Helix is connected, when the payment report is run it will export the Edge/Helix fields as well.
For further help with Payment Reports over a date range, please see this support article.
SuperCRM Auto-population
Once integrated, you can request for the Edge/Helix Students Superform to be applied to your site.
This form communicates with your Edge/Helix database and will sync with Sporty once per year to bring through student records into your SuperCRM. Please note that this form only brings through the specific fields that have been noted above. The exception to this once per year sync is if a new student enrolls, then a sync will occur only bringing through their details, any updates to pre-existing students will not be updated in Sporty. You can then create and apply filters in your SuperCRM based on your roll.
To request for this Superform to be applied, please contact support@sportsground.com.
Please note that any changes made in Sporty will not feed back into Edge/Helix.
For further information in relation to the SuperCRM, please see this support article.
Building teams in TeamBuilder
1. Once your Edge/Helix connection has been enabled, you will see SCHOOL Roll tab in TeamBuilder that is populated by your Edge/Helix roll.
Note that it may take up to 24 hours for your SCHOOL Roll tab in TeamBuilder to be populated.
2. Click on a student on the left from your roll, and drag them to a team on the right. Drop the student into the team to create a registration record against that student. You can also select multiple students and click Move X People to Team.
For help with adding players to teams, please click here.
Note: If your registration form has additional question fields for data that is not known to Edge/Helix, the system will present a registration form with the known details pre-filled and the unknown fields left blank, so you simply need to complete the missing details for the record.
Updating Edge/Helix fields against a students registration in Sporty
A logged in site administrator can update Edge/Helix fields that relate specifically to a student within the Sporty database.
Key points:
- If an Edge/Helix field is updated with an answer that differs to that which is recorded in Edge/Helix, the answer will be saved to the form in Sporty. It won't however be fed back to Edge/Helix. For example, if Edge/Helix populates Ginny's record with the year level value of 'Year 12' but the site administrator manually updates Ginny's year level in Sporty to be 'Year 13', whenever Ginny's record in Sporty is viewed her year level will read 'Year 13' but when viewing Edge/Helix, 'Year 12' would show.
- All Edge/Helix fields can be edited but the Student ID and School ID fields will be locked once they have been populated.