There will be 5 spreadsheets (files) for each organization to use for updating information for the upcoming season: Coaches names, Teams, Conflicts, Gym Slots, and Scoresheets. Scoresheets will appear before scores need to be submitted. When you need to update the information on the website, you should open the latest file using the underlined links on the website, make the required changes and then e-mail it to me. You may modify the name of the file on the web site when you return it, but make sure part of the file name represents the type of information contained in the File. The links to the Excel Files can be found in the pages for your organization. The Team Declarations contain the links to the sheets for teams and conflicts. The Gym Schedules contain links to the Gym Schedule Sheets. It's on the right side of the index labeled Excel. Coaches Names are sent by e-mail and will not be posted on the web site.
To change the data on the central database, the Excel file must match what you wish to see. Erase the data that needs to be deleted. Add lines for new information at the end or in place of data that needs to be changed. Returned spreadsheets can have blank lines in the middle and the information does not need to be sorted in the same order that was sent. If you wish to sort the data before you send it back, you can but it's not necessary. Sending in data as it appears below is acceptable:
A returned spreadsheet should represent all the current information for your organization. You are sending a replacement of all the information in that category on the website.
Return your Excel Spreadsheets via e-mail
Why is team data split into multiple files?
Where are the Excel Sheets Located
Coach Name and Phone Number Worksheet
If your e-mail settings are properly configured in Excel, you should be able to use this method to return your Excel Spreadsheet to me. If you can not use this method, then you will need to use the Save option and then use the attach function in e-mail which is explained below.
If the Send option in E-mail will not work, you will have to use the attach option in e-mail.
Start you message:
Use the Attach Feature. This may be a button or available on a Menu. What will follow is a File Selection Dialog.
You file selection dialog will be similar to this. You will have to click on the file you wish to send and Choose or Select it to put it on the message.
Now your attachment should be attached to the message. You may repeat the process to attach more than one file to the message.
There are two reasons for more than one file for Team Information. Coaches Names and Phone numbers will not be published on this website and each team can have more than one coach, or more than one conflict. In the example below 3G St. Alban 2 has two conflicts and 4G St. Alban1 has 2 Coaches. Scheduling data must be grouped together based on standard scheme. The scheme used for scheduling must have a standard common identifier for each team, which consists of a Group, Organization and a Team Number in that Organization. The group identifies teams that are eligible to play each other in scheduled contests. In youth sports, Group represents the grade and sex of the players. Organization represents the institution sponsoring the players. The Team Number is used to make a Team unique withing the same Group and Organization. The number on the team field does not identify a teams ability, usually it's assigned when the team is entered for first time before any abilities are known.
The table below shows the fields that are in the different spreadsheets and how the data is split. The Group and Team data was not repeated for the same team. Since each team will only have one Group, Organization, Team, Requested Division and Coach Number (if teams are sharing a coach), the team spreadsheet is used to declare all the teams from your organization. There is additional data related to a team which is not listed in the table below like Division last year and current division assignment.
| Group | Organization | Team | Requested Division | Mutliple Teams | Coach Name | Phone Number | Date | Start Time | End Time | Excel File |
|---|---|---|---|---|---|---|---|---|---|---|
| 3G | St. Alban | 1 | D | 99 | ?Coach | ?Phone | ||||
| 3G | St. Alban | 2 | C | ?Coach | ?Phone | January 1, 2001 | 8:00 AM | 9:00 PM | ||
| February 1, 2001 | 5:00 PM | 9:00 PM | ||||||||
| 4G | St. Alban | 1 | D | 99 | Coach1 | Phone 1 | ||||
| Coach 2 | Phone 2 | |||||||||
| x | x | x | x | x | Teams | |||||
| x | x | x | x | x | Coaches | |||||
| x | x | x | x | x | x | Conflicts |
The Worksheet for Gym Time is available via the Excel Link.
Do not change the names of the fields in row one. You may add any data in column F and beyond. My import process will ignore any extra columns you add.
This is the worksheet that controls the declared teams. The group is the grade and then boy or girl. Next comes the organization. I have a table that validates the Organization name so if you wish to change it, you will need to tell me the new name so I can make all the adustments. The last field is the sequence number of that team in the group and organization. If you wish to delete a team, just remove the line or blank the data from the line in the spreadsheet or replace it with a new team.
The Same Coach Link is used to designate those teams that share a coach. Please use different numbers to indicate different coaches. I will change the number if it overlaps with a coach number from another organization. The same coach link is used to place games for the same coach back to back at home and away if possible.
Please only declare teams you are certain will be playing. It's easier for me to add last minute additions than to remove teams.
Coach Key was added to the end of each line. The data comes from the Coach Name on the Coach Worksheet. The field can be considered optional for updating information.
In order for the conflicts on this sheet to link to the teams declared on the sheet above, the conflict team key needs to match the Group, Organization & Team designation in the sheet above. Conflicts prevent games from starting at or after the listed start time and before and at the listed End Time.
If you have not specified any conflicts for your organization, I have created a fake one until you do.
Coach Key was added to the end of each line. The data comes from the Coach Name on the Coach Worksheet. The field can be considered optional for updating information.
Coaches names and phone numbers will not be posted on this website. Coaches names and numbers will be published on paper and sent with the schedules. This information is solely to help you in case you need to contact them. Only the first two letters of the coaches last name will appear on the site. If you don't have what is currently on file, please send me an e-mail and ask for a new sheet. The sequence number will control which order the information appears on published sheets. The coach with sequence number 1 will print on the score sheet.
One line on the gym worksheet represents one match in your gym. You only need to change the Date and Game Time fields in the worksheet. The day of the week is determined automatically. The lines listed on this spreadsheet represents times that are available to me to place games. If the time is not available for Basketball Scheduling, it should not appear on the HTML on web site or in this Excel Version of your gym time.
E-mail: Robert for comments, questions or suggestions on improving the service provided here.
Last Updated: November 30, 2007