Table of Contents
Preparation for Team Placement
Remove Duplicate Players (Records)
It’s important to remove duplicate registrations before placing teams. You can easily tell if you have duplicates by looking at the bottom of the “Child Name” field, and seeing the “Unique %.” If it is anything other than 100%, you have duplicates. To remove, use the “Remove Duplicate Registrations” extension. This extension MUST be used in full screen mode. It checks records by Child Name and finds all potential duplicates. Open the possible duplicates and change the season to “Dropped” to remove the record that is a duplicate. If one record has paid and the other has not, drop the unpaid.
Set View Conditions
Place teams based on the collaborative season view you are using. Best practice is to only place paid players. To filter out unpaid players, add a condition to the view filter to hide any players that have not paid in full.
Creating Teams
Placing teams involves adding players to a record in the “Coaches” table that links them to a team roster. This can be done automatically with the custom app, or manually by dragging and dropping in the “Kanban” view.
Automatically Using Custom App
To use the Custom Placement App, open the Extensions sidebar using the drop-down “Tools” in the upper right corner. You’ll find the app in the dropdown section “Custom Apps.”
- Steps to Use App:
- Click the red “Clear Old Teams” to remove all of the previous team options from the “Team Placement” field.
- Enter the Season and Registration date that you are placing. The registration date should match the date in the current view you are using.
- Click the “Create Teams” button. This will programmatically add options to the “Team Placement” field, based off of the available player records to place. Teams are created based on grade, gender, location, and paid status. Teams automatically cap at 9 players, at which point a new team will be created.
- Click the blue “Place Teams” button to add records to those teams. You can now group records by “Team Placement” to see initial team rosters.
- From here, make manual changes to teams. Move players around as needed, add or remove teams, change the name of the team in the “Team Placement,” add colors to the single select options to give teams colors. Do all manual changes BEFORE moving on to the final step.
- Final Step: Once you have completed all manual changes to teams and placement, click the blue “Link Teams” button. This button will create a team entry for each Team Placement in the Coaches table. This record is assigned the Season that you selected in the app. The team record in the Coaches table will then be automatically linked to the player record in the participants base.
Manually Using “Kanban”
Instead of using the Custom App, you can manually drap-and-drop players onto teams using the “Kanban” views. These are named as “Team Placement (Location).” a Kanban view is a card view where you can drag player records onto Team Placements that you either create manually or using the above app. Records are filtered by location and paid status. You will need to make sure to update filters to match current season and dates.
Team Placement
Placeholder content describing the overall team placement process, including what it means
to place a team and how placement affects downstream workflows.
Push Team Placement
Placeholder content explaining how to push team placement once teams have been finalized.
This should include any confirmation steps or system checks.
Push Changes
Placeholder content describing how to push updates or corrections after initial placement.
This may include reassignments, late changes, or corrections.
Warnings about data overwrites or downstream effects can be added here.
Troubleshooting
Placeholder content listing common issues, error states, and how to resolve them.
This section can grow over time as new edge cases are discovered.
Include references to screenshots, videos, or support contacts as needed.
Airtable Glossary of Terms
Here you can find definitions of Airtable specific terminology.
- Base: The main document you are working in. We have a specific “base” for each sport: Basketball, Indoor Soccer, Outdoor Soccer, Volleyball.
- Table: The specific page / tab you are working in. We have different tables for Participants, Coaches, and Teams. This is the equivalent to a “sheet” in a spreadsheet.
- Record: Each individual entry within a given table. This is similar to a “row” in a spreadsheet, but more dynamic.
- Field: The various pieces of data tied to a record. This is similar to a “column” in a spreadsheet. Fields can be a variety of types: text, URL, checkboxes, formulas, selects, etc.
- View: A way of sorting and looking at records. Views can be “Collaborative” (anyone can see it and change it) or “Personal” (only you can see and change it). Editing a record in any view will change that data in ALL views.
- Filter: A tool for setting up a view. Filters allow you to show/hide records in a view based on conditions. We have existing collaborative views for each season.
- Group: A tool for setting up a view. You can organize records by “grouping” them together according to a specified field. You can group by Gender, Location, Division, Team Placement, etc.
- Sort: A tool for setting up a view. You can change the order of records based on a “sort” condition. You can add multiple sort conditions that apply hierarchically (ex: by Grade, then Gender, then Name)
- Color: A tool for customizing a view. You can apply colors to records by conditions. In the collaborative season views, we have colors defined by payment status, team placement errors, etc. Only one color can be applied to a record, with colors applied in terms of priority (ex: a person has not paid AND has a team placement mismatch. Only the unpaid color applies).
- Extension: A tool that can be used in the sidebar to perform various functions. We have extensions for sending email/SMS messages to selected views, extensions for placing teams, and extensions for removing duplicate records.
- Automation: A tool that executes when certain conditions are met. Automations run in the background, and often have multiple steps and conditions. Most of our automations are triggered by button presses (ex: clicking “NEW PLACED” triggers the automation to push data to the website and email parents.
