Game information in WYS is entered generally by the game scheduler, firstname.lastname@example.org. Game slots are reserved positions in the schedule that Palo Alto AYSO has a permit for, and games are when a game is scheduled to a game slot. Accuracy in the data entry is critical because so many scheduling functions are driven from the game data. Referees book their assignments in WYS using this data. Coaches, players and parents plan their schedules using this data. And some of the game data pertains to other regions, affecting people from as far away as Sunnyvale. Also, if in entering game data you really mess up call the Regional Commissioner immediately to assess if we need to halt the system and do a restore. It's a dramatic step, but we can't afford to lose information.
CAUTION: Only do what you now will work in accordance with these instructions. Pressing the wrong button, such as Dump Schedule, will erase all the game data for the entire season.
Automated Game Loads From Text Files
Game slots and games can be entered into WYS by importing a specially formatted file that defines the slots and games. Many of our functions have pre-defined files ready for upload, except that the dates need to be adjusted from year to year. Such files are attached to the page on this web site that describers the associated volunteer function, such as a tournament director, with an attached file reserving the games for the tournament.
To use the file or to create a new one, the file must be in plain text format where one line in the file is of the format:
9/10/2011,12:00,13:30,245,44-U16B-1,26-U16B-3where the date, start time, end time, field number and the two teams are designated. When you go to the upload page it will refers to tab-delimited, but comma-delimited works fine. The field number is defined in WYS and is defined in WYS by clicking the link on the file import page. The team designation is region number-division-team number. The first team is the home team.
To use an already defined file, first download the file to your desktop and use a text editor to globally change the dates and fields. For the tournament files, the teams are designated as team 28 and 29, which don't exist. That way, the games will not show in the coaches and parents pages until they are adjusted with the actual teams, according to the seeding.
To upload a file go to the Game Sched menu item in WYS and click on File Import. This page is used to import a variety of files. The Game Importer function is at the bottom of that page. Note the blue link for looking up the field numbers. You use choose file to navigate to your desktop and select the text file with the game records. Click the checkbox, Delete existing games in same timeslots, and click the button, Upload File.
Check that the games were entered correctly. A mistake entering the games has a number of poor ramifications for referees, parents, coaches and players. It must be correct.
Manually Entering or Adjusting Game Slots
On the Game Sched menu in WYS, click on Game Slots. Click on the calendar date for the game slot, and a page will be presented for that day, showing all the fields for Palo Alto, and the game slots. If you are entering game slots for Area play, check the box, Area play mode, and it will show the fields designated for Area play from other regions as well as Palo Alto.
To ADD a game slot, click on the ADD button. This will open a dialog at the top of the page where you can enter the time and division for the game slot. Click the SUBMIT button. Check that the game slot was entered correctly. A mistake entering a game slot has a number of poor ramifications for referees, parents, coaches and players. It must be correct.
Manually Entering or Adjusting Games
A game cannot be entered manually unless a slot for that game already exists. Automated Game Loads, as described to the left, create both the Game Slot and the Game at the same time.
To manually enter or adjust a game, you can choose to look at the schedule by division or by day. Typically, for a tournament where you are dealing with games for one division, you would choose the Schedule by Div menu item. DO NOT press either of the buttons underneath the red text on that page. Click on the division for the game data you wish to alter.
The page will now show you all the game slots, including those with or without games defined in the slot. Scroll down to the day you are interested in and click the game slot you wish to alter. This will open a dialog box at the top of the screen where you may enter the Region, Division and Team Number for both the Home and Away teams. You may then SUBMIT, CANCEL or DELETE the game from the slot. Deleting the game will not delete the slot, it will simply be an empty slot.
Check that the game slot was entered correctly. A mistake entering a game slot has a number of poor ramifications for referees, parents, coaches and players. It must be correct.