Connect BigTeams: Onboarding

Introduction

Connect BigTeams is an integration between Event Manager and BigTeams Schedule Star that allows athletic events from BigTeams to sync with your Event Manager account. This can help remove the guesswork of renting facilities, eliminate double data entry, and allows you to handle last minute changes or event cancellations.

NOTE  If you are interested in using this feature, please contact Client Services for more information.

 

Benefit

It is expected to improve customer service and community relations by ensuring that calendars are up-to-date.

Prerequisites for the Integration

  • BigTeams school ID: Each school has a unique Big Teams school ID. To request the integration, a school has to send an email to support@bigteams.com. This creates a case in the BigTeam's system and it takes approximately one business day for the request to be completed.

    NOTE  If a customer sends a request to Brightly instead, then the same is forwarded to BigTeams using the same email address so that it can be actioned.

  • BigTeams Package: A specific package is required on the BigTeams side. If you do not have the necessary package, contact your representative at BigTeams so that they can assist you in upgrading the package. After this, BigTeams will add your school ID to the Brightly API which takes approximately two business days.

Event Manager Setup

To setup Integration using the Event Manager, the user must have the permission for External Integrations.

Adding a School

To add a school to the Event Manager application for integration with BigTeams:

  1. In the left pane, click Settings.

  2. On the Global Administration tile, click BigTeams.

  3. Click Add School.

  4. On the Add School page:

    1. In the BigTeams School ID field, enter your School ID.

    2. In the BigTeams School Name field, enter your school name.

    3. From the Event Manager Site dropdown list, select an Event Manager site to map with BigTeams

  5. Click Next.

  6. From the Categories dropdown list, select the check boxes for the applicable options.

  7. Under Event Manager Location Name, select a location that matches with the corresponding location on BigTeams shown on the left.

  8. Click Save & Activate.

  9. On the Activate Sync popup:

    1. In the Start Sync From field, enter a date from which you want the games from BigTeams to start synching with Event Manager. By default, the system date is automatically updated.

    2. Click Confirm.

 

Important Information

  • The integration runs every 5-10 minutes.

  • Events that are deleted are not reflected in the Event Manager. It is recommended to cancel or reschedule an event rather than delete.

  • By default, the duration of an event in Big Teams is 2 hours. The system applies this automatically to events without an end time.