PlayMetrics Data Import

1

Verify Pre-Conditions

Before starting the import process, confirm these are complete:

PlayMetrics program review is complete ("kissed the ring")
NPF (Club Fee) is attached to ALL packages — use bulk select
Merchant account is activated (not "Test Account")
Refund Policy waiver removed from player questions (duplicates checkout)
BC conditional question removed, BC upload element kept
Player question instructions text added
Python 3 installed with pandas and openpyxl (pip install pandas openpyxl)
Downloaded playmetrics_import.py tool

2

Download Reports from Sports Affinity

You need two reports from the Sports Affinity Association site. Both come from the same page — you just select a different report from the dropdown.

Navigate to Sports Affinity

Log in to Sports Connect at your region's URL
Click "Change Login" in the top-right menu bar
Select the Association site (this switches you from the Registration site to the Sports Affinity/Association platform)
Navigate to Players / Admins → Player Lookup

Set Your Filters

Season: Select the current membership year from the dropdown to the left of "PLAYER LOOKUP" (e.g., "2025-2026 MY2025")
Select Region: Choose your region (e.g., "Region 58")
Select Age Group: Set to "Multiple" and select all age groups
Leave other filters at defaults (All Play Types, All Genders, All for Accepted)

Download Report 1: "Player Detail | upload format"

This is your primary data source — player names, DOB, gender, parent contacts, addresses, and team assignments.

Click the Report dropdown (top right of the player list)
Select "Player Detail | upload format" from the dropdown menu

Select Player Detail upload format from Report dropdown

Select "Player Detail | upload format" from the Report dropdown

Click Print — a new window opens with the report in a table format
In the report window, select "Excel" from the format dropdown (top left of the report)
Click Export

Excel format selected with Export button

Select "Excel" from the format dropdown

Click Export to download the file

The file downloads as playerUpload.xlsx

Save the file to the same folder as playmetrics_import.py

Download Report 2: "Player Photo BC Info"

This report shows actual birth certificate upload and verification dates per player — the definitive source for who has a BC on file.

This report is accessed from a different location than Report 1:

In Sports Affinity, click Reports in the top menu bar — a dropdown of report categories appears

Reports dropdown menu in Sports Affinity

Click "Reports" in the top navigation — the report categories dropdown appears

Click "Player Reports" to expand the player report options

Player Reports selected in Reports dropdown

Select "Player Reports" from the dropdown categories

From the report list, select "Player Photo BC Info"

Select Player Photo BC Info from Reports dropdown

Select "Player Photo BC Info" from the Reports dropdown — note this is under Reports, not Players/Admins

Set Area and Region filters to your region
Leave Date Range blank (to get all players)
Click "Generate Report"
In the report viewer, select "Excel" from the format dropdown
Click Export

Player Photo BC Info report with Excel export

Select Excel format and click Export (player data blurred for privacy)

Save the file — it downloads as Player_Photo_BC_Info.xlsx

💡 What This Report Shows Each player row includes: Birth Certificate Uploaded (date the file was uploaded) and Birth Certificate Verified (date someone reviewed it). If either date is present, the player has a BC on file. The import tool uses these dates — not the unreliable "Media" column from the Applications report.

💡 Where Do These Reports Come From? Both reports are generated from the Sports Affinity (Association) site, NOT the Sports Connect Registration site. The Association site is accessed via "Change Login" from within Sports Connect. The report dropdown on the Player Lookup page has about a dozen options — we need "Player Detail | upload format" from Players/Admins, and "Player Photo BC Info" from Reports.

Downloaded playerUpload.xlsx for current season
Downloaded Player_Photo_BC_Info.xlsx for current season
Both files placed in the same folder as playmetrics_import.py

3

Download Prior Years (Optional — Recommended)

To capture returning players who may have sat out a season, you can include prior years' data. The import tool will merge them, deduplicate by player name + DOB, and keep the most recent contact information.

Why bother? A player who played in 2024 but skipped 2025 still has a valid birth certificate on file. If they come back for 2026, importing them means they won't have to re-upload their BC.

How to Download Prior Years

Go back to the Player Lookup page on Sports Affinity
Change the Season dropdown to the prior year (e.g., "2024-2025 MY2024")
Keep all other filters the same
Download both reports again (Player Detail | upload format + All Player Applications Detail)
Save them with distinguishable names (e.g., playerUpload_2024.xlsx, Player_Photo_BC_Info_2024.xlsx)
Repeat for additional years if desired (2023-2024 MY2023, etc.)

⚠️ Diminishing Returns After 3 Years Players from 3+ years ago are less likely to return, and their contact info is more likely outdated. Two years of history (current + prior year) is a good balance. Three years is the practical maximum.

Downloaded prior year reports (or decided to skip)

4

Run the PlayMetrics Import Tool

The standalone Python tool handles all data transformation automatically — phone formatting, ZIP code truncation, gender mapping, BC status determination, age filtering, and the file split.

Run the Tool

# Navigate to the folder with your files
cd path/to/your/files

# Run the tool
python playmetrics_import.py
      

What the Tool Does

Auto-detects playerUpload.xlsx and Player_Photo_BC_Info.xlsx in the current folder
Prompts you to add additional seasons' files (if you downloaded prior years)
Merges multi-season data, deduplicating by player name + DOB
Filters out aged-out players (born before Aug 1, 2007 for Fall 2026)
Blanks team column — prior season teams don't exist in PM; teams built fresh after draft
Determines BC status from the Applications report Media column (B = BC on file)
Formats phones (XXX-XXX-XXXX), ZIPs (5 digits), DOBs (MM/DD/YYYY)
Splits output into BC-verified and non-verified CSV files

What the Tool Produces

Three files in a playmetrics_output/ folder:

File	What It Is	What To Do With It
`playmetrics_bc_verified_YYYYMMDD.csv`	Players with BC on file	Send to PlayMetrics (success@playmetrics.com). They import and flag as verified.
`playmetrics_non_verified_YYYYMMDD.csv`	Players without BC	Import yourself in PM admin. These players will be prompted to upload during registration.
`playmetrics_all_players_YYYYMMDD.csv`	Combined reference copy	Do not import. For your records only.

Field Mapping (SA → PlayMetrics)

PlayMetrics Column	Source (SA playerUpload)	Transformation
player_first_name	PlayerFirstName	None — already split
player_last_name	PlayerLastName	None — already split
gender	Gender	None — already M/F
birth_date	DOB	None — already MM/DD/YYYY
parent1_email	FatherEmailAddress	None (Father = Parent1, not gendered)
parent1_first_name	FatherFirstName	None — already split
parent1_last_name	FatherLastName	None — already split
parent1_mobile_number	FatherCellPhone	(XXX) XXX-XXXX → XXX-XXX-XXXX
parent2_email	MotherEmailAddress	None (Mother = Parent2)
parent2_first_name	MotherFirstName	None — already split
parent2_last_name	MotherLastName	None — already split
parent2_mobile_number	MotherCellPhone	(XXX) XXX-XXXX → XXX-XXX-XXXX
street	Address1	None
city	City	None
state	State	None
zip	ZIPCode	91607-3715 → 91607 (truncate +4)
team	—	Always blank — SA has prior season teams that don't exist in PM. Teams built fresh after registration.

💡 "Father" and "Mother" = Parent1 and Parent2 The SA column names say "Father" and "Mother" but they're not gendered — they're simply Parent1 and Parent2. Many "Father" entries have female names and vice versa. The tool maps them as-is to parent1 and parent2 in the PM import.

Tool ran successfully
Output files created in playmetrics_output/ folder
Summary shows expected player counts

5

Review the Output CSVs

Open the CSV files in Excel or a text editor and spot-check before submitting.

Open the BC-verified CSV — check first 10-15 rows
Verify player names look correct (no encoding issues)
Verify birth dates are MM/DD/YYYY format
Verify gender is M or F (not Male/Female)
Verify phone numbers are XXX-XXX-XXXX format
Verify ZIP codes are 5 digits (no +4 suffix)
Verify parent1 email is populated for every row
Verify team names look correct for allocated players
Check a known player against the source data — does everything match?

6

Send BC-Verified File to PlayMetrics

PlayMetrics must import the BC-verified file on their end — you cannot do this yourself. They flag these players as BC-verified in the system so returning families skip the BC upload during registration.

Email success@playmetrics.com
Subject: "BC-Verified Player Import — [Your Region Name]"
Attach the playmetrics_bc_verified_YYYYMMDD.csv file
Mention that it's the standard Player Import CSV format with BC-verified players only
Wait for confirmation that the import is complete before proceeding

✅ How BC Skip Works After Import Once PM imports these players as BC-verified, any player who registers and matches an imported record will automatically skip the BC upload question. New players (not in the import) will be prompted to upload their BC. The system handles both cases — no conditional question needed.

BC-verified CSV emailed to success@playmetrics.com
Received confirmation that import is complete

7

Import Non-Verified Players Yourself

If the tool produced a non-verified CSV (players without a BC on file), import these yourself in PlayMetrics admin.

Log in to PlayMetrics admin
Navigate to Players
Click More Actions → Import Players
Upload the playmetrics_non_verified_YYYYMMDD.csv file
Map columns if prompted (they should auto-match since we used the standard template)
Confirm the import

⚠️ Note If ALL your players had BC on file (Media=B in the Applications report), the tool won't produce a non-verified file — skip this step. Region 58, for example, had 100% BC coverage (1,409 of 1,409 eligible players).

Non-verified CSV imported in PM (or skipped — all players were BC-verified)

8

Verify Imported Data

After both imports are complete, spot-check records in PlayMetrics.

Search for 3-5 known players by name — found in PM
Verify player names, DOB, gender match source data
Verify parent1 email and phone are correct
Verify parent2 info is populated where expected
Check a sibling pair — both players under the same parent email
Check a BC-verified player — confirm BC status shows as verified

9

Set Up BC Verification Workflow

After players are imported, set up the League-based BC verification workflow. This lets you view and verify birth certificates through the league structure. (Steps confirmed working by Krista Skinner, Region 18.)

Connect League to Sanctioning Body: Navigate to Leagues → click the pencil icon next to the league → connect it to the Sanctioning Body you created
Create a Team Assignment: In the League → Assignments Tab → Create Team Assignment. Provide a name, choose an assignment type, select your sign-up program, toggle on "Automatically add players based on the criteria below," select the package
Configure Columns for BC: Navigate to Players Tab → More Actions → Configure Columns. Connect it to pull in the BC files from registration. Select "Show League Players currently not rostered to teams" to see the full pool
Review and verify: Players populate with BC files visible. Verify as needed.

✅ Nothing Happens Until You Hit "Notify Players" This is a sandbox. Creating Team Assignments and pulling players into a league does NOT notify parents or players. You can review BC files, organize teams, and verify — nothing is visible to families until you explicitly click "Notify Players."

League connected to Sanctioning Body
Team Assignment created and players pulled in
Configure Columns showing BC files

10

Send Invites to Imported Families

Imported players sit in the system waiting. When you're ready, send invitations prompting families to verify their PlayMetrics account.

Navigate to Players in PM admin
Select the imported players (or select all)
Click the invite/notification action
Customize the invitation message — explain the move from SC to PM
Send invitations

💡 You Don't Need to Wait for Them Per Pierce (PM): you can assign coaches to teams and organize everything BEFORE families verify their accounts. The invite process runs in parallel with your setup work. Track who has verified and send reminders to those who haven't.

Invitations sent to imported families
Invitation message reviewed and customized

11

Open Registration

With data imported and invites sent, you can open registration for new and returning families.

Registration toggled OPEN in PlayMetrics
Go-live email sent via SC to non-imported families (see Website Migration Guide)
SC website updated with redirect to PM registration link
Social media announcement posted

⚡

Quick Reference: Import Tool

Requirements

pip install pandas openpyxl

Basic Usage

# Place these files in the same folder:
#   playmetrics_import.py
#   playerUpload.xlsx
#   Player_Photo_BC_Info.xlsx

python playmetrics_import.py

# The tool will auto-detect the files and prompt you through the process
# Output goes to playmetrics_output/ folder
      

Source Files Summary

File	SA Report Name	What It Provides
playerUpload.xlsx	"Player Detail \| upload format"	All player data: names, DOB, gender, parent1/2 contacts, addresses, teams. Primary data source.
Player_Photo_BC_Info.xlsx	"Player Photo BC Info"	Birth certificate upload and verification dates per player. Definitive BC status — if either date exists, player has BC on file.

Available SA Reports (Player Lookup → Report dropdown)

Report	Use For Import?	Notes
Player Detail \| upload format	✅ Required	Pre-split names, M/F gender, parent2 data, addresses. Best source for PM import.
Player Photo BC Info	✅ Required	BC upload dates and verification dates per player. Found under Reports menu (not Players/Admins). Definitive BC source.
Player - Detail	No	Basic player info without parent2 or addresses.
Address to Excel Format	No	Mailing labels format.
Application Forms (PDF)	No	Individual player application forms as PDF.
Labels variants	No	Avery label formats.

🔗

Related Region 58 Guides

Guide	Why It's Relevant
Migration Status Dashboard	Data import is a pre-launch step tracked in the master project dashboard. The import must complete before registration opens — see the full sequencing there.
Website Migration Guide	After import, we send invites to imported families, then send the SC email blast to everyone else. The website guide has the email templates, assets, and two-track communication plan.
Volunteer Compliance Guide	Player import and volunteer import are separate processes. This guide covers importing returning coaches and non-coach volunteers as Team Staff, plus the compliance pipeline that follows.
Terminology Guide	The import CSV uses PM column names that differ from SC. This guide maps the terminology so field mapping makes sense.
Game Scheduling Guide	After import and team formation, Ben builds the game schedule. If we import team-assigned players (post-draft), they come in with team names attached — feeding directly into scheduling.

PlayMetrics Data Import Guide