Synchronising your database between the club and its teams - 🖥️

🏆 Feature available with our CLUB subscription 🏆

As a club admin, you can manage your club members’ data and choose whether to share it (or not) with the coaches of your different teams.

Fill in your data and decide:

• Which columns are displayed within teams

• Who can view the information within a team

• Who can edit information entered by the club admin

📖 Table of contents

• Standard data and custom data

• Create new custom data

• Edit your members’ data

Standard data and custom data

Your roster is managed from the Club members page. From there, you can:

• Enter all the information you need

• Edit your members’ information

• Share information with your coaches

There are two types of data to distinguish. SportEasy standard data and custom data that you, as an admin, can set up : 

• SportEasy standard data

These are the basic details of a member:

• Last name

• First name

• Teams

• Nickname

• Club role

• Club admin status

• Personal email

• Parents’ emails (x3)

• Phone number

• Date of birth

• Year joined

• Height (cm)

• Weight (kg)

• License number

These columns are created by SportEasy directly in the members table.
There are two additional standard team-level fields not listed above: position and jersey number.

By default, they are displayed and visible in all teams for all members.

• Custom data

This includes any data manually created by club admins, and not included by default in SportEasy.

Examples: vehicle, dietary requirements, image rights consent, tracksuit size…

By default, custom data is only displayed and visible at Club level.

Rights and visibility settings

There are 3 key settings to understand:

• Display

  Choose the team(s) where the column should appear. You can also choose to display it only at Club level.

• Visibility (who can view it?)

  • All members: everyone in the team can view the column and its content

  • Coach: club admin, coach(es), and the member can view the data

  • Admin: club admin and the member can view the data

  • Do not display: no one can view the data

• Editing (who can edit it?)

  • The member themselves (or their parent)

  • The coach (this also includes the club admin)

  • The club admin

Each SportEasy standard field has its own visibility and editing rules.

Example: the personal email can only be edited by the member. It can be visible to all members, or only to the coach and the member. It cannot be hidden.

For custom data, you can set:

• Display across different teams

• Visibility

• Editing rights

Create new custom data

You can create a new column by clicking Edit columns.

Then click Add a data. 

You can then:

• Name the field: choose a column name

• Add a description: useful to provide context to members

• Select a data type: text, number, multiple choice, color…

• Assign a category: identity, sports info, other…

Then configure:

• Display: share with all teams, only specific teams, or no team

• Visibility: who can view it (coaches only, or the full team)

• Editing rights: who can enter or edit information (coach, player, everyone…)

Edit your members’ data

⚠️ Important: if a coach edits a piece of information in a team, it will also be updated at Club level and in all teams where this column is displayed.

Example:

• Jean is Louis’ coach in U12. Louis is a player in U12 and an occasional player in U13.

• The club admin entered Louis’ height at Club level as 1.40m.

• Jean updates Louis’ height to 1.43m in the team.

• This information will be updated in the Club, the U12 team, the U13 team, and Louis’ profile.

🥸 For more info  

• Add/invite new members (players, coaches, parents ...) to join your team
• Personal information privacy
• Import /Export an excel file: calendar, roster, stats ...