Byga Data Collector Document

Please click the link for Byga Data Collector documentation.

Here are the main points of this document:

• Overview of Byga Data Collector: Byga can manage data collection workflows, such as leveraging custom forms for collecting player information, documents, and waivers.
• Types of Data Collectors:
  • Standard Collector: Based on team rosters, collecting standard player information, documents, and waivers for specified teams.
  • Event-Triggered Collector: Activated when assigned teams have events (games or practices), collecting information through custom forms for those specific events.
• Managing Data Collectors:
  • Creation and Editing: New data collectors can be created, or existing ones edited, via Admin -> Data Collectors.
  • Menu Actions: Options include updating settings, getting collection links, exporting data (CSV), making copies, pausing/resuming, archiving, sending reminders, resetting eligibility, and deleting.
• Data Collector Settings - Basic:
  • Name and Status: Set a descriptive name and status (live, pending, archived).
  • Player Scope: Option to "Only collect for registered players" (excluding form-based registrations and unregistered players from invite-based registrations).
  • Eligibility Requirement: Designate if the collector is "required for eligibility" (marking players ineligible until completed).
  • Pass/Fail Conditions: Indicate if the form has "Pass/Fail conditions" which results in a Pass or No Pass indicator.
  • Event-Triggered Specifics: For event collectors, set start/end dates, event types (practices, games), activation/notification times, and an option to "Apply only once a week".
  • Guests vs. Regular Roster: Standard collectors apply to rostered players; event collectors apply to both rostered players and event-specific guests.
• Data Collector Settings - Collectibles:
  • Select pre-provisioned data fields (standard and custom player/contact fields) and documents for collection.
  • Expiration dates on custom fields/documents, admin verification, pre-loaded support for national association fillable PDF forms, and support for primary position.
• Data Collector Settings - Form:
  • A custom form can be used for additional questions or clarifying explanations.
  • Expiration dates on custom fields or club documents will reset the field, requesting it again after expiration.
• Data Collector Settings - Preview: Allows administrators to preview the form users will access.
• Data Collector Settings - Teams: Select specific teams for which the data collector applies, automatically sending requests and reminders to their player contacts.

• Data Collector Settings - Messaging:

  • Customize collection request and confirmation emails.
  • Use variables like

  $player and $submission
  

  • Parent reminders are sent twice a week (Tuesdays and Thursdays) for payment, missing information, and eligibility issues.

• Activating a Data Collector:

  • Standard: Click "Go live." Options cannot be modified once activated; a copy must be made to change settings.
  • Event-Triggered: Going live triggers for matching events within the date range and activation time, sending emails and displaying a Marquee item in the mobile app for eligibility gating.

• Managing Data Collector Data:

  • Export CSV: Export collected data, including Player ID and Submitter ID.
  • Summary Tab: Provides a per-team summary of collector progress (Eligible/Non-Eligible, Completed/Need Info).
  • Player Submission Status: View individual player statuses (Not eligible, Eligible, Need info) and Pass/Fail icons, with hourly status checks and refresh options.
  • Separate Eligibility and Registration Status: Data collector status is displayed separately from registration status on player profiles and team rosters.
  • Managing Pass/Fail Data Collectors: Configure specific answers that result in a "Fail" condition, displayed with red/green indicators on player profiles and team rosters. Adding new questions to an existing Pass/Fail collector may require a reset for all players to resubmit.
  • Managing Event Collectors: Dashboard summary includes Pass/Fail data, team/event type filters, and player search by Pass/Fail status.

• Collectors on the Mobile App:

  • Standard and Event Data Collector statuses are available in the mobile app.
  • Event Collectors allow families to link to forms and coaches to monitor submissions on the field.

• Admin Notifications: Club and Team Staff receive emails on Mondays (for ineligible players with upcoming practices) and Thursdays (for ineligible players with upcoming games).

• Miscellaneous:

  • Permissions: Requires "Manage Collectors" permission.
  • Process Considerations: Advices on data collection strategy to avoid delaying signups, especially for late registrations.
  • Program Users: Standard data collectors with "Only collect for registered players" selected do not apply to players from form-based registrations (Program teams).
  • Sports Specific: Includes USA Lacrosse Membership Verification and support for fillable PDF forms (e.g., US Club Soccer R002, various state USYS forms).