EnterNOW for Schools/Clubs
- Importing Students
- Uploading ID Photos
- Importing Student Data from KAMAR (Automatically)
- Importing Groups from KAMAR
- Privacy Policy for Student Data
- Importing Student Data from KAMAR (Manually)
- Copy & Paste a team list from a spreadsheet
- Quick Start Guide
- Importing Entries into SportSoftware OE2010
- Exporting Swim Meet Manager Database
- Importing Student Data from MUSAC
- Importing Student Data from eTap
- Restricting which schools can enter a competition
- Applying Quota Rules
- Swim Meet Manager SDIF Files
- Restricted Entries
- Admin: How to collect premier team lists
Importing Students
You can import data from a spreadsheet into EnterNOW
The spreadsheet will need to be exported or saved as a csv file
The following fields are required, the rest are optional
- First Name
- Last Name
- Date of Birth
- Gender
The following column headers are recognised, they are case insensitive, anything that doesn't match will be ignored.
Student ID Number
- cm.special(20)
- local student id
- id number
- pupil id
- student id
- reference
- slsnz id number
Remote Unique Identifier (used to match external systems)
- contactid
Student Last Name
- legal surname
- surname (preferred)
- surname
- last name
- family name
- preferred family name
- surname (legal)
Student First Name
- preferred firstname
- first name (preferred)
- first name
- first names
- preferred name
- first name (legal)
- first
Gender (Acceptable Values M or F)
- gender
- sex
Date of Birth (Expected format YYYY-MM-DD)
- date of birth (yyyymmdd)
- birthdate
- dob
Enrollment Date
- first attendance
- date started here
- first started school
Year Level
- year level
- this year
- year
- previous school
- previous schools
Phone
- phone
Address
- address
Suburb
- suburb
Town / City
- town/city
- city
Ethnicity
-
ethnicity
The following applications should generate files with these headers
ID Number,Surname (Preferred),First Name (Preferred),Gender,Date of Birth,First Attendance,Year Level,Previous School 1 Name
Local student ID, Family Name, First Names, This Year, Gender, DOB, Date started here, Previous schools
Pupil ID, Preferred Family name, Preferred name, Year level, Gender, Date of birth, First started school, Previous school
ContactID, SLSNZ ID Number, First Name, Last Name, Birthdate, Gender
Uploading ID Photos
Some sports require that ID Photos are uploaded.
Click on the Members tab
The menbers with photos already will have a tick next to them
If you need to load a photo, click on [edit] next to their name.
Click on [choose file], and select a photo from your computer
Once the photo has uploaded, click on [Save] to go back to the members list.
Don’t worry if it is too big, we will crop it down before the ID cards get printed
Importing Student Data from KAMAR (Automatically)
If your schools uses KAMAR you have the option to automatically import student data into EnterNOW.
1. In EnterNOW
In EnterNOW go to the Settings tab, then click on [Create API Key]
On the next screen type in Kamar as the Key Description, then click on [ Save Changes]
You will now be back on the Settings tab, and down the bottom will be your new API Key.
Select and copy the Kamar API Key
2. In KAMAR
Note: you may need your kamar administrator to do this.
Follow the instructions in the kamar help manual
https://www.kamar.nz/setup/server/directory-services/enable
You will need the following settings
| Name | enternow |
| Address | kamar.enternow.co.nz |
| Port | 443 |
| Username | enternow |
| Password | (Use the API Key you created above ) |
| Format | JSON |
| Password | (Use the API Key you created in EnterNOW above ) |
| Part Updates | NO |
| Full Update | We recommend once per day, but it can be as low as once per week. |
Click on the [ Check and Enable ] button to verify your connection is working.
After a few seconds, KAMAR will report the result of your connection.
If successful, you can then press the [ Run Now ] button to complete your first full sync of all students to the EnterNOW service.
Note: The update process is run on the server and may take a while to complete before you see anything happening.
Required Data
- Student ID
- First Name
- Last Name
- Gender
- Year Level
- Date of Birth
- Starting Date (eg enrollment date)
Optional Data
- Ethnicity
- Iwi
- Mobile
- Residence, Street, Suburb, Town
- Photo
If you need student photos to be transferred, under the selected directory service, select the ' Student Photos' option.
Importing Groups from KAMAR
Exporting student data from Kamar School Management System
From the main screen go to [Printing] > [Export] > [Group Tab]
You can choose from My Groups if you setup the groups or select Groups by Type > Sport > Select Sports, if someone else setup the groups.
The fields you need to export should match the entry form
The easiest way to do this is setup a search that exports all data, and save that search so you don't have to select the fields all the time. Then export the data to csv/xls file and delete the columns you don't need
These fields should cover most of what is required
- Student ID (Should already be selected)
- First Name (Should already be selected)
- Surname (Should already be selected)
- General > Gender
- Date > Date of Birth
- Date > First Attendance
- Timetable > Year Level
- Ministry > Previous School 1 Name
- Caregivers > PCG One Name (eg. Mother)
- Caregivers > PCG One Phone Home (eg. Mother)
- Caregivers > PCG One eMail (eg. Mother)
Click [ Export] and save the file.
Once you have exported the data to excel, rearrange the columns to match the entry form, then select the data, copy and click on Import Player Data in EnterNOW
Privacy Policy for Student Data
What data is synchronised
We only synchronise the data that is used by most organisers for school events.
- Student ID
- First Name
- Last Name
- Gender
- Date of Birth
- Year Level
- Previous School Name
- Date of Enrolment
- Residency Status
- Ethnicity
- Photograph (optional)
Who has access to the data
School sports coordinators
- Each school gets issued a login and password which gives you access to the EnterNOW websites.
- If you choose to share that password with others, they will also have access to your schools data.
It is your responsibility to keep your password safe.
Event Organisers
- Can only see the data that you have included in the entry form. (This is no different to what they receive with a paper entry form)
- Have the ability to use the auto-complete functionality to enter students on your behalf (for late entries or special cases).
- DO NOT have the ability to download or view your full your student list (the Members tab in EnterNOW)
EnterNOW
- EnterNOW Ltd and its staff will have access to your data for the sole purpose of providing support and resolving problems with the system.
What precautions are taken to keep the data secure
- SSL Secure certificate is used on the website (encrypts data between end user and server)
- SSH public key access is used to authenticate to the server and transfer files. (only 2 people have access to the key)
- Our website server has a firewall in place.
- Software/Security patches are applied at regular intervals
- Regular backups are taken of all data, and stored on a secondary server which is not publicly accessible, also protected by firewall.
- All our development machines have encrypted hard drives, with password access (in the case of loss or theft, they will be inaccessible)
- Development machines all run current antivirus/malware detection software.
- Development machines are backed up on regular intervals and backups are encrypted.
How long do you keep the data
- Student records are erased once they turn 19, as the system assumes they have left the school
- If a student leaves school before they turn 19 and the student management system offers that data, then we will erase the students record
- If a student record is not accessed for a period of 24 months, the record will be erased
- Entries that are made into events, and the associated information are retained indefinitely for statistical purposes.
Importing Student Data from KAMAR (Manually)
If you want to automatically update the student data from KAMAR see this article
From the main screen go to [Printing] > [Export] > [Find]
Select the following fields:
- Student ID (Should already be selected)
- First Name (Should already be selected)
- Surname (Should already be selected)
- General > Gender
- Date > Date of Birth
- Date > First Attendance
- Timetable > Year Level
- Ministry > Previous School 1 Name
Click [Export] and save the file.
Email the file to help@enternow.co.nz and we will check the file and import it for you.
Copy & Paste a team list from a spreadsheet
If you have been given players lists in a spreadsheet format, you can copy and paste them directly into EnterNOW.
Before we can import the data, we need to make sure that our column order in the spreadsheet matches the order of the columns in the entry form
In this example the column order is
- Last Name
- First Name
- Gender
- Date of Birth
- Cap Number
If you don't have all the information required, just leave a blank column in your spreadsheet, as long as there is a column for each field.
In excel select your team list, and copy it to the clipboard. Eg Ctrl+C on a pc, or Command-C on a mac
Click on [Add Entry], then down the bottom right of the players list, click on [Paste from Spreadsheet]
Paste your data into the box, Ctrl+V on pc, or Command+V on a mac, then click on [Import]
Your players will now be showing in the entry form.
Quick Start Guide
Adding Entries (Tutorial)
You can also watch this tutorial as a youtube video
When you first login, you will see a screen listing all the Open competitions.
Click on the Event Name to open the Entry Form
Select an event from the drop list and click on [Add Entry]
Complete any relevant questions
Enter player names into the list, and click on [Save] button
Note: Not all entries require player names.
Hint: If you type the first 3 letters of the players name (and they are already in the system), you can select them from the drop list.
Once you have entered a team, you can complete any competition questions, and click on [Save Changes]
Once everything is complete, you can download an Entry Confirmation document and Invoice.
Note: Not all competitions use online invoicing.
Importing Entries into SportSoftware OE2010
SportSoftware OE2010 is an application for administering orienteering events.
In EnterNOW take the OE2010 Competitors download option
In SportSoftware OE2010
Warning: Clear and create again, will wipe all existing entries
Select the download file and click on [ OK]
Click on [ Yes] when the warning dialog shows up
Once the import is complete, you will see a summary window.
Check that the number of Competitors and the number of Clubs matches the totals in EnterNOW
Exporting Swim Meet Manager Database
If you are running your event in Swim Meet Manager. First of all, open the meet and check all the events are set up as you like.
Then when you are ready to export the database file.
Click on File > Backup from the menu
You will be prompted to backup the current database, click on [ OK]
A screen will popup with some warnings, click on [ OK]
The backup will now be complete, take note of the filename and the location it was saved in. Click [ OK]
Importing Student Data from MUSAC
Click Student Manager > Utilities > Import/Export student data >Export selected data
Give the file an appropriate name
Select the following fields from the right hand column:
- Student ID
- First Name
- Surname
- Gender
- DOB
- This Year
- Date started here
- Previous school
Please note - the student ID field is found under Select Information Derived from Columns > Tab (specials) > Local student ID > Select
Once all the fields above are selected, click [Proceed to final steps] > [Select all] > [Excel] then proceed to export.
This report may take up to 5 minutes for larger schools
Email the file to help@enternow.co.nz and we will check the file and import it for you.
Importing Student Data from eTap
From the eTAP main menu go to Pupil Lists
From the Columns section select the following fields:
- Unique ID - First field at upper left
- First Name (Should already be selected) - you can untick this and select preferred name instead.
- Surname (Should already be selected) - you can untick this and select preferred surname instead.
- Gender
- DOB
- Year Level
- First started school
- Previous school
At upper right select ' Export file csv' and save the file somewhere on your hard-drive.
Email the file to help@enternow.co.nz and we will check the file and import it for you.
Restricting which schools can enter a competition
In EnterNOW, you can restrict which schools/clubs can enter a competition.By default, every competition is Open entry, which means any school that has a login for your site, can enter.
When a school logs in, and they are not on the restricted list, they will not see the competition at all.
When you are logged in as an Administrator, you will see a badge below the competition, saying ENTRY RESTRICTED
To edit the restrictions, click on the Limit Entry button next to the competition of your choice
Then just go in and put ticks next to each school that you would like to be able to enter.
If no schools are ticked, then it becomes unrestricted, eg Open Entry to all
Applying Quota Rules
Quota rules are useful for limiting entries into events, where an athlete may be eligible (by age) to enter several events.
Example, a 17yr old athlete would qualify for both of these events.
Open Board Race (Age range 14yrs +)
J19 Board Race (Age range 16-18yrs)
First you need to edit every event that you want to make exclusive and add a tag. The tag can be anything, but it needs to be the same tag on each of them.
We have used the tag "boardrace" in this example
Once you have added that tag to each event, you can create a quota rule
Put something that clearly explains the reason in the Validation Message.
The max number of events, means that of the events that have boardrace, you can only enter that number of them.
In this case, 1 means you can only enter 1 board race.
In Athletics events it is common to have rules such you can enter any 3 events, but a maximum of 2 track events.
When the user tries to enter both events, it will display the validation message your typed.
Swim Meet Manager SDIF Files
SDIF data files are an old format and as such only support Freestyle and Medley Relays.
To import entries for Fly, Back, Breast relays we need to trick Swim Meet Manager into thinking they are Freestyle relays.
EnterNOW will export the SDIF files with Fly, Back, Breast relays all marked as Freestyle.
In Swim Meet Manager you need to edit each event that is affected, and
1. Change the Stroke to Freestyle
2. Change the Note: to read Fly Relay (or whatever style it is supposed to be)
3. Tick the box that says Suppress Stroke Name
Restricted Entries
If you see the Entry Restricted notice showing under a competition listing, there are a couple of reasons for this
1. Single Sex Schools
If you are currently switched to a Single Sex school or club, and there are no events of the appropriate gender in that competition.
Eg Boys College can't enter into the Netball tournament, unless you are offering a mixed gender event.
2. Limit Entries
On the limit entries screen, you can select specific associations that are able to enter a competition.
If you are currently switched to one of the associations that are blocked from entering, then the Entry Restricted badge will be displayed.
Admin: How to collect premier team lists
To collect premier team lists, you need to set up 2 things
1. Edit the Entry Form and set a Premiers Close date
2. Go the Events tab for the Entry Form
You can see if premiers are already set up, in the premiers column, in this example you can see 11-35 (4),
that means minimum of 11 players, maximum 35 players and 4 new to school players
3. Edit the Event and change the settings to suit
