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Proulx06

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 #1 
We have an in-house summer HS league with four teams. I added the events manually since they just do one game per week, and tagged both teams in each game. 

For the first four weeks of the season, parents were getting notification emails and could RSVP, like so (nevermind that most didn't use it, it was working for this game on July 11th):

1.jpg 
Tonight I heard from a number of parents that they had not received the notifications over the last two weeks and could not RSVP for the games. Sure enough, I look at tonight's games and nobody on the roster is invited:

2.jpg 
I created these events on the main Calendar page (not in Team Manager), and created them the same way both times. There is no toggle to invite/not invite players when creating from the Calendar page. 

To test this out further, I just created a brand new team, called Test Team. I then grabbed my son and rostered him on the team. I then went to the main website calendar page, created an event, tagged the Test Team in the event, and lo and behold, he's invited:

3.jpg 
I did not change anything in the way I set up any of these three events, yet two invited the rostered players automatically and one did not. I saw evidences of this during our summer season, but this is the first time I've had a chance to look into it in depth and test it out with a new team & test event.

Has anyone else run into this? Or can anyone help me figure out how to make sure any team tagged in an event has its rostered players invited by default, so they get the notifications and can RSVP? I know I can click all the players and manually invite, but I'm more interested in getting this automated like it seems to sometimes work.

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jim

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 #2 
When you create an event in TeamCenter it defaults to inviting all players on the team. 

I just tried adding an event to a test team I have via the Calendar like you did and it DID NOT invite any of the players. 

I've reached out to the product team to jump in here on this one. I've never used the calendar to set up events so have never tried this before. 

Thanks for the heads up. 

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Jim Dahline
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Proulx06

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 #3 
Thanks Jim. 

What I was trying to accomplish was not having to create 28 team events (4 teams, 7 weeks worth of games against each other). Doing it on the main Calendar and tagging both teams allowed me to do it 14 times. My thought was that if I added the games in TeamCenter, I'd have to add 7 games for each of the 4 teams. Admittedly this is the first time I've ever done a "house" league on SE, so I could be wrong. I am keeping standings manually so didn't want to bother with the setup of an actual league - these are just non-game Events on our calendar. 

What I'm struggling with is that it seems to work sometimes, and not work other times. 

Here's another example, and probably a better example for not using TeamCenter. We decided to run a few additional skills sessions and invite every team. They were optional, so I created the event on the main calendar and tagged all of our tournament teams (~15 teams so this was by far the easiest way to create this practice on the calendars):

1.png 
If I click on the very first team in this list, 2022 Army, I can see the event on their calendar in TeamCenter:

2.png 
But when I click into that event and look at RSVPs, nobody is invited (therefore no reminder emails and no RSVP capability is enabled):

3.png 
Sorry for all the screenshots, but one more...this series of skills sessions ran for about a month. If I look at one from the week before (July 2), with the same exact team and same exact event setup process, RSVPs are working:

5.png      
---

The ONLY thing I can think of is that I may have edited some of these events after they were originally created. I know the one I just posted (the ALL AGES @ SAME TIME) event was a time change...and it's possible that some of my HS League games I edited the title to reflect the teams playing. Would that un-invite everyone? I would hope not. If we need to change the title of the event, or a time/date/location, I would need some way to retain the invitation to all the teams without going into 15+ instances of TeamCenter. 

I appreciate you guys looking into this. FWIW, mass-imported events seem to work great and our coaches love the new RSVP functionality.

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brad_holmgren

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 #4 
Hi Proulx06 -

I sat with Jim this morning to try to recreate your issue and was unable to! Jim can get it to happen on his computer but each time I try on my computer (even following his steps exactly) the invites are sent out as expected.

Will you please send me your website URL, and the teams you were tagging in the events? Hopefully that'll give us enough info to begin investigating.

Also, I know this isn't a solution to the problem, but if you need to get invites sent out while we're looking into this, there is an "invite all" link in TeamCenter that will allow you to invite the entire team to your events. Unfortunately you'll have to go into each team's instance of TeamCenter to do this, but hopefully it'll get you the RSVPs you're looking for while we are investigating:

Screenshot 2018-07-26_08-59-02.png 




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Brad Holmgren
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SportsEngine | 807 Broadway St NE | Suite 300 | Minneapolis, MN 55413
 
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Proulx06

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 #5 
Thanks Brad - I really appreciate how you guys are visible on this forum and work to respond to posts. 

Quick follow up on my Test Team from the first post and my comment about the event being edited. Like you, when I created a test event and tagged my test team, it 'invited' my son as expected. (Well, no invite went out, but my son shows as invited and I am able to RSVP like usual). 

Well, I just went in an edited a few things about the test event...the time and location...and resaved. Then I went into TeamCenter for my test team and it still shows him as invited. So even editing that event didn't change the invite list, and it behaved as I hoped and expected it would. 

Our website is http://www.4leaflax.org, and the tags in my second post (for the ALL AGES @ SAME TIME skills event) shows an example of some of the teams. None of the teams in that post, when I spot checked a few, had their players invited.

Fortunately we just have one more week before our summer programs are done, and we don't begin our fall programs until September, so we have some time to figure it out. Thanks! 
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jim

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 #6 
We love getting puzzles like this and more than appreciate you all letting us know when you run in to things.

With so much more integration and ways to do things in SportsEngine, it's inevitable that nuances like this come up. Even thought I personally use SportsEngine as a coach and board member, I still get puzzles like this from time to time. We'll figure it out, and thanks for replying so quickly with your examples. 


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Jim Dahline
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Proulx06

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 #7 
Hi Jim,

Did you guys ever figure this one out? I'm seeing this on a couple of my sites with intermittent frequency. 

We had a tackle football practice tonight that changed times and locations. When I just looked nobody was invited to it. 

Tonight we have a flag practice and invites are all there, and I can see my RSVP results just fine. 

Thursday we have a flag practice, for the same team, that's been on the calendar for a month. I just looked and nobody was invited. 

I see these because I run the team pages for these teams. But this org...and the org referenced in my original post, have dozens of teams between them and I don't regularly look at their calendars. The fact that it's happening on different websites tells me it's not any sort of setting on either of them, but some underlying platform issue. 

I'd be happy to share the details on the football page I'm using now if you'd like. 

Joe
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jim

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 #8 
Joe, I'm going to reach out to Brad and the team management team. 

Could you shoot me your team urls that you are talking about. 

The default setting for adding games/events via TeamCenter is that all are invited. How are you adding the games/events?

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Jim Dahline
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Proulx06

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 #9 
Hey Jim - so what's interesting is the examples above were all from http://www.4leaflax.org, our club lacrosse team. 

I also manage our town football program's site, http://www.bedfordbulldogs.org, and I'm seeing similar issues. It's never consistent, and I just haven't sat down to try to determine a root cause, but every so often I will look at the mobile app to see who is coming to a game or practice and nobody will be invited. Or I'll get an email from a parent saying "I can't seem to RSVP to practice, but Johnny won't be there". And then I check and sure enough, nobody has been invited. 

I add and edit calendar items on all my sites (www.4leaflax.org, http://www.bedfordcannons.org, and http://www.bedfordbulldogs.org) in a number of ways - and this is where I apologize that I haven't pinpointed exactly which actions cause the problem. But what I typically do is load the practice schedules at the start of each season using the import script. Then later on I load games, usually on the site, and usually one-by-one. Sometimes I will add recurring things like walkthroughs or practices using the desktop website, then use the 'repeat' functionality to persist the event through the season. Finally, I am ALWAYS editing events using the mobile app. Whenever a coach needs a practice time, date, or location changed, it often comes through me and I just edit through the mobile app. 

What I DON'T know is which of these activities triggers the issue. 

Here's an interesting example:

https://www.4leaflax.org/page/show/4400203-fall-18-youth-skills-and-drills-fall-2018-

The event on 10/7 only invited a partial roster...but the events on 10/14 and 10/21 invited everyone. Worth noting is that the 10/7 event had a location change after the initial event was created. 

Another example: 

https://app.sportngin.com/teams/2611286/schedule/rsvps?season_id=465856

All of the practices and games from now until 10/20 are fine...but the Super Bowl on 10/20 has no invites. 

I feel like editing this event also had something to do with it. I likely added all of the Sunday games as placeholders, then went in and changed the 10/20 game to Saturday back at the start of the season. That said, as evidenced above in the thread, I edited a test team event and it worked fine. So it's not like editing the event breaks the RSVP engine 100% of the time. 

Final example, my daughter's cheer squad:

https://www.bedfordbulldogs.org/page/show/4117839-division-8-2018-

I had loaded the practice schedule earlier in the year, and RSVPs were working fine. Then they changed the location for all practices after Columbus Day, so I went in and edited the event on 10/9 (the first impacted practice). I changed the location using a laptop browser, then selected the option to change the location on "this and future events". Now when I look, nobody has been invited to ANY practice after 10/9...all the way through to November. So another example of editing some aspect of the event breaking the invite list. This might be the clearest example of what I'm seeing. 

I'd love to help resolve it. Particularly before next spring, when I'll be managing two websites with north of 40 teams total. I just can't hit 'Invite All' for everyone. 

Appreciate your work on this!
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McMahon

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 #10 

Is there a way to set an event, but NOT push out an RSVP request by default? We would like to calendar events, then invite sub-groups of players after. I am not sure after reading this post if that is a feature or a bug.

Thanks

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wiggler714

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 #11 
The not invited issue happens to me every time I modify an event on the web site and not in the mobile app.  It's frustrating.  Modification notifications don't send when you use the site versus app either.  I have had lots of varying behavior when performing the same task on mobile app versus site over the last year, wish things were more consistent
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jim

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 #12 
Hey all,

When you add an event, it defaults to inviting "All Players & Staff" and "No" for sending out immediate invites. 

I 100% hear you on the changes to behavior. There have been a few times we've changed things, but it's only based on consideration after feedback from users. For example, RSVP invites used to go out immediately by default, but that would cause people to get a ton of them if you were uploading a season. 

Also remember, coaches can shoot our reminders on demand any time they want. AND, emails go out to parents 48 hours ahead of the event asking them to confirm their players status. 

If you guys have additional feedback on that, let me know. Happy to share with the team here. 

Screen Shot 2018-12-20 at 7.34.24 AM.png 


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Jim Dahline
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Proulx06

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 #13 
Hey Jim,

I think the major issue here is that the invites do NOT go out 48 hours before the event because any edits to the original event cause all players and staff to be un-invited to the event. So they don't get the 48-hour notice and cannot RSVP. That's the underlying issue for me. 

I manage 4 SE sites...soon to be 5. Some of them have dozens of teams and varying levels of coaching involvement in communication. Neither I, nor my coaches, can remember or be responsible for sending invites when the site should do it automatically - and it does a wonderful job provided I haven't edited the event. 

I completely agree with the default settings - auto-invite all players, but don't trigger a notification right away. The issue is that if you change a time/date/location, the players are uninvited and with all the sites and teams and orgs I work with, I can't always remember to go back in and re-invite them. It's a bug somewhere in the code. 

I know you were looking into this a while back...I'd be happy to hop on a call and do a webex to replicate the issue so you guys can get to the bottom of it. 

Thanks! 


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jim

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 #14 
Brad and I are in a discussion now, not sure I'm correct in that the RSVP status changes if you change the event. 

Here's a copy of an email that requests the RSVP 48 hours ahead of the event. they go out automatically.

Screen Shot 2018-12-20 at 9.02.10 AM.png 




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Jim Dahline
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wiggler714

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 #15 
To take a step back and to highlight Proulx's point... 

The main issue has nothing to do with sending invites and when they are sent, probably another discussion... the main issue is that any time an event is modified everyone becomes "not invited" and RSVP feature becomes disabled entirely.  It is simple to recreate the issue, simply modify an event from the web site.
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