Settings/Authentication
After installing the app, users will need to set up the iCal URL. This URL can be generated by an Administrator with access to ArbiterSports, or via arbiterlive.com for any public calendars by creating an account and subscribing. When subscribing to the calendar, be sure to click the option to “email me the iCal link” included in the subscription preferences prompt before clicking subscribe.
After generating an iCal feed in ArbiterSports, the URL for this calendar feed should be added to the URL field. If the feed is accessible and can be read by iiQ, a validation message will appear to the right of the field.
There are additional options available:
Sync Error Email Recipients: This option allows district Admins and Agents to receive notifications for any sync errors that prevent events from being created for Locations and Rooms that the district has enabled sync error notifications for.
Please see section below for details on email frequency and email copy for these error emails.
Import Past Events: When this option is enabled, the app will sync any events occurring in the past from the iCal feed upon the initial sync. iiQ is unable to confirm how far in the past these events will be created, as the sync processes any events included in the feed that is curated by ArbiterSports. Importing events from the past should not trigger notifications or Rules, but this option simply provides visibility of past events as needed.
Ignore Availability Rules: override the availability setting for all rooms and locations.
Double-Booking Event Settings
The following field will be available only to users with the Double Book Events permission option enabled.
The Double Booking dropdown offers three options for handling double-booked events.
Block all incoming events that conflict with existing events in iiQ: When syncing events via iCal, all double-booked events will be blocked and not created.
Set all incoming events to “approved” and allow overlap with existing events: Syncing events via iCal will create all double-booked events with the ‘Approved’ status.
If the existing event is updated in the external Calendar and the update creates a new conflict, the sync in iiQ will update the event. The event status will remain ‘Approved’.
Set all incoming events to “conflict pending” and allow overlap with existing events. Conflicted events will need approval: When syncing events via iCal, all double-booked events will be created with a ‘Conflict Pending’ status and will require approval. You can go to the event and change the status from ‘Conflict Pending’ to ‘Approved’.
If an event with the status ‘Conflict Pending’ from an external calendar was created in iiQ during a previous sync, the following rules apply:
Title or Description Change: If the title or description of the event has been updated in the external calendar, but there are no changes to the room, location, date, or time, the event status in iiQ will not change. It will remain ‘Conflict Pending’ during the sync update.
Room, Location, Date, or Time Change with Ongoing Conflict: If the event's room, location, date, or time has been updated in the external calendar and there is still a conflict with another event, the status will also remain ‘Conflict Pending’. This allows the user to review the new conflict.
Room, Location, Date, or Time Change without Conflict: If the event's room, location, date, or time has been updated in the external calendar and there is no longer a conflict, the status will still be ‘Conflict Pending’. However, the user can manually change the status to ‘Approved’ within the event details.
If a non-conflicting event from an external Calendar was previously created with the ‘Approved’ status in iiQ in a previous sync,
If that event’s room, location, date, or time was updated in the external calendar and created a conflict with an existing event, the event status in iiQ will be changed to ‘Conflict Pending’ so the user can review the new conflict.
If that event's room, location, date, or time has been updated in the external Calendar, AND there is no conflict with another event, the event status will remain ‘Approved’.
You can manually change an event’s status from ‘Approved’ to ‘Conflict Pending’, even without a technical scheduling conflict. You can create entirely new events with the ‘Conflict Pending’ status. Doing so effectively “locks” the time slot, ensuring that any subsequent events scheduled during the same time will also be assigned the Conflict Pending status until reviewed and resolved.
The Double Booking Email Recipients section allows you to select recipients to receive an email when double-booked events are synced into iiQ.
Based on the Double Booking setting selection, the Double Booking Email Recipients may receive either a Conflict Pending email or an Approved email. This will be based on whether double-booked events will be created in the Conflict Pending status or whether a double-booked event will be auto-approved.
Conflict Pending Email
Approved Email
The email will contain a Summary section explaining the event conflict, a Status section showing ‘Conflict Pending’ or ‘Approved’ status, and a list of double-booked events showing the title, date, and time range for each. Up to 10 double-booked events will be displayed in the email. If there are more than 10 double-booked events, the user should use the button at the bottom of the email ‘View upcoming events in iiQ’ to log into iiQ to view the additional double-booked events.
Sync Error Recipients
This option allows district Admins and Agents to receive notifications for any sync errors that prevent events from being created. Notification preferences are managed on the Location Mappings tab of the app settings page.
Email Frequency: These notifications are triggered on a daily basis as the app “syncs” with iCal feed to process updates or new events. If there aren’t any sync errors encountered with the most recent sync, these notifications will not be sent.
Email copy: The screenshot below is an example of the email notification. This notification will include a recap of all errors encountered. This will include scenarios where the district has subscribed to notifications for a particular location and room, but an event couldn’t be created at the mapped location and room in iiQ due to:
the location or room being unavailable at the time of the event due to another event already being scheduled at the room and location during the time of the event being imported from ArbiterSports.
the availability settings for the mapped Room or Location in iiQ, not including the time of the event on the day that it occurs
If the email contains updates that aren’t pertinent information to the district admin, they are encouraged to either:
Update the availability of the Room to include the time of the event
Resolve the double-booking of that Room within ArbiterSports or in iiQ (IE reschedule one of the events in their source system).
Disable notifications for the Site or Sub-site the event is associated with in ArbiterSports.
Location Mappings
After authenticating with your ArbiterSports calendar, you will need to run a Sync. This will sync all unique location values currently included for all events in the selected calendar.
Please note that any events without a value in the event location field in ArbiterSports will automatically be excluded from the sync, as Location and Room are required fields for event creation in iiQ.
As users are completing mappings, the row will be highlighted in grey. Admins can also search this page using the search bar at the top of the page to quickly find Location values and room values being pulled from ArbiterSports Calendar for quicker mapping.
Below describes each column on the location mapping tab:
ArbiterSports Event Location
Values contained in the location field for an event in ArbiterSports Calendar are listed here. Data contained in this column will reflect each unique value being pulled from the ”Location” value for all events included in the ArbiterSports iCal feed.
In the example shown below, each site contained in an event from the ArbiterSports iCal feed is listed below for mapping. These are the only values that district admins will see immediately after syncing the feed for the first time.
After mapping a Site from ArbiterSports to the corresponding Location in iiQ, the Site listing will expand into a drop-down mapping list for each unique “sub-site” that is included with the corresponding Site mapping from ArbiterSports.
For Site and Sub-site values that districts do not wish to import events data for in iiQ, districts should leave the mapping fields blank for the sub-site or site they wish to exclude.
In the example pictured above, “RKSC” is a sub-site of Early County High School, which would be mapped to a room located in the iiQ Location that is mapped to the corresponding “Site” in EventLink .
Site: Subsite → Room : Location
Early County High School : RKSC → Bondurant High School : Baseball Field
Maps to iiQ Location/Room
Admins can use these columns to map values for event locations in ArbiterSports Calendar to the corresponding Location and Room number for the event in iiQ. These fields are required for event creation, and any missing mappings in this column will result in the events being skipped during the sync, resulting in no events being created for that location in iiQ.
After selecting an iiQ Location for mapping, the select menu included in the “Maps to iiQ Room” column will populate with a list of room numbers at the selected iiQ Location.
Sync/Pause
Admins have the ability to “pause” syncs for locations and rooms as needed by using the “pause” or “sync” option included next to the mapping. These buttons function similarly to the “play” button included in most media player interfaces, and the button reflects the opposite of the status a location/room is currently in. Therefore, if a user sees “pause” next to the location’s mapping, that means the location is currently syncing and they can click this option to “pause” the sync.
Sync/Pause is also supported in bulk by selecting the option included at the top of this column.
Notifications
The notifications column only applies to the sync error notifications for this integration and has no effect on a ticket or event-related notifications that are supported elsewhere throughout the iiQ platform. By “muting” notifications for a specific location from this interface, users are indicating that they do not wish to receive error notifications for this location.
For Site and Sub-site values that districts do not wish to import events data for in iiQ, districts should leave the mapping fields blank for the sub-site or site they wish to exclude. In addition to leaving the field mapping blank, district admins should also disable notifications for the unmapped site or sub-site value to avoid receiving notifications for this unmapped Site or Sub-site.
Example:
In the example included below, the “Hardway” Site from ArbiterSports is mapped to Armstrong Elementary in iiQ. The “<blank>” sub-site value has not been mapped to a corresponding room in iiQ, and has also been disabled for notifications. Notifications buttons reflect the current state for notification preferences of the corresponding Location or Room Number.
Syncs
Syncs occur every hour for this integration. Manual syncs can also be initiated via the “sync” button included in the upper-right-hand corner of the page.
Sync History Tab
This tab allows you to look up the data for any sync between ArbiterSports and Incident IQ. Every sync, whether completed successfully or not, is logged for reference purposes and available for review. After selecting this tab, a list of past syncs will be included on the left. After selecting a specific sync from the list located on the left-hand side of the screen, district admins can expand sync details for that sync on the right side of the page.
Sync history details will include a log for every event read from the synced ArbiterSports Calendar that reflects the sync status of each event. District admins can also search for specific events or filter them by a particular status.
Sync Statuses for Events
Create: New events being created within a given sync will be logged with this status.
Error: Events that are unable to be created for any reason will be logged with this status. Majority of the time this will be a result of a missing location or room mapping.
Skip: Events that are skipped due to no changes detected will be logged with this sync status.
Update: Events that are updated (either date, time, location, description, or name) will be logged with this sync status.
Delete: Events being deleted due to being removed in source system will be logged with this sync status.
Events Tab
After selecting a specific event from a sync history log, a user will be directed to view that event in the Events tab of the ArbiterSports app. Event records can also be searched by their event ID or their name after navigating to this tab. After selecting or searching for a specific event, admins will be able to view the following details for each event as captured in the most recent sync with ArbiterSports Calendar (within the last hour):
Sport
Level
Start Date/Time
End Date/Time
Team
Location
Status
Notes
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Hannah Bailey - Director, Customer Engagement