What does this integration do?
This integration allows district admins to sync events from Big Teams to their instance of iiQ Events in order to create, update, and delete events in iiQ based on changes made in Big Teams Calendar. The following are a few key points to keep in mind:
This integration syncs every hour.
This integration only reads and processes data from an iCal feed generated from Big Teams. There is no write-back functionality supported for writing event data from iiQ to Big Teams.
Data Flow
This integration only reads and processes data from an iCal feed generated from Big Teams. There is no write-back functionality supported for writing event data from iiQ to Big Teams.
Which Big Teams solutions are compatible with the iiQ integration?
Big Team Varsity, PRO, and PRO Lite subscribers are able to create a sync between their Schedule Star events and iiQ.
Supported Use Cases & Business Requirements
Event Data: Events in Big Teams are imported and synced in iiQ at the appropriate location, date, and time.
This should include the start date/time and end date/time.
Site → Location Mapping: Events in Big Teams that do not have a corresponding location are not included in iiQ.
Event Deletion: Upon sync, any previously synced events that are now deleted events in Big Teams are indicated in iiQ.
Event Creation (continuous): Upon sync, any new events since the last sync that are not at conflict are brought into iiQ.
Event Updates (continuous): Upon sync, any edited events since the last sync show their edits in iiQ
Sync Conflict Resolution: Upon sync, if a new or edited event is now at conflict in iiQ, admin is aware there is a conflict and the event is not brought into iiQ.
Sync Logging: Admin is aware of any events imported from Big Teams .
Triggers & Outcomes
The Big Teams app will “sync” with the linked iCal feed on an hourly basis automatically, but the app can be synced manually at any time from the Location Mappings tab.
If a new event is discovered in the iCal feed during a sync, a new event will be created in iiQ if:
The Site and Subsite for the event in Big Teams has been mapped to a corresponding Location and Room Number in iiQ within the Location Mappings tab AND syncs have been enabled for the Site/Subsite in Big Teams .
The mapped Room and Location in iiQ are “available” (as defined by room availability settings in iiQ Events) during the full duration of the event in Big Teams .
There are no scheduling conflicts (IE other events scheduled in iiQ) for that Room and Location during the full duration of the event.
If changes are detected for an existing event (matching by the event ID as provided by Big Teams) to the Event Name, Description, Site, Subsite, Start Time, End Time, or Date, these changes will reflect in iiQ as long as the following conditions are met:
The Site and Subsite for the event in Big Teams has been mapped to a corresponding Location and Room Number in iiQ within the Location Mappings tab AND syncs have been enabled for the Site/Subsite in Big Teams.
The mapped Room and Location in iiQ are “available” (as defined by room availability settings in iiQ Events) during the full duration of the event in Big Teams.
There are no scheduling conflicts (IE other events scheduled in iiQ) for that Room and Location during the full duration of the event.
If an event is deleted in Big Teams, and this is detected during a sync, the corresponding event will be deleted in iiQ and all associated tickets will be closed as well (consistent with event deletion experience for events created in iiQ).
Field Mappings
Source System: Big Teams
Target System: Incident IQ
iCal Feed Item --> | Field in iiQ |
Summary | Event Title |
DTSTART (UTC) | Event Start Date & Time (District time zone) |
DTEND (UTC) | Event End Date & Time (District Time zone) |
UID | Event ID (used as identifier for syncs, included in top-right of event details page) |
Description “Site” “Subsite” | Used to parse event location and room number in iiQ Site: maps to mapped location value in iiQ Subsite: maps to mapped room number value in iiQ |
Inputs
The only input needed for iiQ is the iCal link for retrieving calendar data along with relevant location mappings for Location and Room values included in events from Big Teams.
Events included in the iCal feed can be controlled within Big Teams as system admins are preparing the calendar feed. Arbiter Live seems to generate a unique calendar link by school and Sports Team. However, in their support documentation, it is is safe to assume that district admins can filter by the following attributes:
On the far right side, select the information you want to display in your calendar.
Include Games: All Games in Big TeamsSystem.
Include Events: All Events in Big Teams System.
Include Tournaments: All Tournaments in Big Teams System.
Include Practices: All Practices in Big Teams System.
Select Filter.
Status: All Games or Only Published Games.
Teams: All Teams or Specific teams.
Home/Away: All or Home/Away games only.
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Hannah Bailey - Director, Customer Engagement