Training Module 25 — Schedule Sync Integration Guide
GoClubPro User Training | Area: schedule sync / Schedule Integration
What Users Need to Learn
your league platform is Australia's national sporting activity management platform used by most major sporting codes. This deep dive covers:
- How the league platform connection works technically
- How to find your League Platform Club ID
- How to connect and configure the integration
- How to sync and what gets imported
- How to handle sync errors and edge cases
- Player-level league platform profile import
1. Step-by-Step Walkthrough
Finding Your League Platform Club ID
- Log into **your-league-platform.example.com with your club's admin credentials.
- Go to your club profile.
- Look for the Club ID — it's typically shown in the URL or in the club's settings panel.
- Example URL:
your-league-platform.example.com — the ID is12345abc`.
- Note the Season/Competition ID — you'll need this for each competition you want to sync.
- Copy these IDs before going to GoClubPro.
Connecting Your League Platform
- Admin Panel → Integrations.
- Under Schedule Sources, click Add Source → your league platform.
- Enter:
- Club ID (from step above)
- Competition ID (for the specific competition/season)
- Label (e.g., "Senior Men's Division 1 — Summer 2026")
- Click Test Connection — GoClubPro verifies the credentials reach your league platform.
- If the test passes, click Save.
- Click Sync Now to run the first import.
Running a Manual Sync
- Admin Panel → Integrations → find the your league platform source.
- Click Sync (or Sync Now).
- A progress indicator shows while fixtures are being fetched.
- Review the sync summary:
- New fixtures added: X
- Updated fixtures: X (time/location changes)
- No changes: X
- Click Confirm to commit the import, or Cancel to discard.
Handling Multiple Competitions
If your club plays in multiple competitions (e.g., Senior Men's Div 1 AND Under 16s), you need a separate your league platform source for each:
- Add Source → your league platform → enter Club ID + Competition ID for Div 1.
- Add Source → your league platform → enter Club ID + Competition ID for U16s.
- Each source syncs independently.
- All fixtures from all sources appear together in the Schedule page.
Importing Your Personal league platform profile
(Players only — separate from the admin schedule sync)
- Go to Player Profile.
- Click Import from your league platform.
- Find your your league platform Participant ID (in your personal league platform profile → account settings).
- Enter the ID in GoClubPro.
- Click Import → review the data preview.
- Click Confirm to update your profile with league platform data (name, DOB, historical stats).
2. Simple Explanation (Beginners)
your league platform is where your competition's official fixture draw lives. The integration is like a bridge between your league platform's fixture data and GoClubPro's scheduling system. Instead of manually typing every match into the app, your admin connects to your league platform and the fixtures flow through automatically.
When the draw changes (time/location update), your admin runs a sync and GoClubPro catches up — no manual re-entry.
3. Advanced Explanation (Power Users)
API architecture: GoClubPro connects to your league platform's public API (or partner data feed). The integration polls the API on demand (no webhooks from your league platform → GoClubPro). This means changes in your league platform are only reflected in GoClubPro after a manual sync is triggered.
Deduplication: Each fixture imported from your league platform is stored with its league fixtures ID. On subsequent syncs, GoClubPro checks for existing fixtures with the same ID and updates them rather than creating duplicates. New fixtures (not yet in GoClubPro) are created.
Manual fixture coexistence: Fixtures created manually in GoClubPro have no your league platform ID. They are not affected by schedule syncs (won't be modified or deleted). This allows clubs to add non-league fixtures (friendlies, training sessions) alongside synced ones.
Fixture field mapping:
| your league platform field | GoClubPro field |
|---|---|
| Competition | Competition (grade) |
| Round | Fixture label/round |
| Date & Time | Fixture date and time |
| Venue | Location |
| Home team | Home team (matched by name) |
| Away team | Away team (matched by name) |
| Cost | NOT imported — set via fee config |
Cost is NOT imported from your league platform — match fees are configured in GoClubPro's fee configuration (Settings → Match Fees). This allows clubs to set their own member contribution regardless of any cost information in your league platform.
Team name matching: GoClubPro matches league teams names to teams configured in Admin Panel → Teams. If a league fixtures involves a team name that doesn't match any GoClubPro team, the fixture may still import but the team assignment may be blank — admin needs to manually assign.
Rate limits: your league platform's API may have rate limits. If your club has hundreds of fixtures or you run syncs very frequently, you may hit rate limits. Sync once per draw release rather than continuously.
4. Visual Description (Text-Based)
schedule sync FLOW:
your league platform (official draw)
│
│ API request (when admin clicks Sync)
▼
GoClubPro Integration Layer
│
├── For each fixture in response:
│ Check if league fixtures ID exists in DB
│ If YES: update fields that changed
│ If NO: create new fixture record
│
├── Apply fee config from Settings → Match Fees
│
└── Show sync summary to admin for confirmation
SCHEDULE PAGE (after sync):
Synced fixtures (from your league platform) + Manual fixtures = Combined Schedule
─────────────────────────────────────────────────────────
INTEGRATION SETTINGS (Admin Panel → Integrations):
Source 1: "Senior Mens Div 1 — Summer 2026"
Club ID: ABC123
Competition: XYZ789
Last sync: Today 9:15am
Status: ✅ Connected
[ Sync Now ] [ Edit ] [ Remove ]
Source 2: "Under 16s — Summer 2026"
Club ID: ABC123
Competition: DEF456
Last sync: Today 9:16am
Status: ✅ Connected
[ Sync Now ] [ Edit ] [ Remove ]
[ + Add Source ]
5. Tooltips & Hints
| Location | Tooltip Text |
|---|---|
| Club ID field | Found in your league platform admin portal, usually in the URL or club settings. Format varies by sport. |
| Competition ID | Each competition (grade/division) has its own ID in your league platform. Add separate sources for multiple competitions. |
| Test Connection button | Verifies the IDs are correct before saving. Run this first to catch typos. |
| Sync Now button | Manually pulls latest fixture data from your league platform. Run after each draw is released or updated. |
| Sync summary | Review before confirming — check that the number of fixtures looks right. |
| Remove source | Disconnects the your league platform source. Existing fixtures are NOT deleted — only future syncs stop. |
| Cost field (in fixture) | Cost is NOT imported from your league platform. Set it in Settings → Match Fees for automatic application. |
6. FAQ — Schedule Sync Integration
Q: How often should I run a sync? A: Run it once when the draw is released, and again if your league platform updates fixtures (bye rounds, venue changes). No need to sync daily unless your competition updates frequently.
Q: The sync ran but no fixtures were imported. Why? A: Check:
- Club ID and Competition ID are correct (copy-paste, don't type).
- The competition has fixtures published in your league platform (not just registered).
- The season is the current one — not last year's.
- The team names in your league platform match what you've configured in GoClubPro teams.
Q: A fixture changed in your league platform (new time/venue). Do I need to do anything? A: Run a sync — GoClubPro will detect the change and update the existing fixture record. Members' previously-seen fixture details will update.
Q: My club plays in a competition not managed by your league platform. Can I still use GoClubPro? A: Yes — use CSV import or manual fixture entry instead. schedule sync is just one option.
Q: The sync imported fixtures for another club's team. A: The Competition ID may be pulling all teams in the competition, not just yours. Review the sync summary carefully and delete any incorrectly imported fixtures. Contact support for assistance matching team names.
Q: Can I delete a fixture that was imported from your league platform? A: Yes — delete it in Admin Panel → Schedule. If you sync again, it may re-import (your league platform still has it). Only delete if you genuinely don't want that fixture in GoClubPro.
Q: I connected two competitions but now I'm seeing duplicate fixtures. A: The same fixture may appear in both competitions on your league platform. Check that each source's Competition ID is unique. Remove the duplicate source if needed.
7. Common Mistakes & How to Avoid Them
| Mistake | What Happens | How to Avoid |
|---|---|---|
| Using last season's Competition ID | Imports old fixtures or fails | Update Competition ID each new season |
| Not running sync after draw updates | Fixture changes not reflected in GoClubPro | Sync whenever you receive an update notification from your league platform |
| One source for multiple competitions | Fixtures from wrong competition imported, or none | Create a separate source per competition |
| Assuming costs are imported from your league platform | Match fees not generated | Configure match fees in Settings → Match Fees separately |
| Not checking team name matching | Fixtures import with blank team assignment | Ensure GoClubPro team names match league teams names |
| Deleting synced fixtures then re-syncing | Fixtures re-appear after sync | If you don't want a fixture, either don't sync that source or archive it manually |
8. Short Onboarding Script
Schedule Sync Integration — Your Draw, Automatically
One-time setup (per season):
- Admin Panel → Integrations → Add Source → your league platform
- Enter your Club ID and Competition ID from your league platform
- Test the connection → Save
- Click Sync Now → confirm the import
After that: run Sync whenever the draw is updated. Fixtures flow straight to your Schedule page.
9. Long Training Guide
Finding Your IDs in your league platform
your league platform's interface varies by sport and version. General locations:
- Club ID: Club Settings or club profile URL (e.g.,
club/12345). - Competition/Season ID: Found in the competition settings or competition URL.
If you're having trouble finding the IDs, contact your Association Admin — they can provide the correct Competition ID for your registered competitions.
What Happens to Existing Fixtures When You Sync
| Scenario | What schedule sync Does |
|---|---|
| New fixture in your league platform (not in GoClubPro) | Creates new fixture record |
| Existing fixture, time changed in your league platform | Updates time on existing fixture |
| Existing fixture, venue changed in your league platform | Updates venue on existing fixture |
| Existing fixture, score entered in your league platform | Does NOT import scores (admin enters results manually) |
| Fixture cancelled in your league platform | May not auto-delete in GoClubPro — admin should manually delete |
| Manually created fixture in GoClubPro | Unaffected by schedule sync |
Season Transition for your league platform
At the start of each new season:
- Log into your league platform → find the new season's Competition ID.
- In GoClubPro Admin Panel → Integrations → edit each source.
- Update the Competition ID to the new season.
- Test connection → Save.
- Run sync — new season's fixtures appear.
Old fixtures from the previous season remain in the archived season's data — they're not overwritten.
Player Profile Import vs. Schedule Sync
These are two separate Schedule Sync Integrations:
| Feature | Who uses it | What it imports | Where to set up |
|---|---|---|---|
| Schedule sync | Club Admin | Fixture dates, times, venues, teams | Admin Panel → Integrations |
| Player profile import | Individual players | Name, DOB, career stats | Player Profile → Import from your league platform |
They use different IDs (Club/Competition ID vs. Participant ID) and are completely independent of each other.
10. Micro-Training (Quick Tips)
⚡ QUICK TIPS — Schedule Sync Integration
✅ Use Test Connection before saving to catch typos
✅ Update Competition ID every new season
✅ Create one source per competition (not one for all)
✅ Match fees are NOT from your league platform — set them in Settings
✅ Sync after every draw update, not daily
✅ Team names in GoClubPro must match league teams names
11. Troubleshooting
| Problem | Likely Cause | Fix |
|---|---|---|
| Test Connection fails | Wrong Club ID or Competition ID | Re-check IDs in league platform portal; copy-paste don't type |
| Sync says 0 new fixtures | Draw not published in your league platform, or wrong Competition ID | Verify in your league platform that fixtures are published |
| Old season fixtures imported | Competition ID from previous season | Update Competition ID in Integrations to new season |
| Duplicate fixtures | Two sources pulling same competition | Remove the duplicate source; keep one per competition |
| Fixture missing team assignment | Team name mismatch between your league platform and GoClubPro | Edit teams in Admin Panel to match league teams names |
| Cost shows as blank after sync | Cost is not from your league platform | Set match fees in Settings → Fee Configuration |
| Cancelled fixture still showing | your league platform cancellations not auto-deleted | Manually delete the cancelled fixture in Admin Panel → Schedule |
| API rate limit error | Too many sync requests in short period | Wait 30 minutes and try again; reduce sync frequency |
Module 25 of 26 | Next: Module 26 — Master Troubleshooting Guide