Managing Data Collector

Byga can be used to manage data collection workflows. An example of a Data Collector Workflow that leverages a Custom Form will be described in this document. You will need the appropriate permissions.

Getting Started

To get started with a Data Collector workflow, go to Admin —> Data Collectors to create a new Data Collector or edit settings of an existing one.

Create a new Data Collector or edit the settings of an existing one

A new Data Collector workflow can be created and set up or the settings of an existing workflow can be edited.  There are two types of collectors:

• Standard: based on team rosters
• Event-triggered: triggered when assigned teams have events

Data Collector Menu

In the list of Data Collector workflows, the menu on the right side enables the following actions:

• Settings: update the setting of an existing Data Collector Workflow
• Get collection link: copy the form link that can be emailed
• Export Data (CSV): provides a .csv export of the collected data
• Make a copy: clones the data collector form
• Pause / Resume
• Go live: menu that changes the status of an existing Data Collector (Pending, Live, Archived)
• Send reminder option enables an admin to send a reminder email to all users that have not submitted the data collector form.
• Reset will reset / restart the players’ eligibility via new form submissions. Existing submissions will be retained.
• Delete: deletes the Data Collector workflow (note, this will delete data requested in the form that was not associated with pre-provisioned standard and custom player or player contact fields)

Standard Collector Menu items:

Event-triggered Collector Menu Items

Data Collector Settings - Basic

Set a descriptive name for the Data Collector, whether it is live, pending, or archived. Note, the URL link associated with the workflow will be active even if set to pending but the form may not be able to be submitted. The following options are available:

• Only collect for registered players: applies only to invite based registrations (thus excludes players generated from form based registrations and unregistered players form invite based registrations). If not selected, the data collector will apply to any player as long as they are on the team roster.
• All data collectors are now Custom Form based.
• Designate a data collector as being required for eligibility (e.g., Covid waiver) or just for email reminders (high school graduation year).
• Indicate if there is a pass or fail condition on a data collector rather than just submitted. For example, with a Covid waiver, it will indicate that the waiver was submitted but also that the questions passed or failed.
• Collectibles: the pre-provisioned data fields (both standard and custom player and player contact fields).
• Custom fields or club documents can have an expiration date.
• Custom fields or club documents can be verified by an admin.
• Pre-loaded support for national association / league fillable PDF form
• Support for primary position

Standard Collector Basic Tab:

Event-Triggered Collector Basic Tab:

Data Collector Settings - Guests vs Regular Roster

Standard data collectors do not consider team guests. The requests only apply to standard rostered players. If the “registered only” option is not selected, then they apply to players on both competitive and programs tabs. If registered is selected, then they apply to players on the competitive teams tabs.

Event data collectors take into account team guests if the event is a practice or a game and the guest is the respective practice or game guest. The player needs to be on the roster when the event message is triggered. If they were added late or if a family has difficulty submitting a response, the team staff may be able to submit on their behalf.

Data Collector Settings - Form

For flexibility, a custom form can be used to ask additional questions or provide clarifying explanations for the data being collected.

Expiration Dates on Custom Fields or Club Documents

If one of the fields has an expiration date, the field will be reset and will once again be requested after the expiration date.

Data Collector Settings - Preview

Click on Preview to see the form the user will access.

Data Collector Settings - Teams

Select the teams associated with this Data Collector. Byga will automatically request and reminder emails to player contacts on these teams.

Data Collector Settings - Messaging

Each Data Collector workflow includes a message for the request email and a message for the confirmation email.

Add $player in the message to have the player’s name included in the text which is valuable when the user has multiple players. Add $submission, will include a copy of the submission to the user.

Message reminders are sent to player contacts twice a week on Tuesdays and Thursdays.

Data Collector Settings - Parent Reminder

Message reminders are sent to player contacts twice a week on Tuesdays and Thursdays. These reminders will combine payment issues, need info issues, and eligibility issues (data collector based or eligibility issues manually set by the Admin).

Permissions

Requires the Manage Collectors permission in the Miscellaneous permissions tab.

Process Considerations

Think through about the club’s data collection strategy. Ideally the data collection does not delay family signups, commitments or initial payments during the online registration process. But if there is little time between the registration and when the data must be provided (e.g., late registrations when games have already started) then have the data collectors started as soon as a player is placed invited to register..

Program Users

Note that form based registrations (i.e., Program teams) are not included in the Data Collector settings option, “Only include registered players.” So if the data collector is to apply to Program teams, don’t select this option.

Sports Specific

USA Lacrosse Membership Verification

USA Lacrosse provides a service that enables verification of a player’s current membership status using a USA Lacrosse membership number within a data collector. Refer to the Byga Custom Form documentation for more information on the form element.

Fillable PDF Forms

Support for the following PDF Fillable forms:

• US Club Soccer R002 form.

The submitter will select the “Complete form online” to access the form fields required to create the fillable PDF form.

The screenshot below shows a portion of the form fields needed for the R002 form. Once submitted, the user will see a preview of the pdf form. Alternatively, the user can use the “Select file” to upload a completed form on the user’s device.

Once the form has been completed and saved, the user will then return to the data collector and click on the Submit button.

For more information, please reference Data Collector Workflow