Introducing Persons in SAP Sports One

The management of persons is a key component for the successful administration of sports clubs and teams. In a world where efficiency and data availability are becoming increasingly important, SAP Sports One offers a comprehensive solution for managing player profiles, coaches, staff and other key stakeholders.

Persons can be integrated into SAP Sports One in different ways: They are usually uploaded automatically by the external data provider Heimspiel. If this is not the case, persons must be manually (or by using an XLSX file) created in the system.

Heimspiel offers various packages for data uploads. The standard package covers the major leagues worldwide and includes a wide selection of youth leagues from these countries. If additional data is required, its availability depends on the data feed from Heimspiel and the specific subscription that has been concluded with Heimspiel. Please contact your SAP contact persons for further details regarding Heimspiel data imports and packages.

However, there are two methods for manual creation. First, individual persons can be created by manually entering the master data. This method is particularly useful if you only need to add a few new persons. Second, you can import multiple persons at once using an XLSX file. This is an efficient solution if you need to transfer large amounts of data quickly into the system.

Before manually creating persons, you can check if the persons have already been imported by the data provider. This is done by entering the person’s name into the search bar in SAP Sports One.

If only a few persons need to be added in SAP Sports One, the manual method is the most effective option.

If you have the required role and permissions, you can manually create persons. Typically, each person is assigned a specific type, often aligning with roles such as Player or Staff Member. However, other business partner roles also exist, including external player agencies and more. In this lesson, we will focus specifically on creating persons designated as either a player or a staff member.

In SAP Sports One, there are two methods to create new players. The first method is to go to the top navigation bar, click on the + icon, and select Create New Player.

When creating players this way, they won’t initially have a team assignment and won’t appear in any team lists. To ensure the player is correctly assigned, you’ll need to specify their team during the creation process.

Next, complete all relevant information fields for the player, including basic details such as name, date of birth and nationality, along with mandatory fields like the team assignment and position. It’s important to enter this data accurately, as it will be essential for team management and analysis. Once all necessary details are entered, confirm to add the player to the system.

The second way to create new players is by navigating to the specific team within your club where you'd like them added.

With this approach to player creation, the player is automatically assigned to the specific team during the creation process, eliminating the need for manual team assignment.

To create staff members in SAP Sports One, you need to navigate to the team within your club where you want to create staff members.

Once you've selected the team, go to the menu and click on Staff Members, then choose Add Staff Members. Here, you can create a staff member like the creation of players.

After creating the staff member, you can proceed to assign them to a team. The area and role indicate the staff member's position within the organization. Please note that the areas and roles specified here are not related to user roles and permissions in your SAP Sports One system. Roles and permissions are assigned to users, not to persons.

Next, we will discuss the SAP Sports One person upload function, which is especially helpful when no persons have been uploaded to the respective teams yet.

If you want to upload multiple persons simultaneously in SAP Sports One, you can use the mass upload feature. This method allows you to input details of each person into a flat file, which can then be uploaded directly into SAP Sports One.

With the mass upload functionality, you have the flexibility to upload multiple persons from one or more of your own teams, as well as persons from external teams, all at once. This approach significantly streamlines the process, ensuring efficient and accurate data entry for large groups of people.

In the pre-filled template, mandatory fields that must be completed for a successful XLSX upload are marked in orange. Optional fields are highlighted in blue. While these fields are not required, it is beneficial to fill them in if the information is available.

The template also includes input assistance through drop down lists. Some fields require IDs. When creating a new person, an external individual ID must always be generated to distinguish each person and their information. The formulas for generating external IDs are already pre-filled, so you only need to complete the fields used within the respective formula.

When uploading people to several teams, you can specify to which team a person is added to by adding the team ID in the sportsOneTeamID column. To find out the teamID, go to the team in SAP Sports One and copy the ID from the URL.

If persons have already been uploaded to the respective team, or if there are already people in the team list, additional persons can also be uploaded to the team. A pre-filled template can be downloaded from SAP Sports One, which lists all the persons already assigned to the team. In this pre-filled template, the persons to be newly created can be added. Afterward, the XLSX file can be uploaded in the same way as when using the empty template.

After presenting the template options, we will now explore where and how to use the mass person upload function in SAP Sports One.

Uploading persons to a single team is possible within the Team area in SAP Sports One. Click on Club and select All Teams. From there, you can choose a team to which you want to add new members. To perform a person upload, click on Upload Team Members and select Upload XLSX File. You can then choose and upload your edited XLSX file.

The advantage of uploading persons in the Admin area is that you can upload multiple people from various teams at once. To do this, click on Admin and select Upload. Then, under the Upload Team Members section, click on Upload XLSX. Choose your edited XLSX file and upload it.

As previously mentioned, when adding people to multiple teams, make sure to specify which team each person is assigned to by entering the teamID in the sportsOneTeamID column. To locate the teamID, open the team page in SAP Sports One and copy the ID from the URL.

Additionally, it is possible to add persons to an external team in SAP Sports One. To do this, search for the external team where you want to add a person in the search bar. Click on Upload Team Members and under Upload XLSX upload your edited XLSX file.

With the mass upload feature, it is possible to upload many individuals from multiple external teams. It's important to have the different teamIDs for the various external teams ready. You can find the teamID for each team from the URL when you search for the team in SAP Sports One. If you use the same teamID for all the persons you want to upload, they will all be uploaded to the same team.