LeagueWorks Software for League Sports

Frequently Asked QuestionsFrequently Asked Questions

This page contains answers to common questions handled by our support staff, along with some tips and tricks that we have found useful and presented here as questions. Click on a topic to expand the details .

Why aren't the player ages displayed like expected?

The player ages are calculated fields.  The age calculation uses the Current Season Year, and one of two age cutoff dates.  The Default Age Cutoff Month and Day can be found on the Setup and Defaults tab of the Program Preferences window, the second Age Cutoff Month and Day can be found on each of the Division Records on the Division window.  If a player is assigned to a Division, the Age Cutoff Month and Day from the Division record overrides the Default Age Cutoff Month and Day found on the Setup and Defaults tab of the Program Preferences window.  The player age is calculated based on the Current Season Year and the players birth date, using the Age Cutoff Month and Day assigned to the Division, or if the player is not assigned to a Division, using the Default Age Cutoff Month and Day from the Program Preferences window.

HINT:  To see a players true age, set the Age Cutoff Month and Day on the Divisions and the Default Age Cutoff Month and Day on the Program Preferences window to December 31.  This will show the players true age for the year (using the year in the Current Season field of the Setup and Defaults tab of the Program Preferences window).

How do I set the Age Cutoff Dates for the new Little League Age requirements for 2006 and beyond?

For 2006 and beyond, Little League Baseball, Incorporated has designated the age cutoff date for baseball to be April 30th of the current year.  For softball, the age cutoff date has been designated as December 31st of the previous year. 

There are two places that the age cutoff dates need to be set. First, on the Setup and Defaults tab of the Program Preferences window, please make sure that the "Current Season Year" is set to 2006. The Baseball Player Cutoff Date should be set to April 30, 2006. The Softball Player Cutoff Date should be set to December 31, 2005 -- note the 2005, NOT 2006.

Second, each of the Division records contains its own age cutoff date. This way, if needed, the Default Age Cutoff Date on the Setup and Defaults tab of the Program Preferences window can be overridden.  For Baseball divisions, the age cutoff date on each of the Division records should be set to April 30, 2006 and the age cutoff date for the Softball divisions should be set to December 31, 2005.

Also, when adding players to the database, please make sure to mark on the Player Registration window whether the player is a Baseball Player or a Softball Player. This tells LeagueWorks which Default Age Cutoff date to use when the player is not assigned to a division. When the player is assigned to a Division, the Age Cutoff Date from the Division record is used to calculate the player's age -- the age cutoff date on the Division record overrides the Default Age Cutoff Dates on the Setup and Defaults tab of the Program Preferences window.

Can LeagueWorks be used over a network?

Yes, LeagueWorks is network ready.  To access LeagueWorks on a network, first install LeagueWorks on each of the PC's that will be used.  Next, move (don't copy) the LeagueWorks database to the desired network location.  Make sure each of the PC's has access to the network drive where the database is stored.

The next steps will be required on each of the PC's that need network access to the LeagueWorks database.  On the Database Path tab of the Program Preferences window, click the Browse button and locate the LeagueWorks database on the network drive.  Once the database has been located, press the Save button to save the location of the LeagueWorks database in the Windows registry.  At this point, you will be prompted to Exit LeagueWorks and restart the program to initialize the Program with the new data file.  Once LeagueWorks is restarted, the networked database file will be your current data file.

What are the file names of the LeagueWorks databases?

The file names of the LeagueWorks databases are different for each product.  The file names for the corresponding products are as follows (cick here to expand):

LeagueWorks for Baseball and Softball LeagueWorks.lgw
LeagueWorks for Basketball LWBasketball.mdb
LeagueWorks for Cheerleaders LWCheer.mdb
LeagueWorks for Football LWFootball.mdb
LeagueWorks for Hockey LWHockey.mdb
LeagueWorks for Little League LeagueWorksLL.mdb
LeagueWorks for Soccer LWSoccer.mdb

How does the Automatic Player/Team Assignment feature work and how are the teams balanced?

The Automatic Player/Team Assignment attempts to automatically place players on teams based on Age and Player Ability Ratings.  This feature works even if players have been assigned to teams within the Division.  If players have been placed on teams within the Division, then any remaining players will be distributed evenly among the teams to attempt to place the same number of players on each team.

The Automatic Player/Team Assignment routine attempts to balance the teams as far as Age and Player Ability Rating.  The routine first recalculates all Player Ages for the current Division, then calculates an Average Player Rating based on the Player Ratings entered into LeagueWorks - if no Player Ratings have been entered into LeagueWorks, then the players are placed on teams based only on age (oldest to youngest -- see next paragraph for details).  The average player rating is calculated only on the fields that have been entered in the Player Ratings.  For example, in LeagueWorks for Baseball and Softball, if a Player is rated as a 3 for Infield, 4 for Outfield, and 5 for Batting (no ratings were entered for Catcher, Pitcher, etc.), the average Player Rating will be calculated based on these three ratings and would contain a value of 4.00 (3 + 4 + 5 / 3).  The average rating does NOT use any ratings that have not been entered.  Example 2.  If a player is rated with the following ratings, 3 for Infield, 4 for Outfield, 5 for Batting, and 4 for Pitching, the average player rating would also be calculated as 4.00 (3 + 4 + 5 + 4 / 4).

LeagueWorks then uses the Player Age and Average Player Rating  (or Player Age only (oldest to youngest) if no Player Ratings have been entered) to "Snake" through the teams starting with the oldest and highest rated player first, then the next oldest and highest rated player, and so on until all players have been placed on teams.  The routine uses a "Snake" algorithm to move between teams.  For example, if there are four teams within a division, then the order in which players are placed on teams is as follows:  Team 1, Team 2, Team 3, Team 4, Team 4, Team 3, Team 2, Team 1, Team 1 ... and so on until all players are placed on teams.  This way, the oldest and highest rated player will be on Team 1, but then the next player that Team 1 receives will be younger and have a lower rating than the second players on Teams 2 through 4.

Where do the Player Pictures, Birth Certificate Images, and Volunteer Pictures reside?

Due to the size of various image formats, the images themselves are not kept within the database.  If the images were kept in the database, the size of the database would grow exponentially with each image file stored.  Therefore, folders exist under the installation directory of the installed version of LeagueWorks named "Player Pictures", "Birth Certificate Images", and "Volunteer Pictures".  The respective image files must reside within these directories to be displayed and used with the software.

Which operating systems does LeagueWorks support?

LeagueWorks currently supports all Windows operating systems. If you use an OS other than Windows, please contact us for more information as there may be other options.

Can multiple users enter data on different PC's and then merge the data into one database?

Yes, all LeagueWorks products have a built in Merge Utility that allows multiple users to enter data on PC's that are not networked together, then merge the data into one central database.  LeagueWorks Software suggests that one PC be designated as the "Central Site".  It is suggested that the Central Site enter as much information as can be entered to start each of the remote data entry sites with initial data.  For example, it is suggested that the Central Site enter all Division information (and Teams if possible), Field information, and as much data as possible on the Category Setup window.  This insures that each of the remote sites have the basic information they need to enter Player information, and it also reduces the possibility that one piece of information is entered two different ways (i.e. one person enters a Division name as "T Ball" and another person enters a Division name as "Tee Ball" for the same Division).  The data can then be distributed to the remote sites using the LeagueWorks Backup utility and restored at the remote site using the LeagueWorks Restore utility (both can be found on the Data Utilities window).

Please Note:  The Schedule records are not part of the Merge process and it is recommended that only one person within the organization manage the schedule records on their computer.

How does the Merge utility work?

Each record in the database is updated with a Date and Time stamp when the record is added to the database or modified within the database.  The Merge utility uses this Date and Time stamp to determine if the data is to be merged into the local database.  First, the Merge looks to see if the record exists in the local database.  If the record does not exist, then the record is added.  If the record already exists in the local database, then the Merge looks at the Date and Time stamp of the record being merged and the Date and Time stamp of the record in the local database.  If the record being merged has a newer Date and Time stamp than the record in the local database, then the local database record is overwritten with the record being merged.  If the Date and Time stamp of the record being merged is older than the Date and Time stamp of the local record, then the merged record is ignored and the local record is kept without any modifications being made to the record.

Please Note:  All fields in the record are overwritten, so if two people modify the same record, the entire record of the one with the newest Date and Time stamp will be the one that ultimately resides in the local database.

What are the recommended steps for using the Merge utility?

The following are the recommended steps for using the Merge Utility.

1.  Designate one person as having the central computer.

2.  Before distributing the database for other users to enter data, the central person should enter as much information as possible concerning the Divisions, Teams, Fields, and information on the Category Setup window.  This will help prevent different naming conventions by different users (for example, one person naming a Division “T-Ball” and another naming a Division “tball”).

3.  Once the central person has entered this information, they can use the “Backup” utility on the Data Utilities window to create a backup of the database.  Send this backup to each of the other users via email, floppy disk, CD, or any other means available.  The remote users should then use the “Restore” utility on the Data Utilities window to restore the database to their computer.  Each person can then enter information as needed.

4.  When the remote users are done entering data, or at pre-planned intervals, whichever you prefer, the remote users can use the “Backup” utility to create a backup of their database and send it to the central person.  The central person can then use the “Merge” utility, on the Data Utilities window to merge the remote users data into the central database.  The merge utility will read directly from the remote users backup files, and the central person does not need to do anything special except save the remote users backup file on the central computer.

5.  The central person can then repeat the backup process and send it out to the remote users.  This step is not necessary, but it will provide the remote users with the latest data from all of the remote sites.

There are two things to be aware of:

1.  Each record in the database has a date and time stamp added to it when it is added or updated in the database.  So, it is very important that each of the computers has the correct time and date set within the operating system.

2.  Also, If more than one person edits the same record (for example, two people edit a player record for “Johnny Smith”), when the records are merged into the central computer, the record with the latest date and time stamp is the one that will be kept in the central database – the merge overwrites the whole record, not the parts that each person edited.  So, it is suggested that each person has their own set of players to add or modify and multiple people do not edit the same records.

Converting Myteam Desktop and Active Roster Management (ARM) Data

How do I convert my Myteam Desktop or ARM data to LeagueWorks for Little League format?
    The steps necessary to upload data to the Little League Data Center are:

    1. Install LeagueWorks for Little League.

    2. Copy your myteam.mtd file or Active.adb from your Myteam Desktop or ARM installation to your LeagueWorks for Little League installation directory (typically found in the folder:

    C:\Program Files\LeagueWorks\Little League).

    3. Start LeagueWorks for Little League.

    4. On the Registration Window (that will automatically be displayed the first time that LeagueWorks for Little League is run) - or go to the Program Preferences window, go to the Database Path tab of the Program Preferences window. Click on the Browse button. In the drop down list box at the bottom of the Open Dialog labeled "Files of Type:", select "Myteam Desktop Data File (*.mtd)" or "ARM Data File (*.adb)".

    5. At this time, you should see the myteam.mtd file or the active.adb file in the open window. Click on the myteam.mtd file or active.adb file and press the Open button. Then press the Save button on the Database Path tab and you will be prompted to exit and restart LeagueWorks for Little League.

    6. Once you have restarted the software, you will be ready to run with your data. At this point, it is highly recommended that you go to the Data Utilities and File Import/Export window and select "Delete - Remove All Records from the Database that are marked for deletion" and press the Delete button. This will prompt LeagueWorks for Little League to delete any records that are marked for deletion within the database and the software will also perform a database integrity check to make sure that all of the records are valid.

How do I get ready for the next season?

LeagueWorks has a built in "New Season" selection that can be found on the Tools menu of any of the LeagueWorks window.  The New Season window allows you to select any number of options to reset the data for the next season.  Click on the options desired, then click on the "Go!" button at the bottom of the window.  At this point, all of the selected changes will be applied to the LeagueWorks database.

As always, when making mass changes to your data, please make sure to perform a LeagueWorks Backup before processing the changes, just in case of emergencies!

What are the recommended steps for creating schedules with LeagueWorks and Diamond Scheduler?

LeagueWorks recommends that the Divisions, Teams, Venues (Fields), and Field Assignments (field assignments are available in LeagueWorks for Baseball and Softball and LeagueWorks for Little League only), are created within LeagueWorks, and then exported to Diamond Scheduler formatted files (use the Diamond Scheduler Export available on the Import/Export menu of the main Startup window of LeagueWorks).  Within Diamond Scheduler use the File/Open menu commands to open the file that has been exported by Leagueworks.  After the file is open in Diamond Scheduler, assign Venue (Field) timeslots to the available venues.  The next step is to generate the schedule.

Once the schedule is complete, use Diamond Schedulers LeagueWorks File Export option to create a file that can be imported into LeagueWorks.  Within LeagueWorks, use the Import/Export menu on the main Startup window to select the Import option and Diamond Scheduler Data File.  This will step through the process of importing the schedule into LeagueWorks.  Then enjoy and print all the reports you want!

While working with the schedule information in Diamond Scheduler, if a Division, Team, or Venue name must be changed, make sure that the change is also made within LeagueWorks.  Otherwise, LeagueWorks will not be able to find the proper data for the reports.

I have created schedules in Diamond Scheduler, why can't I see them in LeagueWorks?

LeagueWorks has a built in "New Season" selection that can be found on the Tools menu of any of the LeagueWorks window.  The New Season window allows you to select any number of options to reset the data for the next season.  Click on the options desired, then click on the "Go!" button at the bottom of the window.  At this point, all of the selected changes will be applied to the LeagueWorks database.

As always, when making mass changes to your data, please make sure to perform a LeagueWorks Backup before processing the changes, just in case of emergencies

I have already created my schedules, but I need to make a change.  What do I do?

Once schedules have been created and reside in both LeagueWorks and Diamond Scheduler, there are two options.  

First, the schedule changes can easily be made within LeagueWorks on the Edit Schedule window.  The disadvantage to this method is that the schedules will now be out of synchronization between LeagueWorks and Diamond Scheduler.

Second, the changes can be made within Diamond Scheduler and then exported to LeagueWorks a second time (or more).  LeagueWorks can then read in the schedule.  If LeagueWorks finds that the Division's schedule already resides within LeagueWorks, the user will be prompted that a Division schedule already exists and that it will be replaced within LeagueWorks, should the user continue to choose to import the new schedule.  The advantage to this method is that the schedules stay in synchronization between LeagueWorks and Diamond Scheduler and reports can be generated from either software package.

Our organization wants to use online Registration.  Can I import the data into LeagueWorks?

Yes, now you can import your data from any online registration, whether it be from a commercial website or your own online registration forms.  LeagueWorks imports data from a Comma Separated Value (CSV) file.  The only requirements are that the column headings must be a specific name.  An Excel spreadsheet that contains the proper headings and also comments on each column for the valid values can be found here.  A zipped format of the worksheet can be found here.

The Excel spreadsheet contains the columns that are supported by the import process in LeagueWorks.  You can modify the spreadsheet to meet your needs, but do not delete the columns that are in bold print.  Those columns are required data entry columns and must contain valid values or the data cannot be imported into LeagueWorks.

The Excel spreadsheet does contain a macro so that once you have formatted the data you want into each of the columns, you can press the "Export File" button and the spreadsheet will generate a CSV file that can then be imported directly into LeagueWorks.

Can I copy data from, or send data to, other versions of LeagueWorks?

Yes, now you can export player data from one version of LeagueWorks and import it into another.  On the Startup window, select the "AFTF Data CSV File - Player Data Only..." from the Import/Export menu.  This selection will take you to the proper selection on the Data Utilities window to export your player data to a Comma Separated Value (CSV) file that can be imported into any other version of LeagueWorks.

Please Note:  When data is exported from LeagueWorks, the Player Active flag is maintained in the data.  So, if you would like to import data into another version of LeagueWorks and do NOT want any players to be marked as "Active", open the CSV file that is created by the export process, (using Excel or another program that supports CSV files), and edit the "Active" column and make sure the data value in that column is "False".  This will cause all of the players to be imported with an Inactive status.

Can I import my own data?

Yes, use the AFTF Data Worksheet (a Microsoft Excel File) to format the data that is to be imported into the program.  Once you are done formatted the data in the spreadsheet, press the "Export File" button to export the data to a Comma Separated Value (CSV).  The CSV file then can be imported into LeagueWorks from the Import/Export menu on Startup window, or from the Data Utilities window.

Please Note:  You can remove any columns in the spreadsheet (except the columns that have bold text) that your organization does not use, but you cannot add new columns or change the column headers in the spreadsheet.  The Import process in LeagueWorks uses the Column Headers to determine in what field the data is to be stored in the database.  Also, the Import process will not know what to do with any new columns that are added, so these columns will just be skipped in the import process.

What websites does LeagueWorks support for importing data from online registrations?

LeagueWorks currently supports Active.com's online registration process.  The file that can be exported from Active.com's online registration, can be imported directly into LeagueWorks -- as long as the file is created in the AFTF format.  The CSV file created by Active.com is compatible with the format of the data that is used by LeagueWorks -- no modification of the data is required.

Can I import data from other online registration sites, or can I use my own website?

Yes, you can import data from other online registration sites, but you will need to make sure the data is formatted with the proper column headers.  Otherwise, LeagueWorks will not know how to import the data.  It is recommended that you use the AFTF Data Worksheet to format your data form other online registration sites.  When you are done formatting the data into the AFTF Data Worksheet, press the "Export File" button to create a CSV file that can be imported into LeagueWorks.

When I press the "Export File" button on the AFTF Data Worksheet, it doesn't do anything.  What do I do?

The "Export File" button on the AFTF Data Worksheet is a macro that must run to export the data to a CSV file.  If you did not see any prompts, or the process did not tell you that it was complete, then you probably have your security settings in Excel set to "High".  A High security setting does not allow macro's to run in Excel.  Please see your Excel help file (search for "Macro Security") to learn more about the security settings in Excel.

Where can I download the AFTF Data Worksheet to import my data, and is this worksheet AFTF compatible?

The AFTF Data Worksheet is a Microsoft Excel file that can be downloaded here (right-click on the link and select "Save File As...").  The AFTF Worksheet is compatible with Active.com's online registration and also with the Little League Baseball, Incorporated Data Center, and will also allow you to format your data and create a CSV file that can be imported directly into LeagueWorks.

What are the steps for uploading data to the Little League Data Center?

The steps necessary to upload data to the Little League Data Center are:

1.  On the Setup and Defaults tab of the Program Preferences window, make sure that your organizations Little League ID Number has been entered exactly as received from Little League Data Center.  If your Little League Baseball assigned organization number includes dashes, make sure the ID Number is entered with the dashes (i.e. 12-34-5678).  If your little League assigned ID Number does not include dashes, do not enter them (i.e. 12345678).  Use the same format that you use to log into the Little League Data Center.

2.  On the LeagueWorks Startup window, select the Import/Export menu, then Export, and finally "AFTF Formatted CSV File for Little League Data Center...".

3.  LeagueWorks will then step you through the process to create a Comma Separated Value (CSV) file that can be uploaded directly to the Little League Data Center.

4.  You are responsible for logging into and uploading the CSV file created by LeagueWorks to the Little League Data Center.  LeagueWorks does not automatically upload the CSV file for you.

 

 

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