In this chapter, we will be running through setting up and working with Co-Approved Rodeos.
In this chapter,, we are going to talk about using Rodeo Producer with co-approved or co-sanctioned rodeos. There's obviously two sides to this. One is the lead organization, that is the rodeo association that is hosting the rodeo. The other is the co-approving or co-sanctioning organization, the one whose members are attending the other organization rodeo. In co-sanctioning or co-approving your members are allowed to enter the rodeos of the other organization and the other organization's members are allowed to enter your rodeos. How to treat dollars and points and season standings is something that we can set up within how we set up the partner associations members within the organization.
Lead Organization
We are going to start with the lead organization. So this is GSRA. We have another organization who co-approves these rodeos, KBKRA. The KBKRA organization's members will be entering the GSRA rodeo. We have a rodeo set up in the GSRA account. It is the November Bash.
But first, we need to set things up to allow the partner organization members to enter our rodeo. So we start in Members > Set Member-Types and we create a membership type specifically for the other organization, KBKRA, for their members. We name the member type KBKRA Members. Typically the membership fee for this will be zero. We have a little description here. We check the box for Do Not Display Public because we don't want any of our own organization members to try to sign up for this membership type. We are going to exclude these members from our standings and we're going to exclude these members from the results. What this does in terms of excluding from the results is it does not assign points should these KBKRA members place in an event. We are also putting a prefix in front of the member number so that we can easily identify them. We save that when we've got it set up.
Then we need to do something in our Settings > System Settings. We need to go to Members and we scroll down here to the Partner Organization section. We put in the abbreviation for the partner member organization (KBKRA) and we indicate which membership type this organization's members will be stored under, it's the membership type we just set up.
Once we have that set up we are ready to import the members from the partner organization. There are two ways to import a member list from a partner organization.
If the partner organization is also a user on Rodeo Producer, you can import directly from the database and there's no need to mess around with CSV files. In order for this to work, both your organization and the partner organization must have each other listed in their partners. To begin processing the import, we simply click on Import from Rodeo Producer and we would tell it which organization. This one is KBKRA as we mentioned before and we tell it which member-type to assign. If we wish to put any letters as a prefix in here then we can do that, but leave this blank if we've already assigned prefix to this member-type (as we have). Next, if we hit Import List. It will bring in the KBKRA member list into our GSRA member list.
Lets have a look at the other way here, Import from the CSV File. If we click on this, then you would choose the file to import. This requires the partner organization to send you a CSV file of their members. You would choose which partner organization you're importing. You would specify which member-type to assign. You need to indicate whether this list is comma delimited or semicolon delimited. That's a matter of how the partner organization set up the file. Then you would match the columns in the source file to the data fields in your member database. You can skip a column, such as if they had some type of index in there. Indicate which fields are being imported here, their member number, names, etc. You'll note that you can add the contact information as needed such as emails, etc. If emails are provided, we strongly recommend adding them during the import. There is no date field in here or date that their membership is paid. It is expected that the other organization is providing you a list of eligible members. What this will do is import this list and set all of these members with a membership paid date of today. Even though the membership fee may be zero, it still indicates them as a current member via the membership paid date. Then you hit import and it will read through the file and identify which members have been imported. So in our case, we have KBKRA as the partner Rodeo Producer association. So we are going to import that way. We'll choose that organization. We'll assign them to KBKRA and we'll hit import list.
Then we can go to our members list and now we can see in our list that we have a number of KBKRA members. They will not have a member number in your association (GSRA) but it does bring over their member number and it has the KBK prefix attached to it.
So once these members are included in your database, now you'll need to add their entries. These members can actually enter your rodeos directly themselves. They can use your entry form (provided by Rodeo Producer) and simply enter as a member. They would need to use their full partner number here including the KBK. But they can use your member form and enter as they usually do, pay online, all of those convenience features. We'll do the same thing using the Enter by Admin feature. We'll just do a sample entry here. The member was KBK12. When you input the member number, as it does with your members, it will pull up their member name. We'll put Ray into the Bull Riding and we'll hit next. RP will check to see if they've already entered. There's no error messages here in the review, and we hit Submit.
They get the same messages, they'll be able to pay their fees online, they'll receive an email notification, all the same things as per your regular members. If we take a look at the entries, we had some entries in here already from our own members. As we go down the list here, we see a KBKRA member, KBK12, with their entries in here. We have added a few more and we've put them all into bull riding just so it's easier for us to keep track of them for this demo. Now we have Ray, we have Reggie, we have Chip, we have Lance. These can be entered by the member or entered by yourself, the admin.
Now it's rodeo day and we'll look at calculating some results here. We're going to go to the Bull Riding event where we have all of the members from the partner organization (KBKRA) and we'll enter some scores, we submit those scores and we scroll down to see the results. And here we see the first two places are members from the KBKRA organization. They have won money, but there have not been any points awarded. The awarding of points skips down to the highest placing member of your own organization because we turned off the calculate results for this member type for the KBKRA member. We see the two highest placing members of your organization receive 10 points and 9 points. Those do accumulate to the season standings.
So once you have calculated your results, the co-sanction or co-approving organization will need to get these results. While they can go get them off of your website, you can provide them in a report. Go to Results > Co-Sanction Results Report and we'll just scroll down to the Bull Riding section. What you see here is there's no GSRA number for these members as they are from the partner organization. They have uh no points but they do have dollars if they placed. We can export this entire report, including the GSRA members, or we can choose the specific KBKRA association and it will only display the results from the KBKRA members.
We can then crank that out to a PDF file. We can then send this to the partner organization and it does have their KBKRA number and name. It has their all their details on their score and winnings. They can use that to enter into their organization. As the KBKRA association is also on Rodeo Producer we will switch over to the other side here and we'll show you how they can be imported directly into the co-sanctioning organization.
Non-Lead Organization
Now we are logged into the KBKRA, the association that is co-sponsoring with GSRA. It was this association's members that were attending the GSRA rodeo. To be set up to share these co-approved features we would have a member-type setup. In Members > Member Types we have the GSRA member type with a $0 fee, a prefix of GS, we turn on Exclude From Standings and Exclude From Results.
We go to Settings > System Settings and we go down to the Members section and into the partner area and we have GSRA added here with the GSRA member type. These settings allow the GSRA members to come and participate in KBKRA rodeos and the KBKRA members to participate in GSRA rodeos and the organizations to share that information back and forth through Rodeo Producer.
So, with the membership pieces in place, we'll back up a step here. If the rodeo organization that you are partnering with is not on Rodeo Producer, then you will need to use few other tools. One is under Members > Export to CSV. You will want to be able to export that list to the partner organization. You would be able to export this to a CSV file and send that file to the partner organization.
In order to have the results from the GSRA November Bash included in the KBKRA season standings, we will need to have that rodeo set up in the KBKRA account as well. We would set up this rodeo in Rodeo Setup > Rodeos and it would start off with the typical settings. The entry open dates aren't really relevant. Where you'll need to make sure you include GSRA will be under Other Lead Association. This ensures that the rodeo entry button doesn't appear in your Rodeo Schedule and that your members don't accidentally enter the rodeo from the wrong association.
Then you would want to set things up in the same format and include uh the same events as are included in the GSRA rodeo. We now have our matching rodeo set up in our KBKRA organization. In the GSRA organization, after the results have been calculated, the next step is for us to get the results into our own rodeo here, so they track into our season standings. So, we go Results > Set Results Non-Lead Rodeos. We will select the rodeo.
There are three different ways to get the results into the KBKRA account. If our partner association is also a Rodeo Producer user, we can import directly from Rodeo Producer, we don't have to type anything in. We don't have to use files. If they are not also a Rodeo Producer user then we can choose to import a file or we can manually enter the results. So let's look at importing from another Rodeo Producer partner. If you have things set up properly and your partner organization has things set up properly, indicating each other as a partner in your settings, then we can simply choose which rodeo to work with in our schedule (only co-approved rodeos will display).
We scroll down. We select which partner association and we will choose which Rodeo from their schedule. Then we can choose to either import all of our members that participated in their rodeo or only the entrants with results. If you are keeping track of rodeo counts, you will likely want to pick Import All. So, when you import, the first name, last name, the event, and the team role are automatically included in what data is brought across. You can choose then which additional data to bring over and then simply click Begin Import.
RP will show us that there were four entries that were imported and it will actually show all of the data in the manual entry section. You can go in here and you can make changes and adjustments if you need to and then save that. So that's that's essentially the the manual entry part as well. If you had other entries to add you can simply add them here by selecting them from the member dropdown and the event dropdown. If team roping you would indicate whether this was a Header or Healer. That is what it takes to import from another partner. Using Rodeo Producer, there's no data to input. It's really quick, really fast.
Now we're going to run through how to do a file import. We have set up a a CSV file, similar to what you would get from your partner organization. In that file the first three columns need to be First Name, Last Name, and the event. You will need to edit the file to move the columns if the file is not in that order. Then the rest of the data columns can be anything from team role to score, money, points, day money, etc. We'll just click on file import here to get started with this example. We do have a sample template that you can use. You must make sure that you organize the file in this way with these data columns in this sequence in order for it to work in the import. So we already have a file set up. In that file, we don't have any ground money or day money, but we do have team role, score, money, and points. So, we're going to show you how to set that up for import. We would choose the file and then hit Submit Step One.
What this does is it pre-reads the file prior to full data import. First name, last name are matched to the first two data columns then we need to match up the events which are in the data file with the events in your organization account. It just so happens that these are named the same. The matching is important to take in consideration events in other organizations which may be named differently, such as Barrel Racing could be just Barrels, or Open Barrels, or Ladies Barrel Racing. You match the data file event to the corresponding event in your organization account. We have team role in the file, we have score, we have money, and we have points. We hit Begin Import and it will read through the file and add the entries. If there are any of the entries in the data file that did not match up, then there will be an error message displayed.
We did not have any errors so we click See Data and this will show us the manual entry area where we can see which members are imported for which events, if it was a team event, the team role will be indicated as well any score or points and money. The entries showing here have already been added into the records for the November Bash rodeo in the KBKRA account. The only thing left to do to have these added to the season standings is go to Rodeo Setup > Set Rodeos.
For the GSRA November Bash, we can now set to Show Results and save that. Mark the Results as Official and save that. Now those results from that non-lead rodeo or that co-sanctioned rodeo are now included for our members in the season standings.
What can a co-approved member do?
A co-approved member, that is a member from another partner organization, who is not a fully paid member of your organization, may enter your rodeos, view all reports on the member side including Rodeo Schedule, Rodeo Draws, Rodeo Results, and Rodeo Standings. They do not have a login to the member portal.