Google Sheets Sync

Instead of re-exporting a CSV every time someone registers, you can connect a form, a meet, or the all-meets roster to a Google Sheet in the club’s Shared Drive. The portal keeps the sheet current; you share the link with whoever needs it.

Where the Panel Lives

A Google Sheets panel appears on:

• Each form’s registration list (Admin → Team Signups → Registrations) — one sheet per form with every registration
• Each meet’s detail page (Admin → Meet Schedule → View) — the meet’s roster and opt-in/out status
• The All Meets Roster — one combined sheet across every meet, sport, and season

The same panel is used by lesson sessions, volunteer signups, and custom forms.

Connecting a Sheet

1. Click Create Sheet in the panel
2. A spreadsheet is created in the club’s Shared Drive and loaded with the current data (“Google Sheet created and populated”)
3. The panel now shows Last synced with a timestamp, plus three buttons:
   • Sync now — rewrite the sheet from the database immediately
   • Open — open the spreadsheet in Google Sheets
   • Disconnect — unlink it from the portal

What Syncs Automatically

Once linked, the sheet is rewritten whenever the underlying data changes:

• A registration is paid, a player or contact detail is edited by a member or admin, or a registration or player is deleted
• A player is opted in or out of a meet — by the family, by an admin, or from the Klahaya app
• A meet’s title, date, time, or location is changed, or a meet is added or deleted

Coach emails about late roster changes link straight to the meet’s sheet, so coaches always see the current version.

The Sync Info Tab

Every synced spreadsheet has a Sync Info tab alongside its data tab(s). It records:

• Last synced — when the portal last wrote the sheet
• Rows — the number of data rows (one line per tab when there are several)
• Source — a note that the sheet is a one-way sync from the portal and that edits are overwritten

Disconnecting

Disconnect asks you to confirm, then unlinks the sheet. The spreadsheet stays in the Shared Drive — delete it there if you no longer need it. After disconnecting you can create a fresh sheet.

Caution

Sync is one-way: the portal is the source of truth and every sync overwrites the whole sheet. Don’t type notes or extra columns into a synced tab — put them in a separate tab or a copy of the spreadsheet.

Note

If a sync fails, the panel shows “Last sync error” with the reason. Click Sync now to retry once the cause (usually Drive permissions) is fixed.