How to Create and Manage an Evaluation

Step 1: Evaluation Details

The first step in creating a new evaluation is setting up the core details. This information helps identify the event and ensures your data is organized correctly for future reporting.

  • Evaluation Name: Give your evaluation a specific name that is easy to identify later (e.g., "10U AYSO Fall 2024").
  • Affiliation: Select the league, group or club this evaluation belongs to (e.g., "West Little League", “AYSO”).
    Pro Tip: The Affiliation helps the system target the correct League IDs for participants when importing, helping prevent duplicate records. You might have a participant that is part of multiple affiliations for different sports.
  • Subject: Choose the primary sport or activity (e.g., "Soccer", "Dance", "Baseball").
    Pro Tip: Using an existing Subject allows you to reuse categories and attributes from previous evaluations. This allows you to see how a participant performs over multiple evaluations.
  • Location & Schedule: Enter the location details (Name, Address) and the Start/End dates.
    Pro Tip: The "Start Date" and "End Date" does not determine or automatically change when participants are allowed to be evaluated. The evaluation status locks or allows evaluations. Why? When sharing evaluations some evaluators might already know what ratings they will put for specific players beforehand. When an evaluation is set to ‘Active’, evaluators are allowed to submit evaluations.

Step 2: Participants

You have three ways to add participants to your evaluation:

  1. Choose From Directory: If you have evaluated participants before, they are already in your Participant Directory. Search for them by name in the directory list. Click a participant to move them into the current evaluation.
  2. Add New Participant: Manually add a single person by entering their details (Name, Date of Birth, Affiliation/League ID).
  3. Bulk Import via CSV: This is the fastest way to add a large roster.
How to Import Participants via CSV
  • Upload: The importer only supports importing .csv spreadsheet files. Drag and drop or select your .csv file into the uploader.
  • Map Columns: The system will try to automatically match your headers. Ensure the following are available to be mapped:
    • First Name & Last Name (Required)
    • League ID (Recommended: helps prevent duplicates)
    • Evaluation Bib Numbe (The number the player is wearing for the evaluation)
    • Tags: You can map columns for
      • Permanent Tags: These are tags that stay with the participant throughout their evaluation history. (e.g., 2025 All Star, Left Footed)
      • Evaluation Tags: These are tags that are specific to the participant at the time of the evaluation. (e.g., Walk-On, Team Parent, 3 Years Experience)
  • Review & Process: The system will compare your file against existing participant directory records.
    • Matches: If a match is found (by League ID or Name and DOB), you can choose to use the existing participant record and import any new tags given to the participant.
    • New: If no match is found, you can import them as a new participant and add them to the evaluation.
    • Errors: Any invalid records will be flagged for you to fix.

Step 3: Form Builder

This is where you define what you are evaluating. You can start from scratch, use a template, or copy a form from a previous evaluation.

Pro Tip: Copying from a previous evaluation is the easiest way to make sure you are using the same Subject, Categories and Attributes, which will allow historical comparisons for the participant.
Categories

Think of a Category as a bucket or organizer for related skills (e.g., "Hitting", "Pitching", "Defense").

  • Add Category: Create a new one or select from a list of categories used in previous evaluations for the selected Subject.
  • Order: Drag and drop categories to determine the order they appear on the evaluator's screen.
Attributes

Attributes are the specific skills within a category (e.g., inside "Hitting", you might have “Mechanics”, "Power", "Contact").

Input Types

Choose how the evaluator will interact with the form:

  • Rating Button Group: One-click buttons for common ratings or observations (e.g., '5/5', 'Good Mechanics', 'Needs Improvement'). Default rating buttons are scored 1 through 5 but can be changed to reflect your scoring needs.
  • Numeric Input: Can be used to enter a rating value or for measuring specific stats (e.g., "Exit Velocity" or "40 Yard Dash"). You can enforce Min/Max limits and use a slider for easier mobile use.
  • Checkboxes: Select multiple ratings or observations, for example checking off specific steps you want to see completed during an evaluation (e.g., Experience playing Catcher, Pitcher, First Base)
  • Text Box: For comments or notes.
Value Types

This setting changes how the results of the evaluations are shown and reported:

  • Score: The numeric value counts toward the participant's overall rank/score.
  • Measurement: Numerical data (like speed or height) used for sorting/filtering but not calculated into the total ranking score (not yet at least).
  • Info: Descriptive data for reference only.
Customizing Options: You may customize what the evaluator sees on the form instead of the scoring value. For any scoring input, you can rename the labels (e.g., change "1" to "Poor" and "5" to "Excellent") and assign specific point values to them.

Step 4: Publish & Share

Once your form is built and participants are added, you are ready to invite evaluators unless the evaluation is just for yourself.

Public Link
  • Enable Link: Toggle this on to generate a unique URL for your evaluation.
  • Copy Link: Any user with this link can create an account (or sign in) and immediately have access to use your evaluation form to evaluate the participants.
Note: If the evaluation Status is not "Active" (e.g., the Start Date hasn't arrived), users will see a "Not Started" message when visiting the link. They will not be allowed to evaluate or add notes to the participants.
Email Invitations

Invite Users: Enter email addresses to have the system send direct invitations.

Manage Access:
  • Resend: If a user hasn't accepted yet, you can resend the invite email.
  • Revoke: Remove a user's access. If they joined via a public link, you may need to disable the public link to prevent them from re-joining.