Google Sheets Integration

Google Sheets is a free online spreadsheet app that lets you create and format spreadsheets and work with other people.

You can access, create, edit, and collaborate with others on your spreadsheets from your phone, tablet, or computer, even when there’s no internet connection. LeagueApps built this integration to make it much easier for partners to get their data out of LeagueApps and distribute throughout their business.

  • Never do a CSV download again - keep track of all of your data exports in one easy-to-use Google Sheets environment

  • Your Google sheet will update every 30 minutes or can be triggered to refresh easily

  • Instantly share with specific stakeholders

How does the integration work?

Once the integration has been set up, your organization will follow this process:

  1. Create a new Google Sheet which will contain your data from LeagueApps
  2. See the data that you've selected in the sheet within your Google Drive
  3. Data will regularly update based on your settings
  4. Delete and create more tabs in your spreadsheet based on your needs

Setting up the integration

You can set up the integration by following the tutorial videos or how-to guide below.

Tutorial videos

 

How-to guide

Step 1: Adjust your program settings within LeagueApps

1. In order for your LeagueApps program data to sync over to Google Sheets, you'll need to select Google Sheets from the Integration Code field for each program."

2. Within your LeagueApps dashboard, go to your program > Settings > Edit Details. From the Integration Code drop down, select “Google Sheets”. This is a required step in order for the integration to work. (Note: you can have multiple integrations selected at the same time.)

3. Set the visibility to "Public"

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Note: if you select Google Sheets in the Integration Code of a master program, the data from all of the sub-programs associated with the grouped program will sync via the integration. No need to Tag all of them!

 

Step 2: Authenticate your LeagueApps site ID

1. From your LeagueApps Member Console, navigate to Connect > API settings.

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2. Enter a name for your credentials, such as “Google Sheets” and select the Generate Private API Key button. If you don't enter a name, the integration will not work. (Note: the Private API Key used to be called the Service Account Key.)

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3. Once a private API key is generated, a file will be downloaded to your computer and a new record will appear in the API KEYS list on the page. The name of this file is also known as the client ID. You will need both this file and the client ID in a later step.

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4. In a separate tab, navigate to Connect > Integration Center

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5. Click on the Google Sheets icon and then select "Connect App"

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6. Next to the LeagueApps icon, select the Connect button. Supply your LeagueApps API credentials and select Save.

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  • P12 file - Upload the private API key that you downloaded from the API Settings page. It is the form of a p12 file. For example, 60febf874c68s0wekbo203.p12.
  • Client ID - Paste the name of the private API key (aka p12 file) that you downloaded from the API Settings page. The client ID can also be found in the table on the API Settings page under “Key Name”. For example, 60febf874c68s0wekbo203.
  • Site ID - Type in your Site ID. This is the string of 4 - 5 numbers found in your browser’s URL bar. For example, 43590.
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NOTE: if you want to have the Google Sheets integration set up on multiple different sites within your LeagueApps organization, you will need to repeat these steps for each site.

 

Step 3: Authenticate your Google account

1. In the Google Sheets tile within the Integration Center, next to the Google icon, select Connect

2. You'll be taken to a separate tab where you can log into the Google account that you want the spreadsheets to be sent to

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3. Accept the privacy policy for the authentication to work

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4. Select "Next"

NOTE: You can only authenticate one Google account at a time. If there are multiple admins in your organization that would like to create spreadsheets with this integration, we suggest you create a shared Google account for your team.

 

Step 4: Create a Google Sheet

1. You'll be taken to a configuration page which will load after a minute or two. This is the page where you'll be able to create a spreadsheet and tabs using the data from connected programs in your site. Currently, you can create one spreadsheet with multiple tabs on it.

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2. First, you’ll name your spreadsheet and select the time zone.

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3. To create the first tab in the sheet, select the plus sign and then open the tab drop down.

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4. Name the tab and select the data that you want information about. The data sets are: registration data (basic), registration data (advanced), transaction data, member data, program data, teams data, schedule games data, and schedule events data.

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5. Depending on your data set selection, you may see a dropdown which shows what programs in your site you can get data from. The programs you’ll see in this list are those that have selected Google Sheets in the Integration Code. You can multi-select by clicking on different programs, or you can select “All”. (Note: if you don’t select any options in this dropdown, the integration will default to “All”.)

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6. Depending on your data set selection, you may see options for start and end dates for your data. Use the calendar selector to pick these dates. If the start date is left blank, the earliest data you have will sync over. If the end date is left blank, the most recent data you have will sync over. You are allowed to leave both start and end dates blank.

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7. To create a second tab on the same spreadsheet, select the plus sign next to Tabs. Repeat this to create as many different tabs as you need (up to 200!).

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8. Once you’ve created all of the tabs you need, select “Next”.

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NOTE: You will be able to create new tabs in the future by returning to the Integration Center tile and repeating these steps.

 

Step 5: Set the schedule and sync

1. On the next page, you'll be asked to set the sync schedule. The sync schedule is how frequently you want data to sync over from your LeagueApps programs to Google Sheets.

2. Be sure that the sync is "unpaused" (the toggle is to the left).

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3. Select “Save + Sync Now”. After a few minutes, the integration will automatically create your first spreadsheet in your connected Google Drive account. Do not change the data in the master tab(s) (other than hiding columns as necessary). In other words, do not change the spreadsheet name or any information on the tabs that are created by the integration. You can, however, create new tabs within the same spreadsheet.

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Step 6: Using the integration

1. Depending on the settings you selected, you will see new and updated data in your spreadsheet after every sync cycle, up until the "end date" you selected.

2. To delete or create a new tab, or change the name of your spreadsheet, return to the Integration Center > My Apps. On the Google Sheets tile, select the three vertical dots and then “Connection Settings”.

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2a. To delete a tab: Next to the tab you want to delete, select the trash can icon. Deleting a tab here means the data will no longer continue to sync to the connected Google Sheet. Then select “Save”.

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2b. To create a new tab: Follow the same steps you did when initially creating the tab. Select “Save”.

2c. To change the spreadsheet name: Changing the name of the spreadsheet in the connection settings will create a new spreadsheet in your Google Drive. You can also create and delete tabs as desired. Note: You can currently only create one spreadsheet at a time

3. If your integration is not paused, then it will sync data on a regular cycle, depending on your sync settings. If you’d like to trigger a sync immediately, you can select “Sync Now” on the tile (Integration Center > My Apps).

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4. If you would like to connect new programs to the integration, follow Step 1: Adjust your program settings within LeagueApps. Then, return to the Connection Settings page for the Google Sheets tile (Connect > Integration Center > My Apps > 3 dots > Connection Settings). At the top of the page is a circular arrow. Select that arrow to run an “initial sync”. After a few moments, this page will refresh, and the newly-set up programs will appear as options in the program drop down.

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To see an example that shows the kind of data you can get from each dataset, please see this spreadsheet.
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