Your schedule
For head coaches and club administrators to build; everyone on the team can see it.
The schedule holds practices, competitions and other events. Families RSVP to them, the check-in kiosk uses them, and memos can be filed under them.
Reading the schedule
In the app, each event starts with its date (OCT 19), then its name, the day and time (Tomorrow · 5:30 PM), and where it is. Upcoming comes first, soonest at the top; past events follow, a section for each month, newest first. An event counts as upcoming until it ends (two hours after it starts, if it has no end time), the same in the app and on the web.
One more line shows what's known so far. Before an event it's who's coming (6 in · 1 maybe · 2 out); after it, who checked in and how many memos were filed under it (8 checked in · 4 notes). It's left off until there's something to count.
On the web, the Schedule tab is a table: one line per event, with its date, time, name, place and who's coming, under a heading for each week (This week, Next week, Week of Nov 23). Switch between Upcoming and Past (past events are listed by month, newest first), search by event or place, and narrow it to Practices, Competitions or Other. Click an event to open it beside the list: when and where, directions, who's coming by name, and the buttons to edit it, take attendance or delete it.
Add one event
In the app: open your team → Schedule → Add event (+) → Single event. Give it a name, a type (Practice, Competition or Other), a start time, and optionally an end time, a place name ("Main Gym") and a full address.
On the web: Schedule tab → Add event.
Tell families when to arrive, what to bring, and anything else
Every event can say more than when and where. On the web these are on the event form; in the app (version 1.2 or later) they are under For families on the same form.
- Arrive: how early to be there (15 minutes early, 1 hour early…). Families see it as a time: Arrive 5:45 PM. Move the event and the arrival time moves with it.
- Weigh-in (or your sport's own word; only sports that have one): on a competition, the time of it. A time that isn't before the start is taken as the day before, and the form says so. In the app, turn on ***Weigh-in* time** first.
- Wear or bring: one short line, like "Team singlet, headgear, water bottle".
- Notes for families: anything else: a registration link, who is eligible, parking. A web address in the notes becomes a link.
Everyone on the team sees these: on the schedule (under the event), in the schedule emails and in a subscribed calendar. A long note is cut short in the emails; the whole of it is in the app. Changing them doesn't send an email by itself; changing the start time does.
A repeating practice can carry an arrival time, a wear-or-bring line and notes too. They are written on every practice it makes, and you can then change any one practice by itself.
Add a season of practices at once
In the app: Schedule → Add event → Repeating practice…. On the web: Schedule → Repeating practice.
Pick the days of the week, the time and length, and the first and last dates of the season. Before you create it, the form tells you how many practices it will make. The times stay right across daylight-saving changes.
To cancel the rest of a repeating series, open any practice from the series: iPhone and iPad: More → Cancel the rest of this series…. Android: ⋮ → Cancel the rest of this series…. Web: click a future practice from the series → Cancel the rest of this series. Practices that haven't happened yet come off the schedule; past ones stay, with their memos and attendance.
Import a schedule (from another app or a spreadsheet)
On the web: Schedule → Import a schedule, then choose the file: an export from another team app (TeamSnap, for example), or your own spreadsheet (Excel or CSV) laid out however you keep it: a list, a calendar grid with the month above, or a column for each squad.
From TeamSnap: on the TeamSnap website, open your team's Schedule → Settings → Sync Calendar/Export → Export Text File, then upload the file it saves.
AI reads the file, which takes up to a minute. Only upcoming events are read: past seasons in the file are left out, and the preview says how many. Then you see every event before anything is added:
- Upcoming events are ticked. Untick any you don't want.
- Squad: if your club has more than one squad, each event shows which one it's for. The squad comes from the file ("Advanced Team Practice" goes on Advanced). An event the file doesn't place, like a tournament, goes on Every squad. Choose a squad to change that.
- If you already have events, the preview compares the file with them. An event at the same time, or on the same day with the same name, is the same event: if nothing changed it says already on the schedule and is left alone; if its time, end or place changed it says what (update: time 6:00 PM → 6:15 PM) and saves just that. Your own name for an event is kept. Only events that are really new are added, so importing a newer export of the same schedule is safe.
- Arrival times: when the file gives a competition an arrival time, the preview shows it in the event's name ("Hilltop Open (arrive 7:00 am)"). It is saved as the event's arrival time, and the name goes on your schedule without it. An event imported before this existed has it moved out of its name the next time you import the same file. Notes and uniform columns in the file aren't read yet: add those to the event yourself.
- On your schedule but not in the file: listed so you know, never cancelled for you. Cancel any that are off from the schedule itself.
- No time: an event the file lists as TBD or all day needs a time from you before it can be added.
- Check this: an event whose date, time or name couldn't be matched to the file exactly is marked. Look at it against your schedule before adding it.
- Cancelled events in the file are left out.
Times are read in your computer's time zone, the same as an event you type in. Each event is added on its own, so a season's practices from another app arrive as single events, not a repeating series. The file is deleted as soon as it has been read.
Change or delete an event
- iPhone and iPad: open the event → More → Edit event. To delete it, swipe it left on the schedule.
- Android: open the event, tap the pencil to edit it, or ⋮ → Delete event.
- Web: Schedule tab → click the event → Edit (name, type, start, end, place, address, and what families should know) or Delete this event. Changing the start time is announced in schedule emails.
Addresses and directions
Give an event a full street address, and everyone can tap it for directions in Apple Maps or Google Maps, or copy the address.
Who's coming
Families mark each child In, Out or Maybe for each event. Open an event to see Athletes — who's coming; anyone who hasn't answered shows No reply. Coaches can mark their own plans too, under Coaches, and set an athlete's answer for them by tapping it.
Add the schedule to your calendar
Schedule → Add to calendar. On iPhone and iPad, Add to my calendar subscribes the Calendar app; for Google Calendar or Outlook, copy the link and add it there. New events then appear in your calendar by themselves.
Anyone who has that link can see the schedule. If it gets passed around, Get a new link and the old one stops working.
Schedule emails for families
Families can choose to get the schedule by email: on the web, Schedule tab → Email me the schedule; in the app (version 1.2 or later), Full schedule → Email me the schedule. Families who haven't joined the app get a link to turn it on in their invite email. They then get what's coming up on Sunday and Wednesday evenings, and an email about 15 minutes after you add, cancel or change the time of a practice or event. You can't turn it on for a family; they choose.
Coaches can turn it on for themselves too: on the web, the same tick on the Schedule tab; in the app (version 1.2 or later), Schedule → the calendar button → Calendar and email.