How to Create Schedule Items

Schedule items include practices, games, tournaments, meetings, and other events. This guide explains how to create and manage them.

Using the Calendar View

1. Navigate to your club dashboard.
2. Click Schedule in the sidebar to open the calendar.
3. Use the calendar controls to navigate between months, weeks, or days.
4. Filter events by division or team using the filter bar at the top.

Keyboard Shortcut

Press C on your keyboard to quickly open the event creation form from the calendar view.

Creating a New Event

1. From the Schedule page, click Add Event in the top right.
2. Fill in the event details:
   • Title - A descriptive name for the event
   • Event Type - Practice, Game, Tournament, Meeting, or Other
   • Date and Time - When the event starts and ends
   • Location - Select from your saved locations or create a new one
   • Teams/Divisions - Which groups this event is for

Event Types

• Practice - Regular team practices
• Game - Competitive games against other teams
• Tournament - Multi-game events, often spanning multiple days
• Meeting - Team meetings, parent meetings, etc.
• Other - Any other type of event

Setting Up Recurring Events

For events that repeat on a schedule (like weekly practices):

1. When creating an event, look for the Recurrence section.
2. Select a recurrence pattern:
   • Weekly on specific days
   • Custom frequency
3. Set an end date for the recurrence.
4. Click Save to create all recurring instances.

When editing a recurring event, you'll be asked whether to update:

• This event only - Changes apply to just this instance
• This and future events - Changes apply from this event forward
• All events - Changes apply to all instances in the series

Assigning Teams and Divisions

Events can be assigned to specific teams, divisions, or both:

Division-Level Events

1. In the event form, select one or more Divisions.
2. All athletes in those divisions will see the event.
3. The event appears color-coded with the division's color on the calendar.

Team-Level Events

1. In the event form, select one or more Teams.
2. Only athletes on those teams will see the event.
3. Useful for team-specific practices or games.

Multi-Division/Multi-Team Events

1. Select multiple divisions and/or teams for events involving several groups.
2. These events appear with multiple color indicators on the calendar.

Setting Locations

1. In the event form, click the Location dropdown.
2. Select from your existing locations, or:
3. Click Create New Location to add a new venue.
4. The location appears on the event details with address and map information.

tip

Set up your common locations in advance using the Locations page. This makes event creation faster and ensures consistency.

RSVP Settings

Events can request RSVPs from families:

1. The RSVP deadline is set based on your club's default settings.
2. Guardians can respond: Attending, Not Attending, or Maybe.
3. You can view RSVP responses on the event detail page.

Canceling Events

Cancel a Single Event

1. Open the event detail page.
2. Click Cancel Event.
3. Confirm the cancellation.
4. Families are notified of the cancellation.

Bulk Cancel Practices

For canceling multiple practices (e.g., due to weather or holidays):

1. From the Schedule page, click Cancel Practices.
2. Select the date to cancel.
3. Optionally, select specific teams or divisions.
4. Click Cancel Practices to cancel all matching events.

Holiday Awareness

The calendar displays club holidays in orange. When creating events:

1. If your event falls on a holiday, you'll see a warning.
2. You can choose to proceed anyway or select a different date.
3. Holidays can be managed from the Holidays page.