Scheduler User Guide

General Description

The Scheduler is a web based scheduling tool to manage the scheduling of events such as practices at various locations.

Definitions:

Location

As you might think, a location is a physical place where an event is to be scheduled. Each location has associated with it an address, directions and a link for a map.

Session

A session relates a time to a location. Any one location may have multiple sessions. For example; a location of "Middle School Gym 1" could be used at all different times such as from 6-8 PM and from 8-10 PM. Each "session" is defined by a location, a start time and an end time.

Teams

A team is a group of people that will be scheduled to use a "session" (location at a specific time) on a particular date.

Schedule Date

A "Date" is a calendar date that has one or more sessions assigned to it. Each session (location, start and end times) is an event. Events can be identified by type (practice, match, game, scrimmage, meeting, ...) and a team.

Setup

There is some setup required. It is generally better to do as much of the setup up front as possible. While you can alter things as you go, it is much more efficient to do it before you start actually assigning teams to events. The setup steps are:

1. Create all your teams. You do this by using the "Team Utilities". These utilities allow you to add, change or delete teams. To create a team, use the "Add Team" page. It will ask for a team name and a security group. The security group is for future use. If you are unsure what to enter, just enter the team name again. You can always change it later.
2. Create your locations. To do this use the "Location Utilities". The location utilities allow you to add, change or delete locations. Use the "Add Location" page to enter all of the locations you will be using. Each location has a name, a description, directions and a map link. At this time, the name is important as the rest of the fields can be updated later. Use a consistent naming convention.
3. Create your sessions using the "Session Utilities". The "Session Utilities" allow you to add, change or delete session. Remember that a session has a location, a start time and an end time. When creating sessions you will first select a location and then enter the times. Times must be entered using a 24 hour clock to avoid any confusion on times. It is normal that you might have two or more sessions for each location.
4. Create a schedule date. A schedule date consists of one or more events on a calendar date. There are two ways to create scheduled dates:
   
   • "Add a Date to the Schedule" - This page is used to create a specific date. You enter the date and then check the checkboxes by the sessions that will be events on that date. Events will be created as "Open" session which means no team is assigned.
   • "Copy a Date to a new date in the schedule" - You can copy dates that are already in the schedule. Start by selecting the date you want to copy. Next, indicate whether you want the new events to be created as all open sessions or if you wanty them copied as currently assigned.

Scheduling Events

Once you are all setup then it is time to start building your schedule. Using the "Modify a Date" page, select a date and the page will display all of the events for that date. For each event you can do the following:

• Pick an event "Type". - Select from the drop down box.
• Select a "Team". - Select the team assigned to that event from the drop down.
• Add comments if desired.
• Delete an event. If this event is no longer available then you can delete it. Do not delete an event just because a team isn't assigned to it. Change the team to be "Open". Only delete an event when the location at the specified times is no longer available.
• Duplicate an event. Use this when more than one team is assigned for this event. For example, if two teams want to scrimmage then schedule one team for that event and then duplicate it. Then change the team on the duplicated event to the second team.

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