Schedule Star™ Athletic Scheduling Software: Direct Integration

ML Schedules™ K12 Facility Request Software integrates directly with Schedule Star™ Athletic League Software to provide daily updates to ML Schedules™ Software whenever an athletic practice or game is scheduled in Schedule Star™.

IMPORTANT: You must notify your ML Schedules™ Software account representative before the integration can take place.

To directly integrate the two software programs, there are two basic one-time steps that need to be performed within ML Schedules™ Software:

A. Link your district’s athletic spaces in ML Schedules™ Software to the corresponding facilities in Schedule Star™ Software, and;

B. Setup Schedule Star™ Software Integration Parameters in ML Schedules™ Software.

Both steps are described in detail in this post.

Link your district’s ML Schedules’ athletic spaces to corresponding Schedule Star™ facilities.

Because your district’s athletic facilities in Schedule Star™ Software may be named differently than the same Spaces in ML Schedules™ Software, the Space/facility names must be linked between programs.

Important: This procedure needs to be performed on each ML Schedules’ Space that needs to be linked to Schedule Star’s facilities.

From any ML Schedules™ Software screen when logged in with District Admin credentials:

1. Select Locations > Manage Spaces from the menu to display the Manage My Spaces screen that displays an index of all Spaces currently setup in your district’s ML Schedules™ account.

2. Select the Edit icon () to the right of the existing Space name to be linked to a facility in Schedule Star™ Software. The Manage Space screen will be displayed.

3. Scroll down to the bottom of the screen to Schedule Star Facility Names and select the drop down arrow.

4. Click Select Facilities and pick the Space you are linking.

5. Select the Save button under the Schedule Star Facility Name field to save the designation.

6. Repeat steps 1  – 4 of this procedure for all existing district spaces to be synchronized with Schedule Star™ Software.

Setup Schedule Star™ Software Integration Parameters in ML Schedules™ Software

Once the Space/facility names are linked between programs, there are four related ML Schedules™ External Event settings in the District Admin screen that need to be made to complete the integration with Schedule Star™ Software:

• Group to Create External Events
• Default Duration for External Events
• Default Setup and Breakdown for External Events (optional)
• Users to Receive External Event Double Booked Emails (optional)

From any ML Schedules™ Software screen when logged in with District Admin credentials:

1. Select Admin > Settings from then click the Integration Settings tab.

2. Select “Athletic Events” from the Group to Create External Events drop-down menu.

All events that are synced from Schedule Star™ will be associated with this ML Schedules™ Athletic Events group.

The Users to Receive External Event Double Booked Emails field allows the entry of one or more email addresses of users that should receive notifications whenever an event transferred from Schedule Star™ Software conflicts with an existing event in ML Schedules™.

1. Enter the email address of the desired user in the Users to Receive External Event Double Booked Emails field.

Note: Multiple email addresses can be entered in this field separated by a comma.

The Default Duration for External Events field setting determines how many minutes an event will occur if no other setting is entered.

The default value is 120 minutes, which can be changed to another value if desired.

1. Enter a new value in the Default Duration for External Events field (or leave the 120-minute [2-hour] default setting).

The Default Setup Minutes for External Events value determines how many minutes before an event should be blocked out for setup activities.

The Default Breakdown Minutes for External Events value determines how many minutes after the event should be blocked out for event breakdown activities.

Example: A value of 30 in both these fields would block an additional 30 minutes before and after the actual event time for all Athletic Events.

1. Optional: Enter a new value in the Default Setup Minutes for External Events field (or leave the 30-minute default setting).

2. Optional: Enter a new value in the Default Breakdown Minutes for External Events field (or leave the 30-minute default setting).

This completes the software integration setup process between the ML Schedules™ and Schedule Star™applications. From now on, any athletic practice or game created in Schedule Star™ Software will  be reflected in ML Schedules™ Software on a daily basis.

Note: When entering an event inside of Schedule Star be sure to fill out the Facility Time for the event along with the Event Time. You will also want to make sure you select AM or PM. If nothing is selected, it will assume it's an AM time.