MLSchedules™ Software Athletic Director Workflow from MasterLibrary.Com, LLC on Vimeo.
ML Schedules™ Software district staff users who are assigned the Athletic Director role have three options to manage district team practices and games:
Setup individual Groups for each team (i.e Boys Varsity Basketball, Girls Varsity Soccer) and enter events with details (recommended method).
Setup a generic Group such as "Athletics" and block off times when athletic facilities will be in use (quicker method).
Integration with athletic scheduling software application.
Set up individual Groups for each team (i.e Boys Varsity Basketball, Girls Varsity Soccer) and enter events with details (recommended method).
Athletic Directors (or any designated staff) can set up a Group for each of their district’s athletic teams on the user’s account profile (see Edit Group Profiles And Add Groups.) The Athletic Director can then enter specific practices and games for each individual team.
This is the recommended option as other district staff members are able to see exactly what each team’s events, times and locations are via available Reports, such as the Calendar Report.
If a district chooses to embed the public-facing calendar on its website, this option also benefits parents as they can view all practices and games for each district athletic team.
To use this option:
1. Add a group for each of your district’s athletic teams in your profile.
2. Use the Manage Athletics page to enter each team’s practice and game schedule using the Recurring (best for practices) or Flexible Request (best for games).
3. Keep this information as up-to-date as possible, to eliminate the possibility of double booking any athletic facilities.
Note: District staff members will be able to run reports and view calendars by each specific team. Parents will be able to view this information if your district posts the public facing calendar on its website.
Watch this short video to learn more about Setting Up Individual Groups for each Team in the Athletic Director's Profile.
Athletics Scheduling - Setting Up Individual Groups for each Team from MasterLibrary.Com, LLC on Vimeo.
Setup a generic Group such as "Athletic Department" and block off times when athletic facilities will be in use
Athletic Directors may opt to set up a generic Group such as “Athletics” or “Athletic Department” for which practices and games for all athletic teams would be scheduled. This option allows for the blocking of athletic facilities when they are in use for games and practices to prevent double booking, without specifying team or event details.
Note: The most common reason this method is used, is that the Athletic Director does not have the time to manage the specific event information, but still wants to ensure their facilities are not double booked.
There are two ways to use the generic group based on the level of detail desired in the district and public (if applicable) calendar views:
Block off facilities with a generic "Not Available" hold:
Athletic Directors can use the generic "Athletic's" Group to block off when athletic facilities are being used for practices/games by creating a recurring event for all of the dates/times that each specific athletic facility will be used. Name the event “Not Available” or "Hold", which will be displayed when other users are searching for available athletic spaces.
Enter details such as the team name in Event Name field:
Using the generic "Athletics" Group, include the team name in the Event Name field (ex: Girls JV Softball Practice) of the Request. This way others will still be able to see who specifically is using the facility.
Note: Keep in mind this will not give you the option to search down the the team level on the Calendar (since the Group is only listed as the generic "Athletics" Group).
Watch this short video to learn more about Setting Up A Generic Group such as "Athletic Department" and block off times when athletic facilities will be in use.
Athletics Scheduling - Setup a generic Group from MasterLibrary.Com, LLC on Vimeo.
Integration with athletic scheduling software application
If your district currently uses an athletic scheduling software application, find out from your ML Schedules™ account representative if an integration between the two systems is possible.
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