web based scheduling and management for recreational sports leagues

Enabling full automation of sports league administration...

League Set Up

Configuring the Custom Settings for your site
Option- Intergrate with web site or Use as Stand-Alone

Season Set Up

What are Hide and Publish for, next to each season?
How do I enter the League fees for players and teams?
How do I delete a season?

Division Set Up

What are the Early and Late Times for?
I'm getting an error message when I try to add a division.
Choosing game days for a division.
How do I edit the information for a division?

Setting up venues/locations.

How do I edit or delete a venue?
What is the difference between a Venue Name and a Venue Location?

Time Slots

What are Time Slots?
Why can I only enter one time slot for each day?
Why are all the days not appearing in the time slot list?
How do I edit/delete time slots?

Team Management

What if I don't know which division a new team will be in?
How do I add players to a team that is already set up?
How do I view a team roster?
Can I get a report of team and player payment balances?

Player Management

How do I add an unassigned player without knowing the team?
What are Show Email and Show Phone options for?
Do I need to enter a password for each player?
How do I assign an unassigned player or move a player to another team?
How can I edit a player without knowing the player number?
Where do I enter player payments?

Manage Officials

Why are there are no officials to choose from in the drop down menu for editing?
Where can I see which officials have been assigned to games?

Game Results and Players Scoring

Who can enter game scores and player stats?
Where are individual player stats entered?
When I try to enter player scoring, I get 'Game not found or not updated'?
How do I record player suspensions for future games?

Using the Auto-Schedule feature (Run Schedule)

Why can't I run the schedule for divisions printed in red?
Why is my new schedule not visible on the web to the public?
Games are not spaced evenly for all teams.
Is there a way to not leave gaps between the game times?
How do I move games around after running a schedule?
Can I delete an entire schedule?

Manually scheduling games and editing schedules

How do I schedule inter-divisional games?
I am starting mid-season, how do I enter the games already on my schedule?
What is the difference between moving games in Edit Schedule, or from the schedule report?

Reports

Standings, stats reports contain no data.
Reports options: schedule or calendar format, sort by day or team.
Who can view the reports?

Sending Emails

How do I send a message to the entire league, a division, a team, team captains, or officials?
My confirmation report shows errors sending to certain league members.
What do I use for From Name and Reply to?
How do I send a schedule out?

Enter payments of league fees

Can I enter a bulk payment for a team?
How do I record a payment for a player that has not been assigned to a team?
Where can I view a list of player and team balances?
Why are all the balances $0 even though no payments have been entered?


League Set Up

Configuring Custom Settings for your league.

Background Color

This is the main background color of the pages on your web site. You can find this by viewing the source code of one of your pages, and search for the bgcolor parameter of the <Body> tag.

Foreground Color
This is the second main background color on your site. This is used on reports that alternate row colors. generally, if your background color is light, this should also be a light color, and if you use a dark background, this should also be somewhat dark.

Header Color
This color is the background color for header rows and is typically in contrast with your background color.

Text Colors and Fonts
Main text color is the default color of the text on your pages. Header Text Color is the color of text in the header rows and should be in contrast with the Header Color. Text fonts should match those on your site.

Main URL
This is the full URL of your site's home page. If you so not have a site and are using the Stand-alone option, this URL will be provided by SportSchedules.net staff.

Logo URLs
These are the full URLs that point to your league logo image on your server. For best results, large logos should be approximately 300 pixels wide and small logos should be around 200, although different sizes are permitted.

Options- Intergrate with web site or Use as Stand-Alone.
SportsSchedules.net is does not host web sites. We provide a tool that enables sports leagues to easily post schedules, game results, and stats on the web in real-time, and without calculations of HTML coding. In most cases, our system operates in the background, providing the web database integration and dynamic content for existing league web sites.

If your league will not be setting up it's own web site, you can still use all of the features of SportsSchedules.net by selecting the "Stand-Alone" option, and then click here for detailed instructions. When using as a Stand-Alone service, enter your league nickname for "Web Site URL" and use the full URL, including nickname, for "Main URL".

To integrate SportsSchedules.net with your existing web site choose this option in the league profile and click here for specific instructions.

Season Set Up

What are Hide and Publish for, next to each season?
Once a Season has been saved, it may not be deleted. The Hide option allows you to remove a season from reports that league members can access. To "un-Hide" a season, press the View All button and change the option. Seasons are not visible to anyone other than Administrator until they are "Published". This allows you to make changes to, or delete, your schedule before anyone sees it. Seasons may only be published one time, after which schedules may not be deleted and changes must be made to individual games.

How do I enter the League fees for players and teams?
Click "enter rates" next to the season on the Seasons page. Enter individual rates and/or team rates for each division. This information will be used in calculating player and team balances.

How do I delete a Season?
Seasons cannot be deleted as certain data must be retained, however, you may choose the Hide option to remove a season from all views. Season schedules may be deleted through Edit Schedules if the season has not yet been published.

Division Set Up

What are the Early and Late Times for?
The early time is the ealiest time-of-day this division can start a game. The Late Time is the latest game start time for this division.

I'm getting an error message when I try to add a division.
Make sure you are not entering non-numeric characters in the Age fields. This fields may be left blank if not applicable.

Choosing game days for a division.
This is very important in getting the best results from the Auto-Scheduler. Try to set your divisions to play on different days, if possible. Use the lowest number of days-of-the-week possible in order to have enough time slots for each division's games. In other words, use one day a week if possible, and if there are not enough time slots, add a day, and so on. Even better than adding a day, would be to use another game venue, if that option is available.

How do I edit the information for a division?
Check the edit box next to the buttons on the divisions screen and press either of the two buttons.

Setting up game venues/locations

How do I edit or delete a venue?
Check the edit box next to the buttons on the Venues screen and press either of the buttons.

What is the difference between Venue Name and Venue Location
The Venue Name is the name of the Venue, such as Middletown Rink, or Hyde Sports Complex. The Venue Location is the specific location within the venue for venues that have more than one playing area, such as Rink 1 or East Field.

Time Slots

What are Time Slots?
For the purposes of the sheduling program, time-slots are NOT individual game slots. You do not need to enter each game start and finish time. A time slot is a contiguous block of time available at the venue location. For example if a venue is available on Mondays from 3:00 PM to 7:00 PM, and then again from 8:00 PM to 11:00 PM, this would require two separate time-slot entries (make the first, save it, and then make another). If there are no breaks in the time blocks available, only one entry is required. To save time, you may use the fill arrows to copy to all fields on the form.

Why can I only enter one time slot for each day?
Time slots are not for individual games, they represent entire blocks of available time at the venue location.

Why are all the days not appearing in the time slot list?
When you set up the Venues you selected the days available. If a day does not appear, edit the venue from the Venues screen and check that day.

How do I edit/delete time slots?
Select the venue from the Delete menue on the Time Slots screen, check the slots to be deleted and save.

Team Management

What if I don't know which division a new team will be in?
All teams must be assigned to a division. Choose any division to use temporarily and you may easily move the team to another division at a later time.

How do I add players to a team that is already set up?
This is accomplished through the Players Menu. From the main Players screen, select the division and team and press Add Player.

How do I view a team roster?
There are two ways to do this, depending on the format you desire. Either use the Roster report from the Reports menu (this enables list more than one time at a time) or choose List Players from the Players menu.

Can I get a report of team and player payment balances?
Yes. From the Reports menu, choose Player Balances. Bulk team payments are also listed in this report.

Player Management

How do I add an unassigned player without knowing the team?
In the Players menu, select "Unassigned" from the team list and press Add Player. The division may be selected if known.

What are Show Email and Show Phone options for?
These options determine who can see the players email address and phone number. Show To Team will onlye display the information to other team members who are logged in using their password. Team captains can always see this information.

Do I need to enter a password for each player?
No. The password is an option that enalbles team members to access certain team information not available to the public. League administrators may choose to leave the player options up to the team captains, who can also access and update the player profiles.

How do I assign an unassigned player or move a player to another team?
From the Players menu, select Unassigned from the team list and press List Players. Mext, click 'edit player' next to the player and select the division and team. Finally, press Save to complete the assignment.

How can I edit a player without knowing the player number?
Click on 'edit player' next to the player on either the Player list screen from teh Player menu, or on the Roster report from the Reports menu.

Where do I enter player payments?
From the Payements menu, select the season, division and team for the payment. If this is an individual payment for a player not yet assigned to a team, select All Unassigned from the Team list.

Manage Officials

Why are there are no officials to choose from in the drop down menu for editing?
When you select the Official Type, all officials of that type will appear in the drop down menu.

Where can I see which officials have been assigned to games?
From the Reports menu, select the Officials report and enter a date range. From this report, you can view, assign, edit, and unassign officials from any game.

Game Results and Player Scoring

Who can enter game scores and player stats?
Game results can be entered by league administrators, and officials (including scorekeepers). Individual player stats can be entered by administrators, officials, and team captains. All player scoring is checked against the final game score entered by the league, and may not be saved unless it matches. Player scoring may not be entered until the game results have been updated by the league.

Where are individual player stats entered?
Administrators and officials can enter player scoring either directly from the game results screen, or on the Game Results report from the Reports menu. Team captains can only enter player stats from the Game Results report.

When I try to enter player scoring, I get 'Game not found or not updated'?
In most cases, this is caused when you attempt to enter player scoring for a game that has not been updated with a final score by the league.

How do I record player suspensions for future games?
There are to ways to record a game suspension. Both administrators and officials can use the 'suspensions' link on the right side of the Game Results entry screen (game must first be updated with final scoring). Using this method, you do not need to know when the player's next game is (the system will find it) and you can enter multiple game suspensions. Administrators may also 'edit suspensions' from the Suspensions report. Here, individual suspensions may be moved, deleted, or added.

Using the Auto-Schedule feature (Run Schedule)

Why can't I run the schedule for divisions printed in red?
These are divisions that already have games scheduled within the date range you are running. If you use Auto-Schedule, it must be run before manually scheduling any games for the division in that date range. After running the Auto-Schedule, games may be added and moved as needed.

Why is my new schedule not visible on the web to the public?
Season schedules are only visible to administrators until the season is published, which is done through the Seasons screen. This allows schedulers to manipulate recently generated schedules before anyone else can see them. Once published, a schedule may not be deleted and games must be moved or deleted individually.

Games are not spaced evenly for all teams.
Automatic game scheduling, especially across several divisions and venues, is very complex. Ideal results for one league may not be desirable for another. Therefore, there will always be some degree of "human touch" required to get schedules exactly right. There are, however, several steps you can take to greatly reduce the amount of manual scheduling needed after running the Auto-Scheduler. First, read choosing game days for a division, as this has a significant impact on how your schedule is generated. Another option is to select "Even distribution of game times" from the Pre-Schedule report screen. While this option can solve many game time distibution problems, it can sometimes result in all time-slots not being filled. Try running your schedule with each option and determine which produces the best results (schedule must be deleted from Edit Schedule before it can be re-run).

Is there a way to not leave gaps between the game times?
Select "Don't leave unfilled time slots" from the Pre-Schedule report screen.

How do I move games around after running a schedule?
There are two ways to do this. From the schedule, you can click on "move game" next to the game you want to move. To view and edit several games at a time, use the Edit Schedule menu.

Can I delete an entire schedule?
If the season has not been published, you can delete the entire schedule quickly from the Edit Schedule menu.

Manually scheduling and editing games

How do I schedule inter-divisional games?
Locate the game on the Edit Schedule screen. Select the division for the Team 1 and select Team 1. Next, change the divison selector to the other division. That divisions teams will appear in the menu for Team 2.

I am starting mid-season, how do I enter the games already on my schedule?
Run Edit Schedule for the date, or date range. You can edit all the games for each day at one time. You cannot use the Auto-Scheduler feature for a division if games already exist on the schedule.

What is the difference between moving games in Edit Schedule, or from the schedule report?
Use Edit Schedule to make bulk changes to several games at once (there is no "notify" option when editing games this way). To move games individually, and automatically notify captains, players, and officials of schedule changes, run the View Schedule report from the Reports menu. Click "move game" to move a game to a new date or time. use "edit game" to change the teams or divisions of a specific game.

Reports

Standings, stats reports contain no data.
Make sure that you are running the report for the correct season or date range and that the season has been published.

Reports options: list or calendar format, sort by day or team.
View schedule in "List" format generates a list of game dates and times, sorted either by team or by date. To view a schedule in "Calendar" format, a specific division and team must be selected, and you must choose Sort By "Team".

Who can view the reports?
League Administrators can view all reports. League officials can view all reports except League Summary and Payment Reports. Team captains and players can view schedules, rosters, standings, player stats, and game results, however, team captains will see certain data that players and the public cannot. Access to player email addresses and phone numbers is configurable in the player profiles.

Sending Emails

How do I send a message to the entire league, a division, a team, team captains, or officials?
As you may have noticed, sending email to individuals is one click away on most reports and screens. However, in some cases, you may need to send a copy of the same message to large groups of users. This can be easily achieved from the Send Email area. First, choose who this message should go to; team captains/coaches, players, officials, divisions, teams, or the entire league. If you select Team Captains, Divisions or Teams, another menu will be enabled from which you may choose to send to a single team or division, or multiple teams or divisions. Use the Ctrl button on your keyboard to select multiple items.

My confirmation report shows errors sending to certain league members.
This usually happens when players do not have an email address in their profile or the email address is invalid (not all invalid email addresses wil generate an error). The presence of individual send errors does not mean that the rest did not get sent, only the ones that had errors. Please do not re-send entire messages when you see these errors.

What do I use for From Name and Reply to?
The From Name appears in the "From" field of the recipients in-box. Usually, this is the name of the orginization or person sending the message. The Reply To must be a valid email address where you will receive replys to your message. It is very important to be accurate here, if you are expecting responses to your message.

How do I send a schedule out?
We will be adding an option to automatically send schedules out. Until this feature is available, we recommend sending out a link to the schedule page on the site along with a notice that there has been a change. This eliminates the chance of errors in copying the schedule into the email message and ensures that everyone has an up-to-date schedule.

Enter Payments of league fees.

Can I enter a bulk payment for a team?
Yes. From the Payments menu, select the division and team name. In the payments entry screen, team payments are entered and tracked separately from individual player payments.

How do I record a payment for a player that has not been assigned to a team?
First, you must assign the player to a division from the Players menu, if not already done. next, from the Payments menu, select the division and "All Unassigned" from the Team list. The player will appear in the list of unassigned players.

Where can I view a list of player and team balances?
If entering a payment, you can view this information in the payments entery screen. If not entering a payment, or if you need a list of multiple teams balances, use the Player Balances report from the Reports menu.

Why are all the balances $0 even though no payments have been entered?
The system needs to know how much it costs to participate for this season. Enter the season rates for each division from the Seasons screen. These rates are used to calculate player and team balances.

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