StadiumRoar Scheduling - User Guide

transcript

Everything you need to know about using StadiumRoar Scheduling

Scheduling User Guide

Contents

Part 1: Facility Scheduling vs. General Scheduling………………………………………3

Part 2: Getting your scheduling site………………………..…………………………………8

Part 3: Spreading your site……………………………………………………………………….15

Part 4: Facility Scheduling………………………………………………………………….……..20

Part 5: General Scheduling………………………………………………………………..……..54

Part 1

Facility Scheduling vs. General Scheduling

We offer two types of scheduling

Facility Scheduling

• Perfect for scheduling chunks of time at facilities

• Ex: Court A booked for use by League B every Saturday from 6-8 PM from May 5 – August 5

General Scheduling

• Perfect for scheduling any sort of specific event

• Ex: Game between Team X and Team Y on Saturday May 5 at 7 PM

Use just one or both

Facility Scheduling – Is It for You?Are you in charge of booking time slots at facilities (fields, gyms, courts, etc) for groups like teams, camps and leagues? If so, then facility scheduling is for you. Common users are recreation directors and campus facility coordinators.

General Scheduling – Is It for You?Unlike Facility Scheduling, General Scheduling can be used by pretty much anyone in the world of sports-and-recreation. With General Scheduling, you get a blank calendar and can add anything you want to it. Common events include games, practices, deadlines, meetings, fundraisers, etc.

Part 2

Getting Your Scheduling Site

Your Site - Step 1 for All Scheduling

Whether you want to use Facility Scheduling, General Scheduling, or both, the first thing you need to do is sign up on StadiumRoar and get a StadiumRoar website

START: Enter your email address at StadiumRoar.com and click “SIGN UP”

Enter your name and password, check the two boxes and click “GO TO MY PAGE!”

Click “CREATE ORGANIZATION SITE”

Enter the name of your organization and your title. Try to keep the organization name short. Your URL will look like this: www.stadiumroar.com/YOURORGANIZATIONNAME

Click “OK”

Part 3

Spreading Your Site

Admin View vs. Public View

When you log into your site as an admin, you have a different view than people who visit your site in the public view; your view contains add and edit icons, which allow you to update information

When people visit your site in the public view, they will be able to view and access all information, but will not see add and edit icons

ADMIN PUBLIC

Spread Your Public LinkFor people to view and interact with the schedule information you add to your site, they need to visit the public view of your site

To spread your schedule info to people, all you need to do is provide your StadiumRoar website’s public link to them

www.stadiumroar.com/yoursitename

People simply need to visit this link from any computer.

That’s it.

There are various ways you can easily spread your link to people; here are some suggestions…

Other Sites

Have your link added on other sites

related to your organization; your program website, town sites, school sites, association

sites, etc

Email your link to people

Add your link at the bottom of

any printed forms your

organization uses

Social Media

Post your link on social media sites

Signature

Add your link at the bottom of your outgoing

email signature

Part 4

Facility Scheduling

In a NutshellYou keep track of facility schedules in a private area; you can choose to post schedules publically online; you can also choose to take online requests for facility use

Login: Visit http://www.stadiumroar.com and enter your email address and password

Visit Your Site: Click the FACILITIES link at the top of the page to enter your Personal Facilities Scheduler area

The Managers Tab

As a facility scheduler, everything you need is in the MANAGERS tab

Step 1 – Enter Your Locations

Go into your LOCATIONS I MANAGE section, which is open by default

Click the Add icon on the left of the page to add your locations

What Should Be a Location?

A location is any place you schedule time slots at, such as fields, gyms, courts, etc

You should be as specific as possible

For instance, if there are three separate baseball diamonds at “Jefferson Middle School”, you should add THREE SEPARATE LOCATIONS (Jefferson Field 1, Jefferson Field 2, Jefferson Field 3)

Adding More, Deleting and Editing

At any time, you can add more locations by clicking the Add icon again

You can also delete locations or edit them by clicking the Edit icon next to the Add Icon

Step 2 – Adding Your Programs

Go into your PROGRAMS THAT USE MY LOCATIONS section

Click the Add icon on the left of the page to add your programs

What Should Be a Program?

A program is any group that you schedule time slots for, such as teams, camps, clubs, etc

Adding More, Deleting and Editing

At any time, you can add more programs by clicking the Add icon again

You can also delete programs or edit them by clicking the Edit icon next to the Add Icon

Step 3 – Booking Locations

Once you’ve added your locations and programs, you’re ready to book time slots and start making schedules! Click the BOOK TIME SLOTS button to begin.

The Booking Process

Booking time slots is easy

You’ll be led through some simple screens, where you’ll be asked to pick dates, times, etc

When you’re done, the time slots will be booked and added to your schedule

Double Book Notices

While you’re booking time slots, we’ll make sure you don’t accidentally double book any locations

If you do, you’ll be given the option to re-book the time slots or over-ride the alert and book anyway

Time Slots Saved!

Once time slots are saved, they’ll be added to your schedules

You can view schedules either “by location” in the LOCATIONS I MANAGE tab or “by program” in the PROGRAMS THAT USE MY LOCATIONS tab

Viewing Schedules “by Location”

Click the ALL LOCATIONS link to see a master schedule of all locations at once

Click a location name to see its specific schedule

First, open your LOCATONS I MANAGE section

Viewing Schedules “by Program”

Click the ALL PROGRAMS link to see a master schedule of all locations at once

Click a program name to see its specific schedule

First, open your PROGRAMS THAT USE MY LOCATIONS section

Example Schedule

Viewing Options

Jot down personal notes about the schedule

View the schedule in calendar format

Default list view of the schedule that shows “all” bookings in a list

Additional Options

Edit one or more of the booked time slots

Delete one or more of the booked time slots

Email one or more of the booked time slots

Print schedule

Posting Your Schedules Online and Taking Online Requests

These are both optional, but are recommended

Visit Your Site: Click on your site’s link to enter your site as an “Admin”

The Facilities tab on your site is where you post schedules online and take online requests

Displaying Schedules

To post the schedules from your Personal Facilities Scheduler on your website, all you need to do is click the “Facilities” button on your site, and then select yourself in the LOCATION SCHEDULES chart

Select the DISPLAY box next to your name to display your schedules

Taking Online Requests

To take online facility requests from website, all you need to do is click the “Facilities” button on your site, and then select yourself in the LOCATION REQUESTS chart

Select the RECEIVE REQUESTS box next to your name to take online requests

Choose one, both, or none

You can choose to display your schedules online AND take online requests

You can choose to do JUST ONE of the above and not the other

Or, you can choose NONE of the above

How do people see your schedules online and send you online requests?

All people need to do is visit the public view of your site – www.stadiumroar.com/yoursitename - and open the “Facilities” button

There are very simple steps that allow them to see your schedules, print your schedules and send you requests

What happens when someone sends you an online request?

1.) You receive an email notification

2.) The request appears in your Personal Facilities Scheduler Area for you to acceptor deny

How do you view, accept and deny requests?

First, log into StadiumRoar

Then, open your Personal Facilities Scheduler

Open the “Time-Slot Requests Sent to Me” section

Accept or Deny

You’ll see a list of all requestors and their requests; choose to Accept or Deny any requests

What happens if you accept a request?

1.) The person who sent the request will receive an email alert, notifying that the request was accepted

2.) The time slots requested will automatically become booked and added to your schedule – you do NOT need to open the “Book Time Slots” section to enter them

What happens if you deny a request?

1.) The person who sent the request will receive an email alert, notifying that the request was denied

2.) The time slots requested will NOT become added to your schedule

Part 5

General Scheduling

In a Nutshell

You add information to the Calendar tab on your site, and people can instantly view and print the information from your site

Visit Your Site: Click on your site’s link to enter your site as an “Admin”

The Calendar tab on your site is where you do your General Scheduling

Click the Add Icon to add events

You’ll notice an Add Icon at the bottom of your Calendar Tab in the Traditional View; click it to add events

Single Events vs. Recurring Events

Once you click the add icon, you’ll notice you have the option to add a “Single Event” or “Recurring Event”.

Single Event = Individual event such as a game

Recurring Event = Weekly repeating event such as a practice

Adding a Single Event

Adding a Recurring Event

You Add Events Events Posted Online

Once you add an event, it gets posted to your site’s calendar

Traditional View vs. List View

There are two different views your calendar can be seen in; the Traditional View and the List View

Traditional View

In the Traditional View, events are listed on a traditional calendar grid; if an event name is moused over, details will be shown

Event Details

List View

With the List View, all events are shown in a day-by-day list

Printing the Calendar

If there is at least one event scheduled on the month being viewed, then a PRINT link will be present in the top right corner of the page

Editing and Deleting Events

To edit or delete an event, open the Traditional View of the Calendar, go to the month the event takes place in, and click the Edit Icon at the bottom of the page

Edit or Delete

Once you click the Edit icon at the bottom of the page, you’ll notice that a small delete icon and a small edit icon appear next to each event

Click the delete icon to completely delete the event

Click the edit icon to update the event’s title, description, date or time

Editing

If you choose to edit an event, you’ll come to a page with the event’s original information on it, which you can update in whatever way you would like

Questions?

908 591 5448

contact@stadiumroar.com

Contact us at any time

StadiumRoar Scheduling - User Guide

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