StadiumRoar Scheduling - User Guide
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Facility Scheduling vs General Scheduling are the two types of scheduling offered. Facility Scheduling is for booking time slots at facilities like fields or courts for teams and leagues. General Scheduling allows scheduling of any event like games or meetings with a blank calendar. To start, users sign up to get a StadiumRoar website, then can add locations and programs for Facility Scheduling or add single or recurring events for General Scheduling. Schedules can then be viewed, edited, and shared online.
StadiumRoar Scheduling - User Guide
- 1. Everything you need to know about using StadiumRoar Scheduling 1
- 2. Contents Part 1: Facility Scheduling vs. General Scheduling3 Part 2: Getting your scheduling site..8 Part 3: Spreading your site.15 Part 4: Facility Scheduling...20 Part 5: General Scheduling....54 2
- 3. Part 1 Facility Scheduling vs. General Scheduling 3
- 4. We offer two types of scheduling Facility Scheduling General Scheduling Perfect for scheduling Perfect for scheduling chunks of time at any sort of specific facilities event Ex: Court A booked for Ex: Game between use by League B every Team X and Team Y on Saturday from 6-8 PM Saturday May 5 at 7 PM from May 5 August 5
- 5. Use just one or both 5
- 6. 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. 6
- 7. 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. 7
- 8. Part 2 Getting Your Scheduling Site 8
- 9. 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 9
- 10. START: Enter your email address at StadiumRoar.com and click SIGN UP 10
- 11. Enter your name and password, check the two boxes and click GO TO MY PAGE! 11
- 12. Click CREATE ORGANIZATION SITE 12
- 13. 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 13
- 14. Click OK 14
- 15. Part 3 Spreading Your Site 15
- 16. Admin View vs. Public View ADMIN PUBLIC When you log into your site as an When people visit your site in the admin, you have a different view than public view, they will be able to view people who visit your site in the public and access all information, but will view; your view contains add and edit not see add and edit icons icons, which allow you to update information 16
- 17. Spread Your Public Link For people to view and interact with the schedule information you add to your site, they need to visit the public view of your site 17
- 18. To spread your schedule info to people, all you need to do is provide your StadiumRoar websites public link to them www.stadiumroar.com/yoursitename People simply need to visit this link from any computer. Thats it. 18
- 19. There are various ways you can easily spread your link to people; here are some suggestions Other Sites Email Forms Social Media Signature Have your link Email your Add your link at Post your link on Add your link at added on other sites link to people the bottom of social media the bottom of related to your any printed sites your outgoing organization; your forms your email signature program organization website, town uses sites, school sites, association sites, etc 19
- 20. Part 4 Facility Scheduling 20
- 21. In a Nutshell You 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 21
- 22. Login: Visit http://www.stadiumroar.com and enter your email address and password 22
- 23. Visit Your Site: Click the FACILITIES link at the top of the page to enter your Personal Facilities Scheduler area 23
- 24. The Managers Tab As a facility scheduler, everything you need is in the MANAGERS tab 24
- 25. 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 25
- 26. 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) 26
- 27. 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 27
- 28. 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 28
- 29. What Should Be a Program? A program is any group that you schedule time slots for, such as teams, camps, clubs, etc 29
- 30. 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 30
- 31. Step 3 Booking Locations Once youve added your locations and programs, youre ready to book time slots and start making schedules! Click the BOOK TIME SLOTS button to begin. 31
- 32. The Booking Process Booking time slots is easy Youll be led through some simple screens, where youll be asked to pick dates, times, etc When youre done, the time slots will be booked and added to your schedule 32
- 33. Double Book Notices While youre booking time slots, well make sure you dont accidentally double book any locations If you do, youll be given the option to re-book the time slots or over-ride the alert and book anyway 33
- 34. Time Slots Saved! Once time slots are saved, theyll 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 34
- 35. Viewing Schedules by Location First, open your LOCATONS I MANAGE section Click the ALL LOCATIONS link to see a master schedule of all locations at once Click a location name to see its specific schedule 35
- 36. Viewing Schedules by Program First, open your PROGRAMS THAT USE MY LOCATIONS section Click the ALL PROGRAMS link to see a master schedule of all locations at once Click a program name to see its specific schedule 36
- 37. Example Schedule 37
- 38. Viewing Options Default list view of the schedule that shows all View the Jot down personal bookings in a list schedule in notes about the calendar format schedule 38
- 39. Additional Options Edit one or Delete one Email one Print more of the or more of or more of schedule booked the booked the booked time slots time slots time slots 39
- 40. Posting Your Schedules Online and Taking Online Requests These are both optional, but are recommended 40
- 41. Login: Visit http://www.stadiumroar.com and enter your email address and password 41
- 42. Visit Your Site: Click on your sites link to enter your site as an Admin 42
- 43. The Facilities tab on your site is where you post schedules online and take online requests 43
- 44. 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 44
- 45. 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 45
- 46. 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 46
- 47. 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 47
- 48. 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 accept or deny 48
- 49. How do you view, accept and deny requests? First, log into StadiumRoar Then, open your Personal Facilities Scheduler 49
- 50. Open the Time-Slot Requests Sent to Me section 50
- 51. Accept or Deny Youll see a list of all requestors and their requests; choose to Accept or Deny any requests 51
- 52. 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 52
- 53. 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 53
- 54. Part 5 General Scheduling 54
- 55. 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 55
- 56. Login: Visit http://www.stadiumroar.com and enter your email address and password 56
- 57. Visit Your Site: Click on your sites link to enter your site as an Admin 57
- 58. The Calendar tab on your site is where you do your General Scheduling 58
- 59. Click the Add Icon to add events Youll notice an Add Icon at the bottom of your Calendar Tab in the Traditional View; click it to add events 59
- 60. Single Events vs. Recurring Events Once you click the add icon, youll 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 60
- 61. Adding a Single Event 61
- 62. Adding a Recurring Event 62
- 63. You Add Events Events Posted Online Once you add an event, it gets posted to your sites calendar 63
- 64. Traditional View vs. List View There are two different views your calendar can be seen in; the Traditional View and the List View 64
- 65. 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 65
- 66. Event Details 66
- 67. List View With the List View, all events are shown in a day-by- day list 67
- 68. 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 68
- 69. 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 69
- 70. Edit or Delete Once you click the Edit icon at the bottom of the page, youll 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 events title, description, date or time 70
- 71. Editing If you choose to edit an event, youll come to a page with the events original information on it, which you can update in whatever way you would like 71
- 72. Questions? Contact us at any time 908 591 5448 contact@stadiumroar.com 72