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Tips, Tricks, and Best Practices: Scheduling

Guide

Applies To:
User
  • Members
  • Team Admins
  • Team Owners
  • Org Admins
  • Org Owners
Device
  • Web app Web
  • iOS app iOS
  • Android app Android
Plan
  • Trial
  • Free
  • Basic
  • Premium
  • Ultra
Country
  • United States USA
  • Canada CAN
  • Worldwide Worldwide

Getting ready to start your scheduling for the season and not sure where to start? This article is your perfect resource to figure out your options for schedule creations in TeamSnap, find tips for setting yourself up for success, and answer all your common scheduling questions.

In this article


Scheduling for Organizations

Preparation

  • Don't begin until you have a plan!
  • Decide at what level within your organization the schedule should be created (at the organization level or by individual teams)
  • Choose the appropriate schedule creation option available to you:
    • Scheduler - only available to admins of club & league accounts on premium or ultra plans 
    • Import - great option if you already have your full schedule for the season in CSV format
    • Manual - good choice for adding one-off games or events
  • Make sure you have met prerequisite requirements based on your schedule creation option (see links above)
  • Think ahead and be aware of season management options

Set Up

  • Tips for Import Set Up:
    • Be sure to download the correct schedule import template
    • Make sure all team names, outside (non-league) opponent names, and location names in the import file match exactly to how they are spelled in TeamSnap (case-sensitive)
    • Remove any blank rows, columns, and extra blank spaces before or after any of the data in each cell in your import file
    • Check our other formatting requirements before importing
    • Determine if you want the events to be league-controlled or team-controlled:
      • League-controlled - Games and events are visible to participating teams, but game results can only be entered at the team-level when allowed under the organization settings tab
      • Team-controlled - Sports org admins and team admins will be able to edit games/events and enter game results, games and events will be displayed in  org , division, and team schedule tabs, but can only be edited at the team level. Changes made within a team to an event where the opposing team is in the same league will only be reflected in the team where the change was made.
  • Tips for Manual Set Up:
    • Manual set up may be the best choice if you need to add games or events one-off rather than all at once
    • Be sure you know the difference in events and games before adding

What's Next

  • Be sure to notify teams, players, and fans where to access their schedules (on TeamSnap!)
  • Decide who will be in charge of any changes needing to be made to schedules throughout the season
  • Take advantage of the Notify the Team option if changes are made throughout the season
  • Prepare for season management early to make your next season even easier!

Back to Top


Scheduling for Teams

Preparation

  • Don't begin until you have a plan!
  • For teams that are part of a sports organization in TeamSnap, know whether or not you are in charge of scheduling for your team, or if the organization will be handling it for all teams.
  • Creating your own team schedule? Decide how based on the schedule creation options available to you: 
    • Import - great option if you already have your full schedule for the season in CSV format
    • Manual - good choice for adding one-off games or events
  • Make sure you have met prerequisite requirements based on your schedule creation option (see links above)
  • Think ahead and be aware of season management options

Set Up 

  • Tips for Import Set Up:
    • Be sure to download the correct schedule import template
    • Make sure all team names, outside (non-league) opponent names, and location names in the import file match exactly to how they are spelled in TeamSnap (case-sensitive)
    • Remove any blank rows, columns, and extra blank spaces before or after any of the data in each cell in your import file
    • Check our other formatting requirements before importing
  • Tips for Manual Set Up:
    • Manual set up may be the best choice if you need to add games or events one-off rather than all at once
    • Be sure you know the difference in events and games before adding

What's Next

  • Be sure to notify teams, players, and fans where to access their schedules (on TeamSnap!)
  • Decide who will be in charge of any changes needing to be made to schedules throughout the season
  • Take advantage of the Notify the Team option if changes are made throughout the season
  • Prepare for season management early to make your next season even easier!

Back to Top


Common Questions

What's the difference between a game and an event?

The schedule items can be created as either games or events. It is important to create the correct schedule item type because once created, they cannot be switched. Any changes would have to be made by deleting and recreating the required schedule item.

Games: Schedule items where your team competes against an opponent and there is a scored result. This schedule item type includes fields for games including Opponent, Home or Away, Uniform, Enter Results, etc.

Events: Schedule items which can be anything on the schedule that is not a game and does not need results entered including practices, meetings, and parties. This schedule item type includes fields for events including Daily Repeating Events, Weekly Repeating Events, Short Label field, etc.

To distinguish between a game or event, administrators can view the edit screen for the schedule item. The edit screen will be labeled Edit Game or Edit Event.

How does an organization give their TeamLink teams permission to edit games?

If you would like your games and events to be fully editable and scored at the team-level, check the box to 'Create Only Team-Controlled Events' before importing the schedule. This will allow both sports org admins and team admins to be able to edit games/events at the team level and enter game results. When events are marked as team-controlled, also note that changes made within a team to an event where the opposing team is in the same league will only be reflected in the team where the change was made.

If you would like to keep management of the schedule but want your organization's team-level admins to be able to score the games, then do not check the box and keep your schedule 'League-Controlled'. You can then go into your organization's settings tab and check the Enter Scores checkbox in the Team Schedule Permissions.

How do I or my members subscribe to a schedule once it is posted?

You can subscribe to your full TeamSnap schedule if you are on multiple teams or subscribe to individual team schedules. Follow the steps in the linked articles to have your games/events all show up right on your calendar!

Tip: Having trouble with games showing up after you've subscribed? Give games at least 10 minutes to show up on your calendar. If they're still not appearing, try unsubscribing from TeamSnap and your personal calendar and then resubscribing.

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