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StadiumRoar Scheduling - User Guide


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StadiumRoar Scheduling - User Guide

  1. 1. Everything you need to know about using StadiumRoar Scheduling 1
  2. 2. ContentsPart 1: Facility Scheduling vs. General Scheduling………………………………………3Part 2: Getting your scheduling site………………………..…………………………………8Part 3: Spreading your site……………………………………………………………………….15Part 4: Facility Scheduling………………………………………………………………….……..20Part 5: General Scheduling………………………………………………………………..……..54 2
  3. 3. Part 1Facility Scheduling vs. General Scheduling 3
  4. 4. We offer two types of scheduling Facility Scheduling General Scheduling• Perfect for scheduling • Perfect for schedulingchunks of time at any sort of specificfacilities event• Ex: Court A booked for • Ex: Game betweenuse by League B every Team X and Team Y onSaturday from 6-8 PM Saturday May 5 at 7 PMfrom May 5 – August 5
  5. 5. Use just one or both 5
  6. 6. Facility Scheduling – Is It for You?Are you in charge of booking time slots at facilities (fields, gyms, courts, etc) forgroups like teams, camps and leagues? If so, then facility scheduling is for you.Common users are recreation directors and campus facility coordinators. 6
  7. 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. 8. Part 2Getting Your Scheduling Site 8
  9. 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. 10. START: Enter your email address at StadiumRoar.comand click “SIGN UP” 10
  11. 11. Enter your name and password, check the two boxesand click “GO TO MY PAGE!” 11
  13. 13. Enter the name of your organization and your title. Try to keep theorganization name short. Your URL will look like 13
  14. 14. Click “OK” 14
  15. 15. Part 3Spreading Your Site 15
  16. 16. Admin View vs. Public View ADMIN PUBLICWhen you log into your site as an When people visit your site in theadmin, you have a different view than public view, they will be able to viewpeople who visit your site in the public and access all information, but willview; your view contains add and edit not see add and edit iconsicons, which allow you to updateinformation 16
  17. 17. Spread Your Public LinkFor people to view and interact with the scheduleinformation you add to your site, they need to visit thepublic view of your site 17
  18. 18. To spread your schedule info to people, all you need to dois provide your StadiumRoar website’s public link to them People simply need to visit this link from any computer. That’s it. 18
  19. 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 atadded 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. 20. Part 4Facility Scheduling 20
  21. 21. In a NutshellYou keep track of facilityschedules in a private area; youcan choose to post schedulespublically online; you can alsochoose to take online requestsfor facility use 21
  22. 22. Login: Visit and enter your emailaddress and password 22
  23. 23. Visit Your Site: Click the FACILITIES link at the top of thepage to enter your Personal Facilities Scheduler area 23
  24. 24. The Managers Tab As a facility scheduler, everything you need is in the MANAGERS tab 24
  25. 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. 26. What Should Be a Location?A location is any place you schedule time slots at, such asfields, gyms, courts, etcYou should be as specific as possibleFor instance, if there are three separate baseball diamondsat “Jefferson Middle School”, you should add THREESEPARATE LOCATIONS (Jefferson Field 1, Jefferson Field2, Jefferson Field 3) 26
  27. 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. 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. 29. What Should Be a Program?A program is any group that you schedule time slotsfor, such as teams, camps, clubs, etc 29
  30. 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. 31. Step 3 – Booking LocationsOnce you’ve added your locations and programs, you’re ready to book timeslots and start making schedules! Click the BOOK TIME SLOTS button to begin. 31
  32. 32. 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 32
  33. 33. 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 33
  34. 34. Time Slots Saved!Once time slots aresaved, they’ll be added to yourschedulesYou can view schedules either“by location” in the LOCATIONSI MANAGE tab or “by program”in the PROGRAMS THAT USEMY LOCATIONS tab 34
  35. 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. 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. 37. Example Schedule 37
  38. 38. Viewing OptionsDefault list viewof the schedulethat shows “all” View the Jot down personalbookings in a list schedule in notes about the calendar format schedule 38
  39. 39. Additional OptionsEdit one or Delete one Email one Printmore of the or more of or more of schedulebooked the booked the bookedtime slots time slots time slots 39
  40. 40. Posting Your Schedules Online and Taking Online Requests These are both optional, but are recommended 40
  41. 41. Login: Visit and enter your emailaddress and password 41
  42. 42. Visit Your Site: Click on your site’s link to enter yoursite as an “Admin” 42
  43. 43. The Facilities tab on your site is where you postschedules online and take online requests 43
  44. 44. Displaying SchedulesTo post the schedules from your Personal Facilities Scheduler on yourwebsite, all you need to do is click the “Facilities” button on your site, andthen select yourself in the LOCATION SCHEDULES chart Select the DISPLAY box next to your name to display your schedules 44
  45. 45. Taking Online RequestsTo 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 LOCATIONREQUESTS chart Select the RECEIVE REQUESTS box next to your name to take online requests 45
  46. 46. Choose one, both, or noneYou can choose to display your schedules online AND takeonline requestsYou can choose to do JUST ONE of the above and not theotherOr, you can choose NONE of the above 46
  47. 47. How do people see your schedulesonline and send you online requests? All people need to do is visit the public view of your site – - 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. 48. What happens when someone sends you an online request?1.) You receive an email notification2.) The request appears in your PersonalFacilities Scheduler Area for you to acceptor deny 48
  49. 49. How do you view, accept and deny requests? First, log into StadiumRoar Then, open your Personal Facilities Scheduler 49
  50. 50. Open the “Time-Slot Requests Sent to Me” section 50
  51. 51. Accept or DenyYou’ll see a list of all requestors and their requests; choose to Acceptor Deny any requests 51
  52. 52. What happens if you accept a request?1.) The person who sent the request willreceive an email alert, notifying that therequest was accepted2.) The time slots requested willautomatically become booked and addedto your schedule – you do NOT need toopen the “Book Time Slots” section toenter them 52
  53. 53. What happens if you deny a request?1.) The person who sent the request willreceive an email alert, notifying that therequest was denied2.) The time slots requested will NOTbecome added to your schedule 53
  54. 54. Part 5General Scheduling 54
  55. 55. In a NutshellYou add information to the Calendartab on your site, and people caninstantly view and print theinformation from your site 55
  56. 56. Login: Visit and enter your emailaddress and password 56
  57. 57. Visit Your Site: Click on your site’s link to enter yoursite as an “Admin” 57
  58. 58. The Calendar tab on your site is where you doyour General Scheduling 58
  59. 59. 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 59
  60. 60. 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 60
  61. 61. Adding a Single Event 61
  62. 62. Adding a Recurring Event 62
  63. 63. You Add Events  Events Posted Online Once you add an event, it gets posted to your site’s calendar 63
  64. 64. Traditional View vs. List ViewThere are two different views your calendar can be seenin; the Traditional View and the List View 64
  65. 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. 66. Event Details 66
  67. 67. List View With the List View, all events are shown in a day-by- day list 67
  68. 68. Printing the CalendarIf there is at least one event scheduled on the monthbeing viewed, then a PRINT link will be present in the topright corner of the page 68
  69. 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. 70. 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 70
  71. 71. 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 71
  72. 72. Questions? Contact us at any time908 591 72