StadiumRoar Scheduling - User Guide
Post on 16-Jan-2015
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Everything you need to know about using StadiumRoar Scheduling
Scheduling User Guide
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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
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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
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Use just one or both
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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.
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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.
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Part 2
Getting Your Scheduling Site
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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
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START: Enter your email address at StadiumRoar.com and click “SIGN UP”
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Enter your name and password, check the two boxes and click “GO TO MY PAGE!”
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Click “CREATE ORGANIZATION SITE”
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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
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Click “OK”
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Part 3
Spreading Your Site
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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
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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
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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.
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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
Forms
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
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Part 4
Facility Scheduling
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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
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Login: Visit http://www.stadiumroar.com and enter your email address and password
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Visit Your Site: Click the FACILITIES link at the top of the page to enter your Personal Facilities Scheduler area
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The Managers Tab
As a facility scheduler, everything you need is in the MANAGERS tab
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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
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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)
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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
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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
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What Should Be a Program?
A program is any group that you schedule time slots for, such as teams, camps, clubs, etc
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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
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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.
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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
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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
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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
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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
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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
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Example Schedule
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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
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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
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Posting Your Schedules Online and Taking Online Requests
These are both optional, but are recommended
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Login: Visit http://www.stadiumroar.com and enter your email address and password
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Visit Your Site: Click on your site’s link to enter your site as an “Admin”
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The Facilities tab on your site is where you post schedules online and take online requests
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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
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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
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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
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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
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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
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How do you view, accept and deny requests?
First, log into StadiumRoar
Then, open your Personal Facilities Scheduler
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Open the “Time-Slot Requests Sent to Me” section
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Accept or Deny
You’ll see a list of all requestors and their requests; choose to Accept or Deny any requests
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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
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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
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Part 5
General Scheduling
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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
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Login: Visit http://www.stadiumroar.com and enter your email address and password
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Visit Your Site: Click on your site’s link to enter your site as an “Admin”
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The Calendar tab on your site is where you do your General Scheduling
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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
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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
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Adding a Single Event
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Adding a Recurring Event
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You Add Events Events Posted Online
Once you add an event, it gets posted to your site’s calendar
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Traditional View vs. List View
There are two different views your calendar can be seen in; the Traditional View and the List View
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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
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Event Details
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List View
With the List View, all events are shown in a day-by-day list
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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
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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
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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
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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
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Questions?
908 591 5448
contact@stadiumroar.com
Contact us at any time
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