Skip to main content

Getting Started with Athletify: Your Quick Guide

This tutorial will walk you through the initial setup so you can start scheduling with ease.

James Moore avatar
Written by James Moore
Updated this week

Getting Started with Athletify: Your Quick Guide

Welcome to Athletify! This tutorial will walk you through the initial setup so you can start scheduling with ease. Following these steps will ensure all your shift information is organized and readily available, saving you time and effort in the long run.

The Big Picture: Setting Up for Success (0:01-0:16)

Think of the Organization tab as your foundation. We'll configure everything here first. To understand why this is important, let's quickly peek at what a finished shift looks like:

  1. Go to the Schedule tab.

  2. Scroll down and create a random shift.

  3. Notice the dropdown menus:

    • Programs: You can select from a list of pre-defined programs.

    • Locations & Sub-locations: Choose specific places where the activity will occur.

    • Staff: Assign qualified personnel from a list.

    • Positions: Select the role the staff member will fill (e.g., referee, coach).

    • Shift Notes: Add import details for staff to review or for you to see when exporting the schedule.

    • Attributes: Add attributes like age group, gender, skill level, etc. so that staff know important details about participants.

    • Documentation: Access relevant files, like program rules or checklists, etc.

See how all this information is readily available? That's the power of setting up the Organization tab correctly!

Why This Matters (0:51-1:13)

By setting up your organization thoroughly, you'll avoid:

  • Cluttered shift titles: All the necessary details are captured in their designated fields.

  • Repetitive typing: Once information is entered, it's there for you to select, eliminating the need to type the same details for every shift.

  • Disorganized schedules: Clearly see all the essential information directly on the schedule.

Step 1: Adding Your Administrators (1:28-1:53)

Administrators have different levels of access to Athletify. Let's add them first:

  1. Navigate to the Organization tab.

  2. Click the Add Staff button.

  3. Enter the administrator's:

    • Email Address

    • First Name

    • Last Name

  4. Select their Role:

    • Staff: Standard team members.

    • Program Admin: Can manage programs they are assigned to.

    • Organization Admin: Has full control over all settings.

  5. Click Add Staff to add more administrators as needed.

  6. Click Send Invites.

  7. You'll see pending invitations in the Pending Invites section.

Step 2: Setting Up Your Programs (2:01-3:38)

Programs represent the operations, activities, or sports you manage. Let's create one:

  1. In the Organization tab, go to the Programs section.

  2. Click Add Program.

  3. Name Your Program: Choose a clear and concise name (e.g., "Tackle Football"). Consider adding a description for clarity (3:22).

  4. Assign Program Admins: Select the administrators who will manage this program.

  5. Add Locations:

    • If no locations are listed, click Add Location.

    • Enter the General Location Name (e.g., "Central Park").

    • Add Sub-locations if applicable (e.g., "Field 1", "Field 2").

    • Click Apply and then Add Location.

    • Select the specific sub-locations that apply to this program. You can even have a general location for a supervisor and specific fields for others (2:49-2:57).

    • Click Next.

  6. Create Positions:

    • Click Create Position.

    • Enter a Position Name (e.g., "Referee", "Coach").

    • Choose a Color for easy visual identification on the schedule.

    • Click Create. You can skip associating staff or programs at this stage (3:09).

    • Select the newly created position for this program and click Next.

  7. Add Documentation (Optional but Recommended): Upload any relevant rules or guidelines for this program.

  8. Review and adjust any other basic information as needed.

  9. Click Create Program.

Step 3: Managing Positions, Locations, and Attributes (3:38-4:02)

You can further customize your organization:

  • Positions: Create more roles as needed in the Positions section.

  • Locations: Add more general locations and sub-locations in the Locations section.

  • Attributes: If you manage various sports or activities, you can add categories (e.g., "Age Group", "Skill Level") and specific attributes within those categories to easily filter and organize shifts.

Step 4: Configuring Your Organization Settings (4:02-4:35)

Tailor Athletify to your organization's needs:

  1. Go to the Settings section in the Organization tab.

  2. Organization Details: Upload your logo and ensure your organization name is correct.

  3. Work Week: Define the day and time your work week starts (important for payroll).

  4. Limitations: Set rules to prevent staff from working excessive hours or shifts.

  5. Age Limitations: Configure restrictions based on staff members' ages according to legal requirements.

Step 5: Start Scheduling! (4:35-4:42)

With your organization set up, you're ready to create schedules:

  1. Navigate to the Schedule tab.

Understanding the Schedule View (4:42-5:22)

The schedule offers various ways to view your information:

  • View By: Program, Location, Position, Staff.

  • View: Day, Week (most popular), Month.

  • Group Shifts By: Location or Positions.

  • Filter: Narrow down the schedule to specific programs, locations, or positions.

  • Save Views: Customize your preferred views and save them for quick access. Athletify will remember your last view.

Time-Saving Actions on the Schedule (5:22-5:39)

Depending on your selected view (day, week, or month), you have access to powerful actions:

  • Copy: Duplicate existing schedules.

  • Create Template: Save a schedule as a reusable template.

  • Unpublish/Publish: Control the visibility of schedules.

  • Assign/Unassign: Manage staff assignments.

  • Clear: Remove all assignments from selected shifts.

  • Export: Download schedule data.

  • Auto-Schedule: Let Athletify suggest assignments based on your setup.

Managing Unpublished Content and Requests (5:39-5:51)

  • Publish: Make drafts visible.

  • Requests: See time-off requests or drop-shift requests from your staff.

Setting Up Messaging Channels (5:51-6:24)

Improve communication with dynamic channels:

  1. Go to the Messaging tab.

  2. You can send Direct Messages to individuals or groups.

  3. To create a dynamic channel, click Create Channel.

  4. Give your channel a Name.

  5. Add relevant Position Groups. Anyone assigned to these positions will automatically be added to the channel.

  6. In the channel's Settings, you can turn on Announcement Mode to restrict posting to admins only, preventing notification overload. You can also choose other admins who can post.

You're Ready to Go! (6:24-6:32)

By taking the time to fill out the tabs in the Organization section, you'll streamline your scheduling process in the Schedule view.

We hope this tutorial helps you get started with Athletify. Happy scheduling!

Did this answer your question?