Adding Locations & Surfaces

Manually Adding a Location

From the navigation, click Schedule > Locations.
In the Listings view, select the mini menu and click Add Location.

3. The Add Location dialog box will appear on the screen. Enter the location name, then search the address or name within the Google Places search box. Choose the appropriate listing retrieved from Google Maps, and once your location information is found, the address details will automatically populate.

4. If the location is affiliated with any club(s), use the Affiliated Clubs drop-down menu to select the current clubs from the Club Directory.

4. Check any boxes for available amenities the location might have for teams or spectators. Once complete, click Add.

6. The location will now be displayed on the Listings main view and will also be available to be selected from the location drop-down menu.

Locations Listings

Locations dropdown menu

Manually Adding a Surface to a Location

Choose your location from the Listings view or the Location drop-down menu located in the upper right-hand corner.
Once selected, click on the Add Surface button.

3. The Add Game Surface dialog box will appear on the screen. Enter the following details for the surface:

Surface Name (required): Name of the surface at the venue. i.e., main field, court 2, etc.
Surface Type: Grass, Court, or Artificial Turf.
Dimensions: Width and length of the surface. Can be entered in yards, feet, or meters.
Has Lights: Indicate if lights are available at the surface.
Open/ Closed: Indicate whether the surface is open or closed for play.
Surface Blocks: Indicate if another surface physically blocks the surface at the location.
Special Instructions: Include any notes for the surface.

4. Once complete, click Add.

5. The surface will now be displayed within the location. Use the arrow icon to reposition the surface on the page, the edit icon to modify the surface, or the delete icon to remove the surface.

Note: If surfaces are added or edited in the Locations product, the surface will be mirrored in the Field Complex Admin element.

Importing Locations & Surfaces

From the navigation, click Settings >Scheduling > Import Locations.
Click the ‘Download this file’ link on the page to access the import file spreadsheet template.

3. On your downloaded copy of the import file, begin adding all of your incoming data while maintaining the integrity of all existing column headers. Instructions for accepted data inputs can be found on the 2nd tab of the file titled 'Instructions' and also outlined below. Asterisk ( * ) denotes a required field.

Universal ID*: Enter the universal location ID.
- If importing brand new locations with surfaces: For locations that do not yet exist in your domain, leave the Universal ID box blank for the import. The system will run a check against the address of the location and create an ID for the location if one does not already exist.
- If importing additional surfaces for existing locations: For existing locations, including the location's universal ID, this can be found by going to the location's page - the Universal Location ID will be displayed below the location name in orange text. Be sure to group the surfaces at the same location by inputting the same universal ID.

Location Name*: Enter the name of the location (characters 0-9 and A-Z only).
Street, city, state, country, and zip code*: Enter the address details for the location. Valid information is required for map generation.
Region Name*: Enter a region name (characters 0-9 and A-Z only) only if regions have been set up specifically for your organization - otherwise, leave blank.
Amenities: Include available amenities at the location. Use the Yes/No menus to indicate if the location has the respective amenity available for teams or spectators.
Lights: Using the drop-down, indicate if the surface/ location has lights available.
Surface Name*: Enter the name of the surface. The name must be unique to the location (characters 0-9 and A-Z only).
Surface Type*: Using the drop-down, indicate the surface type. Options available are artificial turf, court, and grass.

4. Once the file is complete with all your organization’s location/ surface information, save the file as a . CSV (Comma Separated Values) format. Upload your saved file by dragging it into the upload section or clicking to select the file from your computer. Once the file has been selected, click Next.

5. Preview the first 10 rows of your incoming data to verify that the column headers are properly mapped. Use the sort function or filters to review any location or surface information included in the file. If any corrections need to be made, click the Restart button and make the corrections on the file, then re-upload.

6. If the preview of the data is accurate, complete the process by clicking the Import button at the bottom of the page.

7. The import process has begun. You will receive a confirmation email once the process has been completed. Processing times may vary depending on the size of the file or system traffic.

8. If you need to add more locations from a different file, select the Import Again button and repeat the process as necessary.

Note: The import process will not update any existing values for a location or surface. Necessary edits should be done manually for each location or surface.

Managing Location & Surface Details

Once a location has been added, you can return to the Location’s page and click on the mini menu and select Edit Location to modify location details.

Surface details can be modified on the Location page by clicking the edit icon on the surface card.

Managing Closures

Surface closures will only display in the Locations product & Mobile App and have no impact on the Field Complex Admin views managed in Elements. If you are utilizing the public field status widget/text message alerts in Field Complex Admin, this is not connected to this process.

Managing Closures for an Entire Location

From the Listings view:

On the Listings view, click on the Edit Closures icon.

2. Click Close Both/ Close All on the dialog box. Enter a closed until date and time for each surface. If the surfaces will all reopen at the same time, check the Close All Together box to enter one date/time when all surfaces will be available. Once complete, click Save.

3. The All Closed indicator will now appear on the Listings view, verifying that all surfaces at the location are closed.

From the Location page:

On the Location page, click on the Edit Closures button.

2. Use the Open All/ Close All buttons to change all the surface statuses at once, or use the slider next to each field name if statuses vary from surface to surface.

3. If closing all surfaces, click Close Both/ Close All on the dialog box. Enter a closed until date and time for each surface. If the surfaces will all reopen at the same time, check the Close All Together box, then enter one date/time when all surfaces will be available. Once complete, click Save.

4. Surfaces will automatically reopen once the date/time set in the Close Until field has passed. If you wish to reopen any surface before the Close Until Date/Time, you can come back to the Location view and manually reopen the locations by clicking Edit Closures for the locations, then selecting Open All > Save.

Note: All team members (team staff and parents) will be notified via push notification through the OTTO SPORT mobile app when any game calendar events are impacted by closures that take place within the surface closure period. This push notification will indicate when a surface is closed and when it has been reopened.

Managing Closures for Select Surfaces

To close one surface:

From the navigation, click on Locations > click on the location name on the Listing tab.
On the location page, click on the edit icon in the surface detail card to modify the surface.

3. Move the slider from open to closed, then enter a closing date and time. Once complete, click Update.

4. The surface will now be listed as closed and will automatically reopen once the date/time set in the Close Until field has passed. If you wish to reopen the surface before the Close Until Date/Time, you can come back to the Location view and manually reopen the surface by clicking Edit Surface for the respective surface, then switching the slider to ON, and then click Update.

Location Calendar

View all seasonal games and training events per date at a location using the Location Calendar. Viewing a location’s calendar will conveniently provide a visual display to show where surface availability exists on surfaces at the location, so that any scheduling changes that need to be made can easily be modified.

To view the Location Calendar:

From the navigation, select Locations > click on the name of the location you wish to view.
On the Location page, click on the Calendar tab. Once on the Calendar tab, the date will default to today’s date.

3. To begin, you can click on Find Date and use the mini calendar to view events for a specific date. Dates that are grayed out do not have any events scheduled on them.

4. When looking at a glance of events on a date, the view will display the location, number of surfaces, and number of games or trainings at the location. Hover over a game or training block to view more details. Click on the TODAY button to return to today's date.

Note: Games will be displayed in light blue blocks, and trainings will be displayed in orange blocks.

5. You can also use the left and right navigation arrows to the side of the date listings to hop back and forth between dates. Only dates with events scheduled for the respective location will appear on the screen.

Any scheduling changes to games or training events will need to be done via Schedules > Season tab > choose Game Schedules or Training Events on the Reports drop-down.

Surface Permits

Use Surface Permits to control how and when games can be scheduled on specific surfaces. This helps ensure scheduling rules are followed, even when others may not know all the nuances. You can create unlimited permits per location and prioritize them to guide scheduling behavior.

Click here to read more about setting up and using Surface Permits when scheduling games for the season.

Location Status Widget

Create a public Location Status widget to display real-time field availability and surface details. This embeddable widget offers a streamlined way to share up-to-date Location Statuses based on the current date and time, making it easy for players, parents, and the public to stay informed of closures, updates, and directions. The widget is responsive, easy to embed, and provides a clean, accessible listing of all system Locations and Surfaces. Follow these steps to create and publish your Location Status widget.

Configuring the Location Status Widget

From the navigation, select Settings, then click on Public Widgets, and select Locations.
A preview of the widget will appear in Step 1, displaying the current status of your organization's system-added Locations and Surfaces.

3. Next, choose the destination for the widget:

If the widget will be placed on a website that OTTO SPORT hosts, select ‘This website’. If selecting ‘This website’, the widget will only function when added to 'yourorganizationname.demosphere.com' and 'yourorganizationname.ottosport.ai'
If the widget will be placed on a website that is hosted outside OTTO SPORT, enter the web address. Once the web address is entered, the widget will only function when added to web pages under the same domain.

4. Click Create Widget.

If placed on a website hosted by OTTO SPORT: Your widget will now be available for your website. Click on your Site Map link and select the Widget option when adding content to any page.
If placing on an external website: Copy the code snippet and embed it into your website. Note: The widget will only function when added to pages under the same domain as designated in the Destination Website section.

Adding the Location Status Widget to your website

After you have created your widget, it can be added to any web page under your organization’s domain hosted by OTTO SPORT. To add to your website:

For OTTO SPORT Websites:

Go to your site map, locate the page you want to add the widget to, and select the Add Content button. Choose Widget as your content type.

2. Enter a title for the widget and, using the Widget Type drop-down menu, select Location Status. Click Save once complete.

3. The widget will then be displayed and be available to the public.

For External Websites:

If you are choosing to embed your Locations widget on an externally hosted website, use your copied widget code and place it within any HTML editor. Example below:

Viewing the Location Status Widget

When viewing the Location Status Widget, icons indicate whether all surfaces at a location are open or closed. Depending on the current status of all surfaces, users will have the option to Search Locations and See All Closures. Click Search Locations to open the full Location Listing view, and See All Closures to only view locations with closed surfaces.

Below the title, use the A-Z letter filters to jump to Locations by their starting letter. Red letters indicate locations with closed surfaces. Show Closed Only and Show All at the top right corner. All surfaces will show the current status, along with the location address and physical attributes. All closed surfaces will show the date and time they’re closed until.