Full Admins and Schedulers with permission can use Surface Permits to control how and when games can be scheduled on specific surfaces—helping 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.
Accessing Surface Permits
1. From the navigation, select Schedule > Locations > choose your Location from the list > Permits.
2. The Surface Permits table will display, showing all current and future permits for the Location. Permits with a past end date are hidden in this view.
Adding and Managing Surface Permits
1. To add a new permit, click the mini menu, then select Add.
2. Enter the necessary details for the permit, including surface, beginning and end dates, days active, opening and closing times, gender, etc.
3. Once complete, click Add. The permit will then be displayed in the Surface Permit view. All new Surface Permits will be placed at the top of the list view.
4. Once created, click on the edit icon in the permit row to modify any details.
5. To remove a permit, click on the delete icon and confirm your selection.
Note: A surface cannot be deleted if it is currently associated with an active surface permit.
Cloning Surface Permits
Cloning can be used to quickly create similar permits by copying an existing permit and only modifying details that need to be changed, such as dates, times, or surfaces.
In the permit row, select Clone Surface Permit and adjust any values as needed in the dialog.
Click Clone to create a new permit.
Reordering Surface Permits
Permit order determines priority during scheduling. Permits with a higher priority (lower order number) are evaluated first by the system and take precedence over lower-priority permits when assigning games to surfaces.
In the permit row, select Re-order Surface Permit.
2. Use the buttons to move the permit: Move to Top, Move Up, Move Down, or Move to Bottom.
3. Any order changes apply immediately as you adjust the permits on the screen. Click Close once complete.
Using Surface Permits when creating Games
Surface Permits can be used during game scheduling to automatically apply approved surfaces, time ranges, and limits—saving you from manually configuring surfaces for each scheduling group. Follow the steps below to use Surface Permits while creating games via the Schedule Generator.
During Step 3: Locations within the Schedule Generator, when prompted ‘Set time and location for each game?’, choose ‘Yes, set up now.’
A second question will then appear: ‘Select individual game surfaces to schedule on?’
Choose ‘Yes, select now’ to configure surfaces manually (this follows the existing process).
Choose ‘No, use existing permits’ to schedule games using Surface Permits.
If you choose ‘No, use existing permits,’ you’ll then see a third question: ‘Automatically apply club permits for home teams?’
If selecting ‘Yes, auto apply’ - The system will automatically:
Identify all applicable Surface Permits based on Gender, Age, and Season/Grouping.
Apply permits in priority order to schedule matchups.
Enforce permit rules such as time ranges and game limits per surface per date.
If there isn’t enough permit coverage, affected matchups will remain TBD for time and surface.
If selecting ‘No, select applicable permits’:
You will choose how permits should be applied using Stacked or Spread scheduling patterns and set the prioritization of the Game Permits manually.
4. Once configurations have been set for any of the options mentioned above, click Update Legs to view matchups.