Visibility Features
This article will discuss the visibility features available on the Schedule and how to use them. A user can manage visibility settings regarding the staff/players that can see an Event in their Schedule, as well as their own visibility settings for their Schedule page. Below are the two features explained.
To see an article on creating/adding event types, please refer to here
Event Visibility
If you have the modify schedule user role, you can edit which users get to see which Custom Events on there. This can lead to bespoke schedules for each user.
To manage visibility, you need to double click the Custom Event that is currently on a schedule time slot (this will open the Edit window). In the Edit window > select the Visibility tab, which will reveal staff and player drop-down options. Use the drop-down selectors to select which staff/players you want this Event to be visible to. If you have Staff Groups and Coaching Groups set up, you can also use the group drop-down selector to quickly select staff/players assigned to a group.
Schedule Visibility Settings:
You have numerous visibility settings above the Schedule. This enables you to view just events at a certain location or events of a certain category. You can even view the calendar from another users perspective.
To enable this feature, click the 'Eye' icon that sits above the calendar view (in between the Clock and Replication icons). You will now see the aforementioned options/filters
Schedule to View: View your players’ schedules from the team you are in (top right)
Teams to View: Overlay other teams’ schedules on top of each other (only if you are assigned to more than one team). Remember that each schedule is built specific to each team
Events by Provider: Providers are the event types that can be viewed on the Schedule. These can include information from other parts of the system such as Birthdays or Passport Expiry warnings
Events by Category: Categories are a way of grouping events. This allows you to view all the 'Medical' events on a schedule if you wished
Events by Location: On Custom Events and Session Events, you can allocate a location. You can use this filter to only show events on Pitch 1 for example.
Once you are happy with the visibility filters, click the Refresh Schedule button to load the new view.
If you would like to save your filter options, use the 'Save Visibility Settings' checkbox. These filters will now remain until you manually change them or remove the save option
Multiple Views
In the top right of the Schedule, you will be able to see the multiple viewing options: Month, Week, Day, List Day, List Week and List Month. Selecting one of these will change the layout and date range of your Schedule.
Also, you can make your Schedule full screen by selecting the Crossing Arrows icon in the top left of the Schedule. Click it again to return back to the original Schedule view.
To export your current view of the Schedule (Month, List Week etc.) to a PDF, you need to select the Export to PDF icon (on the right side of the Crossed Arrows icon) at the top of the Schedule. This will then download your Schedule as a PDF and be available to view and share.
Alerts
To set an alert on a schedule event, single click on an Event in question. A slider panel should appear on the right side of the screen that shows additional information about the Event e.g. Category, Summary etc. In this window you will be able to see an Alerts option with a Bell icon, select this option. A window will open with Alert fields, these fields allow you to choose an Alert Type (Email/Text Message) and an Alert Time to remind the attendees/participants of the Event start time. Once you are happy, select Save Alert.
iCal/Sharing Calendar to personal devices
This allows you to sync a Sports Office calendar into your own personal calendars on your phones/laptops.
Above the Calendar, you will be able to see a Newspaper icon (iCal Subscription) at the top of the Schedule, next to the Replication icon. Click to open a new page called Schedule Subscription. This page is where the user will find their Personal Subscription Link. Click the option to email the link to your email address (This will be sent to the address attached to your user account.
Generating personal subscription links:
Only Club Administrators and Sports Office staff can generate subscription codes. Club Administrators go to System > Manage Users, which will open a new page showing all player and staff users currently on the system. Find the user you want to generate the Personal Subscription Link for and select Edit (on the far right of the user’s row). This will open the player’s/staff’s Account Details e.g. Username, Password etc. Finally, scroll to the bottom of the details and select the Regenerate option to generate the Personal Subscription Link. Select Finish to close the window.
Turn on 24 Hour Time
At the top of the Schedule, you will be able to see an option called Toggle 24 Hours, selecting this will change the layout of your Schedule and make it show 12am to 11pm. To revert to your original view, just select the Toggle 24 Hours option again.
Refresh Schedule
At the top of the Schedule, near the date, you will be able to see an icon made up of two arrows forming a circle. Selecting this will refresh/reload your Schedule.
Manage Time Zone
At the top of the Schedule you will be able to see a Clock icon (Time Zone), next to the Eye icon. Select the Time Zone icon, which will open the Time Zone window. In here you can select your desired Time Zone from the drop-down selector, which will automatically refresh your Schedule and the Events currently in it to the new Time Zone. Once you are finished, select Close.
The Sports Office Contacts
Please use the following support channels to help further with any related questions/issues you may be having with your system.
Telephone:
0330 058 0303 - Our phone line is open Monday to Friday from 8:30am to 4:30pm
Email:
For Clients using the Premier League PMA system:
For all other Client:
For Clients from the IRFU:
Chat:
Our interactive chat bubble in the bottom right of your platform
Someone will aim to reply to your email within 24 hours given it isn’t on a weekend.