SPSA Schedule & Scheduler User Guide
SPSA Schedule & Scheduler User Guide
www.spsascheduler.com
Table of Contents Introduction .................................................................................................................................................. 3 Key Items....................................................................................................................................................... 3 Login .............................................................................................................................................................. 4 Main Screen .................................................................................................................................................. 4 Screen Navigation ..................................................................................................................................... 5 Administrative/Team Option ................................................................................................................ 5 Standings Option ................................................................................................................................... 6 Date Selection ........................................................................................................................................... 6 Screen View............................................................................................................................................... 7 Field and Cage Headers............................................................................................................................. 7 Adding/Scheduling Practice .......................................................................................................................... 8 Valid Practice Times .................................................................................................................................. 9 A Sandy Plains Week and Two Week Window ......................................................................................... 9 Practice Limits ........................................................................................................................................... 9 Deleting A Practice ...................................................................................................................................... 10 Expanding Game Detail ............................................................................................................................... 10 Exporting Team Schedule ........................................................................................................................... 11 Entering Scores to Track Standings ............................................................................................................. 12
SPSA Schedule & Scheduler User Guide
Page 2
Introduction All scheduling of practices and games at Sandy Plains Softball is done through the SPSA Online Scheduler. The scheduler system is relatively simple to use, much like any calendar application. It was designed to better utilize field resources, by communicating available fields and cages in real time as well as provide coaches greater scheduling flexibility through an easily accessable tool. For the system to be at its most effective for all Sandy Plains coaches, it requires all coaches to have a good working knowledge of the system and constantly updating and utilize the system. The following pages are a user guide to the scheduler and scheduling at Sandy Plains Softball. Please take a few moments to become familiar with it and use it as a reference throughout the season. The scheduler is constantly being updated, so aditional features maybe added that are not included in this guide. Most questions are answered in the guide, but should you have any questions, please contact the SPSA Scheduler and/or Schedule Coordinator.
Key Items It is recommended that you review the entrire guide, but there are a few key items of focus. 1. Your username and password will be provided to you at the beginning of the season, typically around the time of evaluations, by the Scheduler or Schedule Coordinator. Also, you will be assigned a team number, typically at your draft or provided by the Scheduler or Schedule Coordinator, as a team identification on the scheduler. 2. As a coach at Sandy Plains Softball, you are responsible for keeping your team’s practice schedule/field and cage use updated on the scheduler. Failure to cancel scheduled practices can lead to restricted access or a loss of access to fields and cages. 3. Teams have different access rights to fields and cages. See Section on Practice Limits 4. Signing up for additional field or cage time is done within a two week window. A SPSA week starts 12:00a midnight on Sunday and ends 11:59p Saturday. The two week window is not a rolling two weeks or rolling 14 days, but rather includes the current week plus the following week. You are able to sign up for additional fields or cages for that time period, during that time period. 5. Additional fields and cages can be reserved on a first come, first serve basis within the two week window on the scheduler by coaches. There isn’t a need to contact the Scheduler or Schedule Coordinator to schedule a practice or cage time. 6. Contact information for all teams at Sandy Plains is available on the scheduler system. Utilize this tool to swap practice times and/or locations, to share practice times, or to schedule scrimmages. 7. Updated standings (Spring Season Only) are also available on the scheduler. This requires all winning coaches to enter their scores into the schedule upon game completion. In case of a tie, the home team is responsible for entering the score. 8. Your team’s schedule can be exported out of the scheduler into a Google calendar or other application through an .ics file. 9. Browser Compatibility. Internet Explorer 8 will have compatibility issues. You will need to use Chrome, Internet Explorer 9 or higher. SPSA Schedule & Scheduler User Guide
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Login Go to http://www.spsascheduler.com/ and enter your username and password provided.
Input Username & Password
Your username and password will be provided, usually around Evaluations, by the Schedule Coordinator
Main Screen After logging in, the system will take you to the Schedule Screen option. (See Below) Your team identification number is at the top and left below the Export Feature.
This is the screen used to add, delete and view field activity and availability at Sandy Plains and Bells Ferry parks. You can navigate to other options of the scheduler using the Screen Navigation on the right. SPSA Schedule & Scheduler User Guide
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Screen Navigation The Scheduler allows you to: Access Sandy Plains Team Information – Administration\Teams Option View, Add and Delete your Practices – Under the Schedule Screen Option View Game Schedule and Enter Game Scores (Spring Only) – Under the Schedule Screen Option View Updated Standings (Spring Only) – Standings\(Age Group) Option
Left Click
Left Click
Left Click
You can select an option by Left Clicking on the Option in the Screen Navigation on the left side.
Administrative/Team Option
Left Clicking on the Team Option under Administration tab on the Screen Navigation, will allow you to scroll through the teams with team & manager name and contact information.
You can sort on any column by Left Clicking on the Column Header. The Team Privileges code (how many fields and cages a team can sign up/have access to in a given week) is listed by each team. To determine what the code means, you can Left Click on the Team Privilege Tab at the top of the screen.
SPSA Schedule & Scheduler User Guide
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Standings Option
By Left Clicking on the Standings tab, you can see the current standing for each age group by Left Clicking on the age group listed. This is only for the Spring Season.
Left Click
Date Selection
To change the Date you wish to look at on the Schedule Screen, use the buttons at the top left of the screen. o Left Click on the down arrow button will bring up a calendar where you can jump to a specific month and day. Or, o Left Click on the left arrow or right arrow button to move one day at a time from the current day displayed.
SPSA Schedule & Scheduler User Guide
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Screen View
The Scheduler will default to a single day view, where you will see all the fields and times for that particular day.
By Selecting Work Week or Week, you can get a snapshot of each field use for the entire week. This is helpful to see when fields are available for an additional practice.
Timeline is a way to view a particular field/cage across multiple weeks.
You can add or delete a practice in any of the views.
Field and Cage Headers
The Field and Cage Headers, for fields you can sign up to use, are as follows: SP-F1: Sandy Plains Field 1 SP-C1: Sandy Plains Cage 1 BF-F1: SP-F2: Sandy Plains Field 2 SP-C2: Sandy Plains Cage 2 BF-F2: SP-F3: Sandy Plains Field 3 SP-C3: Sandy plains Cage 3 BF-F3: SP-F4: Sandy Plains Field 4 SP-C4: Sandy Plains Cage 4 BF-F4:
Bells Ferry Field/Cage 1 Bells Ferry Field/Cage 2 Bells Ferry Field/Cage 3 Bells Ferry Field/Cage 4
The Field Headers for Games Scheduled outside the Park are as follows: Out-8U: 8U Rec Games played away from the Sandy Plains or Bells Ferry Parks Out-10U: 10U Rec Games played away from the Sandy Plains or Bells Ferry Parks Out-12U: 12U Rec Games played away from the Sandy Plains or Bells Ferry Parks Out-13+: 13+U Rec Games played away from the Sandy Plains or Bells Ferry Parks o Do NOT sign up for time under these headers
SPSA Schedule & Scheduler User Guide
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Adding/Scheduling Practice
Place Pointer on the Time Slot under the field or cage desired. The Dialogue Box “New Practice” Will Appear. Left Click on the “New Practice” Dialogue Box. An Appointment Box Will Appear
Right Click On Time & Field Left Click on Dialogue Box
Left Click on the “Team:” item and select your team number from the drop down box, by left clicking Leave the Subject line blank
Left Click on the “Field:” item and confirm your field or cage choice, by left clicking Press OK When Complete
Left Click
Left Click
You should see your practice, with your team number and field in the scheduler.
If you are unable to book a practice time, it may be that (a) an invalid time was entered, (b) you are outside the Two Week Window, or (c) you have used up your practice/cage allotment for the week. SPSA Schedule & Scheduler User Guide
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Valid Practice Times
Practices can be scheduled in two hour increments. o Valid Start Times Monday – Friday: 5:30 & 7:30 o Valid Start Times Saturday: 9:00, 11:00, 1:00, 3:00, 5:00, 7:00 o Valid Start Times Sunday: 12:00, 2:00, 4:00, 6:00 You will See One of the Following Error Messages, If an Invalid Time Is Selected
A Sandy Plains Week and Two Week Window
Coaches Can Schedule Practices during the Sandy Plains Two Week Window for field times within the same Two Week Window. A SPSA Week starts at 12:00a midnight on Sunday and ends 11:59p Saturday. The Two Week Window is not a rolling two weeks or rolling 14 days. The Two Week Window is the current week plus the following week. Changes beyond the Two Week Window must go through the Schedule Coordinator.
Practice Limits Recreation Teams and Travel Teams have limits on field usage per week. For Recreation Teams, teams are limited to a number of “touches” which includes games and practices. Travel Teams are limited based on their field plan chosen at the beginning of the spring. Max Field Use Per Week 6U Recreational Team
Max Cage Use Per Week 1
Travel Plan 1
2 (Including Games) Prescheduled 2 “touches” per week: 1 practice/1 game 4 (Including Games) Typically prescheduled for 3 “touches” per week: either 2 games/1 practice or 2 practices/1 game per week. 1 (Prescheduled)
Travel Plan 2
3 (2 Prescheduled)
2
8U-13+ Recreation Team
SPSA Schedule & Scheduler User Guide
2
1
To reschedule a practice you must delete the scheduled practice first. Have the option to add 1 more field time or 2 cage times per week, but prefer no more than 4-5 touches per week. To reschedule a practice you must delete the scheduled practice first.
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Deleting A Practice
As a coach at Sandy Plains Softball, you are responsible for keeping your team’s practice schedule/field and cage use updated on the scheduler. Failure to cancel a scheduled practice can lead to restricted access or a loss of access to fields and cages.
To Delete a scheduled practice: Go to the practice you wish to cancel and Right Click on it A Delete dialogue box should appear Left Click on the Delete dialogue box to cancel
Right Click Left Click
Expanding Game Detail You can expand a Game Item in the Scheduler by either Left Double Click or a Right Click. The first team listed is the Visiting team.
Right Click
SPSA Schedule & Scheduler User Guide
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Exporting Team Schedule You can export your schedule from the Scheduler to another calendar program.
Right click on the check box with your team number located at the top of the calendar
Right Click
Right click on the Export Schedule button located above your team button and follow the prompts to create a file to be exported into a calendar program. Right Click
The Scheduler with create an .ics file to import into a calendar program that accepts that format.
SPSA Schedule & Scheduler User Guide
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Entering Scores to Track Standings 1. Winning Team enters the score. If it’s a Tie score, then the Home Team should enter it a. The first team listed (ex: 810) is the Visiting team 2. Go to the game you need to enter the score for (You will only have access to games associated to your team)
3. Right Click the game and choose “Open”
4. Enter the Visitor “Runs” 5. Enter in the Home “Runs” 6. Click OK
7. Once “OK” is clicked, you will not be allowed to edit the score again. If you make a mistake with the score and you don’t catch it until after you click “OK”, please contact Steve Cutler ([email protected]) because we will need to change it on the backend. SPSA Schedule & Scheduler User Guide
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www.spsascheduler.com
Table of Contents Introduction .................................................................................................................................................. 3 Key Items....................................................................................................................................................... 3 Login .............................................................................................................................................................. 4 Main Screen .................................................................................................................................................. 4 Screen Navigation ..................................................................................................................................... 5 Administrative/Team Option ................................................................................................................ 5 Standings Option ................................................................................................................................... 6 Date Selection ........................................................................................................................................... 6 Screen View............................................................................................................................................... 7 Field and Cage Headers............................................................................................................................. 7 Adding/Scheduling Practice .......................................................................................................................... 8 Valid Practice Times .................................................................................................................................. 9 A Sandy Plains Week and Two Week Window ......................................................................................... 9 Practice Limits ........................................................................................................................................... 9 Deleting A Practice ...................................................................................................................................... 10 Expanding Game Detail ............................................................................................................................... 10 Exporting Team Schedule ........................................................................................................................... 11 Entering Scores to Track Standings ............................................................................................................. 12
SPSA Schedule & Scheduler User Guide
Page 2
Introduction All scheduling of practices and games at Sandy Plains Softball is done through the SPSA Online Scheduler. The scheduler system is relatively simple to use, much like any calendar application. It was designed to better utilize field resources, by communicating available fields and cages in real time as well as provide coaches greater scheduling flexibility through an easily accessable tool. For the system to be at its most effective for all Sandy Plains coaches, it requires all coaches to have a good working knowledge of the system and constantly updating and utilize the system. The following pages are a user guide to the scheduler and scheduling at Sandy Plains Softball. Please take a few moments to become familiar with it and use it as a reference throughout the season. The scheduler is constantly being updated, so aditional features maybe added that are not included in this guide. Most questions are answered in the guide, but should you have any questions, please contact the SPSA Scheduler and/or Schedule Coordinator.
Key Items It is recommended that you review the entrire guide, but there are a few key items of focus. 1. Your username and password will be provided to you at the beginning of the season, typically around the time of evaluations, by the Scheduler or Schedule Coordinator. Also, you will be assigned a team number, typically at your draft or provided by the Scheduler or Schedule Coordinator, as a team identification on the scheduler. 2. As a coach at Sandy Plains Softball, you are responsible for keeping your team’s practice schedule/field and cage use updated on the scheduler. Failure to cancel scheduled practices can lead to restricted access or a loss of access to fields and cages. 3. Teams have different access rights to fields and cages. See Section on Practice Limits 4. Signing up for additional field or cage time is done within a two week window. A SPSA week starts 12:00a midnight on Sunday and ends 11:59p Saturday. The two week window is not a rolling two weeks or rolling 14 days, but rather includes the current week plus the following week. You are able to sign up for additional fields or cages for that time period, during that time period. 5. Additional fields and cages can be reserved on a first come, first serve basis within the two week window on the scheduler by coaches. There isn’t a need to contact the Scheduler or Schedule Coordinator to schedule a practice or cage time. 6. Contact information for all teams at Sandy Plains is available on the scheduler system. Utilize this tool to swap practice times and/or locations, to share practice times, or to schedule scrimmages. 7. Updated standings (Spring Season Only) are also available on the scheduler. This requires all winning coaches to enter their scores into the schedule upon game completion. In case of a tie, the home team is responsible for entering the score. 8. Your team’s schedule can be exported out of the scheduler into a Google calendar or other application through an .ics file. 9. Browser Compatibility. Internet Explorer 8 will have compatibility issues. You will need to use Chrome, Internet Explorer 9 or higher. SPSA Schedule & Scheduler User Guide
Page 3
Login Go to http://www.spsascheduler.com/ and enter your username and password provided.
Input Username & Password
Your username and password will be provided, usually around Evaluations, by the Schedule Coordinator
Main Screen After logging in, the system will take you to the Schedule Screen option. (See Below) Your team identification number is at the top and left below the Export Feature.
This is the screen used to add, delete and view field activity and availability at Sandy Plains and Bells Ferry parks. You can navigate to other options of the scheduler using the Screen Navigation on the right. SPSA Schedule & Scheduler User Guide
Page 4
Screen Navigation The Scheduler allows you to: Access Sandy Plains Team Information – Administration\Teams Option View, Add and Delete your Practices – Under the Schedule Screen Option View Game Schedule and Enter Game Scores (Spring Only) – Under the Schedule Screen Option View Updated Standings (Spring Only) – Standings\(Age Group) Option
Left Click
Left Click
Left Click
You can select an option by Left Clicking on the Option in the Screen Navigation on the left side.
Administrative/Team Option
Left Clicking on the Team Option under Administration tab on the Screen Navigation, will allow you to scroll through the teams with team & manager name and contact information.
You can sort on any column by Left Clicking on the Column Header. The Team Privileges code (how many fields and cages a team can sign up/have access to in a given week) is listed by each team. To determine what the code means, you can Left Click on the Team Privilege Tab at the top of the screen.
SPSA Schedule & Scheduler User Guide
Page 5
Standings Option
By Left Clicking on the Standings tab, you can see the current standing for each age group by Left Clicking on the age group listed. This is only for the Spring Season.
Left Click
Date Selection
To change the Date you wish to look at on the Schedule Screen, use the buttons at the top left of the screen. o Left Click on the down arrow button will bring up a calendar where you can jump to a specific month and day. Or, o Left Click on the left arrow or right arrow button to move one day at a time from the current day displayed.
SPSA Schedule & Scheduler User Guide
Page 6
Screen View
The Scheduler will default to a single day view, where you will see all the fields and times for that particular day.
By Selecting Work Week or Week, you can get a snapshot of each field use for the entire week. This is helpful to see when fields are available for an additional practice.
Timeline is a way to view a particular field/cage across multiple weeks.
You can add or delete a practice in any of the views.
Field and Cage Headers
The Field and Cage Headers, for fields you can sign up to use, are as follows: SP-F1: Sandy Plains Field 1 SP-C1: Sandy Plains Cage 1 BF-F1: SP-F2: Sandy Plains Field 2 SP-C2: Sandy Plains Cage 2 BF-F2: SP-F3: Sandy Plains Field 3 SP-C3: Sandy plains Cage 3 BF-F3: SP-F4: Sandy Plains Field 4 SP-C4: Sandy Plains Cage 4 BF-F4:
Bells Ferry Field/Cage 1 Bells Ferry Field/Cage 2 Bells Ferry Field/Cage 3 Bells Ferry Field/Cage 4
The Field Headers for Games Scheduled outside the Park are as follows: Out-8U: 8U Rec Games played away from the Sandy Plains or Bells Ferry Parks Out-10U: 10U Rec Games played away from the Sandy Plains or Bells Ferry Parks Out-12U: 12U Rec Games played away from the Sandy Plains or Bells Ferry Parks Out-13+: 13+U Rec Games played away from the Sandy Plains or Bells Ferry Parks o Do NOT sign up for time under these headers
SPSA Schedule & Scheduler User Guide
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Adding/Scheduling Practice
Place Pointer on the Time Slot under the field or cage desired. The Dialogue Box “New Practice” Will Appear. Left Click on the “New Practice” Dialogue Box. An Appointment Box Will Appear
Right Click On Time & Field Left Click on Dialogue Box
Left Click on the “Team:” item and select your team number from the drop down box, by left clicking Leave the Subject line blank
Left Click on the “Field:” item and confirm your field or cage choice, by left clicking Press OK When Complete
Left Click
Left Click
You should see your practice, with your team number and field in the scheduler.
If you are unable to book a practice time, it may be that (a) an invalid time was entered, (b) you are outside the Two Week Window, or (c) you have used up your practice/cage allotment for the week. SPSA Schedule & Scheduler User Guide
Page 8
Valid Practice Times
Practices can be scheduled in two hour increments. o Valid Start Times Monday – Friday: 5:30 & 7:30 o Valid Start Times Saturday: 9:00, 11:00, 1:00, 3:00, 5:00, 7:00 o Valid Start Times Sunday: 12:00, 2:00, 4:00, 6:00 You will See One of the Following Error Messages, If an Invalid Time Is Selected
A Sandy Plains Week and Two Week Window
Coaches Can Schedule Practices during the Sandy Plains Two Week Window for field times within the same Two Week Window. A SPSA Week starts at 12:00a midnight on Sunday and ends 11:59p Saturday. The Two Week Window is not a rolling two weeks or rolling 14 days. The Two Week Window is the current week plus the following week. Changes beyond the Two Week Window must go through the Schedule Coordinator.
Practice Limits Recreation Teams and Travel Teams have limits on field usage per week. For Recreation Teams, teams are limited to a number of “touches” which includes games and practices. Travel Teams are limited based on their field plan chosen at the beginning of the spring. Max Field Use Per Week 6U Recreational Team
Max Cage Use Per Week 1
Travel Plan 1
2 (Including Games) Prescheduled 2 “touches” per week: 1 practice/1 game 4 (Including Games) Typically prescheduled for 3 “touches” per week: either 2 games/1 practice or 2 practices/1 game per week. 1 (Prescheduled)
Travel Plan 2
3 (2 Prescheduled)
2
8U-13+ Recreation Team
SPSA Schedule & Scheduler User Guide
2
1
To reschedule a practice you must delete the scheduled practice first. Have the option to add 1 more field time or 2 cage times per week, but prefer no more than 4-5 touches per week. To reschedule a practice you must delete the scheduled practice first.
Page 9
Deleting A Practice
As a coach at Sandy Plains Softball, you are responsible for keeping your team’s practice schedule/field and cage use updated on the scheduler. Failure to cancel a scheduled practice can lead to restricted access or a loss of access to fields and cages.
To Delete a scheduled practice: Go to the practice you wish to cancel and Right Click on it A Delete dialogue box should appear Left Click on the Delete dialogue box to cancel
Right Click Left Click
Expanding Game Detail You can expand a Game Item in the Scheduler by either Left Double Click or a Right Click. The first team listed is the Visiting team.
Right Click
SPSA Schedule & Scheduler User Guide
Page 10
Exporting Team Schedule You can export your schedule from the Scheduler to another calendar program.
Right click on the check box with your team number located at the top of the calendar
Right Click
Right click on the Export Schedule button located above your team button and follow the prompts to create a file to be exported into a calendar program. Right Click
The Scheduler with create an .ics file to import into a calendar program that accepts that format.
SPSA Schedule & Scheduler User Guide
Page 11
Entering Scores to Track Standings 1. Winning Team enters the score. If it’s a Tie score, then the Home Team should enter it a. The first team listed (ex: 810) is the Visiting team 2. Go to the game you need to enter the score for (You will only have access to games associated to your team)
3. Right Click the game and choose “Open”
4. Enter the Visitor “Runs” 5. Enter in the Home “Runs” 6. Click OK
7. Once “OK” is clicked, you will not be allowed to edit the score again. If you make a mistake with the score and you don’t catch it until after you click “OK”, please contact Steve Cutler ([email protected]) because we will need to change it on the backend. SPSA Schedule & Scheduler User Guide
Page 12
