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Registering on a League or Division
Once you are a registered member of the ezScoreboard system, you can then register yourself
on the different available divisions and leagues. You can view all the available
divisions and leagues
by clicking on Scoreboard Home on the side menu.
Each league has its own league registration process.
Note that your ezScoreboard membership provides you with the identification required by the league
administrators to register on their leagues. Using this identification, the administrators
will determine all proceeds due from you, allow you to access divisions, post scores, review scores,
generate/view schedules, etc.
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Registering a Team
Each league allows you to register a team on one or more of the divisions supported
by the league. If your team is a single's team we will create a team for you during the registration
process. The team name will be (your last name,your first name).
If your team has more than one player, then a designated person from your team
should login to the ezScoreboard (if they are an ezScoreboard member), access the league's menu
and then select the 'Division Registration' option. They will then register the team and convey
the team name to the other players on the team. This person will be delegated the 'Captain'
of the team. Other team members, can then login to the ezScoreboard (if they are ezScoreboard
members), and link themselves to this team.
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Setting up a team with more than one player
This is a two step process.
In the first step, the captain or a designated person for the team,
logs in to the Scoreboard (assuming that they are already signed up on the Scoreboard). They
they then find the league by either locating it on the ezScoreboard home page, or by browsing
the various sports categories supported. Once they find the league, they click on it and this
will bring up the league's menu. An available option will be 'Register for an
Activity'.
They click on this option and select the division(s) in which that they would like to register a team.
The designated person will
then select the 'Register Team' option from the pull down option provided in 'Step II' of the
registration process. They will provide the system with the required team information.
If this is a multi-player team (more than two players), the designated enters a name for the
team. This name should be later conveyed to the other team members.
If it is a doubles team, the system will request your partner's last name.
In step two of the process, the other team members then sign up on the Scoreboard, log in,
and select the chosen league from the available leagues. They also click on 'Register
for an Activity'.
However, instead of choosing the 'Register Team' option in step II of the registration process,
they then select the team registered earlier from the pull down list. There is no need to
enter any information about the team. Once the team is selected, they continue with the registration process.
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Ladder Snapshots
Note: The ladder contains a real-time representation of the player's position on
the ladder. As a player enters their score, their position is automatically
determined and reflected on the ladder.
The 'Rank Reference' are snapshots of the ladder taken
throughout the life time of the ladder. You can create a snapshot and it will be
stored on the system. The snapshot copies the current positions on the ladder
and stores it for future reference.
The snapshot has one primary function:
- it creates a firm reference against which you run all future scores to accurately determine ladder positions.
Positions on the snapshot can be manually adjusted by using the move feature provided. Once
you are happy with the snapshot, you can then update the ladder to reflect more accurate
positions for all the players. Select the refresh feature to update the listed positions for a
ladder. The refresh function will let you select from one of many snapshots you
may have created earlier.
The value of this feature is to correct errors that might have crept into the ladder
due to players
having entered scores a few days after they had played.
What if I have deleted a team and want an updated snapshot ?
This is a two step process.
- First run your ladder against an existing snapshot. The result will be a
gap in the ladder listing. This is okay.
- Next, take a new snapshot, and then run another refresh against the new
snapshot. This should correctly reflect the ladder positions and should not
contain any gaps.
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Creating Notes for Rules
There are several pieces of information you should enter when creating
multiple rules or other note types (Welcome Message, Bulletins, FAQs). You create a note by clicking the Admin link on the top of the page
(must be logged in and have the activity loaded), and then selecting
from one of the Note types.
Each note type has the following parameters:
- Title: This is the title for the note, e.g. Rule 1
- Sequence: You will have several entries of notes. For example you may create 10 rule entries by repeating this process. Each time you do it you use the Sequence
number to specify the order in which you want the specific note to appear relative to the others.
- Status: With the status option, you can create notes without having your members view them. Once they are ready, you can set the status to 'Publish'
Details: In this section enter the content for the notes. This is similar to
entering information in a word processor such as Word. You can bold items, set
the font size, etc.
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Entering Results
Please enter the match/set score for the match that was played.
Listed are all schedules associated with this team. Select a matching
schedule and opponent set from the pull down menu. After you have entered the
match/set score, please enter the information for all sets played in the match.
If you are recording the results for multiple teams, then for each sub-team,
specify the match score and the individual set scores. You can also
specify whether the match was defaulted, and if so, whether it was ever started.
All match results must be entered in favor of the winning court, irrespective of
the overall match result. Even though a team may have won only one match, the
results should still be entered in their favor.
Date time format : mm/dd/yyyy hh:mm am/pm
eg. 1/31/2001 5:00 am - 31st of January 2001, at 5.00 in the morning
eg. 10/1/2001 12.30 pm - 1st of October 2001 at 12.30 in the afternoon
Thereafter click on the "Submit" button. The next screen will require you
to validate your entry. If you are recording the results for multiple teams, it will
require you to populate the team roster for each match played. For doubles teams, you will be required
to enter the name of two people; for singles the name of one; and for other team types, the
system will specify how many players should be entered.
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Your Email
You email address is used by the ezScoreboard system to inform you of new schedules,
new bulletins, and to inform you when results for your team have been posted.
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Entering results
When entering results for a court please enter the results in favour of the winning team on the court and not the home team.
For example if the away team won 6-4, 6-4, the results
should then be entered as 6-4, 6-4 and not 4-6,4-6.
If the winning team is the home team, then the results should also be entered as 6-4, 6-4.
Use the 'Winner' checkbox next to the away team to let the system know that that away team won. Similarly check the box if the home team won the court.
The system will not interpret 4-6, 4-6 as the away team winning the court and will therefore not allocate points accordingly.
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Linked Schedules
When creating schedules, it is possible to define dependencies between schedules, such that
the result associated with a schedule will impact the settings of the linked
schedule:
If you have not defined any players in the linked schedule, the system will
automatically update the team roster of the linked schedule with the winner of
the current schedule. This is useful when setting up tournaments. You could
define all the matches up to the final round without specifying who the players
are. Simply select the default option ('Select team now or later') and the
system will automatically update the team roster as you post the results for the
earlier rounds. You do, however, have to link all the schedules. Remember to
note down the schedule ID of each schedule.
An Approach
Here is one approach to setup a tournament.
- Identify how many rounds span each tournament. If you have 32 players in a
single elimination format, then you should have a total of 5 rounds.
- Start by creating a schedule for the last round (round 5). Select the
default option for the teams. Record the schedule ID created for this
schedule.
- Next, define the round 4 schedules (semi-finals). In our example, there
should be two schedules created. In the 'Link this schedule' field for each
schedule enter the ID of the final round. Record the schedule ID of each of
the newly created schedules.
- Repeat this process all the way to the first round. In the first round
select the teams that will be playing.
Now, when you post the result of the first round, the winners will be
automatically propagated to the next round. This will occur in each round, where
all you have to do is post the result of each match.
Viewing and Using the Schedule Calendar
The schedule calendar view spans 35 days with the first and last days of the span shown
in the title row of the view. Each of the 35 day blocks is broken up into three basic elements:
- The Day of the View - You can click on the day of the view and this will create a new scheduled event
for you within the selected day.
- A smiling graphic image - Each listed schedule is preceded by this graphic image. You can post the result
of an event by clicking on the image.
- The listed schedule - you can update the schedule itself by clicking on the listed schedule event. If
the listed schedule is italicized, this signifies that a match has already been played against this schedule.
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Viewing and Using the Playoff Bracket
The bracket page displays all schedules associated with the play off by round. Each schedule listed
in a round contains the following information:
- The schedule ID. This is a unique identifier associated with a match schedule. This identifier is
used by schedules from for earlier rounds to link to this schedule. This identified is shown as 'S:32' where
32 is the schedule identifier for the schedule.
- The Link ID. This identifier links this match schedule with future match schedules. All results of this
scheduled match will automatically update the teams on the linked schedule. This identifier is
used in conjunction with the unique Schedule ID and is shown as 'L:5670' where 5670 is the schedule id
of the linked to schedule.
- A smiling graphic image - Each listed schedule is preceded by this graphic image. You can post the result
of an event by clicking on the image.
- The listed schedule - you can update the schedule itself by clicking on the listed schedule event. If
the listed schedule is italicized, this signifies that a match has already been played against this schedule.
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Entering opponent and schedule information
On this page you must select the opponent from the opponent list, select a schedule if one was
created for this match, enter whether the match was won, lost or tied, and then enter the date
and time the match was played.
Note, that if you access the calendar view of your schedule, and post a match result from the calendar
view against a schedule, the fields on this page will be automatically updated for you. Your opponent will
be selected, the schedule will be selected, and the date and time that the match was played will be
selected for you. Creating a schedule also requires you to define a venue such
that when you post a score against a scheduled match, the match results is
referenced back to the venue at which it was played.
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Team Members
Each team has one or more members and each member has one of the
following roles within a team:
- Team Administrator - this is the person that registered the team and by default can
post results for matches played. However, the right to post scores can be
removed by the league administrator. A team administrator can change the roles
of other team members including that of other team administrators. A team can have multiple
administrators.
- Coach - this is the person that registered the team and by default can
post results for matches played. However, the right to post scores can be
removed by the league administrator. A coach can change the roles
of other team members including that of other coaches. A team can have multiple
coaches.
- Assistant Coach - this is the person that registered the team and by default can
post results for matches played. However, the right to post scores can be
removed by the league administrator. An assistant coach can change the roles
of other team members including that of other assistant coaches. A team can have multiple
assistant coaches.
- Captain - this is the person that registered the team and by default can
post results for matches played. However, the right to post scores can be
removed by the league administrator. A captain can change the role of other team members including
that of other captains. A team can have multiple captains.
- Player - this is a member of a team. They can view match results but
cannot enter match results.
- Substitute - this is a member of a team. They can view match results but
cannot enter match results.
Adding Team Members
As a team administrator, coach, assistant coach or captain you can add registered ezScoreboard members to your
team. Simply enter the first few letters of the last name in the search box, and
the system will respond with a list of eligible members. Pick the member you want,
select the role you want them to perform in the team (administrator, coach,
assistant coach, captain, player,
substitute) and then click the 'Add' button. The page is refreshed and the roster next updated with the newly added
member.
You can also delete someone from the team by clicking on the 'Delete' button.
When the system recognizes that you are deleting the last member of the team, it
will prompt you for a confirmation. Remember, if you have accidentally deleted
someone, you can reinstate with the add function.
You can similarly modify a member's role within the team, by selecting their
new role, and then clicking on the 'Update' button.
Suspending Team Members
As a team administrator, coach, assistant coach or captain you can suspend
members from your roster. Suspending them will still retain their playing
record. The suspended player will not be available as part of the roster when
posting new match results on the site.
Deleting Team Members
As a team administrator, coach, assistant coach or captain you can delete
members from your roster. Deleting them will remove their playing record. If you
wish to keep their playing record, simply suspend them from team.
Historical Roster
As a team administrator, coach, assistant coach or captain you can update the roster position of a player
The system stores the last roster position and builds this history as you move a player between rosters.
To view the history, click on the 'History' link in the 'Pos' column.
- To set up this function, you must be in the Admin view for this page.
- The first thing to look for is if the Roster Tracking feature is turned on. You can turn this on by clicking the Switch link
- Once the roster tracking feature is on, you can change a players roster position by editing the Position number in the Pos column, and then clicking the
Update button in line with a player's name. When you change the roster position, the system archives the last roster position. You can then see this through the History link.
If you do not have 'Roster Tracking' turned on, the system will
not track changes to the roster position.
- On the admin reports page you will now be able to track a player's playing history in a season by their roster position.
For each roster change made and against which match results were recorded, the system will display the match statistics on the Admin reports
page by the roster position.
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Rights & Roles
The system supports a hierarchy of roles. The role with the most privileges
on the system is that of the League Administrator and the role with the least
privileges is that of a substitute. The roles hierarchy is :
- Super League Administrator,
- League Administrator,
- Ladder/Division Administrator,
- Team Administrator,
- Team Captain,
- Team Player,
- Team Substitute
Each role is assigned a set of privileges and it automatically inherits
the privileges of the roles below it. For example, the League Administrator has
a set of rights and privileges and also can perform the rights and privileges of
all roles below it. A team administrator has all its rights and can perform the rights of a
captain, player, and substitute, but cannot do what a division administrator can
do.
The Super League Administrator can do the following:
- Create leagues, divisions within the organization.
- Search for members, and update their profile including the user name and password
- Publish Rules, Bulletins, Welcome Message, Frequently Asked Questions
within the league
- Manage payments associated with on-line registrations within the league
- Manage and respond to league member queries
- Define and maintain venues and their associated facilities within a
league. Note that venues defined within a league are shared by all leagues
belonging to the same parent organization.
- Define and maintain schedules for all divisions within the league.
The League Administrator can do the following:
- Search for members, and update their profile including the user name and password
- Publish Rules, Bulletins, Welcome Message, Frequently Asked Questions
within the league
- Manage payments associated with on-line registrations within the league
- Manage and respond to league member queries
- Define and maintain venues and their associated facilities within a
league. Note that venues defined within a league are shared by all leagues
belonging to the same parent organization.
- Define and maintain schedules for all divisions within the league.
The Division Administrator can do the following:
- Define and maintain schedules for the division
- Post and manage match results within the division
Each team has one or more members and each member has one of the
following roles within a team:
- Team Administrator - this is the person that registered the team and by default can
post results for matches played. However, the right to post scores can be
removed by the league administrator. A team administrator can change the roles
of other team members including that of the captain. A team can have multiple
administrators.
- Captain - this is the person that registered the team and by default can
post results for matches played. However, the right to post scores can be
removed by the league administrator. A captain can change the role of other team members including
that of other captains. A team can have multiple captains.
- Player - this is a member of a team. They can view match results but
cannot enter match results.
- Substitute - this is a member of a team. They can view match results but
cannot enter match results.
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The system allows the league administrator of a league to decide who can and cannot do the following:
- Post Results- by default the system allows a team captain or team
administrator to post the results of matches, games or an activity. However, as an administrator you
can change this so that either a League Administrator or Division Administrator can post
scores.
- Register a Team - by default the system allows anyone to register an individual, team, or group
within an activity. However, as an administrator you can change this so that
either a League Administrator or Division Administrator can register an entity.
- Schedule Matches - by default the system allows only a league
administrator to schedule matches. However, as an administrator you can change
this so that either a League Administrator or Division Administrator or
team member can schedule matches.
- View Schedules - the league or division administrator can define who can
view schedules. The system allows for one the following settings:
- Public-anyone who has access to the web-based system can view the
schedules. This person does not have to be a member of any league, division or
team.
- League member - anyone that is registered within the league can view the
schedules
- Division member - anyone that is a member of the division can view the
schedules. Note that is the most restrictive of the options
-
- View Standings - the league or division administrator can define who can
view the current division or tournament standings. The system allows for one
the following settings:
- Public-anyone who has access to the web-based system can view the
standings. This person does not have to be a member of any league, division or
team.
- League member - anyone that is registered within the league can view the
standings
- Division member - anyone that is a member of the division can view the
standings. Note that is the most restrictive of the options
- View Results - the league or division administrator can define who can
view the results of matches, games, activity outcome, etc.. The system allows for one
the following settings:
- Public-anyone who has access to the web-based system can view the
results. This person does not have to be a member of any league, activity or
team.
- League member - anyone that is registered within the league can view the
results
- Division member - anyone that is a member of the division can view the
results. Note that is the most restrictive of the options
- Assign Members to a Roster - by default the system allows a team captain,
assistant coach, coach or team administrator to assign members to a roster.
However, as an administrator you can change this so that only a League
Administrator or Division/Activity Administrator can assign members
to a roster
- Send Email - by default the system allows a member of a division to send an email to all members in the division.
However, as an administrator you can change this so that only a League
Administrator or Division/Activity Administrator can send emails. If you select the captain, player, coach options, then the person can only send an email to their team.
- View Statistical Reports - by default, the captain of a team can
only view the report. The league or division administrator can define who can
view statistical reports within a division. The system allows for one
the following settings:
- Public-anyone who has access to the web-based system can view the
reports. This person does not have to be a member of any league, division or
team.
- League member - anyone that is registered within the league can view the
reports
- Division member - anyone that is a member of the division can view the
standings. Note that is the most restrictive of the options
- Team Captain - The captain can only view the report. Note that is the most restrictive of the options
- League Administrator - only the league administrator can view the reports.
- Division Administrator - only the division administrator can view the reports.
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Recurring Schedules
The system allows you to create a master schedule that is a recurring
schedule. By selecting the recurring option ('Yes'), the system will duplicate
the schedule you are creating. You specify the duplication period by selecting
the appropriate option from the 'Recurring Type' pull-down option. The periods
currently supported are daily, weekly, and monthly. The recurring type
together with the '# of Recurrences' field will determine how many schedules the
system will create.
For example, if you selected a weekly period, and set the # of Recurrences to
5, the system will then create five schedules for you spaced out be a week and
starting on the day you specify.
Once created, you will not see the master schedule, but will see all of the
recurring schedules. You can modify individual schedules within the series or
update the complete series. You can also delete individual schedules within a
recurring series or you can delete the complete recurring series of schedules.
This feature is beneficial when planning your leagues. You can pick a weekly
recurring pattern to schedule and define all games to be played throughout the
season.
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ezScoreboard Membership Number
When you register on the ezScoreboard system, a profile is created for you on
the system and a membership number assigned to your profile. You should store
this membership number in a safe place as you may need it. For example, if you
are a parent registering a child on the system, you should enter your membership
number in the 'Parent Membership Number' field so that the system can recognize
that you are the parent of the registered child. Similarly, if you a league
administrator, you will need your member number to enable you to perform certain
functions on the site.
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Parent Child Relationship
The system supports and maintains a relationship between parents and
children. If you are a parent registering either yourself or your child please
follow these steps:-
- As a parent, first register yourself. Enter all the required information.
At the end of the process, the system will ask you if you want to register
any children. If you do want to register one or more children, then please
select 'Yes'.
- If you selected 'Yes', then the system will ask you to enter the information
for your first child. It will fill in the demographic information (address,
telephone, etc), and the
Parent Member # field for you. You can always modify these. When you are
registering each child, the system will ask you to create a username and
password for each child. We suggest you use the same password as for yourself,
or you could create a unique password for each child. The user name
field is a free format field. We suggest one of the following:
- Use the child's first initial and last name. You could also use the first
letter of the last name and the first name.
- Use your telephone number but append it with your child's initial.
- Use some other number unique to your child
- If none of these work for you, choose your own and be creative.....
- Once you have registered your child or children, you can login as them,
and sign them up for the many activities supported on this site.
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User names and passwords
When you register on the ezScoreboard system, you enter a user
name and password during the registration process. The system will ask you to
re-enter your password on the next page. The username that you use must be
unique within the system. You are allowed up to 20 characters for both your
username and password. Remember to write down your username and password in a
safe place as you will need it to access the system.
As a parent, the system assumes that you want to use the same password for
your children. You can leave the default entry which is your password, or you
could create a new password for your child. You will have to create a new unique
user name for your child.
If you enter a username that is already in use, the system will require you
to enter a new username that is unique. We have several suggestions for
usernames:
- You can use your first initial and last name as your username. Note that
this is common practice and you might run into duplicate usernames. In that
case, we suggest that you append some number (like your birth date) to your
username or precede your username with some number.
- You could try the first letter of your last name appended to your first
name as a user name
- You can use your telephone number as your user name.
- You can use your email address as your username
- Be creative....
Once you have entered your username and password remember to note it down
somewhere safe, as you will need it to access the system in the future.
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How to Register
All individuals (parents, children, captains, team
administrators, players) who wish
to participate in the many events supported by the ezScoreboard system must
first register on the ezScoreboard system. The registration process creates a
unique profile for you on the system and assigns you a membership number. To
register on the system simply click
or on the 'Register on the Scoreboard' option on the side menu bar. Once
completed, you are assigned a ezScoreboard member number. Make a point to jot
down you username and password as you will need these to access the system.
Once you are registered on the ezScoreboard system, you can then
browse our many league by clicking on the
option on the side menu bar.
This will allow you to view the many leagues and activities supported on the
ezScoreboard system. You can search the activities by Organization (enter an
organization name or leave blank for all organizations), search by a league
name, or searching by an activity type.
Once you have found an organization you would like to register
with, simple click on the League name listed under the organization, and this will take you to
the default web-page for that league. On the default web-page you will find a
link to register for the activities supported by the organization. You simply
follow the instructions to register for the activity.
Note that you can register for as many activities as you want.
However, some administrators restrict the number of registrations, or only allow
registrations by invitation.
The ezScoreboard system supports both individual and team
activities.
Individual Activities
Note, that registering on the ezScoreboard system does not by default register
you with the available divisions and leagues.
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Loser's Bracket
This setting is used for tournaments. You specify the ID of division into which all losers are copied. This can form the loser's bracket. You can cascade losing brackets. The winners stay in this bracket.
Configuring the Par Parameter
The system can calculate a players handicap for you. In order to do this, you
must specify the par value for a round. Some leagues play a round over 18 holes
and others, over 9 holes. Make sure that the par parameter correctly reflects
the number of holes in a round. Typically, you would enter 35 or 36 for a 9 hole
round and 70 or 72 for a 18 hole round.
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What is Auto-Handicap
The system can be configured to calculate a player's handicap. To do this,
you must do two things:
- Set the Par value for a round
- Set the Automatic Handicap value to 'Yes'.
If you set the parameter to 'No' the system will require the player to enter
their handicap.
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Weekly vs. Seasonal Result
The system is capable of generating results based on the outcome of a single
weeks play. In order to have the system do this, set the 'Calculate Weekly
Result' parameter to 'Yes'. Otherwise the system will average the results over
the season and reflect positions taking into consideration all
games/rounds/matches played.
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Searching for members
Enter the member's last name or the first couple of characters of the last
name, and the system will search the database for all members that belong to
your league. You can click the on the member's name, and the system will display
all activities that the member is registered for.
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Division Formats
The system supports several formats for a division. These include:-
- League - the winner of a match is awarded the number of points specified
in the 'Winning Points' field. If you want the system to track the number of
matches won, set the format to 'League' and the 'Winning Points' to 1. The
field 'Tied Points' specifies the number of points to award when a match is
tied. Set this to zero if you don't care.
- %Wins - the system keeps track of the % of matches won. The listings on
the division roster show the team with the highest %win on the top and lists
all teams in descending order of %matches won.
- Points for matches played and sets won - the system awards points for
matches played along with the actual results of the match. If you played
(get a point) and if you win (you get another point).
- Points for sub-matches won - in team tennis for example, the system will award points for each sub-match (court) won. This can also
be applied to other sports where multiple sub-teams play at the same team to
make up a collective result.
- Points for sub-sets won - in team tennis for example, the system will award points for sets won in each sub-match (court) played. This can also
be applied to other sports where multiple sub-teams play at the same team to
make up a collective result.
- Sub-orgs - teams can be associated with Organizations/Companies. The system will award points to the associated company to track which company is leading the standings.
- Playoff - Select this if you are running a tournament. At the start of the
tournament the system assigns everyone to round 1. The winners go through to
the next round. If you want both a winner's and a loser's bracket, select the
'Double elimination' option.
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Date of Birth
The system requires your DOB to determine your eligibility for activities
that apply some age restrictions. Activities supported on this system include
those for school children, and other age sensitive activities. If you are
signing up for activity that restricts eligibility based on age,
you will have to enter your age. Otherwise, you may choose to leave the default
entry. If you have any concerns, please read our Privacy
Statement.
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Playing Restrictions
This section allows you to specify any eligibility restrictions you want to
apply to players when registering for this activity. Note that you can apply
other restrictions by clicking on the 'Setup Other Restrictions' link.
- Gender:- specify the required gender requirement. The system checks the
person's gender to determine eligibility.
- Playing level -specify the maximum playing that a person can have to be
able to participate in this activity. Any player with the specified level or
lower can qualify.
- Age Limit:- specify the maximum age limit for someone to qualify for this
activity. The system uses the person's date of birth and the 'Age
Calculation Reference Date' to calculate the persons age and then compares
it against the specified age limit. If the person within 5 days of the
required age or younger, they are permitted to play.
- Educational grade level - list the maximum education level that someone
should have to qualify to participate in this activity.
- Age Calculation Reference Date - see Age Limit above.
- Weight Limit - list the maximum weight limit that someone must have before
they can qualify for this activity. Anyone with this weight or lower will
qualify.
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Printing your form
Click on any area in the form. Then click on your browser's print button and this form
will be printer on your default printer.
If you are printing your child's form, then make sure to log in as your child
and then access this option.
To access forms again, click on My Home Page from the side menu bar, and then select your league by clicking
on its name. From the top green menu bar, click on 'Activity Information' and then select 'View & Print Forms'.
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Reserving Resources
The system allows you to exclusively reserve units within a facility for an
activity. The main screen allows you to navigate amongst all your facilities.
Simply click on 'Up One Level' until you see all your facilities in the
pull-down menu. Select a facility from the pull-down menu and click on 'Load Sub
Units'. The next screen will contain all the units. If there is a hierarchy you
can click on load units until you get to the lowest unit definition in your
hierarchy.
You can create a reservation anywhere within the hierarchy. For example, if
you created a reservation at the level of your facility, then a reservation will
be created at the selected level and reservations created will also be created
for units that belong to the chosen level. Example, assume you had a facility
called 'Birchwood Elementary School' with two sub-units, 'Gym1' and 'Gym2'. If
you selected the view level to be 'Birchwood Elementary School', and created a
reservation at this level, the system will then automatically create
reservations for 'Gym1' and 'Gym2'.
Here are the steps to create a reservation:
- Select the appropriate level at which you want to create a reservation.
Remember, if there are sub-units, the system will create reservations for the
sub-units as well.
- Click on the 'create' link on the appropriate day in the calendar.
- On the next page, in the 'Description' field enter the reason for the reservation
- The system defaults the date to the date you used on the calendar. You
must enter the time. Follow the format m/d/yyyy h:mm am/pm
- In the 'Duration' field, specify the duration of the reservation in
minutes.
- In the '#Consecutive Blocks' field specify any consecutive
reservations you would like to make. For example, if you entered a date and
time of 12/10/2001 5:00 pm, a duration of 60 minutes, and if you set
the '#Consecutive Blocks' field to 3, the system will create
three reservations starting at 5.00 pm, 6.00 pm, and 7.00 pm on the
12/10/2001.
- If you would like to create recurring reservations, select the 'Yes' option
where you asked about recurring reservations. Select the recurring interval
you
would like to use (either daily, weekly, or monthly), and in the '#Recurrences'
field enter the number of successive
periods you would like the reservation to be made for. Continuing with
the example relating to '#Consecutive Blocks', if you set recurring to
'Yes', set the type to 'Weekly' and set the '# of Recurrence' to 3, the system
will then create 3 reservations on 12/10/2001 starting at 5.00 pm, 6.00 pm,
and 7.00 pm, repeat this for 12/17/2001 (create at 5.00 pm, 6.00 pm, 7.00 pm),
and 12/24/2001 (create at 5.00 pm, 6.00 pm, 7.00 pm).
- Once done, click on 'Create'. Remember that depending on the level you
selected, the system could duplicate your reservations if there are any
sub-units below the level you looked at.
Note, when displaying reservations in the calendar view, the following format
is used:-
- The system lists all reservations, including recurring reservations
- You can update or delete any listed reservation by clicking on the
reservation.
- If it is a recurring reservation, the system will allow you to either
delete the single reservation or all reservations defined as part of a
recurring pattern.
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Linking a Reservation to a schedule
When your reservation is first created, the parameter 'Linked to schedule' is
set to zero. When the reservation of the resource is used by an event, this
parameter is automatically updated to reflect the identify of the schedule that
represents the event. However, it is listed in the 'Create/Update reservation
form to allow you to manually update the parameter, should you so choose.
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Specifying the number of available resources
When defining a reservation, there are two other parameters you can specify:
- Number of Units - you can tell the system the number of units you want to
reserve. For example, if you are reserving a court of a certain type, you can
specify that you have 'n' courts available for the specified period and
duration. Another example, would be when reserving seats for a play. This
reservation block could represent a row of seats where the row might have 10
seats. In that case set the parameter to 10.
- Num of Units that have been assigned : once you reserve the resource, the
resource can then be viewed from a calendar and a schedule assigned to the
resource. Each time a new schedule is linked to this resource, a unit is
deducted from the available pool. The available pool is the number of units
you specify in the 'Number of Units Available' field.
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Event Types & Products
The system allows you to sell various products. Please fill the various fields on this page.
Mandatory fields are denoted with a asterisk.
Enter a name for the product and a description of the product. Enter the cost
price, the sale price (in the event of a sale), and the retail price (the price
that will be published for purchasing the product) of the product. If you would
like to publish an item as being on sale, then set the 'Special' flag to 'Yes'
and the system will publish the item as being on sale and will list the sale
price, and the retail price along with the discount offered.
If you have setup the vendor table, then select a vendor from the pull-down
menu. You are required to enter the 'Quantity on Hand', ie, the number of
products in stock. This field is adjusted by the system as products are sold.
The system can send an email to a purchaser within the organization to order
more products when the 'Quantity on Hand' reaches the 'Reorder Threshold'. If
you would like to use this, then enter the 'Reorder Level' for the product.
The products can be of the
following type:
- Items.- when selling items such as shirts, snacks, etc, set the
'Product Type' field to 'Items'
- Event Type - when selling tickets or vouchers to events or providing
access to activities that are scheduled at a facility such as a theatre, the
set the 'Product Type' to Event Type. Other examples include selling court
time, selling time for usage in a swim lane, etc.
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Linking a Product to a event
Now that you have defined a product of 'Event Type' for sale, you must now
link the product an event that you have scheduled at one of your facilities.
You can search for events, by selecting a facility from the pull-down menu, and
then clicking 'Search for Event'.
The system will search for events at the listed facility. All events found
will be listed. If you do not see your event, change the search date and click
'Search for Event'. Review the events, and check the one that is associated with the
product you are selling.
Once done, click the 'Link to Event' button at the bottom of the screen and
the system is now setup to sell tickets to your scheduled event.
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Setting Up Division Formats
When you setup a division, you must assign it a state. You can assign it to
one of the following states:
- Active, accept reg. - It is suggested that this be the first state
of your activity. In this state, anyone coming to your web-site can sign up
on-line for an activity. In this state you can have the public, and/or
administrators register teams for sport activities, persons into pools, or
students into classes. Results can be posted against events in this state.
- Active, reg. closed - once you have accepted all the registrations
you need, you can prevent the public from registering on-line by setting the
division state to 'Active, reg. closed'. However, administrators can still
register people and teams into activities. In this state you can also post the
results of events.
- Suspended - In this state no one but the administrator of the
activity has access to the activity. This is a a good way to hide you activity
from public access so that you can setup rosters, assign students to classes,
players to teams, and once you are ready, you can publish your activity by
setting the state to one of the two 'Active' states.
- Expired - once you activity is completed, set the state of the
activity to 'Expired'.
- Delete- if you wish to delete this activity, then select the 'Delete' state
and click the 'Submit' button at the bottom of your screen.
- Other states - there are other states currently available, but no
functionality has been built around them.
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Setting Up a Team
A team can have one of many states:
- Active. - when a registration has met all of your requirements (payment, all registration
information submitted, etc., you should set the state to Active. This will publish this registration
on the roster, and allow participants to view schedules, standings, post results, etc. for this registration.
- Await Payment- sometimes a registrant may not meet all your requirements, but you do
still want the registrant listed on the roster. If that is the case, then set the status to 'Await Payment'.
In this state, the registrant can do everything a registrant with the 'Active' state can do.
- Suspended - In this state no one but the administrator of the
activity has access to a registration. This state is normally used when payments have not been
sent in, or the resgistrant has violated some condition. In this state, the registrant is not
published on the roster and therefore no schedules, or event results can be posted for this
registrant. Once the registrant has met your requirements, you can change the
state to the 'Active' state.
- Sub-Team- this state is normally set by the system for those groups of individuals
who form part of a larger team. If you see this setting, do not change it.
- Delete- if you wish to delete this registrant from the roster, then select the 'Delete' state
and click the 'Submit' button at the bottom of your screen.
- Other states - there are other states currently available, but no
functionality has been built around them.
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Alert on Reserving Schedules
Please note, that if you selected reservations on the previous page,
then clicked on 'Create', viewed them on this page, and then clicked
Back on your browser to make a change, your browser sometimes will reset
your selections. Please make sure that they are correct before saving them. You
will want to make sure that the right division is selected as your browser will
default to the default division selected on the previous page.
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Updating the league status
You can set the status to the following:-
- Setup - use this when you are setting up the league
- Active - use this when the league is active and you are hosting activities
that accept registration, allow results to be posted, etc.
- Suspended - this totally disables the league
- Completed - use this when the league has entered. The system will make
this available as an archive
Note that when you update the status, the system can update the status of all
the activities in this category. If you would like the system to update the
status of all the activities, check the 'Update divisions' check box.
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Help on printing the admin report
If you are having problems fitting the report onto your page, try the following:-
- Click the 'Send to Printer' link
- In the window that pops us showing you your printers, click on the
'Preference' button once you have selected your printer
- In the Printing Preference window set your paper orientation to
'Landscape'
- Click the OK button and then the Print button. Your computer will print
out the report in a landscape format
Try this and let us know if you are still having problems fitting your report
onto your page.
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Managing your family
Here are steps to register your family:-
- As the parent register yourself on the site. This also automatically logs you into the system.
- Once logged in, click on My Profile in the top section. On this page you can update your personal information, setup your family and manage other parameters.
- From your profile page, click on My Family.
- On the Family page, you can register all your children on the site.
- You can also login as one of your children and register them into an activity.
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End of Help
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