This document will walk you through a step-by-step process on how to create your adult league schedule for the season. Although most centers will use adult sports for their adult league scheduling, some prefer to use the youth sports method when setting up their leagues. This is primarily due to being able to create and manage teams and coaches rather than letting the patrons manage themselves. Below we have outlined the steps using the adult sports method when setting up a league. If at any time you find yourself in need of additional support, please contact our Technical Consultants at support@peakinfo.com or 801-572-3570 x2.

Prerequisites: Make sure you have the rights to ‘Activity Definition’ before you start.

***NOTE*** If you have not already, it is recommended that you add your Questions, Coaches and Defined Parks prior to creating your league in activities. Click the links below to see how to create Questions, Coaches and Defining Parks within the maintain tables section.

Recommended documents:

Defining Teams/Adult Sports

Registration Questions

Defining Coaches Table

Defining Parks

This Document will go over:

ü Adding/Editing Teams

Adding/Editing Teams

In this section you can do the following:

ü Add/Editing Teams

ü Add/Editing Divisions

ü Add/Editing Coaches

ü Printing Rosters

ü Create Game Schedule

ü Edit Games/Scores

ü Activity-Reg View

Teams

In the Adult Leagues method, patrons will create and register their own teams.

***Note*** You will not be able to make any changes to the adult teams until you have patrons register. If you try to add a new team, you will receive the error below.

Once you have had patrons register for the sporting event you will be able to click on the [Add/Edit Teams] button as shown above to add/make changes to the roster and create the schedule. Below we will show you how to create your adult league schedule. First, you will want to create your divisions.

Division

Always start with selecting or adding the division you would like to schedule prior to creating your game schedule. See the example below.

Click the down arrow as shown below. Select the division you want to schedule. (E.g., Minors)

If you found the division you need, continue on. If not follow the next steps to add the new division.

Click on the [Edit] button as shown below. Click the [Add] button

Add the division name in the box provided. (E.g. Majors) Then click the [OK] button.

Once you have patrons registered for the sporting event you will be able to put them into the division you created above.

Double click on each team to add them to a division group. Then, select the drop-down arrow and click on the division name.

Coaches

In Adult Leagues the selection of the coach will default to the person that registers the team (E.g., Fred Smith paid and registered the team so he will be listed as the coach). If you want to change the coach you can by following the steps below.

Double click on the team you want to edit. Then click on the [Coach] button

Select the coach you want to assign to the team then click the [OK] button. If you do not see a coach and you know they have been added, you can click on the filter option and select the group they would be associated with.

***Note***If you set up your coaches in the coach table prior to setting up your league they will show up as shown in the screen shot above. If not, follow the steps below to add a new coach to the list.

Click the [Add A New Coach] button.

A screen will populate called ‘Add/Edit Coaches & Instructors’. You have three different options to add a new coach. You can click on the [Add from Users] or [Add from Members] button if the coach is already in the system or you can manually enter in the coach’s information. You will need to make sure you select what type of coach they are and grant them access to the Coach Login. Then click the [OK] option.

(See screen shots below)

If you see the coach in the list but you need to edit information about the coach, you can by simply highlight the coach’s name and click on the [Edit Coach] button. In our example below, you will see that Liam Scott’s phone number is missing. By clicking on the edit button, you can go into the coach’s information and add the phone number as seen below.

To remove a coach from the list simply highlight the coach you want to remove and click on the [Remove Coach Assignment] button.

Printing Rosters

In this Section you can print out the team rosters by specific teams, all teams and create coach lists, labels and custom reports.

(See Example below)

Creating Game Schedules

You will need to complete all 4 steps in this section in order to create your league schedule.

Ø Define Scheduling Parameters

Ø Reserve Game Date/ Times/ Fields

Ø Create League Play Schedule

Ø View/Print Proposed Schedule

***Note*** Once you start the schedule steps you cannot exit the program and return at a later time. If you exit the software prior to finishing the 4^th step you will have to start over.

Start by navigating to the following Define Activities>Select the name of the program you created then click on the [Add/Edit Team] button. Once there, click on the [Schedule Games] Button. The League Scheduling box will populate with the 4 steps that need to be completed.

Click the [Step 1] button.

Defining Scheduling Parameters

In this step you will define if the games will be a round robin or regular play.

Round Robin- Should be used if you are having every team play each team once in a given day. For example, if you have 8 teams in the league and each team needs to play each other twice then you would select round robin and have 7 rounds x2.

Regular Play- Should be used if in one given day the team will play against only one team. If the teams need to play against more than one team per game day then you will need to select round robin and set it up like a tournament.

Below you will see an example for both types of play. Once you have defined the type of play click the [OK] button.

***Note*** If you have not created your parks in the reservation section of Sportsman you will need to do that prior to creating the game schedule. Click [Here] to see how to define a park reservation.

Click the [Step 2] Button

Reserve Game Dates/Times/Fields- In this step, you will need to add the specific days and parks that will be used for this sporting event. You can add days one by one or by multiple days. Since our example has 32 days that need to be scheduled, we are going to click on [Add Multiple Days] button.

The add dates, a reservation box will populate. You will need to select the field that will be used for the games. If you have multiple fields, you can add them after you have finished reserving the main field. Once the field is defined, you need to select the dates, days and times of the games. After you have selected the days and times, click the [Generate/Preview] button. This will load all of the days and times to the preview reservation section. If the preview looks good, click on the [Add These Reservations] button.

Click the [Close] button as shown below this will add them to the first page schedule.

If you need to change the Field you originally selected, double click on the scheduled field you wish to change as shown below.

The ‘Add/Edit individual block reservation item’ box will populate. Then click on the drop down arrow and select the correct field as shown below.

Once you have finished adding the reservations you will see the highlighted fields populate as shown below. Then click the [Ok] button.

Click on the [Step 3] button to create the league play schedule.

Then, click on the [Step 4] button.

View/Print proposed Schedule - In this step you can view or print the schedule you created. If you do not want to review it or print it yet then click the [Close] button and click on the [Ok, Accept Schedule] button. If you want to print the report now continue to the next step.

Select the schedule option and click on the [Report] button.

Here you can review the schedule and print out the proposed schedule. See the screen shot below for an example.

Once you have finished all 4 steps click the [OK, Accept Schedule] button to process the schedule.

Edit Games/ Scores

In this section you can edit games, add game scores and print reports. To start, click on the [Edit Games/Scores] button.

There are two areas to note in this pop-up window; the ‘Edit Games’ and ‘Games Statistics’.

Editing Games

In the edit games area, you can do the following.

Ø Swap games

Ø Enter scores

Ø Schedule reports

Ø Edit Schedule

Swap Games

To swap games click on the [Swap Game] button

Select the games you need to swap out and click the [OK, Swap Games] button.

Entering Games Scores

To enter the games scores Highlight the game and click on the [Enter Scores] Button.

A box will populate as shown below. Add in the scores and mark as played, then click the [OK] Button.

Schedule Reports

Schedule reports will allow you to pull reports for all teams or individual teams. To run a report, click on the [Schedule Reports] button.

The below will populate the game schedule report box. You can choose to run just the schedule report or an Audit report. Below is an example of the audit report. You can also post the schedule to your ActivityReg by clicking on the [Post Schedule to Activityreg.com] Button.

Audit Report Example

Editing Schedule

You can edit the schedule by using the tool buttons on the right-hand side of the edit games section as seen below.

Games Statistics

The bottom half of the edit games section is the game statistics. You can see the Game Distribution, Time Distribution, Field Distribution, and Game Count by Teams.

Activity-Reg View

After you have set up the schedule your patrons will be able to login to ActivityReg site and see the schedule, scores and information once you have posted it to your site. (See screenshot below)

SM:DMA:I:June21