This document will walk you through a step-by-step process on how to create your league schedule for the season. 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

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 Divisions

ü Adding Teams/players

ü Add/Editing Coaches

ü Printing Rosters

ü Create Game Schedule

ü Edit Games/Scores

Division

Always start with selecting or adding the division you would like to schedule prior to adding the names in this section. See the example below.

Click the down arrow as shown below. Then, select the division you want to schedule. (E.g., T-BALL)

Once you find the Division you need, continue on to Teams. If you need to add the new division, follow the steps below.

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

Add the division name in the box provided. (E.g. T-Ball) Then click the [Ok] button.

Teams

In this section, you can create your teams and assign a coach to the teams. Once you have created the teams, your patrons can register for specific teams. Below are steps on how to create your teams and assign coaches.

Click on the [Add] button located at the button left of your screen.

Fill in the team name. (E.g., Hawks) Click on the [Coach] button to assign the coach to the team.

Select the coach you want to assign to the team and click the [Ok] button.

***Note***If you set up your coaches in the coach maintain table prior to setting up your league, then they will show up, as shown on the screen shot above. If not then follow the steps below to add a new coach to the list. Click [Here] to see how to setup coaches in the maintain tables.

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. (See screen shots below)

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’s login. Then click the [OK] option.

If you see the coach in the list but you need to edit information about the coach, you can by clicking 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 being assigned, simply highlight the coach you want to remove and click on the [Remove Coach Assignment] button.

Adding Players

After the registration closes you can click on the [Modify Roster] button and add the players to the teams you created. If you allowed teams from last year then the only patrons that will appear will be those that did not select a pre-existing team, and need to be assigned to one.

The ‘Build Team Roster’ screen will populate showing all of the registered players that need to be assigned a team. In the optional player info to display field, you can add what you would like to see about each child. (E.g., Age, Shirt size)

Select the team name from the drop down list, then highlight each player and click on the [Assign Player] button. If you selected the wrong player, highlight the players name then click on the [Remove Player From Team] button to put them back into the pool of names.

Once you have finished assigning all of the players click on the [Close] button.

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. Also, 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.

Start by clicking 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. Below you will see an example for both types of play. Once you have defined the type of play click the [OK] button. Round Robin allows for multiple games to be scheduled for each day (E.g., teams A, B and C will all play each other for each game day) While Regular play is one game per game day. (E.g., A and B will play game day then B and C will play the next.)

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 5 games that need to be scheduled, we are going to click on [Add Multiple Days] button.

The [add 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. While the dates do auto populate from the program dates you put in at the beginning you may have different game dates then what is populating so make sure it starts and ends on the correct dates.

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.

Then, click the [Close] button as shown below

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 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.

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.

Select the schedule option and click on the [Report] button. If you do not want to print the schedule, simply click the [Close] 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.

ü Swap games

ü Enter scores

ü Schedule reports

ü 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 Game Scores

To enter the game scores, Highlight the game and click on the [Enter Scores] button.

A box will populate as shown below. Add in the scores and mark it 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 game schedule report box will populate. You can choose to run just the schedule report or an Audit report. Below is an example of the audit report. If you want the schedule and game scores to populate online, then click on the [Post Schedule to Activityreg.com] Button to upload the schedule.

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 your ActivityReg site and see the schedule, scores and information. They will click on the [Information] tab on the menu bar, then click ‘Activity Information’. (See screenshot below)

Now, click on the Youth Sports header and locate the sport you just set up. The schedule, scores and information will appear as shown below.

SM:DMA:I:June21