Building a Schedule

The Schedule section allows you to create and manage your competition's performance times. Using schedule templates, you can quickly generate a complete schedule and customize it as needed.

Accessing the Schedule

1. Navigate to your Organization > Events > select your Event
2. Click Setup in the event navigation
3. Click Schedule under the competition name in the sidebar

Prerequisites

Before creating a schedule:

1. Lineup must be created - Add groups and divisions first
2. Schedule templates must exist - Configure templates in Organization Settings
3. Scoring must be selected - In Event Details

If no schedule templates exist, you'll see a message directing you to create one.

Quick Create

When no schedule exists, the Quick Create interface appears:

Using Quick Create

1. Enter the number of groups per division
2. Click Quick Create
3. A basic schedule is generated

This creates a simple schedule with default timing. Customize as needed after creation.

Tip: The numbers don't need to match your actual lineup. You can adjust after the schedule is created.

Schedule Settings

Schedule Template

Each group type can use a different schedule template:

1. Find the group type section
2. Select a template from the dropdown
3. The schedule updates to reflect template timing

Templates define:

• Performance duration
• Break intervals
• Warm-up timing
• Transition times

Warm-Up Areas

If your template includes warm-up areas:

1. Enter area names separated by commas
2. Example: "Lot A, Lot B, Lot C"

Warm-up areas rotate automatically through the schedule.

Configurable Times

Templates may include adjustable intervals:

Adjust these based on your venue and event needs.

Schedule Display

Top Note

Add a message that appears at the top of the published schedule:

• Venue information
• Gate opening times
• Special instructions

Performance Entries

Each entry in the schedule shows:

Bottom Note

Add a message at the bottom of the schedule:

• Awards ceremony time
• Emergency contact information
• Weather contingency notes

Editing the Schedule

Reordering Entries

Drag and drop to rearrange:

1. Hover over an entry
2. Click the sort handle (three lines)
3. Drag to the new position
4. Release to place

Changing Performance Time

1. Click Update next to a performance
2. Enter the new time (HH:MM AM/PM format)
3. Click Apply Override

Time overrides are highlighted in orange.

Removing an Override

1. Click Update on an overridden entry
2. Click Remove Override
3. Time recalculates based on template

Changing Division

1. Use the division dropdown on any entry
2. Select a different division
3. The group assignment adjusts accordingly

Adding Schedule Entries

Insert Entry

Click Insert Schedule Entry between any two entries:

1. Click the link where you want to insert
2. A new entry appears
3. Select the division or leave as "Break"
4. Configure time and details

Breaks and Delays

To add a break:

1. Insert a new entry
2. Select "---" (break) from the division dropdown
3. Enter a description (optional)
4. Set the delay duration in minutes

Types of delays:

• Named Break: Has a description (e.g., "Awards Ceremony")
• Time Delay: Just adds minutes to subsequent times

Hiding Entries

To hide an entry from the public schedule:

1. Click the dropdown arrow on the entry
2. Select Hide on Schedule

Hidden entries:

• Still affect timing calculations
• Don't appear on public schedules
• Show a "hidden" indicator in setup

To restore: Select Show on Schedule from the dropdown.

Removing Entries

1. Click the dropdown arrow on the entry
2. Select Remove
3. Confirm removal

Note: Removing a performance entry doesn't remove the group from the lineup.

Schedule Actions

Save Schedule

Click Save Schedule to save all changes. Always save before leaving the page.

Preview Schedule

Click Preview Schedule to see how the schedule appears to viewers:

• Full schedule display
• All timing shown
• Notes included

View Public Links

Click View Public Links to get shareable schedule URLs:

• Direct link to the schedule
• Embed options for websites

Reset Schedule

Click Reset Schedule to start over:

• Clears all entries
• Returns to Quick Create
• Warning: This cannot be undone

Schedule Mismatch Warning

If you see "Schedule Mismatch!" warning:

The division order in your lineup doesn't match the schedule. This can happen when:

• Divisions were reordered in the lineup
• Groups were moved between divisions

Options:

• Start Over: Clear customizations and rebuild in lineup order
• Keep Current: Maintain existing schedule (may need manual adjustments)

Common Scenarios

Adding a Last-Minute Entry

1. Click Insert Schedule Entry at the appropriate spot
2. Select the division
3. The system assigns the next available group
4. Adjust time if needed
5. Save the schedule

Handling Weather Delays

1. Find the entry where delay starts
2. Click Update
3. Add time to push subsequent performances
4. Consider adding a "Weather Delay" break entry

Adjusting for Venue Constraints

If a specific time is required for a performance:

1. Click Update on that entry
2. Enter the exact required time
3. Override remains locked
4. Subsequent times auto-calculate

After Creating the Schedule

Once complete:

1. Click Save Schedule
2. Use Preview Schedule to verify
3. Share via View Public Links
4. Print for event staff if needed

Related Topics

• Event Setup Overview
• Creating the Lineup
• Setting Up a Schedule Template
• Creating a Schedule