# Create a Schedule Template This guide walks you through creating a new schedule template for your organization. ## Before You Begin Ensure you have: - Organization administrator access - At least one group type configured in your organization ## Creating a New Template 1. Navigate to **Settings** > **Schedule Templates** 2. Find the group type panel you want to create a template for 3. Click **Create a Schedule Template** ## Template Details ### Name Enter a descriptive name for your template (up to 50 characters). Choose a name that clearly identifies when this template should be used. **Examples:** - "Standard Competition Schedule" - "Finals Format - Extended Warmup" - "Championship Day Schedule" ### Description Add optional notes about the template (up to 300 characters). This helps other administrators understand when to use this template. ### Example Interval Enter an interval time (in minutes) to preview how the schedule will look. This doesn't set actual event times—it helps you visualize the timing calculations as you build your template. ## Understanding Schedule Items Schedule items define the columns and timing entries in your schedule. There are two types of items: ### System Items (Non-removable) These items are created automatically and cannot be removed: - **Group Name** - Displays the performing group's name - **Perform** - The base performance time (all other times are calculated relative to this) ### Custom Items You can add additional items to display information or timing entries. ## Item Types When adding schedule items, select the appropriate type: | Type | Description | |------|-------------| | Time Entry | A timing column with calculated values | | Group Name | The performing group's name | | Group Location | The group's city/state location | | Group Division Name | Full division name for the division the group is competing in at this event (e.g., "Scholastic A") | | Group Division Initials | Abbreviated division the group is competing in at this event (e.g., "SA") | | Division Name | The division name | | Division Initials | Abbreviated division | | Warm Up Area | Assigned warmup area (configured per competition) | ## Adding Time Entries Time entries are calculated based on the **Perform** time. For each time entry, configure: ### Label A descriptive name for the column (up to 100 characters). **Examples:** - "Report" - "Warm Up" - "Move to Staging" - "Enter Floor" ### Intervals The number of interval periods before or after the Perform time. Use negative numbers for times before the performance. **Example:** If the interval is 9 minutes and you enter "-2" intervals, this column will show a time 18 minutes before the Perform time. ### Minutes Additional minutes to add or subtract, independent of the interval calculation. **Example:** Enter "-5" to subtract 5 additional minutes from the calculated time. ### Configurable Set to **Yes** if you want to allow adjustments to this time entry when adding groups to a competition schedule. This lets you fine-tune timing for individual groups on a per-competition basis. Set to **No** to lock the timing calculation to the template values. ## Time Calculation Formula Schedule times are calculated using this formula: ``` Time = Perform Time + (Intervals × Interval Length) + Minutes ``` **Example:** - Perform Time: 9:00 AM - Interval Length: 9 minutes - Report entry: Intervals = -4, Minutes = 0 - Result: 9:00 AM + (-4 × 9) + 0 = 9:00 AM - 36 minutes = **8:24 AM** ## Building Your Template 1. **Add schedule items** by clicking "+ Add Schedule Item" in the desired position 2. **Configure each item** with the appropriate type, label, and timing values 3. **Reorder items** by adding them in the sequence you want them to appear 4. **Preview calculations** using the Example Interval field 5. Click **Save** when finished ## Default Items When creating a new template, these items are added automatically: - Group Name - Division (removable) - Perform (base time) You can remove the Division item if not needed, but Group Name and Perform are required. ## Tips for Effective Templates - **Work backwards from performance** - Calculate how much time groups need for each activity before they perform - **Include buffer time** - Add a few extra minutes between activities for transitions - **Consider venue logistics** - Account for travel time between warmup areas and performance floor - **Name columns clearly** - Use labels that are easy for volunteers and staff to understand - **Test with real intervals** - Use the Example Interval field to verify calculations with your typical interval times ## Next Steps - [Manage Schedule Templates](managing-schedule-templates.md) - Learn how to modify, clone, and remove templates - [Creating a Schedule](/article/97-creating-a-schedule) - Apply your template when building event schedules
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