Byga Centralized Practice Scheduling Document

Please click the link for Byga Centralized Practice Scheduling documentation.

Here are the main points of this document:

• Purpose: This document guides Byga Club Admins on using Byga's centralized practice scheduling tools to create, publish, and manage club practice schedules.
• Access: The practice scheduler is found under "Tools → Scheduling" in Byga.
• Two Main Stages of Practice Schedule:
  • Draft Practice Schedule: Used for creating and verifying the schedule.
  • Published Practice Schedule: The live schedule visible on team and field calendars.
• Draft Practice Schedule Views:
  • Can be viewed by field (Section 1.1) or by coach (Section 1.2).
• Starting a New Practice Schedule (Section 2):
  • Can be created from scratch ("+ New Schedule") or by cloning an existing draft schedule.
  • Requires a descriptive name and start/end dates (must start on a Monday).
• Draft Schedule Menu Options (Section 2.1):
  • Settings (update name, dates).
  • Clone (creates a draft from a weekly template).
  • Go live (publishes the schedule).
  • Get preview link (share with coaches).
  • Delete (removes schedule and practices).
• Creating the Schedule (Section 3):
  • Involves dragging unscheduled (orange) practice blocks into the workspace, which then turn blue when placed.
  • Settings and Controls (Section 3.1.1): Control default weekly sessions per team, default session duration, viewable time, weekend practices, and which fields/teams are displayed.
  • Verify Tool (Section 3.1.2): Checks for conflicts like field availability, restricted space, field capacity (by square yards or player count), coach conflicts (overlapping practices, travel times), and can include assistant coaches.
  • Save Changes (Section 3.1.3): Saves modifications made to the draft schedule.
  • Go Live (Section 3.1.4): Publishes the schedule to team calendars.
  • Exit (Section 3.1.5): Returns to the Byga Web App.
  • View Options: Toggle between day or week view (Section 3.2), and field or coach view (Section 3.3).
  • Practice Session Status (Section 3.4): Blue (scheduled), Orange (unscheduled), Gray (optional additional practices).
  • Team Menu (Section 3.5): Allows color-coding teams (by gender, all, or individual).
  • Filter (Section 3.6): Filter practices by team or coach name.
• Working with a Published Practice Schedule (Section 4):
  • Published schedules appear on team and field calendars.
  • Published Schedule Menu Options: Settings, Clone, Go live, Merge practices (combines live schedules), Archive (removes from calendars), Delete.
  • Session View (Section 4.1): Shows practices per field.
    • Advanced Menu (Section 4.1.1): Filter cancelled/scheduled sessions, Message Teams (Section 4.1.1.1 - message based on fields, days, times, and recipients), Cancel Sessions (Section 4.1.1.2 - cancel based on fields, days, times, and notification settings).
  • Calendar View (Section 4.2): Shows practices per field (Section 4.2.1) or per coach (Section 4.2.2).
    • Settings (Section 4.2.3): Control daily time display and which fields/teams are shown (display only).
    • Advanced Menu (Section 4.2.4): Filter by cancelled/scheduled sessions.
  • Weekly List View (Section 4.3): Provides a list of events that can be exported as a .csv, with color codes and search functionality.
    • List View Action Menu (Section 4.3.1): Offers multi-select options to adjust (New in 3Q2024), cancel, or delete sessions.
• Permissions (Section 5.1): Access to practice scheduling is controlled by roles (e.g., Field Scheduler, DOC). Team Staff typically have limited access to their own team's schedules (can add notes, cancel centralized practices, but not change time/field).