Adding Events to the Calendar

An up-to-date calendar is a critical component of the AMS for successful teams to coordinate the busy week for coaches and players. Individuals to know when and where they are supposed to be, and staff have an overview of workloads to improve the efficiency and organisation of the team.

The calendar is accessible from both the web and mobile application. Players can view their own individual calendars, with coaches (or other designated staff) able to view schedules across the entire team.

Before events can be added to the calendar Event Categories, Templates and Types must be created for your team. Refer to ‘Configuring the Calendar’ for more information.

Once the calendar has been configured for the team, all users can add events to their calendar.

To create a Calendar Event Select ‘Calendar’ in the left-hand menu then select ‘Add Event’ in the top-right corner of the Calendar page. Alternatively, click and drag over the time you wish to create an event directly on the calendar.

Enter the event details, including the event type, title, venue, address and description. The event type that you select will impact on the information that you can input for the event. See the ‘Configuring the Calendar’ section of the User Guide for more information on this. 

Enter the scheduling details, including the start and end times, all-day or repeated events, and reminders.

The event can be scheduled as an All Day Event or a repeated event and reminders can be set, which are triggered on your smart-device once the calendars have been synchronised. Select the users that you wish to attend the event by double-clicking their names or single-clicking and pressing the arrow keys. Users can be selected individually or by a group. Their names will move from the box on the left to the right.

If applicable, files can be attached to the event. For example, a map may be attached when the event is at a new location. Files can be viewed by the recipients prior to the event. Select the 'Attach File' icon in the lower left-hand corner of the 'Create New Event' page and follow the instructions to attach your file.  Select ‘Create Event’ in the lower right-hand corner of the 'Create New Event' page to save. Attach an Existing Media File Media files can be attached to the event by following these simple steps. They can be either existing or new media files.  Select 'Attach File' in the lower left-hand side of the 'Create New Event' page.  The Media Gallery will load in a new window, populated with existing media uploads (this will appear empty if you are uploading media for the first time). Select the paperclip icon to the far right of the media title to attach that file. The file will appear in the 'Shared Media' table and the 'Attach Media' window will automatically close.  Attach a New Media File New media files can be attached in any format. You can browse through files on your current device, Facebook, Google Drive, OneDrive, Instagram, link a URL or take a new picture or video recording. 

Select 'Attach File' in the lower left-hand side of the 'Create New Event' page.  The Media Gallery will load in a new window, populated with existing media uploads (this will appear empty if you are uploading media for the first time). In the upper right-hand side of the window there are two icons. Select the 'Upload File' icon on the right.  A popup will appear with two options: 'Add a new Remote File(s)' or 'Add from Youtube'. The following steps will go through both options. For a Remote File - Select the 'Remote File(s)' icon. A new screen will appear where you can browse for the desired file from various third-party sources. Alternatively, select the 'Choose File' icon at the bottom middle of the screen to select one file to upload. The file will be added to the Media Gallery. For a Youtube Video - Select the 'Add from Youtube' icon. An 'Add a New Youtube Video' pop-up will appear where the URL will need to be verified. Copy the URL into the box and select 'Check Video' from underneath this box. The tab will close and the video will be added to the Media Gallery.

Once the file has been added to the media list, select the paperclip icon to the far right of the file to attach it to the player profile. Grouping Media Files In the Media Gallery there is the option to create folders for your media files. This becomes useful when many media files have been uploaded and a grouping method for similar files is required.  In the Media Gallery, select the 'Create Folder' icon, to the left of the 'Upload File' icon in the upper right-hand corner of the gallery.  A new box will appear where you can type the name of the new folder. Select enter and the folder will be created in the Media Gallery. Folders are indicated by the icon, whereas non-categorised files are indicated by the  icon.  To upload a media file in that folder, select the folder title to enter the folder then follow the steps for uploading a new media file. Selecting the '...up a level' link will return you to the main screen of the Media Gallery.