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Managing Facilities Directory
Byga can be used to manage club fields for use in practice and game scheduling. On Byga, fields are defined in Admin → Fields.
Three main field characteristics are defined in the system for each field:
- Field Details
- Field Allocations
- Field Game Slots
Field Details (for Practice and Game Scheduling)
Individual fields can be created.
- Surface options are grass, turf, or hardwood
- Link address will be available for on club events using this field. It may be a specific map link when the standard address does not map as desired in mapping apps.
In addition, each field can have documents and/or images uploaded to be accessible by club members. If the file is set to public the document or image link can be shared with non-club members.
Fields can also be created in bulk via a .csv upload. Follow instructions for the .csv format.
Field Allocations (for practice and game scheduling)
Field allocations typically represent the city permits for the specific time intervals. They can also represent guidance on when games or practices are allowed.
Each row requires data in the following columns (see the items with an asterisk):
- Field Name (an existing club field)
- Size (could be square yards or any parameter that is consistently used to compare capacity)
- Start Date with format of MM/DD/YYYY e.g., 2/24/2020
- End Date with format of MM/DD/YYYY e.g., 2/24/2020
Each row includes optional data in the following columns:
- Time range on one or more days of the week with format of HH:MMam or HH:MMpm, e.g., 11:00am-7:00pm
- Notes: any reference information useful to the scheduler
Alternatively, allocations can be created within the Allocations calendar tab of a particular field. Use the same click and drag action that is used for creating events (including repeated events) when creating allocations.
This method also allows the field scheduler to create restricted allocation slots. These restricted allocations can be used to indicate allocations that should not be used within the standard practice scheduling or game scheduling. Examples could include allocations for external facility rentals or for allocations reserved for a tournament.
Field Allocation Capacity
Add capacity information on square yards and player limits if this will be utilized for verification checks in a practice schedule.
Player limits are new in 1Q2021. Note, if player limits are entered in a field allocation, then in practice schedules verifications, the check will be done against players and practice guests of teams included in that field allocation.
The capacity limits will appear in the allocation in the calendar view. Note, allocations that are “Restricted” will appear in red.
1.3 Game Scheduling
Game Scheduling is an advanced capability within Byga. If interested in Game Scheduling, please contact Byga Support for more information and assistance. The following sections provide some information for field setup for Game Scheduling.
1.3.1 Field Configurations for Game Scheduling
Field configurations are defined and used in game slots. These are the configurations that will be used for games in various 4v4, 7v7, 9v9, 11v11 configurations.
The popup that defines each configuration is below. Parent configuration is used when a single field can be divided into smaller fields (e.g., a large 11v11 field can be divided into two 9v9 fields which in some cases may each be divided into 7v7 fields). Demand weight can optionally be used to provide teams with field budgets so teams get a fair allocation of the best fields. Aliases are used when a field name on a league site is different than the field name on Byga.
Field Game Slots (for game scheduling)
Game Slots are defined on a specific field. To get started, select a particular field, then go to the Game Slots tab. Use the same click and drag action that is used for creating events (including repeated events) when creating allocations.
The popup that defines a game slot is below.
Auto Fill Field Game Slots (for game scheduling)
The more common way to create game slots is to use the “Auto Fill” option. Using this option will add as many games slots of a selected configuration starting on a specific day in the availability slots.
Select the day(s) of the week, the specific configuration, and the start date. The game slot duration will use the default in the configuration settings unless a different duration is entered here.
Game slots can be created in a hidden state.
Care should be taken when using the bulk load option as no bulk delete option is available.