Training Module 03 — Schedule & Fixtures

GoClubPro User Training | Area: Schedule

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What Users Need to Learn

The Schedule screen is used by every role. Users need to understand:

• How to view upcoming fixtures and training sessions
• How to search and filter events
• How to RSVP to a fixture
• How to view fixture details (cost, location, teams)
• How admins import schedules from your league platform or CSV
• How parents view a child's schedule
• How costs appear per fixture

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1. Step-by-Step Walkthrough

Viewing Your Schedule

1. Click Schedule in the navigation bar.
2. You'll see a list of upcoming fixtures and training sessions in date order.
3. Each event card shows:

• Date and time
• Opponent (for matches) or session type (for training)
• Location / ground
• Your RSVP status (if applicable)
• Cost per player (if a fee applies)

4. Scroll down to see further-ahead events.
5. Past events are archived — they won't appear unless you scroll back via a date filter.

Searching for a Specific Event

1. Click the search bar at the top of the Schedule page.
2. Type a keyword — opponent name, ground, or date.
3. Results filter in real time as you type.
4. Click any result to view the full fixture detail.

Viewing a Parent's Child Schedule

1. Parents: on the Schedule page, look for the child selector (a dropdown near the top).
2. Select the child whose schedule you want to view.
3. The schedule updates to show only that child's fixtures and training.

RSVPing to a Fixture (Players)

1. Find the fixture in your Schedule.
2. Click on the fixture card to open fixture details.
3. Click RSVP: Going or RSVP: Not Going.
4. Optionally add a note (e.g., "Running 10 mins late").
5. Your RSVP is saved and visible to your coach immediately.

Importing a Schedule (Admins)

Via your league platform:

1. Go to Admin Panel → Integrations → Schedule Sources.
2. Click Connect your league platform.
3. Enter your League Platform Club ID and season.
4. Click Sync — fixtures import automatically.
5. Sync again anytime to pull new fixtures as the season progresses.

Via CSV:

1. Go to Admin Panel → Integrations → Schedule Sources.
2. Click Import CSV.
3. Download the CSV template.
4. Fill in fixture details (date, time, opponent, ground, cost).
5. Upload the completed file.
6. Preview the import and confirm.

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2. Simple Explanation (Beginners)

The Schedule page is your club's fixture list. It shows every upcoming match and training session for your team. Think of it like a digital wall calendar for your club — you can see when you're playing, where, and how much it costs.

Players also use this screen to RSVP (let their coach know if they're coming).

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3. Advanced Explanation (Power Users)

Multi-team visibility: If you're assigned to multiple teams (e.g., a coach who coaches both the U16 and Senior sides), your Schedule shows fixtures across all your teams. Events are colour-coded or tagged by team.

Cost display: The per-player cost shown on each fixture card is calculated from your club's fee configuration (match fees by grade). If a season plan covers the fee, the cost shows as $0 for registered players. If costs look wrong, the Treasurer/Admin should verify fee config in Settings.

schedule sync behaviour: schedule sync is additive — it adds new fixtures and updates existing ones (time/location changes). It does not delete fixtures you've manually created. Fixture IDs from your league platform are stored to prevent duplicates.

CSV import validation: The import wizard validates date formats, mandatory fields, and potential duplicates before committing. Invalid rows are flagged with an error description — fix them in the CSV and re-upload.

URL-based search: The search query is reflected in the URL (/schedule?q=keyword), making search results shareable/bookmarkable.

Child schedule URL: Parents can bookmark a child's schedule view — the URL includes ?childId= which persists across sessions.

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4. Visual Description (Text-Based)

┌─────────────────────────────────────────────────────────┐
│ SCHEDULE │
│ │
│ 🔍 [Search fixtures, grounds, teams...] │
│ │
│ ─── UPCOMING ─────────────────────────────────────── │
│ │
│ ┌─────────────────────────────────────────────────┐ │
│ │ 🏟 Sat 12 Jul · 3:00pm │ │
│ │ Eastside United vs Northbridge Rovers │ │
│ │ 📍 Doncaster Reserve, Pitch 2 │ │
│ │ 💰 $22.50 match fee · ✅ RSVP: Going │ │
│ │ [ View Details ] │ │
│ └─────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────────────────────────────────────────┐ │
│ │ 🏋 Wed 16 Jul · 6:30pm │ │
│ │ Training — Eastside United Seniors │ │
│ │ 📍 Doncaster Reserve, Nets Area │ │
│ │ 💰 $10.00 · ⏳ RSVP Pending │ │
│ │ [ View Details ] │ │
│ └─────────────────────────────────────────────────┘ │
│ │
│ [ Load More ] │
└─────────────────────────────────────────────────────────┘

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5. Tooltips & Hints

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6. FAQ — Schedule

Q: I can't see any fixtures in my Schedule. A: Either no fixtures have been scheduled yet, or you haven't been assigned to a team. Contact your Club Admin.

Q: A fixture I know about isn't showing. A: The admin may not have imported it yet. If you're using your league platform, the admin needs to run a sync. If using CSV, they need to re-import.

Q: Can I add fixtures myself? A: Only Club Admins can create or import fixtures. Players can RSVP to existing fixtures but cannot add new ones.

Q: The location on a fixture looks wrong. A: Admins can edit fixture details in Admin Panel → Schedule. Contact your admin if you spot an error.

Q: I RSVPed "Going" but now I can't make it. Can I change it? A: Yes — find the fixture in your Schedule, open the details, and change your RSVP. Contact your coach directly if it's close to game day.

Q: Why does the fixture show a cost even though I'm on a season plan? A: The fixture cost shows the standard match fee. Whether that's deducted from your account depends on your registration status. Check Payments to see your actual balance.

Q: Can I export the schedule to my phone's calendar? A: This feature may be available depending on your club's configuration. Ask your Club Admin, or check the Admin Panel → Integrations section.

Q: The schedule sync says "No new fixtures" but I know the draw was released. A: Check that the League Platform Club ID and season are correct in Admin → Integrations. Also confirm your season is active in Admin → Seasons.

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7. Common Mistakes & How to Avoid Them

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8. Short Onboarding Script

Your Club Schedule — Always Up to Date

The Schedule page shows every upcoming match and training session for your team.

• RSVP to let your coach know you're coming (or not).
• Search to quickly find a specific fixture or ground.
• Costs shown on each fixture — pay via the Payments section.

Admins: import fixtures via schedule sync or CSV upload in the Admin Panel.

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9. Long Training Guide

How Fixtures Get Into the System

There are three ways fixtures appear in GoClubPro:

1. schedule sync (recommended for most Australian clubs): Your admin connects to your league platform via Admin Panel → Integrations. Once connected, running a sync pulls all published fixtures for your club's registered competitions. This is the most accurate method — any your league platform draw changes sync automatically on the next run.

2. CSV Import: For competitions not on your league platform, admins can upload a formatted CSV file. The template includes columns for date, time, home team, away team, location, and cost. A preview screen lets admins review and correct the import before committing.

3. Manual entry: Admins can create individual fixtures manually in Admin Panel → Schedule. This is best for ad hoc events, training sessions, or matches with no external source.

Fixture Detail View

Clicking a fixture card opens a detail view with:

• Full match information (teams, date, time, location with map link)
• Cost breakdown (match fee, whether season plan applies)
• RSVP section (for players)
• Squad list (who's been selected — visible to coaches, admins, and selected players)
• Attendance tracker (post-match, admins can mark actual attendance)

Cost Per Fixture

The cost shown on each fixture card comes from your club's fee configuration:

• Grade-specific match fees: Set per grade/team in Settings → Match Fees.
• Season plan override: If a player has paid for a season plan in their registration, their match fees in that grade are $0.
• Training fees: Training sessions can have their own cost, separate from match fees.

If the cost looks wrong, the Treasurer or Admin should check Settings → Fee Configuration.

RSVP Workflow

RSVP is a communication tool between players and coaches. When a player RSVPs:

• The coach sees the updated count on the Selection Board.
• The fixture detail shows a real-time count of Going / Not Going / No Response.
• Coaches can build their squad based on availability.

RSVP is not the same as selection — a coach may select players regardless of RSVP, and may drop players who haven't responded.

Parent's View

Parents see a schedule aggregated from their children's team memberships. Using the child selector dropdown:

• Switching children filters the view to that child's fixtures only.
• RSVPs can be submitted on behalf of a child (the child's RSVP is recorded, not the parent's).
• Costs reflect fees charged to that child's account.

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10. Micro-Training (Quick Tips)

⚡ QUICK TIPS — Schedule

✅ RSVP to every fixture — coaches plan around it
✅ Search with short keywords for best results
✅ Check the cost column — does it match what you expect?
✅ Admins: run schedule sync after each draw release
✅ Parents: use the child selector to view individual schedules
✅ RSVP changes are instant — but tell your coach too if it's last-minute

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11. Troubleshooting

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Module 03 of 15+ | Next: Module 04 — Payments