See the season on the Calendar and assign coverage

Reading the calendar

• •Week is the default: seven columns, one card per event. A card shows the sport, the opponent, and a small H, A or N badge with the time. Amber means nobody is assigned, green means someone is, grey means not covering. Hover a card for the full summary, click the chevron to expand it, or Expand all.
• •Month is the overview. List is the working view for assigning a stretch of dates, with a checkbox per row for bulk actions. Report counts coverage for the range.
• •The four tiles count the next seven days, how many of those still need coverage, and the needs-coverage and covered totals for what is in view. Click a tile to jump to that filter.
• •Filters: search, sport, status, home or away, photographer, and when the org follows more than one athletics site, a schedule picker (all, one site, added by hand, galleries only). Mine shows only your own events.
• •Galleries made outside the schedule show as blue cards on their date with a GAL badge. The Galleries toggle hides them; open one to jump to the gallery or add it to the schedule.

Home, away, neutral

Every game carries a three-way toggle in the list and on an expanded card. One click saves it. The choice writes “vs” or “at” into the gallery names made from that event, using the words under Gallery Naming; neutral-site games use the home word. A synced game keeps a manual toggle through later syncs.

Calendar Settings holds your home venues: each city and the venue names your teams play at. When a synced schedule gives a venue but no home or away marker, a match there reads as home and anywhere else as neutral.

Syncing the schedule from your athletics site

Sync schedule reads the calendar feed your athletics site publishes and shows what would change before anything is written: new events, games that moved, and games that were cancelled or dropped. Untick a sport to leave it out. Apply, and the season is on the calendar with home and away set.

• •GalleryID sets your primary athletics site. Calendar settings › Athletics sites takes more, each with the name it shows under; sync pulls every one, and the schedule picker filters by site.
• •Games older than 30 days are skipped unless you tick Include past games.
• •A cancelled or postponed game imports hidden, with the reason in its notes. Show hidden reveals it.
• •Anything you edit by hand on a synced event (date, time, opponent, venue, home or away) is kept on later syncs.
• •Meets and tournaments (an Invitational, a Classic, a Championship) come in as events with the meet name, not as a game against one opponent.
• •Each sport is matched to a MatchID category by name, which fills the team and the folder. A sport with no match still imports.
• •Auto-refresh in Calendar settings re-runs the sync every 1, 3, 7 or 14 days. Photographers on a game that moved get an email.

Adding and editing events

1. 1

   Add event

   Game asks for an opponent; Event asks for a title (Media Day, Senior Night, a tournament). Pick the team from your MatchID categories or type it, set the date, time and venue. In Week view, the + on an empty day starts with that date.
2. 2

   Folder for galleries

   The folder the galleries land in when you create them from this event. It fills itself from the folder bound to the team’s MatchID category.
3. 3

   Photographers

   Same chips as Create Galleries: users from your directory, or a name and email for someone without a login. Save writes the assignments; a checkbox decides whether they get the email, with an optional note for that send.
4. 4

   Not covering, hide, delete

   Not covering drops an event out of Needs coverage without pretending it is assigned. Delete removes an event you added by hand. A synced event is hidden instead, so the next sync does not bring it back.

Assigning in bulk

In List view, tick the rows and a bar appears at the bottom. Assign photographers puts the same people on every ticked event, with the same email choice; Not covering marks them all at once; Create galleries runs one batch per ticked event from its own photographers (one shared gallery for one photographer, one per photographer for more), with upload links and an optional email. Events with nobody assigned are skipped.

Photographer emails

• •Assigning someone sends an email with the event, venue, your notes, their upload links when galleries exist, a calendar file for their own calendar, and a Confirm button. One click marks them confirmed, no login needed. Confirming sends a receipt with the calendar file.
• •When a game moves to a new date or time, by hand or by sync, everyone assigned gets an update.
• •Calendar settings › Assignment emails sets the defaults: which emails go out, what they include, the subjects and opening lines, a note in your own words with tokens like {event}, {date} and {location}, a signature and a reply-to, with a preview. The event drawer can resend to everyone on the event.

Weekly digest, report, exports

• •The weekly coverage digest is one email on the day and hour you pick: the next seven days, needs-coverage first, who is on the rest. It goes to the people on its list, never to a role; admins pick them in Calendar settings and anyone can add or remove themselves with the Digest button on the toolbar. Send me a test digest shows the layout.
• •Report view counts the range in view: scheduled, staffed, covered and needs-coverage by sport, by home and away and events, and per photographer with photos delivered. Filters apply. Export CSV downloads the same rows.
• •Calendar settings can create a read-only feed link for Google Calendar, Apple Calendar or Outlook. With Mine on, Copy my feed link gives a photographer a feed of only their own assignments.

From event to galleries

Create galleries on a row, or in the event drawer, opens the same Create Galleries panel with the folder, date, team, home or away, opponent and photographers already filled in. Review the names and press Create. The galleries link back to the event: the row shows them, and the event reads Covered once photos arrive.