This article will guide athletic directors through the steps necessary to prepare for a new school year and sports season. This article is a general guide and the steps required for your school may vary.
Before beginning, you should make certain that your browser has loaded the latest Doodlio features:
Click: How to load the latest Doodlio features
1. Prepare Your Family Database
Graduate Students
If you used Doodlio for team communications the prior year, you can run the Graduate Students feature to remove students who are no longer members of your school. This will eliminate those students from selection lists when loading teams and will help to keep you family database clean. Important: The Graduate Students feature should be run before importing families, otherwise it will "graduate" your current students.
Click: How to graduate students
Load Your Families
After you have graduated students, you can load your families. We recommend that you reload all families for all grades at the beginning of each school year to make certain that the most up-to-date member information is loaded. Depending on the frequency of updates to your member information, you may want to reload member data multiple times throughout the school year.
Importing families is the easiest way to load member information. Doodlio can currently import data from one source, Renweb.
Click: How to export families from Renweb into Doodlio
Manual Entry of Families
If you do not have the ability to import your family members, you will need to use the Manage School Members feature to load each family. You can also use Manage Members to add students who are not members of your school or were not in your import for some reason.
Click: How to add a family to your community
2. (Optional) Setup online sports registration
If your community uses Doodlio's Online Sports Registration form to allow parents to register their children for sports, you will need to build an online registration form and publish it for your families.
If you do not use Online Sports Registration you can proceed with step 3 - Create Your Teams.
3. Create Your Teams
Once you have loaded your families, you can begin to create teams.
Click: How to create a team
Click: Adding people to a team
4. Review and Update Sports Venue Setup
If your school hosts league games, you will need to define the gym, field, or other facility and make it available for league play.
Click: Add a sports venue as a facility resource
5. Make your venue available for this season's sports scheduling
Each sports season, you need to indicate whether your venues will be available for scheduling games for the sport. For example, when setting up for this years basketball season, you need to indicate whether your gym will be available for scheduling league games.
Click: Make your venue available for league scheduling each season
6. Enter Sports Venue Conflicts
Venue conflicts are activities that are planned to take place in your hosted venues and preclude the scheduling of games. You will need to define conflicts in Doodlio to block those times from being scheduled by the league scheduler.
Click: Entering venue conflicts
7. Enter Team Conflicts
You can define team conflicts to indicate dates and times that your team will not be able to play league games.
Click: Entering team conflicts
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