Skip to main content

Bulk Schedule Upload

Purpose​

Import multiple schedule events simultaneously using an Excel template, enabling efficient creation of multiple events without manually entering each one individually.

Access​

Navigate to: /manage/bulk/schedules or Bulk → Schedules Upload

Screenshot​

Bulk Schedule Upload page with uploaded events
Bulk Schedule Upload page with uploaded events

Description​

The Bulk Schedule Upload feature allows administrators to create multiple schedule events at once by uploading an Excel file with event details. This is particularly useful for setting up recurring events, tournaments, or full season schedules efficiently.

Key Features​

Mass Event Creation

  • Upload multiple events in one operation
  • Standardized template ensures data consistency
  • Validates data before final submission
  • Preview uploaded events before saving

Excel Template Based

  • Two-sheet template with documentation and data entry
  • Clear column specifications and requirements
  • Sample data format guidance
  • Optional fields with smart defaults

Flexible Event Configuration

  • Event details and descriptions
  • Date, time, and duration settings
  • Position requirements (regular and under-age)
  • Team assignments
  • Contact information
  • Location specification
  • Publish and restriction flags

Page Header​

  • Icon: 📅 Calendar icon
  • Title: "Schedules Upload"
  • User Info: Current user display (e.g., "Team, Nithya")

Action Bar​

📤 Upload excel​

  • Position: Top-left
  • Color: Gray/outlined button
  • Icon: Upload arrow icon
  • Action: Opens file browser to select Excel file
  • Purpose: Upload completed Excel template
  • Accepts: .xlsx, .xls file formats
  • Result: Processes file and displays events in table

📄 Excel Template​

  • Position: Top-left, next to Upload excel
  • Color: Gray/outlined button
  • Icon: Document icon
  • Action: Downloads Excel template file
  • File: Typically named "bulk_schedules.xls" or similar
  • Purpose: Get standardized template for data entry
  • Use: Always download template before creating upload file

➕ Add 10 empty rows​

  • Position: Top-right
  • Color: Gray/outlined button with icon
  • Icon: Plus icon with document
  • Action: Adds 10 blank rows to current table
  • Purpose: Manually add events or expand imported data
  • Use: For additional entries after upload

💾 Save​

  • Position: Top-right, rightmost button
  • Color: Gray/outlined button
  • Action: Save all validated events to system
  • Requirements: Events must pass validation
  • Result: Creates all schedule events in system

Events Table​

The table displays all uploaded events with columns for review and editing:

Column Headers​

Title

  • Event name/title
  • Example: Event title
  • Required field
  • Editable inline

Details

  • Event description and information
  • Example: "Event details and information for the members"
  • Optional field
  • Can be lengthy text
  • Editable inline

Date

  • Event date
  • Format: MM-DD-YYYY (e.g., "01-04-2026")
  • Required field
  • Editable inline

StartTime

  • Event start time
  • Format: HH:MM (24-hour, e.g., "10:15")
  • Optional (defaults based on settings)
  • Editable inline

Duration

  • Event duration in hours
  • Example: "8" (hours)
  • Optional (defaults based on settings)
  • Editable inline
  • Numeric value

Positions

  • Number of positions/slots needed
  • Example: "1"
  • Optional (defaults to 1)
  • Numeric value
  • Editable inline

MinorPositions

  • Number of under-age positions
  • Example: "0"
  • Optional (defaults to 0)
  • Numeric value
  • Editable inline

Team

  • Team assignment
  • Example: "All Members"
  • Optional (defaults to all teams)
  • Must be exact team name from system
  • Editable via dropdown

Contact

  • Contact person(s) for event
  • Format: "LastName, FirstName" or full name
  • Example: "Agape Community Houses, Rodni Chambers"
  • Optional (defaults to uploader)
  • Can be updated after upload
  • Editable inline

Location

  • Event location
  • Example: "Indianapolis Zoo"
  • Optional field
  • Must match system location name exactly
  • Can be set after upload
  • Editable via dropdown

Published

  • Publish status checkbox
  • Checked (✅): Event visible to members
  • Unchecked (☐): Event not published
  • Optional (defaults to No)
  • Toggle inline

Restriction

  • Access restriction checkbox
  • Checked (✅): Restricted access
  • Unchecked (☐): No restriction
  • Optional (defaults to Yes based on screenshot)
  • Toggle inline

Action

  • Delete Icon (🗑️): Remove event from upload
  • Red trash icon
  • Click to remove row
  • Only affects current upload, not saved events

Table Features​

Inline Editing

  • Most fields editable directly in table
  • Click field to edit
  • Changes reflected immediately
  • Validation on edit

Scrolling

  • Horizontal scroll for all columns
  • Vertical scroll for many events
  • Fixed header row

Row Management

  • Add rows with "Add 10 empty rows" button
  • Delete rows with trash icon
  • Reorder not supported (use Excel)

Excel Template Structure​

Template Sheets​

Documentation Sheet​

  • Tab Name: "Documentation"
  • Title: "Bulk Schedule Upload"
  • Instruction: "For optional values, leave blank if not needed."
  • Purpose: Column specifications and guidance
  • Contents: Reference table with column details

Data Sheet​

  • Tab Name: "Data" (main sheet)
  • Purpose: Where events are entered
  • Layout: One row per event
  • Column Order: Title, Details, Date, StartTime, Duration, Positions, MinorPositions, Team, Contact, Location, Published, Restriction

Column Specifications​

From the Documentation sheet:

ColumnRequiredSample Data for format
TitleYesEvent Name
DetailsOptionalEvent details and information for the members
DateYes01/20/2025
StartTimeOptional - Defaults to Start time based on the settings14:30
DurationOptional - Defaults to duration based on settings3.5
PositionsOptional - Defaults to 110
Under Age PositionsOptional - Defaults to 010
TeamOptional - Defaults to all teams. This should be exact Name as in the systemTeamName
ContactOptional - Defaults to Uploaded. This should be the exact login name as in the system. You can set this after upload before submissionLastName, FirstName
LocationOptional - This should be exact name as in the system. You can set this after upload before submissionLocation Name
PublishOptional - Defaults to NoYes
RestrictOptional - Defaults to YesNo

Note: For optional values, leave blank if not needed.

Data Entry Guidelines​

Title Field​

  • Required: Yes
  • Format: Plain text
  • Example: "Weekend Shift", "Tournament Game 1"
  • Best Practice: Clear, descriptive event names

Details Field​

  • Required: Optional
  • Format: Plain text (longer descriptions allowed)
  • Example: "Event details and information for the members"
  • Purpose: Provide context, instructions, or notes
  • Best Practice: Include relevant details members need to know

Date Field​

  • Required: Yes
  • Format: MM/DD/YYYY (e.g., "01/20/2025")
  • Example: "01/04/2026"
  • Validation: Must be valid date
  • Best Practice: Use consistent date format throughout

StartTime Field​

  • Required: Optional
  • Format: HH:MM (24-hour time, e.g., "14:30")
  • Default: Uses system default start time setting
  • Example: "10:15"
  • Best Practice: Specify when different from default

Duration Field​

  • Required: Optional
  • Format: Numeric (hours)
  • Default: Uses system default duration setting
  • Example: "3.5", "8"
  • Best Practice: Use decimal for partial hours (3.5 = 3.5 hours)

Positions Field​

  • Required: Optional
  • Format: Integer
  • Default: 1
  • Example: "10", "1"
  • Purpose: Number of regular positions needed

Under Age Positions Field​

  • Required: Optional
  • Format: Integer
  • Default: 0
  • Example: "10", "0"
  • Purpose: Number of positions for minors/under-age workers

Team Field​

  • Required: Optional
  • Format: Exact team name from system
  • Default: All teams
  • Example: "TeamName", "Referees Team"
  • Important: Must match team name exactly as in system
  • Can Update: Can be set/changed after upload

Contact Field​

  • Required: Optional
  • Format: Login name or "LastName, FirstName"
  • Default: Uploader's name
  • Example: "LastName, FirstName", "Agape Community Houses, Rodni Chambers"
  • Important: Must be exact login name from system
  • Can Update: Can be set/changed after upload before submission

Location Field​

  • Required: Optional
  • Format: Exact location name from system
  • Example: "Location Name", "Indianapolis Zoo"
  • Important: Must match location name exactly as in system
  • Can Update: Can be set/changed after upload before submission

Publish Field​

  • Required: Optional
  • Format: "Yes" or "No"
  • Default: No
  • Example: "Yes"
  • Purpose: Control event visibility to members

Restrict Field​

  • Required: Optional
  • Format: "Yes" or "No"
  • Default: Yes
  • Example: "No"
  • Purpose: Control access restrictions

Upload Process​

Step-by-Step​

1. Download Template​

  1. Navigate to Schedules Upload page
  2. Click Excel Template button
  3. Save template file to computer
  4. Open in Microsoft Excel, Google Sheets, or LibreOffice

2. Review Template​

  1. Open template file
  2. Review Documentation sheet:
    • Column requirements
    • Sample data formats
    • Optional vs required fields
    • Default values
  3. Switch to Data sheet

3. Prepare Event Data​

  1. Work in Data sheet (not Documentation)
  2. Enter one event per row starting at row 2
  3. Fill required fields:
    • Title (event name)
    • Date (MM/DD/YYYY format)
  4. Fill optional fields as needed:
    • Details for event description
    • StartTime if different from default
    • Duration if different from default
    • Positions for number of slots
    • Under Age Positions if needed
    • Team if specific team (leave blank for all)
    • Contact if specific person
    • Location name
    • Publish (Yes/No)
    • Restrict (Yes/No)
  5. Use consistent formatting
  6. Review all entries for accuracy
  7. Save file as .xlsx

4. Upload File​

  1. Return to Schedules Upload page
  2. Click Upload excel button
  3. Browse to saved Excel file
  4. Select file and click Open
  5. Wait for file to process
  6. Events display in table

5. Review Uploaded Events​

  1. Examine all events in table
  2. Verify data imported correctly
  3. Check dates, times, and details
  4. Review position counts
  5. Verify team assignments
  6. Check location assignments
  7. Verify publish/restrict flags

6. Edit if Needed​

  1. Click any field to edit inline
  2. Use dropdowns for Team and Location
  3. Toggle checkboxes for Published/Restriction
  4. Add more rows with "Add 10 empty rows" if needed
  5. Delete unwanted events with trash icon
  6. Make all necessary corrections

7. Save Events​

  1. Ensure all required fields filled
  2. Verify data accuracy
  3. Click Save button
  4. Wait for processing
  5. Events created in system
  6. Success confirmation shown

Use Cases​

Season Schedule Creation​

Scenario: Create entire season schedule at once

Process:

  1. Download Excel template
  2. Plan season events in spreadsheet
  3. Enter all events:
    • Event titles (e.g., "Week 1 Game", "Week 2 Game")
    • Dates for each event
    • Times and durations
    • Positions needed for each
    • Team assignments
    • Locations
  4. Review in Excel for accuracy
  5. Upload file
  6. Review in table
  7. Make any final adjustments
  8. Save all events
  9. Full season schedule created instantly

Recurring Events Setup​

Scenario: Create weekly recurring events for a month

Process:

  1. Download template
  2. Create first event with details
  3. Copy row and adjust date for each week
  4. Keep same time, duration, positions
  5. Same team, location, contact
  6. Upload file with 4-5 events
  7. Review and save
  8. Recurring schedule established

Tournament Schedule​

Scenario: Set up multi-day tournament

Process:

  1. Download template
  2. Plan tournament structure
  3. Enter all games/matches:
    • Day 1 games
    • Day 2 games
    • Finals
  4. Different times for each
  5. Different position needs
  6. Specific locations for each court/field
  7. Upload complete tournament schedule
  8. Adjust any details
  9. Publish all at once

Multi-Location Events​

Scenario: Events across multiple venues

Process:

  1. Gather event information for all locations
  2. Download template
  3. Enter events with specific locations:
    • Stadium A events
    • Stadium B events
    • Practice field events
  4. Ensure location names match system exactly
  5. Upload file
  6. Verify location assignments in dropdown
  7. Correct any mismatches
  8. Save events

Validation and Error Handling​

Pre-Save Validation​

System Checks:

  • Required fields (Title, Date) are filled
  • Date format is valid
  • StartTime format is valid (if provided)
  • Duration is numeric (if provided)
  • Positions and MinorPositions are numeric
  • Team names match system teams
  • Location names match system locations
  • Publish/Restrict values are valid

Error Display:

  • Invalid fields may be highlighted
  • Error messages shown for issues
  • Row-specific error indicators
  • Cannot save until errors resolved

Common Errors​

Date Format Errors

  • Problem: Date not recognized
  • Cause: Wrong format (e.g., "Jan 20, 2025" instead of "01/20/2025")
  • Solution: Use MM/DD/YYYY format exactly

Team Name Mismatch

  • Problem: Team not found
  • Cause: Team name doesn't match system
  • Solution:
    • Leave blank to default to all teams
    • Use exact team name from system
    • Set via dropdown after upload

Location Name Mismatch

  • Problem: Location not recognized
  • Cause: Location name doesn't match system
  • Solution:
    • Leave blank and set after upload
    • Use exact location name from system
    • Select from dropdown after upload

Time Format Errors

  • Problem: StartTime invalid
  • Cause: Wrong format (e.g., "2:30 PM" instead of "14:30")
  • Solution: Use 24-hour HH:MM format

Missing Required Fields

  • Problem: Cannot save event
  • Cause: Title or Date missing
  • Solution: Fill all required fields for each event

Best Practices​

Template Preparation​

Planning

  • Plan events in advance before entering data
  • Gather all necessary information first
  • Verify team and location names before entering
  • Confirm dates and times

Data Entry

  • Use consistent date format throughout
  • Use 24-hour time format
  • Be specific with event titles
  • Provide detailed descriptions
  • Double-check position counts

Quality Control

  • Review all entries before upload
  • Check for typos and errors
  • Verify dates are correct
  • Ensure team names are exact
  • Confirm locations match system

Upload Process​

File Management

  • Save template with descriptive name
  • Keep backup of original file
  • Version control for multiple uploads
  • Don't modify column headers

Review

  • Always review after upload
  • Check random sample of events
  • Verify dates imported correctly
  • Confirm times and durations
  • Check position counts

Editing

  • Use inline editing for small changes
  • Re-upload for major corrections
  • Test team/location dropdowns
  • Verify publish/restrict settings

After Upload​

Verification

  • Spot-check several events
  • Verify in main schedule view
  • Confirm members can see published events
  • Check that restrictions work correctly

Communication

  • Notify teams of new events
  • Announce schedule availability
  • Provide context if needed
  • Follow up on any issues

Troubleshooting​

Cannot Upload File​

Problem: Upload button doesn't work or file rejected

Solutions:

  1. Verify file is .xlsx or .xls format
  2. Check file isn't corrupted
  3. Ensure file not too large
  4. Try re-saving in Excel
  5. Use different browser

No Events Show After Upload​

Problem: Table empty after file upload

Solutions:

  1. Verify data is in Data sheet, not Documentation
  2. Check column headers match exactly
  3. Ensure data starts in row 2
  4. Verify at least Title and Date filled
  5. Re-download template and try again

Some Events Won't Save​

Problem: Only partial events save

Solutions:

  1. Check for validation errors
  2. Review highlighted fields
  3. Ensure required fields filled
  4. Verify date/time formats
  5. Check team/location names
  6. Fix errors and try saving again

Dates Import Incorrectly​

Problem: Dates show wrong values

Solutions:

  1. Use MM/DD/YYYY format consistently
  2. Format date cells as Date in Excel
  3. Check Excel regional settings
  4. Enter dates as text if needed
  5. Manually correct in table after upload

Team/Location Not Found​

Problem: Team or location not recognized

Solutions:

  1. Leave field blank in Excel
  2. Set using dropdown after upload
  3. Verify exact name spelling
  4. Check name exists in system
  5. Contact administrator if missing

Tips​

  1. Download Fresh Template: Always use downloaded template for each upload
  2. Required Fields: Only Title and Date are required
  3. Smart Defaults: System uses defaults for optional fields
  4. Date Format: Use MM/DD/YYYY consistently (e.g., "01/20/2025")
  5. Time Format: Use 24-hour HH:MM format (e.g., "14:30")
  6. Team Names: Must match system exactly or leave blank
  7. Location Names: Must match system exactly or set after upload
  8. Contact Assignment: Can be set after upload before submission
  9. Add Rows: Use "Add 10 empty rows" for manual additions
  10. Inline Editing: Most fields editable directly in table
  11. Delete Freely: Remove unwanted events with trash icon before saving
  12. Review Before Save: Always review uploaded data before clicking Save
  13. Documentation Sheet: Reference for column specifications
  14. Bulk Efficiency: Import entire season or tournament at once