Available only on the web.
There are three tools available in Teamworks AMS to manage appointments and scheduled events:
Related entity calendar
The related entity calendar is a planning tool that displays a calendar for each entity created by the site's builder. You can use the related entity calendar to view which events have been planned for a coach, doctor, venue or therapist, for example. You can plan events for an entity by selecting any free timeslot on the related entity calendar and choosing the relevant appointment or scheduling form, picking an athlete, then filling out the form.
This simplified example of a related entity calendar shows the coach related entity type has been selected, allowing us to specify that we'd like to view the calendar of Coach Smith. For the time period selected, we can see that Coach Smith is scheduled to be at team training several times this week as well as a team meeting. These scheduled events are also saved against the athletes in the team and will appear on each athlete's calendar.
Steps to enter an event using the related entity calendar
- Log in to AMS through a web browser.
- Select the related entity calendar tool.
- Choose which type of entity you want to schedule an event with (e.g. coach, venue, doctor).
- Choose the entity (e.g. Coach Smith, training field 3, or Doctor Jones).
- Select the date you want to book an event for.
- Choose and click an empty timeslot on the entity’s calendar.
- In the pop-up box that appears, choose Scheduled Event or Appointment as the Form Type.
- Click Select.
- Choose which booking form you need to fill out.
- Fill out the booking form, remembering to use the multi-athlete selector field to add all athletes involved in the event if applicable.
- Select Save to complete the booking and return to the related entity calendar.
Preview schedule
The Preview Schedule tool is a planning tool which has mostly been replaced by the functionality of the related entity calendar. The Preview Schedule tool highlights any conflicts between draft events planned for related entities; these should be resolved before the events are published and released to athletes’ and entities’ calendars. An example of conflict could include scheduled events which require a coach to be at two venues at once. Once conflicts are resolved (by deleting or moving events), the draft events can be published, which means that they become viewable on the relevant users’ calendars.
The main advantage of using the Preview Schedule tool over the related entity calendar is that ICS files can be downloaded from the Preview Schedule tool for each entity, according to which events fall within the window of time you are viewing.
Steps to preview an entity's schedule
- Log in to AMS through a web browser.
- Select the Preview Schedule tool.
- Choose the start and end date for the scheduled events you want to preview.
- Confirm that no conflicts exist within this window or resolve highlighted conflicts.
- Select Preview iCals to download ICS files for any entities.
- Select Publish or Publish with iCals.
- Confirm that you want to publish the events which are scheduled between the start and end dates you have selected.
- Return to the home page.
View current appointments
The View Current Appointments tool is another planning tool which has largely been made obsolete by the related entity calendar. The View Current Appointments tool shows which appointment events have been planned for related entities. Similarly to the Preview Schedule tool, the View Current Appointments tool would highlight any conflicts between events for related entities. For example, Doctor Daniels has an appointment booked with Jamie Anderson on a particular date and time. If another player tried to book an appointment at the same time they would be unable to see any details relating to Jamie's appointment, only that the time slot with Doctor Daniels is unavailable.