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The Sports management platform

The sports management platform enables you to not only input fixture details and manage your calendar, you also manage the background working of your schools account from here. To enable you to manage the background of your account you will need to have either a Admin or a Manager role.

The console

In this section we will go through the different features within your console and how you can manage all settings as well as users management

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Users Management

From the 'Users & Permissions' tab you can manage all users, use the magnifying glass to filter through the users and once you find your chosen user you can add / revoke roles by clicking the 'Edit' button across from their information

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You can also click into a user and see further information

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Accepting / Rejecting users

There are two options with accepting and rejecting users, you can either manage them yourself or you can choose the option for auto-accepting to be enabled, if you choose to go ahead with auto-accepting then you will need to ensure that either students unique codes are on your Squad In Touch system or that you have emergency contact details available for each student for each parents to be accepted.

Students; there are three options for students, they can either sign up themselves and you can accept them manually, students can sign up and they can be auto-accepted based on their email address / We can create all of your student accounts for you

To manage a user request click 'Edit' then; 1. To accept a student you will need to click 'Accept and Merge' 2. For a Parent or staff member simply click 'Accept' 3. To decline any user just click 'Decline

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When accepting a user onto the system, if you're managing it yourself please ensure you check the users name, email address and phone number all match your school records.

Moderation of your account

With the moderation tab it allows you to decide what parents and students can / can't do. - We recommend that you allow either parents or students the ability to send availability reports, however you can have both if you want

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Adding a venue

If you are going to add clubs into your calendar you will need to add at least one venue as these will be filtered when choosing where your club will be taking place. You can also add further venues that can depict different areas within your school, or off site locations that you use on a regular basis.

To add a venue you just need to go to the venues tab and then click the 'Add venue' button

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This will take you to the form, which will enable you to input the name, postcode and choose if it is a home / away venue. You can also move the red pin to the exact location you would like it to be shown on the map

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Notifications

From the notifications tab you can decide which notifications users will receive. All notifications will go after the action has been completed, i.e a students has been added to an event. When a notification is sent it is sent via push notification, as long as the user has the Squad In Touch app on their smart device, as well as an email notification.

If for any reason a user is not receiving a notification this could be because they have turned off email notification or they have said they aren't happy for Squad In Touch to send them notifications via the app.

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Below is a table detailing all of the notification types, who will receive the email and / or push notification as well as a description;

Notification type Receiving user Description
Custom Notification
Custom notification All users This enables you to compose a notification to be sent out to all users or some users within a fixture, you can send these from your app or from the web portal.
Registration and profile management
User’s role request has been accepted Any user This will be sent to a user when they have been accepted onto your schools system
User’s role request has been denied Any user This will be sent to a user when they have been declined access to your schools system
The user has been granted a new role Any user A user will receive a notification when they have been provided with a role they didn't request - admins or managers can provide users with additional roles from the 'Users & Permissions' tab
User Management
New role request Admins & Managers When you have a new role request to your Admins and Managers will receive this notification, we recommend you turn this off if all your parents are signing up at once
Student Merged Admins & Managers To be sent to Admins and Managers when a student has been merged with their school data
Parent Merged Admins & Managers To be sent to Admins and Managers when a parent has been merged with their child's school data
Absence report sent Admins & Managers Admins and Managers will receive a notification when a parent user has sent an absence report (this is for schools who have access to the communications platform package only)
Absence report updated Admins & Managers Admins and Managers will receive a notification when a parent user has updated an absence report (this is for schools who have access to the communications platform package only)
Games Management
Event has been created Students and parent users linked to the event They will be notified when they / their child have been added to an event
Event has been rescheduled Student, parental users and tagged staff members Users will be notified if an event they are linked to has been rescheduled
Event has been cancelled Student, parental users and tagged staff members Users will be notified if an event they are linked to has been cancelled
Event details have been updated Student, parental users and tagged staff members Users will get a notification if an event they are linked to has been updated in anyway (e.g - time / venue has changed)
Game team has been updated Tagged staff members Staff members will get a notification if the team of an event they are linked to has been updated
Consent request has been sent Parental users Parental users will get a notification if they have received a consent request they need to answer
Club has been created Staff users When a club is created, prior to activation, that a staff user has been linked to
Club has been activated Students and parental users They will get a notification to let them know a club has been activated and therefore is in their calendar provided they are linked to it
Send notifications when club invitation received Parental users or students - based on your schools background settings The relevant user will receive a notification to let them know they can book onto a club
Send notifications when the club is full, for enrollment on the waiting list Parental users or students - based on your schools background settings The relevant user(s) will receive a notification to let them know they have been added to the club waiting list as it is full
Invites Management
New event invite from an opposing school Staff users Users will get a notification to let them know they have been invited to an event by an opposition school
An opposing school has accepted your event invite Staff users Users will get a notification to let them know an event invite has been accepted by an opposition school
An opposing school has rejected your event invite Staff users Users will get a notification to let them know an event invite has been rejected by an opposition school

Integration

You are able to integrate with either;

  1. Google Calendar
  2. Outlook Calendar - these can be individual calendars within your Outlook account if you need
  3. Twitter

Click on the add integration cog, and then select your chosen platform to integrate with. You will then be redirected to log in and accept the integration

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Please note, with any form of calendar integration it only works one way, so anything you put into Squad In Touch will go into your integrated calendar, this doesn't work vise versa.

Templates (Club and consent request)

With all questions regardless of whether they are for clubs or consent they all have the same template options

Required - If you turn this on then this will mean that a user cannot book on or provide permission without answering this question

Available by default - If you turn this on then this question will be added to your booking form / consent request without you having to manage the questions

On top of this there are a number of answer types for you to chose from

String - This allows for the user answering the question to free type in the box, this may mean you add a comments section to the bottom of your questions list

Number - The user can choose from an option of numbers

Boolean - Yes / No answer

Enum - You input options for the user to choose from, ensure you separate each option with a comma

The questions you put in your 'Clubs template' will not appear on your consent request page, these are two separate sections that need to be filled out, to input questions for your clubs booking form go to the 'clubs template' section and to input questions for your fixtures consent request go to the 'Template' tab, see image below.

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Sports

From the sports tab you will be able to choose which sports you can select from the initial list when creating a fixture. Go to the 'Sports' tab and choose from there your sport and click 'Edit' > 'Add to favourites' you can remove from favourites in the same way. You can use the magnifying glass to filter through the different sports allowing you to easily find the one you would like to add to your favourites.

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Fixtures

Adding a fixture

To add a fixture you will need to go to app.squadintouch.co.uk and go to the 'Events' tab, from here you can select your chosen date and then click 'Add event'

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From here you will be able to fill in the fixture form

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Once you have click 'Continue' you will then be directed to the student selection form, here is where you choose your team, you can either select your team by choosing students from the right and moving them to the left, using the arrows at the bottom of the box. Alternatively, if you have precreated teams then you can click on the 'Select Teams' button.

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Once you have added your team and their name, you can then input positions, captain and subs using the relevant boxes - please note these aren't necessities.

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Once you click finish, you have then created your fixture.

Editing a fixture

Once you have created a fixture you can edit details if you need to by clicking into the relevant event. Please note all editing can be done on the web portal and some details can be edited via the app, to see more about what you can edit via the app please see the relevant manual << INSERT LINK TO GUIDE!

Any details that you edit for your fixture parents, students and staff members who are linked to that event will get a notification to let them know.

Actions

The actions button within a fixture allows you to undertake multiple tasks;

  • Create Event like this - Mimics the event details and self populates the event creation form, providing you don't edit the criteria of the event (year groups, gender sport type) the team sheet will also be populated.
  • Close Event - Add scores to your event
  • Send Consent request - Request attendance permission from parents
  • Cancel event - Sends a notification out to all users linked to the fixture that the event has been cancelled, the event will then remain in all users calendars however it will show as cancelled.
  • Cancel event and edit notification list - Sends a cancellation notification out to your chosen users
  • Send Event notification - Customise a notification and then select users you would like it to be sent to
  • Print - PDF printable teamsheet
  • Download CSV - Download the teamsheet in spreadsheet format

Consent requests

Sending; to send a consent request click into your chosen event / club / activity and click the 'Actions' button, from there you will see 'Send consent'. If you would like to send additional questions then you can do so by selecting /Manage additional questions' this will then enable you to choose which questions to send. Please note you can add your own consent questions as explained above.

Receiving; Responses to your consent request can be found in two places;

  1. They can be found at the bottom of your fixture page under 'Parental Responses'
  2. The can also be found in the 'Messages' section of your Squad in Touch account - please note responses for all events are here so if you would like to view specific responses it is best to go into your chosen fixture / club page.

Receiving availability reports

If a parent / students (based on your school settings) send you an availability report then like with consent responses they can be found in two places;

  1. They can be found at the bottom of your fixture page under 'Availability Reports'
  2. The can also be found in the 'Messages' section of your Squad in Touch account - please note responses for all events are here so if you would like to view specific responses it is best to go into your chosen fixture / club page.