Diamond Scheduler Knowledge Base
Dashboard Walkthrough
An overview on how Diamond Scheduler’s dashboard is used to manage your leagues and seasons. Learn about our layout and our features!
Instructions
1. Use the search bar to find divisions, teams, etc.
2. Use the League and Season switchers to change between your leagues/seasons.
3. Use the Create button to create almost any Diamond Scheduler feature.
4.The Schedules tab allows you to see all of your schedules in your current season.
5. The Calendar tab allows you to see games, timeslots, practices, etc in a calendar view.
6. The Game list allows you to see all of your games and practices for your season in a single list.
7. If you expand your Divisions tab you can see all your divisions and teams in them.
8. The Venues tab will allow you to see all of your venues. If you select a venue, it will allow you to see the address, phone number, playing surfaces, venue priority and assigned home teams.
9. The People tab will allow you to edit existing umpires, players, coaches and staff.
10. More is where you can manage your account with Diamond Scheduler, Sports Engine, upload via CSV and bulk edit your league.
League Wizard
How our League Wizard can get you started on Diamond Scheduler.
What is the League Wizard?
The league wizard is great for getting started on Diamond Scheduler! It walks you through the steps of setting up your league on Diamond Scheduler. Check out our video below for a quick overview on how to use the league wizard!
Instructions
1. Choose your sport.
\
2. Choose how you want to Import your information.
3. Enter League/Season name.
4. Enter how many divisions your league has.
5. Enter how many teams your divisions have.
6. Edit your Division/Team names and colors.
7. Add at least one venue.
8. Add the playing surfaces.
9. Assign Home games.
10. You are ready to Schedule!
Scheduling
How to become a pro scheduler on Diamond Scheduler.
Scheduling Overview
The basics on how to schedule with Diamond Scheduler. Learn how to create schedules in Diamond Scheduler using different parameters, styles, constraints and more.
Instructions
1. Select Create then Schedule.
2. Choose your schedule settings (division, games/practice, dates, etc.)
3. Review the summary (how many weeks in schedule, games per team, available timeslots and timeslots needed).
4. Create your timeslots. Please review the Calendar & Timeslots page for more information.
5. Select Schedule Now then select your settings (Home venue, Balance days/time, etc.)
6. Review your summary and games. Make any necessary changes by selecting Retry Schedule or selecting individual games and selecting Edit.
Creating a Practice Schedule
1. Select Create then Schedule.
2. Choose your schedule settings and select “Schedule Type” then select Practices.
3. Review the summary (how many weeks in schedule, practices per team, available timeslots and timeslots needed).
4. Create your timeslots. Please review the Calendar & Timeslots page for more information.
5. Select Schedule Now then select your settings (Home venue, Balance days/time, etc.)
6. Review your summary and games. Make any necessary changes by selecting Retry Schedule or selecting individual games and selecting Edit.
Creating a Weekly Practice Schedule
1. Create no-play constraints for the days you do not want a team to play. For example, if team A plays every monday, create a no-play all day constraint tues-sun.
Note: If creating the practice schedule before the game schedule the constraints will need to be removed. This will not have an effect on the already existing practice schedule and vice versa.
2. Select Create then Schedule.
3. Choose your schedule settings and select “Schedule Type” then select Practices.
4. Review the summary (how many weeks in schedule, practices per team, available timeslots and timeslots needed).
4. Create your timeslots. Please review the Calendar & Timeslots page for more information.
5. Select Schedule Now then select your settings (Home venue, Balance days/time, etc.)
6. Review your summary and games. Make any necessary changes by selecting Retry Schedule or selecting individual games and selecting Edit.
Weekend Method
How to use the weekend method to create a balance between your league’s weekend and weekday games.
What is the Weekend Method?
“Weekend Method” forces each team to have one game during the week and one game during the weekend. For this feature, Diamond Scheduler also allows you to assume Friday is a weekend.
Instructions
1. When creating a new schedule, please select the Use Weekend Method box to turn on this feature.
2. If you want to include Friday as a weekend, select Assume Friday as weekend.
3. Click Continue and you are ready to go!
Manual Schedules/Games
Learn how to create a manual schedule and manual games.
Instructions
Manual Schedule
1. Go to Create > Schedule > check the box for Leave blank for Manual Game Creation.
Manual Games
The software needs to house the games under one schedule, so you will first need to create an empty schedule.
1. Select Create Game.
2. Enter game data and save!
Creating a Cross Division
Cross division schedules allow you to easily create a schedule where teams in different divisions can go head to head!
Instructions
1. Select the Create button.
2. Select Division.
3. Use the Make this an across division checkbox and choose two divisions you would like to mix.
4. Once the cross division is created, generate a schedule for this division as usual.
Creating Double Headers
Two ways to easily create double headers for your league.
What is a Double Header?
A Double Header is two back to back games played in the same venue. Our split timeslot feature allows you to achieve a double header easily. You can either split one timeslot or multiple with just the click of a button!
Instructions
1. Create a single timeslot that covers the whole time period. Ex. Creating a 120 min timeslot if your games are 60 min each.
2. Select the timeslot and select More Actions.
3. Select Split timeslot.
Want the same teams to face off back to back?
1. Create a single timeslot that covers the two games. Ex. Creating a 120 min timeslot if your games are 60 min each.
2. Create your schedule as normal.
3. On the schedule page, select the timeslot that is to become the double header then select Edit.
4. Select Split then Ok and now you have a double header!
Assigning a teams to an Open timeslot
There are two ways to edit an open timeslot, if you want a certain team to play at a desired time or day.
Instructions
1. On the schedule, please select Show Timeslots.
2. Select the open timeslot that you would like to change.
3. Select the Edit button and enter in your desired teams!
- On the Calendar select the open timeslot you would like to create a game for.
2. Select Create Game using Timeslot.
3. Enter in the details and save!
Sharing your Schedules
Using our Share link, Public webpage and Export options you can easily share your schedule with your leagues. This guide will show you how to do all 3 so you can find your best fit!
Share Link
One way to share your schedule with your league is the “Share Link” option! Easily copy a URL link to your clipboard to send out via email or post on social media.
Instructions
1. Scroll down the sidebar and select Schedules then select the schedule that you would like to share.
2. Select the Share Link button at the top of the page to copy the link to your clipboard.
PDF Schedule
Another way to share your schedule with your league is to send or post a copy of the PDF.
Instructions
1. Scroll down the sidebar and select Schedules then select the schedule that you would like to share.
2. Select the Export button.
3. Choose Print Table.
4. Download the PDF version to share electronically or print.
Public Webpage
The public webpage is another great way to share a live version of your schedule with your league! Any changes made to your schedule will be automatically published to your Public webpage. Check out our Public webpage overview for more details!
Calendar & Timeslots
How the calendar works to manage your timeslots, games and practices.
Calendar & Timeslots Overview
A brief overview on how to get started using our calendar to create timeslots.
Instructions
1. Choose venue, duration, surface and division all in the Create Timeslot block.
2. Select the day and time you would like to create the timeslot for.
3. If you select the timeslot you can copy and paste for your desired time period using the Copy Selected Until Date button.
4. If you use the Select All button you can select all timeslots based on filters.
Editing Timeslots
Another vital feature in our calendar is the ability to edit your timeslots. This guide will show you how to shift times, assign attributes, copy and more!
Instructions
1. On the Calendar page, select your desired features (divisions, venues, etc.)
2. Select your timeslot or timeslots and choose from the options to the left. You can select one or multiple timeslots at the same time by clicking Select all or Select visible.
3. If you select the Copy Selected Until Date you can create multiple of the same timeslots across a date range.
3. If you select More Actions you can copy, shift, assign divisions or surfaces, split and delete your timeslots.
Swapping Timeslots
Swapping timeslots is a great way to make quick small changes to your schedule after it has been run!
Instructions
1. On the schedule page, click on Show Timeslots
2. Select two timeslots and click on Swap Timeslots to swap the two.
Splitting Timeslots
Splitting Timeslots is one of the most important basics of the calendar. It allows you to create multiple timeslots at the same time!
Instructions
1. Create a timeslot anywhere on your Calendar.
2. Drag your additional timeslot onto the existing timeslot to create two or more at the same time.
Hidden Calendar Days
Missing a day from your calendar? Your Hidden Calendar Day feature may be on. The Hidden Calendar Day feature gives you the ability to hide certain days from your calendar.
What are “Hidden Calendar Days”?
Your “Hidden Calendar Day” feature may be on. This feature gives you the ability to hide certain days from your calendar.
Instructions
1. Scroll down to the bottom of the sidebar, select More then select Manage Account.
2. Select the days you don’t want to see in the Calendar and hit Save!
Changing a Timeslot’s Venue
Accidently created your timeslots at the wrong venue? It’s okay, it's an easy fix! Here’s how…
Instructions
1. In the Calendar, select the timeslot/s that you wish to change.
2. Select More Actions in the sidebar.
3. Select the Assign Surfaces button and choose your new location then select Update Timeslots.
Constraints
How to use the time and date constraints feature to make your scheduling easier.
Time and Date Constraints
How to use the time and date constraints feature to make your scheduling easier.
NoPlay All Day |
Another term for “Blackout” date. Set this for a reoccurring day of the week, specific day or date range. |
NoPlay Time Range |
Set both “Cannot play between”, “Cannot play before” and “Cannot play after” constraints here. |
Max Games Limit |
The max amount of games a team can play in a day, week or on a specific date. |
Max Travel from Home |
Max amount of miles a team can travel from home. |
Max Travel from Last |
Max amount of miles the team can travel from the previous venue. |
Must be at home |
Can only play at home venues on this day or specific date. |
Cannot play a team |
Great for when you have the same player on two teams!
|
Instructions
1. Scroll down the sidebar to the Divisions tab and select the team.
2. Select Add in the Time and Date Constraints box.
3. Select the type of constraint that you would like to apply to the team.
4. Select the date that you would like to apply the constraint to and save!
5. If you wish to create the constraint for every team in the division, please select “Apply this constraint to all Teams in Division”.
Travel Constraints
How to use the travel constraints feature to customize your schedule to meet the needs of your league.
Max Distance from Home Venue |
The max amount of distance in miles that the team is allowed to travel from the home venue. |
Max Time from Home Venue |
The max amount of time in minutes a team can travel from home venue. |
Max Distance from Last Game |
The max amount of distance in miles that the team can travel from their last game that day. |
Max Time from Last Game |
The max amount of time in minutes that a team can travel from their last game that day. |
Pro Tip: Venue addresses created using Google Autofill are best suited to use travel constraints.
Instructions
1. Scroll down the sidebar to the Divisions tab and select the team.
2. Select Edit in the Travel Constraints box.
3. Choose Weekday, Weekend or both and add the constraints!
4. Check the Apply to all teams box if this constraint applies to your whole division.
Creating Black Out Dates
Every team needs a day off! Easily schedule around your off days with blackout dates.
Instructions
1. Scroll down the sidebar to the Divisions tab and select the team then select Time and date constraints.
2. Select Specific Date and choose the date that you would like to black out and select NoPlay All day.
League Management Portal
How to Create a Community/League
Learning how to use our League Management software can help to bring your league together and expand. A place to update your league, accept registrations and meet other leagues!
Instructions
1. After signing up, create your community! Select your profile > Communities > Get Started.
2. Enter in your league name, goals, logo and description!
3. Follow the checklist on your homepage.
Creating a Registration Event
Learn how to use our League Management software can help to bring your league together and expand. A place to update your league, accept registrations and meet other leagues!
Instructions
1. On the homepage, select New Event.
2. Enter in registration details (name, time, venue, etc.) and under ticket types select Free or Paid depending on if you would like to charge a registration fee.
3. After creating your registration, select customize registration to add questions.
4. Decide what information you would like to collect at registration (name, email, shirt size, etc.)
5. Send out reminders to those who have not registered yet.
6. Run reports to see who has registered.
Public Webpage Overview
How our Public Webpage can be used to boost your league! Keep everyone up to date with live updates of schedule and score changes.
Instructions
Webpage URL
1. In order to customize your Public Webpage URL, please select “Edit URL” under the organization or league URL.
2. Choose what season you would like to publish from that league to your webpage. If you do not wish to publish this league, deselect “Display league on webpage”.
Webpage Logo
1. Upload a high resolution photo of your logo.
Home Page Text
Enter what you would like for your League members and families to see on your Home page in “home page text”. Please make sure that you save it before refreshing the page.
Choose which pages are displayed
Choose the pages you would like for your league to see with the click of a button! A great way to share a live version of the schedule and standings with your league.
SportsEngine
Learn how to connect your SportsEngine account, download your league, create schedules and export them to SportsEngine.
Importing on Season Management
Learn how to connect your SportsEngine account.
Instructions
1. Make sure you are logged in with your SportsEngine login.
2. Select the SportsEngine tab and select Import Data from Season Management. This will import your teams, divisions and Venues.
3. Select the league and season you would like to import.
4. Check the boxes you would like to include in the import. You can include practices, games and coaches!
Note: We have recently added this to Diamond Scheduler and are still working on it! At this time only venues assigned to games can be imported. However, venues can be added to Diamond Scheduler directly! Please see here for more details on how to add venues to Diamond Scheduler.
5. You should receive a notification letting you know the import was successful.
Exporting Games on Season Management
How to export your schedules to SportsEngine when using the season management.
Instructions
1. Reconnect your account using the Reconnect SportsEngine button.
2 . Select Export Schedule(s) to Season Management.
3. Select the schedule that you would like to export then select Export.
4. View your schedule in SportsEngine by selecting Schedule under the season.
How to send changes made in your schedule to SportsEngine
In order to send schedule changes to SportsEngine, the previous schedule must first be removed. Here’s how!
3. On SportsEngine select Competitions > Season Management
4. Select the season you want to make changes to the schedule for and select Schedule.
5. Select Divisions and choose the division that you want to make a change to.
6. Select Event types and choose Games.
7. Select all games by selecting the check box to the top right next to “Name”.
8. Select the three dots and select Delete Games.
9. In Diamond Scheduler, Select Export Schedule(s) to SportsEngine.
3. Select the schedule that you would like to export and select Export.
Exporting Practices on Season Management
How to export your practice schedules to SportsEngine when using the season management.
Instructions
1. Reconnect your account using the Reconnect SportsEngine button.
2 . Select Export Schedule(s) to SportsEngine.
3. Select the practice schedule that you would like to export and select Export.
Note: In order for the export to be successful the schedule name must have the word “practice” in it.
4. Practices will be registered as events and will appear as “Practice - team name” in the schedule.
How to Send Changes to Practice Schedules to SportsEngine.
In order to send schedule changes to SportsEngine, the previous schedule must first be removed. Here’s how!
3. On SportsEngine select Competitions > Season Management
4. Select the season you want to make changes to the schedule for and select Schedule.
5. Select Division and choose the division that you want to make a change to.
6. Select Event types and choose Events.
7. Select all games by selecting the check box to the top right next to “Name”.
8. Select the three dots and select Delete Events.
9. In Diamond Scheduler, Select Export Schedule(s) to SportsEngine.
3. Select the schedule that you would like to export and select Export.
How to export your schedules to SportsEngine when using the season management beta.
Instructions
1. Reconnect your account using the Reconnect SportsEngine button.
2 . Select Export Schedule(s) to SportsEngine.
3. Select the schedule that you would like to export and select Export
4. Check out your schedule in SportsEngine under season by selecting Schedule under your season.
How to Export your Schedule via CSV to SportsEngine.
1. On Diamond Scheduler, select Export on the schedule that you want to import to SportsEngine.
2. Select the SportsEngine Season Management BETA
On SportsEngine select Competitions > Season Management
4. Select the season you want to make changes to the schedule for and select Schedule.
5. Select Import and choose your CSV file.
Importing on Sport Management
Learn how to connect your SportsEngine account.
Instructions
- Make sure you are logged in with your SportsEngine login.
- Select the SportsEngine tab and select Import Data from Sport Management
- You should receive a notification letting you know the import was successful. All teams, divisions, etc. should show with a SE logo next to the name.
Exporting on the Sports Management
How to export to SportsEngine when using Sports Management
Instructions
1. Once you have completed your schedule, select the SportsEngine tab > Export
2. Log in to your SportsEngine account to see your imported schedules. Keep in mind this may take some time depending on the size of your league.
3. In order to delete your schedule in SportsEngine, select Delete Games from SportsEngine in Diamond Scheduler.
Manually Adding/Editing Mapping Codes
Note: This only applies to the Sports Management users.
Instructions
1. On SportsEngine select Competition > Schedule Upload > Team/Division ID. If you do not see an ID, please select click to use default ID.
2. On Diamond Scheduler select More > Bulk Edit > enter in the respective mapping codes and save the changes.
Coaches
How to Assign Coaches
This is a guide on creating and assigning coaches to teams on Diamond Scheduler!
Instructions
1. In the sidebar scroll down select Divisions then select the team you would like to add a coach for.
2. In the Coaches tab select Edit.
3. Either create a coach or select an eligible coach and assign them to the team. You can assign one coach to multiple teams across divisions.
How to Check Coach Conflicts
How to use Diamond Scheduler to avoid double booking coaches.
Instructions
1. In order to learn how to assign a coach, please check out our How to Assign Coaches page for more information.
2. When creating your schedule, please make sure the Avoid double booking coaches button is checked.
Venues
How to Create Venues
Learn how to set up your first venue on Diamond Scheduler!
Instructions
1. Select the Create button on the sidebar and select Venue.
2. Start typing in the address and let Google maps do the rest!
3. Enter in your playing surfaces.
4. Add home teams to your venue.
5. Do you prefer this venue? Select Edit Venue Settings to add your venue priority and contact information.
6. If you have more venues to add, select Add another Venue or if your all done select Save Venues!
How to Create a Venue Schedule
A venue schedule allows you to easily share a schedule of games played with each venue!
Instructions
1. On the Game List, select Filters.
2. Select toggle to deselect all venues, select the venue you want. If you would like to only export the schedule for a certain division. Please toggle and select the division.
3. Select Export then select Print Schedule or Download CSV.
How to Assign teams to a Home Venue
How to easily assign multiple teams to a home venue at the same time.
Instructions
1. Select the Venue tab in the sidebar.
2. Select Edit under the Home Teams section on the venue page.
3. Select the teams that you would like to add as home teams.
How to Use Venue Priority
What is venue priority?
Venue priority forces the scheduler algorithm to prioritize timeslot selection based on your venue settings. There are 2 types of venue prioritization you can select: “Use Best First” and “Evenly Distribute”.
Use Best First: Diamond Scheduler will attempt to fill up timeslots in higher-priority venues first, before using timeslots in lower-priority venues.
Evenly Distribute: Diamond Scheduler will attempt to even out the distribution of venues across teams (eg. 2 games in Venue A, 2 games in Venue B, 2 games in Venue C).
Note: When you have this feature turned on and Balance days, times, venues on at the same time, Diamond Scheduler will prioritize Venue balancing over day and time balancing.
Instructions
1. Scroll down the side bar and select Venues, from the drop down list select the venue you wish to change.
2. Set a priority number to each venue (+3 is Best, 0 is neutral (default), -3 is worst).
3. When creating a new schedule, select Use Venue Priority/Balancing and select Use Best First or Evenly Distribute to enable venue prioritization.
Use Best First: Diamond Scheduler will attempt to fill up timeslots in higher-priority venues first, before using timeslots in lower-priority venues.
Evenly Distribute: Diamond Scheduler will attempt to even out the distribution of venues across teams (eg. 2 games in Venue A, 2 games in Venue B, 2 games in Venue C).
- Note: When you have this feature turned on and Balance days, times, venues on at the same time, Diamond Scheduler will prioritize Venue balancing over day and time balancing.
Account/Organization
Changing Account Email/Ownership
How to easily change your email or account ownership.
Instructions
1. Scroll down the sidebar and select the More tab then select Manage Account
2. Enter the new email in the email field and a confirmation email will be sent to your new account.
3. Click the link in the email to confirm your account!
4. If you would like to change your password, please do so after confirming your account at https://app.cactusware.com/password
5. In order to update the billing info, please do so under the Billing tab.
Adding Administrators
All the steps on adding admins to your organization to help manage your league!
Instructions
1. Scroll down the sidebar and select More then select Manage Organization.
2. Select Add user, enter in the user’s email and select Add.
3. Have the user create a free account and then accept the invitation in their email.
4. Once the user has accepted the invitation it will change from “Invited” to “Active”.
5. Once the user accepts the invitation and logged in they will need to select the shared organization to edit. Selecting the dropdown under Organization will allow them to switch. This can be done even if the invited admin already has an account!
Note: If the organization has not been named by the owner, it may appear as an additional blank space or a string of letters and numbers.
Billing
Purchasing Diamond Scheduler
How to purchase your desired Diamond Scheduler subscription!
Want to purchase the Elite version? Contact us at help@cactusware.com
Instructions
- Sign-up for a free trial here!
- Confirm your account by clicking the link in your email.
- Scroll down and select More then Billing.
- Select the plan you want to purchase.
- Enter your card information and get scheduling!
Master Game List Overview
How to use the Game List feature to your advantage when managing your league.
What is the Game List tab for?
Our Game list app allows you to view all your scheduled and unscheduled games in one place in your master game list!
Exporting Scheduled/Unscheduled Timeslots
How to export all of your timeslots scheduled or not.
Instructions
1. All scheduled timeslots will be automatically available on the Master Game List.
2. In order to see the unscheduled timeslots as well, please select Show Timeslots.
3. Click Export if you would like to create a CSV report of your unassigned timeslots.
Tournaments
Creating a Tournament
How to create a single elimination or double elimination tournament schedule for your league.
What is a double elimination tournament?
A double-elimination tournament is a type of elimination tournament competition in which a participant ceases to be eligible to win the tournament's championship upon having lost two games or matches. It stands in contrast to a single-elimination tournament, in which only one defeat results in elimination.
Instructions
1. Scroll down the sidebar to the Tournaments page and select Create Tournament.
2. Select the Division you would like to schedule for.
3. Select your tournament settings, select single elimination or double elimination and the date range.
4. Create your timeslots then select Schedule Now.
5. Review your schedule! If you would like to see the bracket form of your tournament, select View Bracket.
6. Add in the scores and the software will pair up the next match in the provided timeslots on the schedule!
Standings
A guide on how our standings page can keep track of your leagues scores and stats easily. The Standings page is displayed live on the Public Webpage for your whole league to see!
Instructions
League
1. Update your scores on your Game list or schedules and they will automatically appear in Standings. League view allows you to see all scheduled teams in your league.
2. Change your scoring system to fit your needs.
3. Click the Share button to easily share your standings with your team!
Division
Division view allows you to see the scores of all scheduled team divisions by division.
Conference
1. Create a conference by clicking the Create a Conference in the top right corner of the Conference page and enter a title.
2. Select Toggle to select all teams from all divisions or select the teams you would like to add then click Create.
League/Season
Downloading your League
If you need to switch accounts or save your league downloading a JSON file is a quick and easy way to do it! Here is how….
Instructions
1. Scroll down and select More and select Manage Leagues.
2. Select the Download button associated with the leagues you would like to download.
Deleting your League
How to delete your leagues or seasons from your account.
Instructions
1. Scroll down and select More and select Manage Leagues.
2. Select the Delete button associated with the leagues you would like to delete. Please remember this cannot be undone.
Changing your League/Season Name
How to easily change your league or season's name.
Instructions
1. Scroll down and select More and select Manage Leagues.
2. Select the Edit button next to the league/season you would like to change.
How to Copy Seasons
Copying Seasons is the perfect way to start off a new season without having to re-enter all of your league’s information!
Instructions
1. Select Create then Season.
2. Select Copy Existing Season.
3. Select the Season you want to copy and if you would like to copy over existing timeslots/people.
