A fixture is a single session — a match, training, rehearsal or other scheduled gathering. Fixtures live within an activity group and inherit defaults from it (venue, teams, etc.) so most schools can create the week’s sessions in a few minutes.
Where to create fixtures
From the activity group’s detail page, choose New session or Schedule fixtures. You can also bulk-create from the scheduler — see below.
Fields
Basics
- Date and Start/End time — when the session runs. Date format DD/MM/YYYY.
- Session type — Fixture (competitive match), Training (practice), Rehearsal, Other. Affects what extra fields appear (scoring, opposition).
- Local team — which of your teams is involved. Pick from the activity group’s teams.
- Opposing team — for fixtures only, the participating school playing against. See Setting up participating schools.
- Venue — where it’s happening. Defaults to the team’s default venue.
- Status — Draft (not visible to students/parents), Published (visible), Cancelled. New sessions start as Draft.
Detail
- Notes — internal notes for staff. Pre-match briefings, weather-dependent details.
- Public notes — notes visible to students and parents. Equipment to bring, meeting place.
- Bus arrangements — pickup time and location if transport is provided.
- Score — recorded after the fixture.
Recurrence
If the session repeats — e.g. training every Wednesday at 4 pm — use the Recurring tab:
- Recurrence — daily, weekly or custom days.
- End date — when the recurrence stops.
- Across teams — if ticked, the recurrence creates the same session for every team in the activity group on every recurrence date.
The system generates one session per occurrence, all with their own roll, score and notes. Individual occurrences can be edited or cancelled without affecting the rest.
Bulk scheduling
For an activity with many fixtures across many teams (e.g. a Saturday round-robin across multiple grades), use the scheduler:
- Pick the activity group.
- Choose Bulk schedule.
- Set the date, time pattern and recurrence.
- Map teams to opposing teams and venues for each fixture.
- Generate.
The scheduler creates the whole round of sessions in one step. Useful for sports with weekly fixture lists from an association.
Editing a session
Open the session and edit any field. Changes:
- Date/time/venue — propagate to the team’s calendar and parent app.
- Status to Cancelled — notifies the team’s parents (if alerts are configured for cancellations).
- Notes — saved with no notification.
Cancelling a session
Two ways:
- Status → Cancelled — the session stays in the calendar marked cancelled. Use this if parents/students need to know it was meant to happen.
- Delete — the session disappears entirely. Only use this for sessions added in error.
Cancelling a single occurrence of a recurring session is different from cancelling the whole series — see Editing, rescheduling and resending for approval for the Events module equivalent; the Co-Curricular session edit page works similarly.
Publishing
By default, sessions are Draft until you publish them. Drafts are visible to staff only. Publishing makes the session visible to:
- The team’s students and parents on their dashboards and the mobile app.
- The activity group’s calendar.
- The fixture lists for the school.
Bulk-publish from the session list if you’ve scheduled a week’s fixtures together.
After the fixture
Once a fixture has run, the workflow continues:
- Mark the roll — see Administering rolls and attendance.
- Record the score if competitive.
- Submit any incidents if something happened that needs reporting.
- Update notes with any feedback.
Tips
- Bulk-schedule the season up front if you know the fixture list from the association. Saves repeated entry and gives parents the calendar weeks in advance.
- Keep sessions in Draft until you’ve checked them. Stops parents seeing half-finished sessions before you’ve fixed up venues or times.
- Set realistic times including warm-up and changeover. The session start should be when students should be on-site, not the actual match start.
- Use public notes for anything parents need to know. Equipment, drop-off location, after-game pickup. Saves repeated emails.