Venues are the locations co-curricular sessions run at — your own grounds, opposing schools’ fields, off-site facilities. Setting them up means each fixture can pick from a known list, the directions are consistent across sessions, and parents get useful detail in the app.
Where to manage venues
Go to Co-Curricular → Settings → Venues → New venue.
Fields
- Name — what staff and parents see. Main Oval, Riverside Sports Complex, St Mark’s Cricket Field.
- Address — the full street address. Used to power directions and map links.
- Map link — optional URL to Google Maps or another mapping service. If left blank, the address is used to generate a default link.
- PDF / venue info — optional PDF (e.g. a map, parking instructions, gate access codes). Shown to staff on the session detail and (optionally) to parents on the mobile app.
- Category — used for grouping and for parental permission rules. E.g. venues at the school, off-site within walking distance, away games.
- Default for activity — if every fixture for an activity runs at the same place, set the default venue on the activity and it auto-fills when creating sessions.
- Active — untick to retire a venue without deleting.
Using venues on sessions
When you create a session (see Setting up fixtures) the Venue dropdown shows every active venue. Pick the right one — the venue details, map and PDF are then visible to staff, students and parents.
Multi-campus
For multi-campus schools, venues are typically tied to a single campus. Configure the campus on each venue so the venue dropdown filters automatically by the campus the activity group belongs to.
Venue categories and parental permissions
Venue categories tie into the parental permission flags system. A parent might consent to their child playing at On-school venues but not Off-school venues, for example. See Recording parental permission flags.
Set up venue categories that match the permission distinctions your school cares about.
Editing and retiring
- Edit a venue at any time — changes propagate to all sessions (past and future) that use it. Use this when an address or gate code changes.
- Untick Active to remove a venue from new sessions. Past sessions keep their venue link.
- Delete only for venues added in error. Deletion breaks the link from past sessions.
Tips
- Use the same name format consistently. Main Oval vs Main oval causes the same venue to look like two in dropdowns.
- Set defaults where possible. Most activities use one or two venues regularly — setting the default saves repeat clicks when scheduling.
- Keep address current. If a venue’s address changes, update it once and every future session benefits.
- Use the PDF for things parents need. Gate access codes, parking maps, change-room locations — anything that would otherwise be in a text message every weekend.