Creating and generating a training series

You don't enter a schedule of dozens of separate appointments one by one. In 4planning you create a single training series — a template with fixed weekday(s) and times — and that series generates the individual sessions into the schedule itself.

Step 1: Create a series

Go to Trainings and click Manage series. Choose New series and fill in:

• Name — for example "U15-1" or "Tuesday evening rehearsal".
• Season — a series runs within one season; it does not automatically continue across a season boundary.
• Groups — which group(s) train according to this schedule. Everyone in a linked group automatically appears as an expected participant.
• Extra members — individual members who join without being in a linked group.

Step 2: Set the weekdays and times

Add a row per training moment: weekday, start time, end time and optionally its own location. A series with both Tuesday and Thursday evening is two rows within the same series.

At a sports club you also choose a Pitch and a Changing room for each row. They come from the same list as for matches; you manage it with the Manage changing rooms & pitches button at the top of the page. Is the pitch not in there? Then choose Other — enter it yourself. Boys and girls separately? Then enter something like "CR 1 + CR 2".

Below the row you immediately see what is going on:

• Also here at this time — another series trains on the same pitch or in the same changing room. That is allowed: a pitch is shared for training sessions.
• A match or block is scheduled here — on those dates the pitch is taken by a home match, maintenance or a rental. The match takes priority.

Step 3: Save — the schedule is updated right away

Click Save. The sessions are in the schedule right away, from today until the end of the season. There is no separate step to create them any more.

Saving automatically takes into account:

• Holidays — dates within a holiday period are skipped. See training settings and holiday periods.
• Sessions you already changed — if you adjusted an individual session by hand (a different location for that one time, for example), that change stays in place.
• Sessions that have already taken place or started — those are never changed again.
• Matches on the pitch — if a home match or block is on the pitch on a given date, the session is still scheduled, but without a pitch (or without a changing room).

A new holiday or match added? Just press Save again: the schedule is updated and existing, unchanged sessions outside that period stay.

Step 4: Confirming when existing sessions change

If you later move the time or day of the series, something changes about sessions that were already in the schedule: they shift, or they disappear. Then pressing Save first opens a window showing:

• which sessions change, for example "24 August: 19:00 → 20:00";
• how many absence notices lapse as a result — an absence notice belongs to one session, so if that session shifts, the notice lapses;
• which new sessions get no pitch because a match is scheduled on it;
• the Inform members switch, with the recipients shown below it.

Choose Save and apply, or Cancel to change nothing. Leave Inform members on and everyone in the schedule gets one summarising message — one notification per person, not one per session.

Note the difference:

• Creating new sessions never sends a notification and doesn't ask anything either. Planning a whole season is not an event the club should get a push message about.
• Existing sessions that shift or disappear can be announced — otherwise the old time is still in your members' calendars.

Step 5: Adjusting a single session

A different pitch this week, or half an hour later? Open the session in the schedule and click Edit. You change the time, location, pitch and changing room for that date only, and choose whether members get a message. You cannot choose a pitch that has a match on it at that time.

An adjusted session stays in place when you regenerate the series later. If you want it to be different from now on for good, adjust the series itself.

If a match is added to the pitch later (via Sportlink, for example), you see it as a clash at the top of the series and on the session itself. The system does not move the session: you choose another pitch or cancel.

Frequently asked questions

I saved a series but see nothing in the schedule. Check that every day row has a day, a start time and an end time — a half-filled row is skipped — and that the season is not over yet. If everything falls within a holiday, nothing is scheduled either.

Can I let a series run across two seasons? No, a series belongs to one season. At a season change you create a new series (or copy the previous one as a starting point).

What happens if a session in this series coincides with a match? If the team itself plays that day, the generator flags it, but the session stays — you decide. If a home match is on the same pitch, the session gets no pitch on that date.

Can two teams train on one pitch at the same time? Yes. You then see a notice, and in the occupancy overview they are shown as shared, not as a double booking.

Can I change the word "training" into "rehearsal", for example? Yes, that's a setting for the whole environment. See training settings and holiday periods.