Assigning changing rooms automatically

With Kleedkamers indelen (assign changing rooms), 4planning assigns the changing rooms for your home matches by itself. Every hour the system looks at the upcoming matches and gives each empty changing-room slot a room that is free at that time. Whatever the automation fills in shows up straight away on the Club TV screen, on the match and on the occupancy page. Nobody has to press a button.

You need the Matches feature and at least one changing room in your list under Manage changing rooms & pitches.

Step 1: Switch the automation on

1. Go to Settings › Features and open the Kleedkamers tile.
2. Switch on Kleedkamers automatisch indelen.
3. Under Dagen vooruit (days ahead) choose how many days ahead the automation assigns rooms. This can be 1 to 14 days; the default is 7.
4. Click Opslaan (save).

You can also reach the same page from the Manage changing rooms & pitches modal.

Step 2: Set the changeover time

A team uses the room not only during the match: it changes beforehand and stays a little afterwards. You set that with two fields:

• Wisseltijd vóór (minuten): how long before kick-off the room is already taken by this team.
• Wisseltijd na (minuten): how long the room stays taken after the match has ended.

At 30 and 30, a team has the room from 30 minutes before kick-off until 30 minutes after the end. Few rooms? Lower the times. The value can be between 0 and 120 minutes.

The changeover time only applies to changing rooms. Pitches are calculated without a margin. How long a match lasts is set under Manage matches › Manage referees; the automation uses that duration.

What the automation does and does not do

• The automation only fills empty slots. A room that is already there is left alone, whether it was set by hand or by the automation itself.
• It never changes anything afterwards. If a match moves or you book a room by hand and a room ends up double-booked, the room stays and you resolve it yourself.
• Sportlink goes first. If you have linked Sportlink and Sportlink later supplies a room after all, Sportlink overwrites a room set by the automation. A room someone set by hand always stays. Sportlink looks two weeks ahead, which is why 14 days is the maximum for Dagen vooruit.
• If you empty a slot by hand, the automation fills it again on the next run. Want a different room? Set it yourself.
• It only works for scheduled home matches, not for training sessions and not for away matches. Teams do not get a message of their own from the automation; the regular match reminder does mention the room.

Step 3: Choose who is notified

Under Melding (notification), Wie krijgt een melding? lets you pick one or more people. They only get a message when something needs attention:

• the automation cannot give a match a room because no room is free any more;
• a room set by the automation has since been double-booked.

You can only pick administrators, system administrators and referee coordinators, because the message links to the occupancy page and only they can open it. A child account can never be a recipient. Other members are not offered in the list; if one still gets through when you save, you see a warning that the chosen recipient was not saved.

A notification shows at most 10 lines. If there are more matches, the message ends with … en N meer — bekijk de bezetting (… and N more — view the occupancy), where N is the number of remaining lines.

When all goes well you hear nothing. If you pick nobody, the referee coordinators get the message, and if there are none, the administrators.

Frequently asked questions

How often does the automation assign rooms? Every hour. A match that comes in on Friday evening still gets a room before Saturday morning.

Why did my match not get a room? There was no room free within the changeover time around that match. The chosen recipient gets a notification about it. Free up a room or set one yourself.

Can I change the room the automation chose? Yes. Open the match and choose another room; that one then stays.

Does it make sense to switch it on if I use Sportlink? Yes. The automation only fills what Sportlink leaves empty, and Sportlink wins as soon as it supplies a room itself.

Can I see who has which room? Yes, on the occupancy page. A double booking is shown in red there.