See the season on the Calendar and assign coverage

Reading the calendar

• •Week is the default and shows seven columns with a card per event. Month is the overview. List is the working view for assigning a stretch of dates at once, with a checkbox per row for bulk actions.
• •The four tiles at the top count the next seven days, how many of those still need coverage, and needs-coverage and covered totals for whatever is in view. Click a tile to jump to that filter.
• •Filters: search, sport, status, home or away, and photographer (or game/event until someone is assigned). Needs coverage is a status, so it works as a filter and floats those rows first.

Home, away, neutral

Every game carries a three-way toggle on its card and in the list. One click saves it. The choice writes “vs” or “at” into the gallery names made from that event, using the words set under Gallery Naming. Neutral-site games use the home word. A game synced from your athletics site keeps a manual toggle through later syncs.

Settings on the Calendar holds your home venues: each city and the venue names your teams play at. When a synced schedule gives a venue but no home or away marker, a match there reads as a home game.

Syncing the schedule from your athletics site

When GalleryID knows your athletics site (the same address Roster Sync uses), Sync schedule reads the calendar feed the site publishes and shows what would change before anything is written: new events, games that moved, and games that were cancelled or dropped. Untick a sport to leave it out. Apply, and the season is on the calendar with home and away already set.

• •An org can follow more than one athletics site: Calendar settings › Athletics sites takes extra site addresses, each with the name it shows under. The toolbar then gets a schedule picker: all schedules, one site, events added by hand, or galleries only.
• •Games older than 30 days are skipped unless you tick Include past games.
• •A cancelled or postponed game imports hidden, with the reason in its notes. Show hidden reveals it.
• •Anything you edit by hand on a synced event (date, time, opponent, venue, home or away) is kept on later syncs.
• •Meets and tournaments (an Invitational, a Classic, a Championship) come in as events with the meet name, not as a game against one opponent.
• •Each sport is matched to a MatchID category by name, which fills the team and the folder. A sport with no match still imports; the team name comes from the feed.

Adding and editing events

1. 1

   Add event

   Game asks for an opponent; Event asks for a title (Media Day, Senior Night, a tournament). Pick the team from your MatchID categories or type it, set the date and time, and the venue. In Week view, the + on an empty day starts with that date.
2. 2

   Folder for galleries

   The folder the galleries land in when you create them from this event. It fills itself from the folder bound to the team’s MatchID category.
3. 3

   Photographers

   Same chips as Create Galleries: users from your directory, or a name and email for someone without a login. Save writes the assignments and the status moves to Assigned.
4. 4

   Not covering, hide, delete

   Not covering drops an event out of Needs coverage without pretending it is assigned. Delete removes an event you added by hand. An event from the schedule feed is hidden instead, so the next sync does not bring it back; Show hidden reveals it.

Assigning in bulk

In List view, tick the rows and a bar appears at the bottom. Assign photographers puts the same people on every ticked event; Not covering marks them all at once. Assigning the same photographer to every home football game is one action.

Emails, confirmations and the report

• •Assigning someone sends them an email with the event, the venue, your notes, their upload links when galleries exist, a calendar file to add to their own calendar, and a Confirm button. One click marks them confirmed; no login needed, so it works for freelancers too. Confirming sends a short receipt with the calendar file attached.
• •When a synced or edited game moves to a new date or time, everyone assigned gets an update email.
• •Calendar settings › Assignment emails sets the defaults: which emails go out, what they include, the subjects, the opening lines, a note in your own words with tokens like {event}, {date} and {location}, a signature and a reply-to address, with a preview. Each time you assign, a checkbox lets you send or not send, and add a note for that email. The event drawer can resend to everyone on the event.
• •Report view counts the range you are looking at: scheduled, staffed, covered and needs-coverage by sport, by home and away, and per photographer. The filters apply to it, and Export CSV downloads the same rows.
• •Mine shows only the events you are assigned to.
• •Calendar settings can turn on auto-refresh from your athletics site (every 1, 3, 7 or 14 days), a weekly coverage digest to org admins and gallery managers on the day and hour you pick (with a Send me a test digest link), and a read-only feed link to subscribe in Google Calendar, Apple Calendar or Outlook. With Mine on, Copy my feed link gives a photographer a feed of only their own assignments.
• •Galleries made outside the schedule (in the browser, by upload link, by FTP) show as blue cards on their date, so the calendar shows everything that was shot. The Galleries toggle on the toolbar hides them; Calendar settings sets the default. Open a blue card to jump to the gallery or add it to the schedule as an event.
• •The weekly digest goes to the people on its list, never to a role. Admins pick them in Calendar settings; anyone can add or remove themselves with the Digest button on the toolbar.
• •In List view, tick several events and Create galleries in the bottom bar runs one batch per event from its own photographers: one shared gallery for a single photographer, one per photographer for more, upload links included, and the email is optional. Events with nobody assigned are skipped.

From event to galleries

Create galleries on a row, or in the event drawer, opens the same Create Galleries panel with the folder, date, team, home or away, opponent and photographers already filled in. Review the names and press Create. The galleries link back to the event: the row shows them, and the event reads Covered once photos arrive.