Using the Calendar
In the default "Bubble View", the Scheduler displays a calendar with colored circles representing play sessions that have been created by other users. Inside each circle is the desired skill level(s), start time, and current player count. The sessions are also color-coded by the location's general area (see Key). Session circles with a Bold border are sessions you have signed up to attend. Sessions that are grayed out with CANCLD at the bottom are cancelled sessions. Session circles with a yellow glow are special events. Sessions with diagonal stripes are "invite only" sessions (more on this below).
In "List View", sessions are displayed as horizontal rows rather than circles. In addition to the information displayed in Bubble View, you will also see the name of the location, and the special event title (if applicable). To switch between Bubble View and List View, use the toggle icons in the calendar's orange header area.
The calendar displays 7 days at a time. You can choose to show a weekly calendar (Sun-Sat) or always start with today's date (you will find this setting under My Account > Calendar). Click on the right arrow at the top to go to the next week, or click on the left arrow to go to the previous week. You can also jump directly to any calendar week by clicking on the "Jump To" button (appears as a calendar icon on mobile devices). Sessions in the past are grayed out and cannot be accessed, unless you are a Power User.
Creating a Public Play Session
To create a new public session, click the "Add Session" button, or (on desktop computers only) move your cursor inside the calendar over any future date and click the (+) button. When creating a new session, you can specify the date, start time, end time, location, desired player skill level(s), minimum and maximum number of players, and description. As you use the system it will learn your preferences and default to them automatically when you begin to add a session.
Premium Users have many more options when creating sessions, including specifying a play format (doubles, singles, drills) or gender (women, men, or mixed), and blocking guest signups. Power Users also have the ability to add a wait list, highlight a session as a special event, give it a title, create block lists, set a guest limit, have a session repeat for up to 8 weeks, and more. To learn more about the different user levels and their features, click here.
Free Users can create sessions up to 10 days in advance, Premium Users 30 days, and Power Users 60 days.
Creating an Invite-Only Play Session
You also have the option of creating a private, invite-only session. Check the "Invite-Only" box and then click the "Edit Invite List..." button to bring up a dialog window where you can search for players by name, email, skill/gender (Premium feature), or load a previously used list. Only those players will receive an email notification and be able to see details about the session on the calendar. Names of attendees will be hidden from anyone who was not included on the list. If you decide to invite more players at a later time, view the session and click "Edit List." (Only the originator of the session will be able to see this button.) Removing a player from the list will only work if that player has not already signed up. When saving lists for re-use, you must finish creating the session or it will not save your list changes. Click here for a video tutorial on using the Invite-Only feature. Note: We are currently working on re-developing this feature to be more robust and user-friendly.
Editing a Play Session
You can edit or cancel any sessions that you create. Click on the session to view, then click "Edit Session..." to make changes or cancel the session. If you choose to cancel, you will have the opportunity to write a note to the players who signed up as to why you are canceling. They will receive a notification by email.
Power Users have the ability to manage signups and notes on their own sessions (removing players or notes).
RSVPing to an Existing Play Session
Clicking on an existing session (bubble or row) will bring up details on that session and the current list of players who have signed up to attend. Clicking on the location name will bring up more details on that location, including venue type (indoor or outdoor), number of courts, address, phone, website, and a link to a Google Map.
You can add your name to the session by clicking "Add My Name." After adding your name, you will also have the option to add guests. For example, if you have some friends visiting from out of town, or want to add your spouse without them needing to log in separately. Click "Add Guest" for each guest you are bringing. Premium Users also have the option to input their guest's name.
After you add your name to a session, if something comes up where you cannot play, be sure to remove your name from the session as a courtesy to the other players. Players can remove their name from a session by clicking on the session and then clicking the (x) to the right of their name. Removing your name will also automatically remove any guests underneath your name.
Once the minimum number of players (default = 4) join a session, the other players who previously signed up will receive an email stating the session is "On". If player(s) later remove their names from a session and the number drops below the minimum, another email will be sent to the remaining players that the session is now "Off". (If you don't want to receive these types of emails you can turn this off in your Email Preferences.)
Adding Notes
Players can add notes to a session by clicking on the "Add Note" button. For example, you can add a note letting the other players know you will be 15 minutes late or that you can only play for 1 hour. You can set your Email Preferences to notify you whenever someone adds a note to a session you're attending.
Emailing Players
In addition to writing notes (which are permanently displayed on the session window on the site), players can directly email all others signed up for a session using the "Email Players" button. You can also email an individual by clicking the email icon next to their name on the signup list. You will not see an email icon next to your own name. You will see an X, which allows you to remove you name from the signup list. If you don't wish to allow others to contact you in this manner, you can turn this off via your Email Preferences under "My Account". For invite-only sessions, there is also an option to email everyone on the invite list, as well as those who were invited but haven't signed up yet.
Wait Lists
Power Users have the ability to add a wait list to their session. You do NOT need to be a Premium/Power Users in order to join a wait list. When a session is full and someone on the play list drops out, the next person in line on the wait list will be bumped up. They will receive an email notification that they are no longer on the wait list. In the case of "equal mix" gender sessions, the first player on the wait list of the same gender as the player who dropped out will be bumped up.
Sharing a Session
Click on the session you wish to share to open the session window, then click the blue square/arrow in the bottom left corner of that window. This will display a unique URL for that session which you can copy/paste into an email, text message, or post to social media. In order to view or sign up for the session, they will need to register to log in to their PlayTime Scheduler account first.
Keeping Track of Your Signups
Sessions you have signed up for will appear with a thick, dark border around the bubble/row. Premium Users also have a feature called My Session List, which will bring up a list of details of upcoming sessions you've signed up for, with quick links. Power Users also have buttons for exporting session details to third-party calendars such as iOs, Google, or Outlook.
Setting Email Preferences
When you first begin using the site, you will want to set up your email preferences by clicking on "My Account" and then clicking the "Emails" tab. The various check boxes should be self-explanatory: they allow you to set up notifications when new sessions are added in your preferred days/times and within a certain distance of your zip code. If you want to be alerted to ALL sessions other players create, then you should check ALL the check boxes and set the distance to 100 miles. This will keep you well informed on all newly created sessions. To make sure you receive these notification emails, please add notify@playtimescheduler.com to your Safe Senders/Contacts list in your email program so they do not land in your junk or spam folder. Still having trouble receiving emails? Click here to use our email reset tool.
Setting Calendar Preferences
You can choose whether to show a weekly calendar (Sun-Sat) or always start with today's date at the top. You also have the choice whether or not to display cancelled sessions. Premium Users have some additional options, incuding whether to hide invite-only sessions or sessions that don't match your gender or skill level.
Setting Location Preferences
This tab is active for Premium Users only. Here you can turn individual locations on/off, which affects both the calendar and email notifications. Your visible locations can also each be assigned a custom color. So if you only play at a handful of locations in the same Area, you can assign each one a different color instead of them all being the same color by default.
Additional Help
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