Agree the season's organisational framework
This guide covers scheduling and event administration. Staff choose exercises, workload and coaching goals. The calendar establishes when and where the team works and how participants hear about changes.
Start with season dates, venue availability and staff availability. A group might train on Tuesdays and Thursdays at 17:30. This illustrates a calendar pattern, not a recommended training frequency for every age group.
Confirm pitch access and other groups' use before publishing dates. An app entry is not a reservation with the venue manager. Compare start and finish times when several age groups share a facility.
- The plan's start, end and organisational breaks.
- Team, staff, regular weekdays and training times.
- Venue and arrangements for shared use.
- A person responsible for updates and a backup when they are away.
Add matches and tournaments as separate events
A regular training plan does not include every team event. Add known matches and tournaments with dates and venues. Check meeting times and travel information. Use the correct event type rather than recording a match as training.
Availability helps establish who can participate; match and tournament call-ups are the coach's separate decision. For league fixtures, also check whether the competition organiser has confirmed the date.
Create regular sessions and check exceptions
TrainTeam's training plan prepares recurring dates for teams. Select the group, days, times, venue and period. Review the preview and conflict warnings before creation; warnings need a decision rather than automatic acceptance.
Check the first and last weeks and known days without training. Holidays, lost pitch access or one-off changes may require editing an individual event. For a single session, use the create training instructions.
- Dates are within the intended period and assigned to the correct team.
- Times and venues match confirmed facility arrangements.
- Conflicts and days without training have been reviewed.
- Coaches and families see upcoming events within their own access scope.
Agree how to reschedule or cancel training
Update an existing event rather than leaving two entries with different times. Participants should find the current date in the calendar. Rescheduling and cancellation require different decisions; agree who approves and contacts families.
After a significant change, review responses and confirm participation for the new arrangements. A notification being sent does not prove it was read. Staff need an agreed contact process for people without active accounts.
Keep one current team schedule
In the TrainTeam calendar, sessions, matches, tournaments and meetings have their own events. Collect availability there and prepare call-ups for matches and tournaments. Attendance afterwards builds a separate history of actual participation.
When connected, TrainTeam sends events available to the user to a separate Google calendar. Sync runs from TrainTeam to Google. Google edits do not update TrainTeam; responses and call-ups stay in the app.
Weekly review
Check dates, venues, conflicts and record completeness. For several groups, also use the multi-team organisation guide.
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Summary
- Confirm season dates, times and facility access before publishing a plan.
- Add separate matches and tournaments and review exceptions to regular training.
- Update the relevant event when plans change and record actual attendance afterwards.