Current Process

Each August, a spreadsheet is exported for each district, detailing the current season's open events. Districts then use various methods to compile their calendar for the next season:

  1. Email Application Forms: Some districts email clubs requesting submission of open event application forms for the upcoming season.
  2. Spreadsheet Updates: Others update the existing spreadsheet with dates moved forward and share it via Google Drive for event secretaries to update.
  3. Direct Spreadsheet Submission: One district sends the entire spreadsheet to event secretaries, who update and return it with details for the next season.

Proposed events are approved at a date-fixing meeting, where dates may be adjusted. The final spreadsheet is submitted to National by mid-November. National then enters the events into the legacy system, and districts verify the details. Events are published in January via a bulk SQL update.

Process for 2025 Open Events

The new platform introduces a streamlined process:

  1. Export District Events: Global admins can export a spreadsheet of planned 2024 events for each district. These spreadsheets, along with a revised open event application form, will be sent to districts.
  2. District Options:
    • Continue compiling a spreadsheet and submit it to National for data input.
    • Wait until September, when they will gain access to the new platform for compiling and approving the 2025 calendar.

New Platform Functionality

  1. Bulk Copy Draft Calendar: A global admin will copy all previous year’s events to the next year, setting each as a draft with the date moved forward by one year; shifted to match day of the week. District users can then amend, submit, or delete these drafts as needed.
  2. Register New User Account: Users must register a new account. Initially, only district or global admins from the legacy system can register, using their existing email addresses.
  3. Create Open Event: District officials and global admins can create new events, saving them as drafts or submitting them for approval. Drafts are visible only within the district; submitted events are visible across districts to help avoid date clashes.
  4. Copy Open Event: District officials and global admins can copy events from the 2024 season, updating details before saving as draft or submitting for approval.
  5. Event Approval: Once the district finalises their calendar, they should update the event statuses from Awaiting Approval to Approved or Rejected.
  6. Event Publication: All events start as unpublished. National will review and either publish them or set a future publication date. The 2025 events are expected to be published in January 2025.