📅Schedules
Learn about what schedules are, how to create them, add sessions, and more in Gym Art Meets
Overview
Schedules are the aggregation and thoughtful ordering of the athletes, categories, teams, and competitions such that the experience for everyone involved is the best.
In essence, schedules are timelines consisting of sessions. Sessions are allotted time for different athletes to compete in the venue. Gym Art Meets also enables you to create multiple schedule variations and toggle which one is publicly visible.
The key topics covered in this guide are:
For more information about sessions, you can consult the guides we made dedicated to them here
Interactive guide
Below is an interactive, visual guide on how schedules work in Gym Art Meets. On the left is the meet's date range set globally which says which days sessions can be one. Looking left to right we see there are multiple different schedule variations. These are our other attempts at organizing the same athletes into various sessions. Finally, Schedule 1 (The one with the star) has been set as the current schedule, (or the official schedule). It's the one the spectators will see and the one used by judges to enter scores.
Schedule settings
Schedules are just a list of sessions. These sessions are smaller time slots when a group of athletes competes. You can only create sessions on the same days as your meet's date range.
The date range
Each schedule is constrained by the meet's date range which you chose when you first made your meet. A schedule's sessions don't have to cover all days of the date range, but they must be within tge meet's date range.
You can change the meet's date range from either meet's Settings page, or the Schedule page.
Schedule Name
To change the name of any of your schedules, click on the Schedule Settings button in the toolbar.
Creating schedules & versioning
Each meeting you make comes with an empty schedule already made for you. In Gym Art Meets we provide you with the ability to make multiple schedules for one meet. In other words, with the same athletes, you can make a schedule with 3 sessions and another one with 2 sessions to see how they compare.
Your list of schedules is displayed on the Schedule page as a tab bar. To create one, simply click the Add button
Versioning
You can make multiple different variations to play around with the different amounts or organizations of schedules. For example, if you have a total of 60 athletes to organize you can make two schedules:
One schedule with 2 sessions with 30 athletes per session
A second schedule with 3 sessions (20 athletes in each)
The 'current' schedule
Only one schedule is ever displayed to the public and to judges when they enter scores. Because you can create multiple schedules you need to pick which one is the current one. You can think of the current schedule as the 'official' schedule.
Only one schedule can be current at a time. It will be marked with a filled in start in the schedule tab bar. You can also toggle the current schedule and have no current schedule at all.
Set the current schedule to the variation that is the most up-to-date
If you have no current schedule, spectators will see No Schedule available in the Gym Art app, and judges won't be able to enter scores using the Judge's Companion app.
To make a schedule current, first, select schedules using the tab bar and then click on the Toggle Current button.
Deleting a schedule
You can delete your schedules by first selecting the schedule from the tab bar and using the Delete Schedule button in the button bar.
You can't delete the only schedule in your meet. If you want to hide the only schedule from the public you can toggle it's current status.
Duplicate a schedule
If you've already made a full schedule and just want to make small variations you can easily duplicate it.
Select the schedule you want to duplicate in the schedule tab bar
Use the Duplicate Schedule button in the button bar.
Exporting a schedule
You can easily export your schedule to Excel format. The Excel sheet will have all your sessions and the athletes in them as well as other crucial details such as the meet name, and date range.
Select the schedule you want to export from the schedule tab bar
Click the Export in the button bar
Here's an example of what an exported schedule looks like:
Sessions
Sessions are where you'll be assigning athletes to rotations and creating judges tables. We also provide a tool that will instantly create optimal rotations for a session.
We've created dedicated guides for sessions and their sub-components, as they represent the most crucial part of the meet: competition time!
Viewing sessions
You can change how you view your sessions from either a more verbose layout that allows direct editing, or a more compact one with the essential details.
To change the view, click on the Compact View button in the button bar. Below are examples of the more verbose layout (left) and the compact view (right)
Example
Consider the case where we want to make two different versions of schedules for our meet World Championships ~ WAG Senior. In this simplified case we'll only consider creating the schedule for the qualifications competition. In this competition, we need eight different sessions for all 150 athletes to compete.
First, we set the meet date range to October 14-17th so both of our schedules can fit.
Variation 1
In this schedule variation, we'll be parsimonious. We'll try and have the meet done as soon as possible and fit as many sessions as possible in each day.
Name: World Championships ~ WAG Senior | Schedule V.1
Current schedule: No
Date range: October 14-16th, 2023
Sessions
With eight sessions and two days, we'll need to fit four sessions per day. That means if we're organized we can have four sessions of three hours with a one-hour official's break in between each.
The timeline for both days is:
Session: 07:00-10:00
Session: 11:00-14:00
Session: 15:00-18:00
Session: 19:00-22:00
Variation 2
In the second schedule variation, we'll take our time and spread the eight sessions over three days instead. We'll use this variation as our public-facing schedule.
Name: World Championships ~ WAG Senior | Schedule
Current schedule: Yes
Date range: October 14-17th, 2023
Sessions
With eight sessions and three days, we'll add 3 sessions in the first 2 days, and the remaining two on the last.
Timeline:
First two days:
Session: 08:00-11:00
Session: 12:00-15:00
Session: 16:00-19:00
Last day:
Session: 08:00-11:00
Session: 12:00-15:00
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