Setting times and venues for series matches

Where. Sign in and open League matches in the Profixio admin. Press Scheduling mode at the top of the list. Old bookmarks and app shortcuts that point at the previous address still work and take you straight into scheduling mode.

What you need. A Profixio login with a club-level series role, and the Match Admin right on the club (a Club Main Admin always has it too). A team leader account is not enough — this is a club-level job, and the rights are given on the club's user list.

What you can edit. In scheduling mode three columns turn into fields you type straight into:

• Date — a date picker. It cannot be in the past.
• Time — typed as HH:MM.
• Bane (the venue) — start typing and pick from the list.

Everything else on the row is read only: the match number, the teams, the class, the responsible club, the allowed date window, the deadline, and the note the federation left you.

How saving works. Each field saves on its own the moment you leave it. There is no Save button and no confirmation step, and a saved time is live on the public pages and in the app immediately. If you change your mind, just type the new value.

Which matches you see. Only matches your club is in or is responsible for. You can only edit the ones where your club is the responsible club — normally the home club. If a match you expected to arrange is read only, the responsible club is somebody else, and only the federation can change that.

A pencil icon next to the match number, and the tooltip "You can edit scheduling for this match", tell you the row is yours to fill in. A chain-link icon means it is not.

The venue must exist in the federation's facility register. The field is a lookup, not free text: you can only save a hall that is registered with the federation. If you type something that is not in the register, the field simply snaps back to its previous value — nothing is saved and no error is shown. If your hall is missing from the list, it has to be added to the register first; ask the federation.

The list is not limited to your own club's halls — any facility registered anywhere in the federation can be chosen. If your federation expects clubs to use only their own halls, that is a rule the federation enforces by looking at the result, not something Profixio blocks.

What Profixio checks, and what it does about it. All of these are warnings. None of them stop you from saving:

Click a collision status and a window headed Collisions for match (match number) lists every match it clashes with, so you can see at once which one to move.

Collision warnings are per hall. They compare the matches booked in the same hall, so keep an eye yourself on two of your teams playing at the same moment in different halls.

Before you pick a time it helps to see what the hall already has that day. Click into the time field of the match and a small panel opens under it showing, for the chosen venue and date:

• Assigned time in facility: — the hours the hall is available that day, with unavailable periods struck through and any note the federation has added shown in brackets. If the hall has no schedule at all for that day, it says No available times in schedule.
• Matches: — every match already booked in that hall on that date, with start and end time, tournament or series, and the two teams. Your own match is shown in bold so you can see where it lands.

This is the quickest way to answer "is 14:00 free?" without leaving the row. It reflects what is registered in Profixio — a booking your club has made outside Profixio, in the municipality's booking system, will not appear here.

Two different limits apply to a match in the scheduling flow, and they behave differently.

The last day to schedule (a hard limit). This is the date after which the club can no longer touch the match. It runs to the end of that day — a deadline of 30 September means the club can still edit at 23:59 on 30 September, and not at all on 1 October. When it has passed:

• the date, time and venue fields go read only for the club (they are shown greyed out, not hidden, so you can still read them);
• the match counts as Overdue in the federation's list. If it never got a time or a venue the row stays red; it turns grey once time and venue are filled in but the deadline has passed;
• the route for changing the match becomes a match move application, which is a different thing with its own deadline and needs federation approval.

Every match in the same division normally carries the same deadline.

The first and last allowed date (a soft limit). The federation also sets the date range the match is supposed to be played within — typically the round's week. This one is not enforced. A club can save a date outside the window and it will be accepted; the row simply turns yellow in the federation's list so somebody can look at it. Whether an out-of-window date is acceptable is federation policy, not something Profixio decides.

The note from the federation. If the federation left a note on the match when it published the division, it is shown on the row. It is read only — you cannot reply to it in the list.

What happens to a match nobody scheduled. Nothing automatic. The match keeps whatever date it had, stays in the federation's list as overdue, and the club has to contact the federation. Profixio does not send reminders before the deadline and does not escalate anything after it. Any reminder routine is something the federation does itself.

Opening the window is done in the external league scheduler, not in Profixio. A division is published from there with the scheduling deadline, the allowed date window and the optional note, all in one step, and normally with the fixtures hidden from the public at the same time. Until that has happened, a match is simply not in the scheduling flow and no club can set a time for it.

When several divisions are published at once, the same screen also asks separately for the match move deadline. Leaving the scheduling date empty means the clubs are given no scheduling access at all for those divisions.

Changing an existing deadline is done in Profixio. On the series list in the league admin:

• turn on Activate edit mode and type a new date in the deadline column of a single series, or
• select several series and use the bulk action Assign last day to schedule.

Either way the new date is written to every match in those series that is already in the scheduling flow. It does not start the flow for matches that were never published for scheduling. If none of the selected series has any match with a deadline, Profixio tells you so: "Could not assign last day to schedule — The last day to schedule for the selected leagues must first be published from PL."

The date you set must not be more than a week in the past.

Closing the window early is done the same way: set the deadline to a date that has already passed, and the clubs lose edit access immediately.

Making the fixtures public again is not done from here. Publishing the finished programme to the public is a step in the external scheduler; see the visibility page for what actually controls whether a fixture is shown.

The same League matches page is what a federation or district uses to watch the clubs work. In scheduling mode a summary strip appears above the table:

• Total assigned matches — how many matches are in the scheduling flow this season.
• Unhandled matches — how many still have no time or no venue. Red when it is more than zero.
• Overdue — matches whose deadline has already passed. Only shown when there are some.
• Next deadline — the next date that falls due, and how many matches share it.
• Match collisions — only appears once you have narrowed the list to a single responsible club, because the count is expensive to work out.

Every number is clickable and filters the table beneath it, so you can go straight from "27 unhandled" to the 27 rows.

Useful filters for this job:

The row colours tell you the same story at a glance: red means somebody still has work to do, yellow means the date is outside the allowed window, grey means the deadline has passed. The full colour and status reference lives on the series match administration page.

A federation or district user can also fix a time directly, without waiting for the club — but only while the match is more than one day away. A match being played today, or one already played, is locked on this page on purpose and has to be corrected on the match itself.

Nobody, automatically. Setting or changing a time, date or venue in the scheduling flow sends no email, no SMS and no push notification — not to the away club, not to the team leaders, not to appointed referees.

What does happen:

• The new time is live on the public pages and in the app straight away.

So if teams must be told about a new time, either the club tells them, or the federation republishes the match from the external scheduler.

Match move applications are the exception. When a club applies to move a match after the scheduling deadline, both teams' contacts are notified by email, and in a federation series the clubs themselves as well. That flow is described on its own page.

The external league scheduler notices that the match differs from its own copy and flags it as needing publication. Nothing is sent out until somebody publishes the match from there in the ordinary way — that publication is what triggers the notification system.

Everything above is about series. A standalone tournament can be run in the same spirit — a long-running league where the teams themselves arrange their home matches — but it uses a completely different mechanism.

The team leader then opens Update matches, sees the fixtures where one of their teams is the home team, and fills in date, time and venue on each one. Away fixtures are not listed — the home team arranges the match.

Two important differences from series scheduling: there is no deadline and no allowed date window, and the right is given to team leaders, not to club administrators. There are no collision warnings or facility checks either — the tournament's own courts are used, not the federation's facility register.

The mechanics of that button, and how to switch it on, are described on the page about editing matches and registering results. Generating fixtures without times is described on the match generation page.

The recipe is:

1. Generate the fixtures without times, so they are published without a date and venue.
2. Turn on team-leader result registration for the tournament. That is what gives the team contacts the Update matches button on My Profixio.
3. Optionally put a note on each round ("during week 4") so teams know roughly when their match is expected.

Work down the list; the answer is nearly always one of the first four.

"The match is not in my list at all."

1. Check the season — the list always opens on one season and there is no all-seasons view.
2. Clear the filters, particularly responsible club and any date range.
3. Is your club really the responsible club on that match? A club only sees matches its own teams are in or that it arranges.
4. Has the division been published for scheduling yet? Until it has, no club has anything to fill in.

"The row is there but the fields are greyed out."

1. Are you in Scheduling mode? Read mode never lets you type.
2. Has the last day to schedule passed? Look at the deadline on the row. After it, use a match move application instead.
3. Is your club the responsible club, or just the home team on paper? Only the responsible club may edit.
4. Do you hold Match Admin on the club, or Club Main Admin, which includes it? A team leader role does not give this.

"The venue will not save." It has to be a hall in the federation's facility register, spelled exactly as it is registered there. Pick it from the suggestion list rather than typing it out. If it is genuinely missing from the register, the federation has to add it.

"It says Facility not found even though I picked it." The name matched something, but not a facility registered to your federation. Retype it and pick from the list.

"It says Facility not available." The hall's own schedule says it is closed at that time. Either pick a time inside the hall's hours or ask the federation to correct the hall's schedule.

"The federation says my match is red." Red means the match is in the scheduling flow and still has no time or no venue. Fill both in and it clears.

"Nobody was told about the new time." Correct — Profixio sends nothing for a scheduling change. See the section on notifications.

The scheduling flow itself is the same everywhere it exists. The differences are:

• Swedish wrestling does not have the series match list at all, so this flow does not exist for that organisation.
• How much of the season is opened at a time, how long a scheduling window is, whether clubs are expected to use only their own halls, and what happens to a club that misses its deadline are all federation policy. Profixio enforces none of it. The only hard rules in the software are: the responsible club, the Match Admin right, the end-of-day deadline, and that the venue must exist in the facility register.
• Whether a series is administered by a district or by the federation decides who on the federation side can step in and fix a time.
• The external league scheduler is the source of truth for the fixtures, the responsible club and the initial deadline in every federation that uses it. A match only enters the scheduling flow once it has been published from there.