Facilities, fields, accommodation and on-site lists

Some competitions collect travel information per club rather than per team, so the organiser can meet people at the airport, harbour or station.

When it is switched on, the club's page, the registration page and My teams show a transport card where someone with access to the club enters, for arrival and for departure: how many people are travelling, whether they come by air, boat or train, which arrival point they use, the date and time, and a free note. One flight, train or ferry number is recorded for the order — there is not a separate field per direction. Arrival points can carry a price; when the chosen option costs money a payment button appears next to the entry, and the amount is invoiced to the club like any other ordered service.

The order can be edited or removed by the club afterwards. One order covers the whole club — teams do not each fill in their own.

This is used by Swedish wrestling, and it has to be enabled for the individual competition as well as for the federation. If the card is missing, it has not been turned on for that competition.

The two lists are independent. A school used both as a sleeping place and as a match venue has to exist in both lists; linking them is a setting on the accommodation place, not an automatic connection.

Facilities and fields appear in one of three ways.

They are created while you build the schedule. In the match-generation and match-editing tools you type a facility name and a field name on a match. If that name does not exist yet in this tournament, Profixio creates it for you on the spot. This is why organisers who have never opened a "venues" screen still have a full facility list — it grew out of the schedule.

They are copied from a previous edition. Tournament settings has a copy page for exactly this. Its introduction reads "Pick a previous edition to copy pages, facilities or check-in setup from. You can mix and match — copy only what you need." Each earlier edition is listed with two buttons, and each one copies everything of its kind — there is no picker for individual facilities:

• Copy facilities brings over the facilities and their fields, skipping any name you already have. Safe to press twice.
• Copy checkin settings brings over the accommodation places and their rooms. This one copies them unconditionally, so pressing it a second time gives you a duplicate of every place and room. Press it once, and check the result before pressing anything else.

Both buttons show how many rows they will copy, and ask for confirmation first.

They are added by hand in the match list. In Match Schedule → Matches Graphics, open Shortcuts → Edit venue name. The Facility tab has a New facility button, where you enter the facility name and click the map to place its pin. The Track tab has a New venue button, where you pick the facility, enter the field name and, if you like, a short description. These buttons need the match-scheduling permission.

Practical consequences:

• Spelling matters. Two different spellings of the same hall become two facilities with the matches split between them, and there is no merge function. Fix the spelling on the matches, and the extra facility falls out of use.
• Renaming a facility is done on the facility's own Edit screen, not on the matches.
• A facility with no fields is invisible to the public — see the facility pages section.

Open the facility's public page and use the Edit link at the top. The link is only shown to people who may edit classes and matches in this tournament.

Facility Settings contains:

Field Settings (reached from a field's page) contains the field's name and a short description — both required, and both currently labelled with their technical names rather than readable ones — plus the same map picker and Latitude / Longitude. A field's own pin wins over its facility's pin — use it when a "facility" is really a sports park with pitches a few hundred metres apart. If a field has no pin of its own, it inherits the facility's position.

Coordinates are what unlock the map button, the Get directions link, the weather panel, and the map position in calendar feeds. A facility with no coordinates still works everywhere else.

Placing pins. Organisers get an Edit map toggle. While it is off, the map is read-only and pins cannot be dragged by accident. Turn it on and the help text changes to "Unpinned locations can be placed by clicking the map; drag a pin to move it." Click an unpinned location in the sidebar, then click its spot on the map. Turn the toggle back off (Done editing) when you are finished.

Two different sets of rights are involved: match facilities and fields can be pinned by people who may edit classes and matches, lodging and check-in places by people who administer check-in. If half the sidebar is read-only for you, that is why.

What visitors see. Anyone can see the facility and field pins. Lodging places are only shown to the public when a team has actually been assigned to them — an empty reserve school is not exposed. Check-in administrators see all of them.

Accommodation is administered from the tournament admin menu: Checkin → Check-in-settings, a page titled "Administration of check in and check out facilities". It has tabs for Facilities, Assign Team to Facility, Facility Settings, Assign T-shirt to categories, Checkin Settings and Reports.

Its column headers are in Norwegian whatever language you use, and it works as an editable grid: click the plus sign to add a row, click a cell to edit it, press Enter to save.

On the Facilities tab each row is one place. The important columns:

About the per-place login. Giving a place a login name and password lets the people staffing that school sign in and run check-in for their own place, and print its name list — nothing else. They cannot open these administration screens. It is a shared, low-value credential typed on a phone at a school entrance, so pick something disposable and never reuse a personal password. Only places flagged as a check-in place can be signed into this way.

Copying from last year. The Facility Settings tab has a "Kopiering av data" box — "Copy facilities from another tournament:" — which copies the accommodation setup from an earlier edition of the same cup in one go.

A place can have rooms, or not. Without rooms you can still record which school a team sleeps at; with rooms you can say exactly where.

Rooms are managed in the Facility Rooms grid underneath the facilities list: pick a place first, then add rooms. Each room has Navn, Maksantall (maximum number of people), Areal (area), Merknad, and read-only columns showing Antall (people assigned so far), Tilordnet til (the teams in it) and Categories (their classes). When the number of people assigned passes the maximum, the room's row turns red.

Assigning teams to rooms happens in the Teams assigned to room grid next to it: pick a room, add a team, and enter how many people. Columns show Antall (people you placed here), Antall påmeldt (how many the team actually registered and paid lodging for), Maks, Klubb and Klasse. Two warnings fire here: the row turns red if you place more people than the team registered for, and a message "Reduser antall personer!" appears if the people in one room add up to more than the room's maximum. Both are warnings — Profixio will not stop you.

Assigning teams to places is the Assign Team to Facility tab. Each team's sleeping place, check-in place, check-out place, breakfast place and dinner place can be set directly in the grid, one team at a time.

Underneath the grid are buttons that do it for a whole selection at once, following Profixio's rules — each with an X button that clears the assignment again:

A place you set by hand is never overwritten by these buttons — Profixio remembers which assignments it made itself and only touches those. Run them again after every batch of late registrations.

The grid highlights three mistakes:

• "Feil bosted i forhold til romfordeling" — the team's sleeping place does not match the school its room is in.
• "Har rom i flere enn ett bosted" — the team has rooms in two different schools.
• "Tilordnet bosted men ikke skal ha overnatting" — the team has been given a place but has not ordered lodging.

How full is a place? The facilities list carries running totals per place: Rom (number of rooms), Maks pers (total capacity), Lag i bygg (teams assigned to the building), Pers m/rom (people actually placed in rooms), and Innsjekket / Ikke innsjekket (checked in and not yet checked in). Read them top to bottom to find the school you have oversold.

Which teams appear at all depends on what they ordered. Lodging, breakfast, dinner and participant cards are properties of the services teams buy during registration; a team that did not order lodging will not turn up in the room lists. Setting those services up is covered on the fees and services page.

The tournament admin menu also has Checkin → List Check-in places, a modern read-only table titled "Check in place and accommodation". It has one row per team and shows Club, team name, Class name, Bosted (sleeping place, resolved through the team's room if it has one), Innsjekksted, Frokoststed and Middag. Country, district and jersey colour columns appear only in tournaments that use them.

Use it to answer "where is this team supposed to be" quickly, and to hand a searchable list to someone who should not be able to change anything. It cannot edit — all changes are made in the check-in settings screens.

Tournament administrators get a settings button on this page with two options. One is a rich-text note shown above the listing. The other, Hide registered teams, is a tournament-wide switch and does more than it sounds like: with it on, anyone who is not a tournament administrator is turned away from this list entirely, and from the public registrations overview as well. It is not a per-row filter, and it is not limited to this page — use it when registrations should not be public yet, not to tidy up a listing.

On the team's own page, under the team's economy and order information, Profixio shows the practical details of the stay:

• Innsjekksted and Utsjekksted — where to check in and check out.
• Overnight place, Breakfast place and Dinner place.
• Wi-Fi name and Wi-Fi password for the school, when the organiser has entered them.
• Tildelte rom — the assigned rooms with the number of people in each.
• A small map of those places, when they have been pinned.

Nothing appears until the organiser has actually assigned the team. Before assignment, the section is simply empty — it does not mean the order was lost.

Organisers can switch this whole block off for teams with a setting on the tournament's basic settings, which controls whether teams may see their check-in information. People with team-editing rights always see it, which is why an organiser checking the page cannot reproduce "we can't see our school".

The Reports tab of the check-in settings page produces the lists the kitchen and the schools need.

Meal and lodging reports is a small table with one row per report type — Frokost (breakfast), Middag (dinner) and Overnatting (lodging) — and for each one:

• a Sted picker to limit the report to selected places (default All locations),
• Liste 1 (Sted) — the summary: totals per place,
• Liste 2 (Lag) — the detail: one line per team.

Every report can be produced as xlsx or pdf. The detail reports are headed "Overview of teams having breakfast", "Overview of teams having dinner" and "Overview of teams staying overnight". The lodging detail report also carries the contact person and the room number, and prints in landscape because of it. The last column of the lodging detail report sums the persons registered on the team, and that figure should match the Antall personer column. If the two differ, the number of people registered on the team does not match the number of services ordered — for example 17 people registered on the team but lodging ordered for 19.

Which teams are counted comes from the services they ordered, not from the meal flags on the place: breakfast and lodging are both counted from services that include lodging, dinner from services that include dinner. A cup that sells breakfast without lodging will not see those teams on the breakfast report.

Take Liste 1 to the kitchen ("how many breakfasts at this school") and Liste 2 to the school ("which teams, which rooms, who do I call").

Premiering sluttspill on the same tab is a different kind of logistics list: the medal matches — A-level semifinals and all finals — grouped by arena, so the person carrying the medals knows where to be and when. It has an arena picker (default All arenas) and the same xlsx and pdf buttons. Its printed heading is "Overview of medal ceremonies with award times".

The accommodation name list is the list the fire department asks for: everyone sleeping in a building, by room. Select places in the facilities grid and print, or print all of them at once. Each place is divided room by room, with a final group for teams staying at the school without a specific room, and within each group leaders and staff are listed before players, alphabetically. It is a PDF, stamped with the time it was generated — reprint it after late changes rather than editing the old one.

Tournament administrators and check-in users can print it. A place-specific login can print it too, but only for its own place.

The packing list is the A5 sheet you hand each team at check-in. On the Assign Team to Facility tab, under "Utskrifter og lister", the button "Skriv ut pakkeliste A5" prints one page per team — for the teams you selected in the grid, or all of them. Each page carries the club, team and class, the check-in place and its note, the sleeping place, the assigned rooms, and the participant-card services and T-shirt the team has bought, followed by the standard text you write once in the check-in settings.

If nothing has been marked as a participant card among your services, the screen warns you before printing that the services will not be listed. Individual services can also carry their own extra packing-list text.

Cups that hand out a T-shirt or another participant gift plan the sizes here, on the Assign T-shirt to categories tab.

Two things live on it. A small list of prize types and sizes, and a grid where you set, per class, how the participants in that class are expected to split across those sizes: a Min. antall (minimum number) and a percentage per size. A class row turns red until its percentages add up to 100, which is the check that stops you ordering the wrong quantities.

Whether a team gets a participant prize at all comes from the services it ordered: a service carries a "Gir deltakerpremie (T-skjorte)?" flag. Ordered prizes then appear on the team's packing list.

This is a planning and print aid only. Profixio does not track stock, and does not record which individual shirt was handed out.

Ice sports can plan resurfacing between matches. In the match list, open Addons and choose IsPrep; the dialog is titled "Plan IsPrep".

Pick a day, a facility and a track, then add one or more start/end times with New; end must be after start. Add a Note if the ice crew needs it — the note appears at the bottom of the printed plan.

Then either:

• leave the e-mail field empty and press Print report to download the plan as a PDF, or
• type one or more addresses (separate several with a semicolon) and send it. If the tournament is not set up to send e-mail, Profixio tells you the times were saved but not sent, and you can print instead.

Saved times cannot be edited or removed from this dialog. If a slot changes, create the corrected plan and send it again — the newest plan is the one that counts. The note cannot be changed afterwards either; write a new plan with a new note instead.

The option is only shown in ice hockey and bandy tournaments, and only days, facilities and tracks that already exist in the schedule can be chosen.

The settings that decide what appears where.

Check each hall's opening hours yourself when you schedule matches in tournament facilities and fields.

Room capacity, lodging orders and T-shirt percentages follow your own or your federation's rules. The room and lodging grids show warnings where the figures are off, and you decide how to act on them.

The Facilities menu entry is missing. The tournament has no facilities at all yet. With exactly one facility the entry is there, but it links straight to that facility's page instead of opening a list.

A facility exists but is not in the list. The list only shows facilities that have at least one field. Give it a field by scheduling a match on it.

A field is missing from a facility page. Only fields with at least one visible match are listed. If the matches are hidden or the class is closed, the field disappears with them; see the match visibility page.

There is no Show on map button. Nothing in the tournament has coordinates yet. Pin one facility and the button appears.

I cannot move a pin. Either Edit map is switched off, or you do not have the right for that pin type — match facilities and fields need match/class editing rights, lodging places need check-in administration rights.

No weather on the facility page. The facility has no coordinates, or you are looking more than three days before the tournament starts, or after it has ended.

A team cannot see its school. The team has not been assigned to a place, or the tournament setting that shows check-in information to teams is switched off. Check while signed in as the team, not as an administrator.

A team is missing from the room lists. The team has not ordered lodging. Room assignment only offers teams entitled to it.

A meal report is empty for a school. The place is not flagged for that meal, or its teams have been pointed at another place for it — check the breakfast and dinner place columns.

The name list is missing people. People are listed through their team's room assignment, or through the team's link to the school when it has no room. A team assigned to neither will not appear.

League matches are placed on venues from the federation's own venue register, which is separate from a tournament's facilities and fields.

One register per country. Venues are listed in a table shown for all organisations inside a country, so administrators for basketball, bandy and every other federation see the same list of registered venues. Every federation and district administrator can add new venues with the + sign and edit existing ones (address and so on). A venue can be deleted as long as no data is connected to it — typically a venue that was saved completely wrongly.

Venue areas. Each venue is divided into a number of areas, from 1 upwards. Wembley, for example, can be defined as one venue with 3 areas, on the assumption that a match takes at least a third of the venue. Do not divide a venue into too many areas — 1 to 3 is often enough, and more becomes too complex to handle. If a venue has 3 areas and a club is set to use 3 areas, the whole venue is used and no other matches can be played in that venue at the same time.

Home venues. As a one-time setting, each club defines its home venue or venues. Each venue must be connected to a region, and all clubs in that region can then define the venue as their home venue: select a venue in the table, and the clubs of the active region are listed so you can enter how many of the venue's areas each club uses. Scheduling the league is easier when every club has its home venues assigned. These are only the default settings — for each league, the league scheduler can change a club's home venue(s).

Each club must have a home venue. If none exists, a venue named Field followed by the club name is created for it.