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:
Email Application Forms: Some districts email clubs requesting submission of open event application forms for the upcoming season.
Spreadsheet Updates: Others update the existing spreadsheet with dates moved forward and share it via Google Drive for event secretaries to update.
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:
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.
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
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.
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.
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.
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.
Event Approval: Once the district finalises their calendar, they should update the event statuses from Awaiting Approval to Approved or Rejected.
Event Publication: All events start as unpublished.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.