Administrator Features
If you are an administrator of a group, you have access to a powerful set of tools to manage your group’s schedule, members, and operations. You can access these tools by tapping the Admin Panel icon (an admin shield) in the app bar of the home screen.
The Admin Panel
The Admin Panel is your central hub for all administrative tasks. The first thing you need to do on this screen is select the group you want to manage from the dropdown menu at the top. All actions you perform on this screen will apply to the group you have selected.
The panel provides access to the following tools:
- Field Session Hub (scan / broadcast / Session Attendance Kiosk)
- Manage Activities (individual activities + group events)
- Manage Members & Subgroups
- Manage Roles & Locations
- Live Map & Activity Monitor
- Group messaging
Manage Activities
Central tool for the group calendar. Open it with Manage Activities on the Admin Panel.
Activities vs group events
When you tap + (Add Activity Or Group Event):
| Choice | Meaning | Tradable? | Attendance |
|---|---|---|---|
| Shift (tradable type) | Assigned to one person | Yes | Optional RSVP |
| Group Event | Whole group (practice, meeting, game, …) | No | Yes / No / Maybe RSVP |
View and filter
The main view lists activities in a date range. You can: * Change start/end dates. * Filter by user, role, or location. * See chips for Shift / Event / Group Event / Field Session, type, and Tradable / RSVP (or Unscheduled for live field shells).
Manual operations
- Add Activity: Choose individual activity or group event, type, times, and assignee (individual only).
- Reassign: Individual activities only (not whole-group events).
- Delete: Remove an activity (hard delete).
- Assign Recurring Activities / Define Recurring Activities: Templates and bulk assignment for recurring patterns.
Bulk upload (CSV)
For creating many activities at once: 1. Tap Upload Activities Via CSV. 2. Choose the CSV file from your device. 3. The app processes the file and creates the activities.
CSV File Format: Header row (recommended):
date, startTime, endTime, group, role, location, comment, assigneeEmail, activityType, assignmentScope, title, subgroups
| Column | Notes |
|---|---|
activityType |
Type id or label from this group’s Activity Types (e.g. shift, duty, practice, or a custom id). |
assignmentScope |
individual or group. Explicit value wins over type defaults. |
assigneeEmail |
Person’s email, or GROUP for whole-group events. Unknown emails create pending activities that attach when the account joins. |
subgroups |
Optional. Comma-separated subgroup names or ids (e.g. Blue, Red). Unions those tags onto the assignee’s group membership (not a separate activity per subgroup). Ignored on group-event rows. |
Duty: use activityType=duty (or Duty), assignmentScope=individual, and an assignee email. Duty is not assigned “to a subgroup”; put the person in subgroups via the subgroups column (or Manage Subgroups).
- The
groupcolumn must exactly match the name of the group you have selected in the app. - Unknown users are pre-approved and can be tagged by email; on signup/invite accept, activities and subgroup tags move to their account.
- New
role/locationvalues from the CSV are added to the group lists.
Use Download Example CSV (Activities + Events) for a template built from this group’s activity types (includes a Duty row and a multi-subgroup example). Use Download Visible Activities To CSV for the current filtered list (includes subgroups labels).
Manage Group Members
Tapping the Manage Group Members button takes you to the group management screen, where you can add or remove members and manage who has admin privileges.
For more details, see the Groups documentation.
Manage Roles & Locations
The Admin Panel gives you shortcuts to manage the predefined lists of roles and locations for your group. * Manage Roles: Opens a screen where you can add new roles or delete existing ones from the list that appears when creating shifts. * Manage Locations: Define named places for the group with a map editor (search, drag pin, radius). Tap ? on the edit screen for a short overview.
How group places work
| Piece | What it does |
|---|---|
| Autostart circle | When autostart is on (and the member’s master location-autostart is on), entering this circle can start personal GPS recording. Circles use battery-friendly phone geofencing. Polygons never start GPS. |
| Share / event fence | Optional radius or polygon used when this place seeds activities or multi-group events. A polygon does not start GPS — it defines where live location sharing is allowed. Leaving the area stops sharing (privacy). |
| Private (only me) | Saves to your personal places only — not on the group, and not visible to other members or admins. |
| Lap gates | Optional start/end circles on the map for lap metrics (green start / orange end). |
| Advanced: course path & gates | Optional line/path and start/end gates for lap metrics only — not autostart. |
Autostart is always a point + radius. Use a polygon only for live-share / event privacy boundaries (same idea as multi-group event hub boundaries).
Member suggestions: Members can open Profile → Browse group places, edit a map draft, and Send to admins. Pending items appear at the top of Manage Locations until you Accept (merges into official places) or Reject.
Management Summary
Admin → Management Summary (leads/admins). Individuals can open a self-scoped view from My Activities (analytics icon).
Three tabs:
| Tab | Contents |
|---|---|
| Hours | Per-user clock-in/out totals and activity list; expand a person for each session’s clock lines and GPX |
| Activities | Counts by activity type (aggregate) and per person × type |
| GPS tracks | Every session with a stored GPX — laps not required |
Filters: date range, person class (all / adults / guardians / leads), role, subgroup.
GPS tracks & velocity heatmap
- Tap a track (or the map icon) to open the track viewer.
- The entire track is always drawn, even if no start/end gate laps were completed.
- Segments are colored as a velocity heatmap (green = slower, red = faster). Toggle heatmap on/off on the map.
- If the activity’s location has gates, they are shown as circles; completed laps appear below the map with distance/time/speed.
- Download GPX saves/shares the file (web download or mobile share sheet).
How GPS / fitness tracks are stored (Garmin FIT)
| Situation | What happens | Notification |
|---|---|---|
| Signed in, not clocked in | Local FIT chunks every ~5 min (not uploaded) | “Local GPS track … not uploaded” |
| Clocked in to a shift | Local chunks + master .fit upload ~every 10 min and on clock-out |
“Clocked in: track stored locally and uploaded periodically…” |
Cloud: Firestore metadata (distance, map polyline, isHidden) + Cloud Storage .fit payload (plus a compact json.gz companion for fast in-app maps).
View track (My Activities / Management Summary → GPS tracks):
| Action | What it does |
|---|---|
| View track | In-app map with speed or gradient heatmap (toggle on map), stats, optional gate laps, single-athlete replay scrubber |
| Download FIT | Original sensor file (OS / Garmin / Strava decode) |
| Download GPX | GPX rebuilt in-app from decoded points (maps / sharing) |
| Replay race | Select one or more tracks → multi-athlete replay. Relative start (everyone t=0) or Absolute time (wall clock). Play / pause / speed / scrub |
Works on web and mobile.
Track viewer extras: speed/gradient line charts, 100-row FIT point table, GPS jump filter, co-session peer overlays, playback speeds 0.25×–32×.
My Activities: hide activities from the list (not deleted; stored as hiddenActivityIds on the user).
GPS track visibility (Profile): private / leads / group / public for you and each kid.
Monthly activity limits (owner tier): the stated plan limit blocks scheduling more activities once reached. Unscheduled field sessions count toward the same total. A warning appears when usage is within 25% of the limit; a stronger warning appears if you are at or over the limit (field starts may still work briefly). After a small internal buffer, starting further field sessions is blocked. Clock-in is not separately blocked beyond session start.
Track mode (Live Map)
On the Live Map, use the speed icon for Track mode (bike-computer overlay): speed, heading, distance, and live HR/cadence/power. Connect sensors scans for Bluetooth heart-rate, cadence, and power meters; those values are stored in the FIT file.
Group Communication
You can easily communicate with all members of the selected group at once. * Message Group: Sends an in-app message to every member of the group. * Text Group: Initiates a group SMS message to all members who have a phone number registered.
Field Session Hub & Session Attendance Kiosk
Unattended attendance is not a separate Terminal Mode. From Admin → Field Session Hub (or the home field entry):
- Start a field session.
- On Broadcast or Scan, use Session Attendance Kiosk → Enter Kiosk Mode.
- Screen stays on; Leave/End require Exit Kiosk (device biometrics / pattern).
Activity Monitor on the Admin Panel is a view-only coverage list of who is active.
Live Map
Shows real-time location of clocked-in team members (when location is available).
Group Calendar
Comprehensive view of shifts and group events (activities), including trade markers.
Subgroups
Under Manage Subgroups, define named teams within a group (e.g. Blue / Red / Orange / Black). Assign roles (staff/members) and kids (participants) by drag-and-drop or multi-select checkboxes. Use the Show: Roles / Kids chips to filter the roster (both can be on at once). Within each subgroup, roles/leads and kids always appear in separate sections. Drag = move (leave the previous subgroup, join the target). To put someone in more than one subgroup, tap them and use checkboxes. Drop on Unassigned to clear subgroup tags. Membership is stored on the group as subgroups and memberSubgroups (keys are user UIDs or participant IDs).
On shift and activity views (home, calendar, activity details, manage activities, field hub), if the person is tagged in one or more subgroups, a Subgroup: line appears next to Role: (same style). Calendar titles also append the subgroup after the role when present.
Activity types
Under Activity Types, customize two catalogs for the selected group:
- Shift types (individual coverage, tradable) — defaults Shift, Duty
- Group event types (whole-group RSVP, not traded) — defaults Meeting, Practice, Competition
Rename defaults or add new types (e.g. On-call, Scrimmage). Types are stored on the group as activityTypes.
Bulk upload activities
In Manage Activities, upload a CSV of activities and group events. Columns include activityType, assignmentScope, title, and optional subgroups (comma-separated membership tags). Use assigneeEmail=GROUP (or assignmentScope=group) for whole-group events. Download Example CSV is built from this group’s types and includes Duty + multi-subgroup samples.
QR attendance
Live and static QR codes for field check-in are used from the Field Session Hub (broadcast station / scan), not from a separate admin terminal screen.
Personal GPS recording
Anyone can Start Recording from Profile or the track computer (live map overlay), even without a field session. That creates a personal track that saves as FIT.
- If you are already recording and later clock in, the same track attaches to that activity (pre-session driving is kept).
- Ending a field session shows Keep Recording vs Stop GPS & End — cancel continues GPS; confirm stops and saves.
- Stopping a personal track that overlapped a group activity prompts to link it (multi-select). You can also Attach / Unlink later from My Activities.
- Profile → GPS Automation:
- Auto-Start Near Places — geofence starts recording (off disables auto-start).
- Auto-Stop When Session Ends — skip GPS confirm on end session.
- Auto-Link Overlapping Activities — attach personal tracks to overlapping activities without asking.
- Auto-Start Places (Profile): Add Here (current GPS) or Add By Map (search/drag map + radius); tap a place or Edit to change name, location, or radius; arriving nearby starts recording automatically.
- Live map: toggle names on markers, minimize legend; track charts smooth speed and mark gap segments; track table shows heading.