Overview
Scheduler helps teams plan events, manage attendance, and keep users informed about schedule changes.
You can use Scheduler to:
View team and personal calendars
Create one-off or recurring events
Use event and event sequence templates
Copy events to new dates
Invite users, groups, and roles
Organise events into custom calendars
Complete roll sheets
Configure email alerts for scheduling changes
Set availability for events
To access Scheduler, select Scheduler from the left sidebar.
Step 1: Choose your calendar view
Use calendar views to organise your schedule based on how much detail you need.
How to change the view:
Go to Scheduler.
In the top-right corner of the calendar, choose a view:
Month
Week
Day
Use the dropdown selector at the top of the page to change the year.
Use the arrows to swap between months.
Use the month view for a broad schedule overview. Use the week or day view when you need to manage a busy schedule in more detail.
Step 2: Manage event calendars
Event calendars help you organise Scheduler by event type, team, or workflow.
How to manage event calendars:
Go to Event Types.
Use the event calendar list to show or hide calendars in your current view.
Select Add New Event Type to create a new calendar to group similar events. Name and select a colour to represent the event type.
Use the Edit button to update an existing calendar to change its name and colour signifier, or delete the calendar if it is no longer needed
Use event calendars to make busy schedules easier to scan, such as separating training, meetings, bookings, match-day events, or other team activities.
Step 3: Switch between team and personal calendars
You can view the full team schedule or only the events you are invited to.
How to switch calendar views:
Go to Schedule in the top right.
Select between the three options:
Team Schedule
My Schedule
Other Users' Schedules
Step 4: View event details
Open an event to see more information about it.
How to view event details:
Select an event in the calendar.
Preview the details of the event by hovering over it.
Click on the event and review the event details in the side panel.
The side panel can include:
Date & Time
Location
Attendees
Reminder Notification Details
Event summary, if one has been added
Step 5: Create an event
Use New Event to add an event to the calendar.
How to create an event:
Go to Scheduler.
Select New Event or click on a date in the calendar.
Complete the event form in the side panel.
Add the event details:
Title of the event
Location
Event Type/Calendar
Availability
Date, Time, and Timezone
Event Admins, or people who can make changes to the the event details.
Attendees
Summary and Attachments, if needed.
Notification details
Save the event.
Step 6: Create a recurring event
Recurring events are useful for regular meetings, training sessions, reviews, or planning blocks.
How to create a recurring event:
Create a new event.
Select This event is recurring.
Choose how often the event repeats.
Select an end date for the event, if wanted.
Set the beginning and end time.
Save the event.
Recurring options include:
Every set number of days
Example: Training session every 2 daysEvery week on set days
Example: Training session every Monday, Wednesday, and FridayEvery set number of weeks
Example: Team meeting every 2 weeksEvery set number of months on specific dates
Example: Quarterly review every 3 months on the 10thEvery set number of months on specific days
Example: Monthly planning on the first Monday of each month
Step 7: Create an all-day event
All-day events are useful for training camps, breaks, annual leave, or other full-day activities.
How to create an all-day event:
Create a new event.
Select All day event.
Save the event.
When All day event is selected, the time field is ignored. Users with an all day event that sets their availability as Busy will be unable to join bookings or other events on that day.
Step 8: Invite attendees
You can invite individual users, groups, and roles to an event.
How to invite attendees:
Create or edit an event.
Add the users, groups, or roles you want to invite.
Save the event.
Inviting by role or group helps keep attendees up to date. For example, if you invite the Athlete role, event attendees stay in sync as athletes are added or removed from the system. Similarly, if a group is added to an event, any users added to that group later on will be added into the group's assigned events moving forward.
Step 9: Creating and using Event Templates
Event templates help you create common Scheduler events faster by pre-filling standard event details.
How to create a new event template:
Go to Scheduler and into the Templates tab.
Select Events tab and then New.
Build out your event template the same way as you would create an event in the calendar.
Save the template.
How to create an event template from an existing event:
Go to Scheduler.
Right click on the event you want to create a template of and select Save as Template.
Name the template.
Select which details to include in the template from the existing event.
Save the template
To save a group of events together, you can create Sequence Template. For more information on how to do this, click here.
How to use an event template:
Go to Scheduler.
Right click on a date and select New Event from Template.
Choose an event template.
Review the pre-filled event details.
Update any details that need to change, such as date, time, attendees, or location.
Save the event.
Use event templates for events your team repeats regularly, such as training sessions, meetings, travel schedules, etc.
Step 10: Copy an event to a new date
Copying an event helps you quickly recreate an existing event on another date without starting from scratch.
How to copy an event:
Go to Scheduler.
Select the event you want to copy.
Right click and select Copy Event.
Right click on the new date and paste.
Select Paste to notify attendees of the new event, and select Paste Silently to add the event to attendees' calendars without sending them a notification.
If needed, select the copied event and Update Event if any changes need to be made to its details.
Use this when you need to repeat an event once, but do not need to create a recurring event series.
Step 12: Complete a roll sheet
Roll sheets help event administrators mark and track attendance for events.
How to complete a roll sheet:
Select the event you want to manage.
Select the Roll Sheet button.
Review the list of invited users.
Mark the users who attended.
Attendance may be pre-filled if users marked their attendance through Scheduler on web or mobile.
After roll sheets are completed, you can review attendance data in the Event Attendance Report. For more details, click here.
Complete a roll sheet on mobile
Event administrators can also complete roll sheets in the Lumin mobile app. This helps staff record attendance at events without needing to use a web browser or larger device.
Step 13: Configure email alerts and event reminder notifications
Email alerts can be used alongside in-app alerts to notify users about scheduling changes.
Email alerts can be sent for:
Created or copied events
Rescheduled or edited events
Deleted events
How to configure email alerts:
Go to Admin.
Select Settings.
Open Scheduler.
Configure the required email alert settings.
Within the event details, you can set a time before the event to Send Reminder Notifications. This will appear as a push notification to the assigned attendees to remind them of the upcoming event.
Example workflow: Plan and manage a training week
A performance team is planning a full training week for a squad. The week includes gym sessions, field sessions, recovery blocks, team meetings, and individual reviews.
Instead of creating every event from scratch, the team can:
Use event templates to create common sessions, such as gym, field training, and recovery.
Copy events to new dates when the same session needs to happen again, but does not need to be part of a recurring series.
Use recurring events for regular weekly meetings or sessions that follow the same schedule.
Invite attendees by role or group so the right athletes and staff are included.
Use custom calendars to separate training, meetings, recovery, and other event types.
Complete roll sheets after each session to record attendance.
Use email and in-app alerts to keep users informed when events are created, changed, or deleted.
Set notifications to remind attendees of their upcoming events.
This gives staff one place to plan the week, communicate schedule changes, and track who attended each session.