Operations Center

🌅

Sunset

--:--

💡

Lights On

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⏸️

Automation

—

📋 Today's Field Schedule

📋

No field activity today

Reserved and scheduled field slots will appear here automatically.

📊 This Week's Utilization

📊

No utilization data yet

Weekly field usage metrics will appear once reservations are booked.

Approvals

Team	Slots	Total Amount	Status	Actions
No unassigned external slots

📦 Batch Payment Processing

	Coach	Team	Slots	Total Amount	Actions

📋 Pending Requests

✅

No pending requests

When coaches reserve fields or request refunds, their pending requests will appear here for your review.

📜 Approval History

▶

Ref #	Date/Time	Action	Field	Slot Date	Coach/Team	Processed By	Details
Click to expand and load history...

⚙️ AUDIT FILTERS

▼

Quick Bucket Toggles

Reservations

Draft

Coaches

Admin Actions

System / Automated

LIVE ACTIVITY FEED

FILTER:

TIME ▼

ACTION

ACTOR → TARGET

ENTITY

STATUS

AMOUNT

Loading live activity...

👥 System Administrators ?

Manage active users who can log in and modify system data.

User	Role	Access (Buckets)	Last Login	Status		Action
Loading users...

📅 Season Access

Time-limited access scoped to a specific season. Expires with the season — use Roll Over to carry permissions forward.

User	Season	Role	Access (Buckets)	Last Login	Actions
Loading season access...

👔 Organization Leadership

Board members and executive leadership for your organization.

Loading leadership...

⚾ Sport Leadership

Commissioners and leadership for each sport program.

Loading sport leadership...

📨 Functional Groups

Email distribution lists for automated system alerts. These users do not need login access.

Loading groups...

START HERE

Welcome to Season Manager

A season is the foundation for everything in 390 FieldOps. Teams, schedules, drafts, and reservations all live within a season.

The Complete Setup Flow

Season

→

Fields

→

Divisions

→

Teams

→

✓

Ready!

You're on Step 1. Create a season to unlock the rest of the system.

Once a Season is Created

📅

Build Schedules

Use Season Builder for practices and games

🏆

Run Drafts

Player drafts tied to this season

👥

Manage Teams

Assign coaches and track rosters

🔄

Copy Forward

Roll settings to future seasons

Common Season Types

Spring 2026	Recreational league, Mar-Jun. Contains 4U through 14U divisions.
Fall 2025	Developmental program, Sep-Nov. Often fewer divisions than Spring.
Full Year 2026	For rentals and external bookings. No divisions, just field availability.

💡

Pro Tip: Multiple Seasons

You can run multiple seasons simultaneously. Recreational spring ball and select summer programs can operate independently with their own schedules and teams.

STEP 2

Map Your Facility

Fields are the physical spaces your league operates. Before you can schedule anything, you need to tell us what facilities you have.

✓

Season

✓

Divisions

→

Fields

→

Teams

You're on Step 2. Add your fields to unlock scheduling.

Types of Assets to Add

⚾

Game Fields

🏃

Practice Fields

⚾

Batting Cages

🏈

Bullpens

🏟

Turf Areas

What Fields Enable

Auto Time Slots	Season Builder generates bookable slots based on field hours
No Double-Books	System prevents conflicts across your entire facility
Usage Tracking	See which fields are used most and revenue by location
Self-Service	Coaches can book available slots through Coach Portal

💡

Start Simple

Add your primary game fields first. Each field can have its own hours, pricing, and restrictions. You can add batting cages and other spaces later.

📅 Season Manager

Configure Divisions, Teams, Fields & Draft by Season

Year

Season

Sport

Active Only

▼

📋 Divisions Config

Select a Season above

STEP 3

Create Your Divisions

Divisions organize teams by age group (10U, 12U) or skill level (Recreational, Select). Each division has its own teams, draft config, and game schedule.

✓

Season

→

✓

Fields

→

Divisions

→

Teams

Division Settings

Classes	Single (Standard) or Tiered (AA/AAA)
Teams	Number of teams in division
Draft Type	HARD_CAP or EXHAUST_POOL
Roster Max	Players per team limit
Protections	Pre-draft protected picks

Team Settings (Per Team)

Coach	Assign head coach to team
Field Credit	Hours team can book fields
Cage Credit	Hours team can book cages
Bookings/Day	Max daily reservations
Future Bookings	Booking window ahead

🔄

Division Templates Save Time

If you run the same divisions every season (4U, 6U, 8U, 10U, etc.), create them as templates once. Next season, just activate from the list instead of rebuilding.

Example: 10U Division with Classes

AAA

6 teams - drafts first

8 teams - drafts second

AAA gets top-rated players, AA drafts from remaining pool. Both classes play separate schedules.

Select a Season to configure divisions...

▼

🏠 Owned Assets

Filtered by Sport

Loading fields...

▼

🤝 External / Leased Fields

Fields at other facilities

🗺️

No external fields added yet

Click "+ Add External Field" below to get started.

Create Season

Season Type *

🌸 Spring 🍂 Fall ☀️ Summer 📅 Year

Year *

Season ID

SPR26

Display Name

Spring 2026

📋 Copy from Existing

Enabled

Not the right season? Pick another:

Team slots Credits Settings

SETUP REQUIRED

👥 Coach Management Center

Recruit, onboard, and manage your coaching staff — from application to team assignment.

🏟️

Create Divisions First

Teams are the focal point — coaches get assigned to teams, not the other way around. Create divisions with teams in Season Manager first, then you can assign coaches to lead them.

TWO TYPES OF COACHES

🏠 INTERNAL

League Coaches

Your REC and OPEN program coaches who lead teams in your league.

Apply via recruitment form
Get approved → assigned to teams
Access Coach Portal, Draft, Scouting
Reserve practice slots
Have eligibility requirements

🌐 EXTERNAL

Guest Organizations

Travel teams, academies, and external groups renting your facility.

Have their own "organization"
Rent facility time (pay per slot)
Don't participate in draft
Track credits for reservations
Managed in External Orgs view

📊

THE COMMAND CENTER

Like a flight control tower for your coaching staff. See staffing status across all divisions at a glance:

NEED

Teams needing coaches

PENDING

Applications waiting

APPROVED

Ready for teams

ACCEPTED

Confirmed interest

HAS TEAM

Fully assigned

GAP

Still need to fill

THE RECRUITMENT FLOW

BUILD CONTACTS

Create groups of potential coaches in Contact Groups

SEND INVITES

Email recruitment links with access code

REVIEW APPS

Approve, waitlist, or reject in Pending Applications

ASSIGN TEAMS

Use Approval Manager to put coaches on teams

WHAT EACH PANEL DOES

📋

Pending Coach Applications

Where applications land after coaches submit. Review their preferences (division, class, experience) and approve, waitlist, or reject. Approving creates their account and sends a welcome email.

✅

Coach Approval Manager

Second step after approval — team assignment. Shows approved coaches waiting for a team. Highlights "mismatches" (approved for a class that doesn't exist). Mass assign feature for bulk operations.

🔐

Coach Eligibility & Overrides

Scan who's eligible for Draft, FieldOps, and Reservations. Add temporary overrides for late additions. Broadcast messages to filtered coach groups.

💡 Good news! You can start building your Contact Groups and preparing recruitment emails now — even before divisions exist. Scroll down to the Coach Recruitment and Contact Groups panels below.

Once you have divisions with teams, the Command Center will unlock automatically.

👥 Coaches

Manage coaches, send invites, and track onboarding status

📊 COACH COMMAND CENTER

Staffing overview for the current season • Click any number to drill down

Division	Need	Pending	Approved	Accepted	Has Team	Gap
📊 Loading staffing data...

Division Details

0 coaches selected

Loading coaches...

▶ 📋

Pending Coach Applications

Review, approve, waitlist, or reject applications

	Name	Contact	Division	Requested	Assign Class	Experience	Board	Submitted	Actions
Loading applications...

▶ ✅

Coach Approval Manager

View approved coaches, edit approvals, assign teams directly

Send Application

Paste emails and send the application link — coaches fill out the form and land in Pending Applications above

▶

Application Form Settings

Configure sections, edit field labels, add custom questions, save named templates

▶ 📋

Contact Groups

Manage recruitment lists, import contacts, track sent emails

0 groups

Sport: Baseball

Your Groups

No groups yet. Click "+ New Group" to create one.

	Name	Email	Phone	# Sent	Last Sent	Actions
Select a group to view contacts

📬 Sent History (0 this season)

Name	Email	Type	Sent At	Season
No emails sent yet

▶

Compliance Gate

Control SafeSport and other certification requirements — block portal access until coaches comply

▶

Coach Eligibility & Overrides

Scan coaches for this season, apply late-add overrides, and control who can access Draft / FieldOps / Reservations.

Overrides --

Not Eligible --

Import Coaches

Upload a CSV file to add multiple coaches at once

📄

Drop CSV file here

or click to browse

SETUP REQUIRED

Slot Manager & Date Closure Wizard

Your command center for managing field availability and handling schedule disruptions.

🏗️

Build Your Year Inventory First

You can't manage slots that don't exist yet! The Slot Manager displays time slots from your Year Inventory. Once built, you'll have thousands of bookable time slots across all your fields.

🗺️

THE SETUP ROADMAP

First-time setup takes the longest, but here's the good news: once you do this once, you can use templates to replicate everything next year in minutes instead of hours.

Create Fields

Define your physical field locations (Field A, Field B, etc.)

Create Divisions

Set up age groups (8U, 10U, 12U) and their settings

Add Coaches

Build Year Inventory

Generate all time slots for the entire year (the "big bang" moment)

Tag Games & Practices

Assign slots to divisions and mark which are for games vs practices

Build Your Schedule

Create the game schedule, assign matchups, and publish

ONCE YOU'RE SET UP, HERE'S WHAT YOU GET:

🔬

Slot Manager

THE SURGICAL TOOL • OPEN SLOTS ONLY

See exactly what's happening on every field at every time. Open or close individual slots, drag-and-drop to move times around, or make bulk changes to hundreds of slots at once.

🅿️ PARKING LOT ANALOGY

Think of your fields as a parking lot. Slot Manager lets you see which parking spots are empty, block off empty spots for maintenance, or rearrange the parking lines before anyone parks there.

✓ List View with filters

✓ Week View with drag & drop

✓ Bulk open/close operations

📢

Date Closure Wizard

THE EMERGENCY BROADCAST • BOOKED SLOTS

This is for slots that already have reservations. It's a notification system as much as a closure tool—it tells coaches "sorry, we had to close, HERE'S WHY" and issues credits automatically.

🚨 EVACUATION ANALOGY

If Slot Manager is for empty parking spots, the Closure Wizard is for when you need to evacuate the parking lot—it tells everyone who already parked: "You need to move, here's why, and here's your money back."

⚡ Rainouts, maintenance, emergencies

⚡ Automatic coach notifications

⚡ Auto-credit for paid reservations

Once your inventory is built, this page will unlock automatically.

📋 Slot Manager

Quick Load:

View Type

From Date

To Date

Select a view type and date range, then click "Load".

Week of Jan 1, 2025

Open

Closed

Reserved

Game

Practice

💡 Drag to move • Right-click for options

Date Closure Wizard

Select Date

Closure Type

Review & Confirm

Select Dates to Close

Closure Date Range

Both dates default to today. Leave them the same for a single-day rainout, or choose a start and end date to close a full range (week, two weeks, etc).

Closure Type & Details

Closure Reason

Admin Note (optional)

Review & Confirm Closure

⚠️ Impact Preview

Calculating impact...

⚠️ Warning

This action cannot be undone. All coaches will be notified immediately. Credits will be automatically issued for credit-paid reservations.

Type "CONFIRM" to proceed

Season Builder

Build your field inventory first, then configure seasons

What year are you setting up?

This creates the foundation for all scheduling

🧪 Test Mode

🧪 TEST MODE ACTIVE - All locks bypassed, validations disabled

🏗️

Field Inventory Setup

Configure and build slots for the year

Complete these steps:

⬜

Step 1: Global Settings

Year dates are auto-set. Add holidays & blackouts.

⬜

Step 2: Field Hours

Set when each field is available for booking.

Complete steps 1 and 2 above to enable

BUILD REQUIRED

Season Builder: Your Field Inventory Factory

Think of Season Builder like running an airline. Before you can sell tickets, you need to know how many seats exist on each plane. This tool creates ALL your available time slots.

The Complete Flow

Select Fields

→

Set Hours

→

Generate Slots

→

Tag Divisions

→

Configure Games

What Each Step Does

Card 1	Field Selection - Pick which fields are active this season. Not using Field C? Uncheck it.
Card 2	Hours + Blackouts - Set when each field is open (6am-9pm?) and block holidays/events.
Card 3	The Blunt Tool - Generates EVERY possible time slot. Like drawing empty boxes on a calendar.
Card 4	Division Tagging - Assign slots to divisions. "Saturdays 9am = 8U Practice" etc.
Card 5	Game Tagger - Mark which slots are GAMES vs practices. Set games-per-team.
Card 6	Field Draft - Configure how coaches pick their practice time preferences.
Card 7	Review + Lock - Final check. Lock the schedule when ready to go live.

💡

The Key Concept: Everything Starts CLOSED

When you generate inventory, you create every possible time slot - but none of them are available yet. Think of it like printing airplane tickets but keeping them in a locked drawer. Coaches can't see or book anything until YOU release slots to them. This is your protection.

Quick Start: Generate Your First Inventory

Select which fields to include, then click the button below. The system will create all possible time slots based on each field's operating hours.

Select Fields to Include: Select All

Timeframe:

Total Inventory

Total Fields

Total Days

Total Blackouts

Timeframe:

Built:

By:

Build Version: 1.0

🗃 Archive Old Slots

Global Season Settings

Season timeframe and blackout dates

Not Started

Field Setup

Configure practice hours and slot duration for each field

Not Started

SCHEDULED

REMAINING

CONFLICTS

--%

CAPACITY

SETUP REQUIRED

Game Scheduler: Your Matchup Command Center

Game Scheduler turns your tagged game slots into actual matchups. It handles round-robin generation, coach conflicts, home/away balance, and visual scheduling.

Prerequisites: Complete These First

Season Manager

→

Build Inventory

→

Division Tagger

→

Game Tagger

→

Game Scheduler

Game Scheduler needs GAME-tagged slots from Season Builder Card 5

What Game Scheduler Does

Step 1

Load Season

→

Step 2

Generate Games

→

Step 3

Schedule

→

Done!

Export

Full Capabilities

Round Robin	Auto-generates all team matchups based on "games per team" setting from Game Tagger.
Coach Conflicts	Reads coach availability from Coach Portal. Hard blocks prevent scheduling; soft conflicts show warnings.
Auto-Scheduler	One-click scheduling with configurable priorities: Saturday-first, no back-to-back, rest gaps, max games per week.
Visual Runway	Week-by-week calendar view. Drag-drop to move games. Color-coded by class (AAA/AA).
Home/Away Balance	Tracks and displays home vs away game counts per team. Matchup matrix shows who plays whom.
Conflict Resolution	"Find Alternative" button locates open slots without conflicts. Repair tool fixes orphaned references.

ⓘ

Coach Portal Integration

Coaches submit their availability through Coach Portal. Game Scheduler reads this "coach manifest" and automatically avoids scheduling games when primary coaches are unavailable. You can also set priority weights to prefer or ignore certain constraints.

Complete the prerequisites in Season Builder, then return here to schedule games.

SETUP

Select a season

Season

Division

📊 DIVISION STATUS

0 of 0 complete

Load a season to view status

⚙️ SCHEDULING PRIORITIES

Configure how the auto-scheduler weighs coach constraints

Configured ▶

👥 COACH DATA SUMMARY

View constraints submitted by coaches via Coach Portal

0 coaches ▶

📊 SOLVER CONFIGURATION

All variables used by Auto Schedule

Ready ▶

CREATE GAMES

0 games

Creates all matchups based on division configuration.

📋 SCHEDULE REPORT

Home/Away balance and matchup matrix

Expand to view ▼

Home / Away Balance

Team	Home	Away	Total	Scheduled

Matchup Matrix (Total Games)

2 games 1 game 0 games

SCHEDULE

Not started

📋 SCHEDULING STRATEGY

Saturday is primary game day Every team plays on Saturday Allow doubleheaders on Saturday

Max games per team per week:

🎯 SCHEDULING SCOPE

Schedule multiple divisions together to prevent coach conflicts across age groups (e.g., Coach Bob with kids in 8U and 10U)

📊 SCHEDULER CONFIG (from database)

Ignore Coach Conflicts

0 / 0 games scheduled

⚠️ CONFLICTS

Issues that need attention — click "Find Alternative" to resolve

0 issues ▼

👁️ VISUAL RUNWAY

See games on the calendar

AAA AA Scheduled

▶

📊 RUNWAY STATUS

Scheduled 🔒

Game Runway

Practice Pool

Unallocated

Games

0 / 0 scheduled

FILTER: Show All Slots

Load a season and division to view the runway

CARD 1	Global Season Settings Set the master date range for the entire season and define blackout dates (holidays, tournaments, etc). This creates the outer boundaries.
CARD 2	Field Selection + Hours Pick which fields are active this season and set operating hours for each. Field A might be 6am-9pm, Field B might be 9am-6pm.
CARD 3	The Blunt Tool (Slot Generator) This is the magic button. It generates EVERY possible time slot based on your fields and hours. Like drawing empty boxes on a calendar for the whole season. All slots start CLOSED.
CARD 4	Division Tagging (Scalpel Tool) Assign slots to divisions. "All Saturday 9am slots on Field A = 8U Practice." This is where you carve up your inventory for different age groups.
CARD 5	Game Tagger Mark which slots are GAMES vs practices. Set "games per team" - how many games each team should play. The Game Scheduler uses this.
CARD 6	Field Draft Setup Configure how coaches pick their practice time preferences. Set draft windows, max picks per coach, draft order rules.
CARD 7	Review + Lock Final review of everything. When you're confident, lock the schedule. This prevents accidental changes and signals "ready for operations."

Role	Can See	Can Do
👑 Owner	Everything	Everything + Grant Owner access + Cannot be deleted
⚡ Super Admin	Everything	Everything except granting Owner access
🛠️ Editor	Assigned buckets only	Manage data in assigned areas
👀 Viewer	Reports & logs	Read-only access

Bucket	Typical Use	Default Tabs
🏟️ Fields	Facilities manager	Fields + related management
👥 Coaches	Coach coordinator	Coaches tab + applications
📅 Reservations	Scheduling volunteer	Slots, Season Builder, Game Scheduler
🎯 Draft	Player agent	Draft tools
🔧 Other	General helper	Dashboard, Finance, Maintenance

Question	Answer
Can I delete an Owner?	No. Owners must first transfer ownership (make someone else Owner, then have them demote the original).
Can a Super Admin make themselves Owner?	No. Only existing Owners can grant Owner access.
What if I need help with my Owner account?	Contact 390 FieldOps support. We can assist with account recovery.

Your League	The Airline
Your Facility	The Airport
Fields	Planes
Time Slots	Seats on the plane
Seasons	Flight schedules (Spring flights, Fall flights)
REC Coaches & Teams	Ticketed Passengers (guaranteed seat)
External Teams	Standby Passengers (take leftovers)

Card 1	Configure which fields are active for this season
Card 2	Set field hours and blackout dates
Card 3	Generate all available time slots (the "Blunt Tool")
Card 4	Assign slots to divisions (practice vs game)
Card 5	Tag game slots and set games per team
Card 6	Configure field draft settings
Card 7	Review and lock the schedule

Step 1	Load Season - Select your season from the dropdown. This loads divisions, teams, game slots, and coach constraints.
Step 2	Generate Round Robin - Click to create all matchups. Uses "games per team" from Game Tagger. Each team plays every other team the configured number of times.
Step 3	Schedule Games - Use "Schedule ALL Classes" for auto-scheduling, or manually assign games via Visual Runway drag-drop.
Export	Download Schedule - Export to CSV for distribution. Schedule is also saved to Firebase for Coach Portal access.

Season Type	What It Is	Who Flies
Spring / Fall	Seasonal schedule	Ticketed passengers (REC teams)
Year-Long	Year-round operations	Standby passengers (External teams)

Division	Type of Traveler	How They Get Seats
REC	Ticketed Passengers	Buy ticket → Assigned seat → Guaranteed to fly
OPEN	Charter Groups	Organize their own group → Pick from available seats
EXTERNAL	Standby Passengers	Wait for leftovers → First-come-first-served

Seat Status	What It Means
🔒 CLOSED	Seat exists but not for sale. Nobody can book it.
🎫 ASSIGNED	Ticketed passenger has this seat. It's theirs.
✅ OPEN	Seat released to standby. First-come-first-served.

Spring 2026	Fall 2026
Coach registers ✓	Coach must register AGAIN
Gets assigned seats ✓	Gets NEW seat assignments
Season ends, ticket used	Fresh start

Option	What Happens
Open to Standby	Release seats to external teams. They book first-come-first-served.
Maintenance	Ground the planes. No seats available. Nobody flies.
Partial	Open some weeks, close others. Your choice.

You Decide	How
What seats exist	Season Builder
Which seats go to ticketed passengers	Field Draft
Which seats go to standby	Open Inventory
Which days to ground planes	Blackout Dates
When to start selling seats	Create Season

Confirm Action

⚠️ Confirm Override

Adjust Coach Credits

Select Payment Method

🔐 390 FIELDOPS

Operations Center

Approvals

🏢 Unassigned External Reservations

📦 Batch Payment Processing

Process Selected Payments

✕ Deny Selected Reservations

🛡️ Denial Cooldowns

📋 Pending Requests

📜 Approval History

⚙️ AUDIT FILTERS

👥 System Administrators ?

📅 Season Access

👔 Organization Leadership

⚾ Sport Leadership

📨 Functional Groups

Welcome to Season Manager

The Complete Setup Flow

Once a Season is Created

Build Schedules

Run Drafts

Manage Teams

Copy Forward

Common Season Types

Pro Tip: Multiple Seasons

Map Your Facility

Types of Assets to Add

What Fields Enable

Start Simple

📅 Season Manager

📋 Divisions Config

Create Your Divisions

Division Settings

Team Settings (Per Team)

Division Templates Save Time

Example: 10U Division with Classes

🏠 Owned Assets

🤝 External / Leased Fields

🎯 Bulk Edit Fields

1️⃣ Select Days

2️⃣ Set Hours

3️⃣ Config & Pricing (optional — check to apply)

4️⃣ Division Access (optional — click pills to grant or revoke)

5️⃣ Select Fields

New Division

Add Division

Activate Standard Season Group

Create Season

Field Draft Setup

Progress Tracker

👥 Coach Management Center

Create Divisions First

TWO TYPES OF COACHES

League Coaches

Guest Organizations

THE COMMAND CENTER

THE RECRUITMENT FLOW

WHAT EACH PANEL DOES

Pending Coach Applications

Coach Approval Manager

Coach Eligibility & Overrides

👥 Coaches

📊 COACH COMMAND CENTER

🚫 Coach Avoidance Report

PENDING COACH APPLICATIONS

UNASSIGNED COACHES

NOT INVITED

EXTERNAL COACHES

PREVIOUS SEASONS

CHANGE REQUESTS

Pending Coach Applications

All Caught Up!

Coach Approval Manager

Loading Approved Coaches...

Send Application

Application Form Settings