Organise the training calendar

The club calendar is built from the season and the timetables set for each team. Changes to an individual date are exceptions: they do not automatically change the other recurring sessions.

Before you start

Check that there is an active season and that each team has at least one timetable. If you want to change every week, edit the team’s timetable; use the calendar for one-off changes, holidays or additional sessions.

What happens when you select a day or a session depends on the training workspace, which is available in every club unless Clybo’ turns it off temporarily or for a specific club. Without it, everything works as before: selecting a session opens its management screen. With it, selecting a day or a session opens Prepare training, and each session’s timetable is managed from its ⋯ button.

The video in the original Spanish guide shows the calendar without the training workspace enabled, which is why selecting a session opens its management screen directly.

Step by step

1. Choose the season and view

Open Calendar, choose the season and switch between Month, Week and Agenda. On mobile, you will see a mini calendar and the day’s agenda to avoid an overly narrow grid.

2. Find a session

Find the session on the relevant day. Check the team, date and time before taking action. Team colours and the legend help you distinguish calendars with many activities. Without the training workspace, select the session to open Manage training.

With the training workspace enabled:

• Select a session card to open Prepare training for that day with the session highlighted. If you select a moved session on its original date, the preparation for the destination day opens.
• Select the day to prepare all of its sessions: in Month, the day number or the empty space in the cell; in Week, the day header; in Agenda, the date. On mobile, use the Prepare button next to the selected day.
• Go back using the Calendar breadcrumb to return to the month, view and season you were in.

The preparation steps are explained in Prepare the day’s training and use templates.

3. Manage an exception

Without the training workspace, do this from the session details. With it enabled, select the ⋯ button next to the session and choose Move to another date, Change time or Cancel session: Manage training opens directly on that action. If the session is in the past, cancelled, extra or already has a change applied, the menu only offers View details, where you can review it and, if appropriate, undo the change.

Enter a clear reason and decide whether a notification is appropriate. The change affects only the selected occurrence. Past sessions cannot be changed, and closures are managed under Holidays.

4. Change who runs a session

Use Session staff for a one-off substitution, or to remove or add someone for a single session. Each coach’s schedule on the team does not change: once that date has passed, everything goes back to how it was.

Without the training workspace, select the session and, in Manage training, select Session staff. With it enabled, select the session’s ⋯ button and choose Session staff. It is available on scheduled and extra sessions, including past ones.

The window shows who runs the session according to their schedule, with their part if they do not cover all of it. From each row you can:

• Substitute: choose another person from the club. By default they cover the same as the person they replace; you can also choose Whole session or Part of it and set From and To within the session’s time. The replaced person is struck through with Covered by and the name.
• Remove from this session: when nobody replaces them. Add back undoes the change.
• Add someone: adds another person for this session only, for all of it or part of it.

If you choose someone who is not on the team, you will see Not on the team: they’ll be able to open this session only, until 7 days after it. That person sees the session in their staff app, takes attendance and writes session notes, but cannot see the rest of the team, their records or their messages. Access ends on its own, or sooner if you undo the change or cancel the session.

Select Save. For future sessions, the people who join or leave receive a notice in the staff app and you can tick Notify families with a message. For past sessions no notice is sent: it is for correcting who ran it so that their planned hours add up in the time records. Sessions with changes show a staff icon in the calendar.

5. Add an extra session

Open Add → Add session when a training session is not part of the regular timetable. Select the team, date, time and reason. Under Who runs it? you will see who always covers it by having the whole schedule, and you can tick other people from the club. The extra session will appear alongside the club’s other activities.

To remove an extra session, open its details and select Remove this session. If it already had a training plan, the Training plans affected notice appears first. When only one session of the same group without a plan remains that day, Clybo’ offers to move the plan to that session (Move it to the … session), ticked by default. Select Remove extra session to confirm or Back to do nothing. If you do not move it, the plan stays as Without a session in that day’s preparation. It is never deleted. If the extra session had staff changes, the warning also says how many will stop applying, for example “1 staff change for a specific session will stop applying.” If it had no plan, only that line appears, under the title Staff changes affected. It does not stop you removing it.

The same notice appears when you save a change to the regular timetable under Teams that leaves plans without their session. It shows how many plans are affected, and you confirm with Save schedule. It also warns, without blocking the change, about staff changes for specific sessions that will stop applying because their session disappears from the timetable.

6. Set closures and holidays

Under More actions, open Holidays to access Holidays and closures. Add dates when the club will not be active and review how they affect planned sessions for all teams.

If something goes wrong

• The calendar is empty: check the selected season and the team’s timetable.
• You need to change every week: edit the team; a calendar exception changes only one date.
• Someone cannot edit: staff without administrative permissions may have view-only access.
• The change does not appear: refresh the view and check that you are still on the correct season and month.
• Selecting a session opens the preparation: your club has the training workspace enabled. To move, reschedule or cancel, use the session’s ⋯ button.
• The ⋯ menu only offers View details: the session is in the past, cancelled, extra or already has a change applied. Session staff is still available except on cancelled or moved sessions.
• Nobody covers this session appears: you have removed everyone. You can still save, or add someone.
• No effect appears: an assigned part no longer falls within the session, for example after changing its time. It is discarded when you save; add the person again if they should stay.

Next step

To set recurring timetables, see Manage a team’s roster, timetable and coaches. To plan the blocks for each session, follow Prepare the day’s training and use templates. Competitions and event invitations are covered in Create an event and manage invitations.