Help & Documentation

Creating Your Account

1. Visit your club's Ice Sched page (yourclub.icesched.com)
2. Open the Log In menu and choose Register
3. Fill in the form and tick at least one Relationship to Club (for example, House League Curler). Your relationship decides your booking privileges at that club.
4. Check your email for a confirmation link and click it
5. Wait for club staff to verify your membership. You'll get an email when you're verified, and you can then book ice.

Logging In

• Go to your club's Ice Sched page and click Log In
• You can log in before the club verifies you; verification is only needed to book ice
• For security, you're logged out automatically after about an hour
• After 5 wrong passwords your account is locked for 1 hour. To unlock it right away, use Forgot Password and set a new password.
• A password reset link is valid for 30 minutes. If it has expired, request a new one.
• To change a password you know, use Log In → Change Password while logged in

Your Profile

• Click Profile (the Log In button once you're logged in) to see your details, your relationships to the club, and your booking privileges
• The Status section shows whether the club has verified you, whether you get free ice (Free Ice ✅), and how many days ahead you can book (Booking Lead Time)
• You can add or change your relationships to the club here too. A new relationship is reviewed by the club.
• Your bookings are listed under My Bookings on the same page

Finding Available Ice

1. Click Calendar in the menu. Each day shows how much practice ice is still open.
2. Click a day to open its Daily Schedule
3. Read the colours using the legend at the top of the page:
   • Green: available to book
   • Yellow: inside your club's same-day booking cutoff, so it can't be booked online
   • Orange: already booked, or a league game
   • Gray: in the past
4. Click a green slot to start booking it

Making a Booking

1. Check the date, time, sheet and price. Each slot is a fixed length set by your club.
2. Click Reserve This Slot. The slot is held for you for 15 minutes while you finish; a countdown shows the time left. If it runs out, the slot is released and you'll need to start again.
3. Finish the booking:
   • If you get free ice, click Confirm Free Reservation
   • Otherwise choose Pay in Person (selected for you) and click Confirm Reservation, then pay at the club
4. You'll see a confirmation, and the booking appears under My Bookings on your Profile

Booking Limits

If a slot can't be booked, the booking page tells you why. Your club sets these limits.

• Verification: the club must verify you before you can book
• How far ahead: you can book up to a set number of days ahead, depending on your relationship to the club ("Same day only" means today only)
• Same-day cutoff: slots starting within the club's cutoff (shown in yellow) can't be booked online
• Active bookings: you can only hold a set number of upcoming bookings at once
• Season and hours: ice can only be booked during the club's season and opening hours

Seeing Your Bookings

• Open Profile and scroll to My Bookings
• It lists your upcoming bookings and any that started in the last 24 hours
• To change the time of a booking, cancel it and book the new slot. Club staff can also move a booking for you.

Cancelling a Booking

1. In My Bookings, click Cancel next to the booking
2. Read the notice and click Cancel Booking to confirm. The slot becomes available to others straight away.

• You can cancel until your club's cancellation cutoff before the start time. Unless your club has set a different cutoff, it's 2 hours.
• After the cutoff the button shows Too late to cancel. Contact the club if you can't make it.
• Once the ice time has started, it can't be cancelled unless your club allows it
• Cancelling doesn't issue any refund automatically. If you paid in advance, ask the club about a refund.

Verifying New Members (User Management)

1. New registrations appear in the Pending Verification list
2. Open a member to check their relationships to the club, then verify them. Their booking privileges are set from your Relationship Rules (see Club Configuration).
3. The member gets an email telling them they can book

• Search members by name or email
• Per-member settings replace that member's privileges from the Relationship Rules: how many days ahead they can book, maximum active bookings, maximum sheets per booking, and Free ice eligibility (Free or Paid)
• Roles: make a member a League Administrator or a Club Administrator. League administrators are also assigned to individual leagues in League Administration.
• Admin Notes are internal and never shown to the member

Club Configuration

• Club Information: season open and close dates, office phone and office email (required). Replies to the emails Ice Sched sends go to the office email.
• Operating Hours for each day of the week, and Hour Exceptions for holidays or special days
• Maintenance windows (when the ice can't be booked) and Maintenance Exceptions. An exception replaces that day's regular maintenance completely, so list every window you want on that day.
• To add an exception, click Add Exception, fill in the form that opens at the top of the page, and save
• Practice Settings: the length of each practice slot
• Booking Rules: the same-day cutoff hours (slots starting sooner than this can't be booked online)
• Relationship Rules: for each relationship (House League Curler, etc.), how many days ahead members can book, whether they get free ice, maximum active bookings and maximum sheets per booking. Members with several relationships get the most generous of them.
• Message Templates: the wording of member emails. Placeholders such as [Club Name] aren't filled in yet, so write the text in full.
• Prices and payment methods are set up by Ice Sched. Contact support to change them.

Managing Bookings

• Booking Overview: every booking in a monthly, weekly or daily view. In the daily view you can Edit a booking, Cancel Booking, or Move it: either to an available sheet at the same time, or by swapping sheets with another booking at that time.
• Reserve Ice: book ice on a member's or the club's behalf, marked Free, Pay in Person or Paid (External)
• Season Calendar: the whole season at a glance; click a date to open that day's admin schedule
• Daily Schedule and 3-Day Print Schedule: printable views of the ice
• Availability Finder: search for open ice across a range of dates
• Special Events: block ice for bonspiels, rentals and other events

Leagues

• League Administration: create and edit leagues, their draw times and skip dates, and choose each league's administrators (Manage Admins)
• League Templates: manage the schedule templates league administrators download and upload
• Ice Assignment: view and adjust which sheet each league game is on

Messaging

• Email members of your club, filtered by user type, booking activity and time period

For Club Administrators

Step 1: Create a Display API Key

1. Go to Log In → Club Admin → Display API Keys
2. Under Create New Display API Key, enter a description, e.g. "Main rink display screen"
3. Choose how long the key lasts (6, 12, 18 or 24 months)
4. Click Create API Key

Step 2: Copy the Display URL

1. After the key is created, the page shows the complete display URL. It contains both the API key and the API key ID, and both are needed.
2. Click Copy to copy the URL
3. Click Test Display to open the display and check it works

Step 3: Set Up the Display Computer

1. On the display computer, open a web browser (Chrome or Firefox recommended)
2. Go to the copied URL and bookmark it
3. Press F11 for fullscreen
4. The schedule refreshes itself every 5 minutes

Display Features

Managing API Keys

• Display API Keys lists every key with its API Key ID, expiry date and when it was last used
• Keys show as Active, Expired, or Revoked
• Click Revoke to stop a key working immediately, e.g. if a display URL was shared by mistake

When a Key Expires

The display stops showing the schedule and shows an authentication error. Create a new key, then update the display computer's bookmark with the new URL. Create the new key before the old one expires to avoid any gap.

Kiosk Mode and Multiple Displays

For a dedicated display computer, launch the browser in kiosk mode so nobody can navigate away:

One key can be used on several screens. Create a key per location if you want to revoke them separately.

Common Issues

Browser Compatibility

Use a current version of Chrome, Firefox, Safari or Edge, on a computer, tablet or phone. Internet Explorer isn't supported.