Sports Club Events Calendar
Dear sportsmen and -women,
as you may have already found out yourselves, gathering enough
participants for playing or training is sometimes rather cumbersome,
especially if someone needs to send invitations to all members and
collect their replies, read them, count the number of participants,
and send out more messages in order to let everybody know whether
the training or playing session will actually take place.
Things usually worsen when that single person falls ill or is on vacation.
Therefore it may be better to set up a web page instead for the purpose
of administrating all sports events as well as the list of people willing
To use this web page, please do the following:
First of all, bookmark the page
For privacy reasons, you will need to log in (except in the demo version).
I) HOW TO NAVIGATE TO THE DESIRED DATE
See the two month calendars at the top of the page. The left one always
shows the "current" month, i.e., either the month of the current
date when the page is opened for the first time, or the currently selected
month. The right one always shows the month following the left one.
Below them are two buttons, labeled "<<<" and ">>>".
You can use these buttons to select a different month, before or after
the currently selected month, respectively.
The numbers inside the calendars are clickable. Clicking on one of them
will select the corresponding date. This will be reflected in the (bold)
header below the two calendars. The selected date will also be marked in
red in the left calendar and will not be clickable anymore.
The bottom part of the web page always refers to this selected date.
Note that the (clickable) numbers in the calendar will be shown in boldface
if their corresponding dates contain at least one event.
II) HOW TO ANNOUNCE EVENTS
Note that Monday and Wednesday trainings (at the usual training hours)
are hard-coded into the web page and do not need to be entered manually.
1) How to enter an event
Please go to the bottom of the page, enter the announcement of the event
into the text input field above the button "Add new event", along
with times, possibly an address (if it is an event outside of the office)
and any other additional information that may be needed or useful. Then
click on the button "Add new event". Voilà.
2) How to delete an event
Simply click on the button "Delete this event" below the text
area showing the event's description.
However, beware that this will delete the whole event without any further
This will also cause the list of people willing to participate (if any
are present already) to be irrevocably lost!
3) How to edit an event
In order to keep the script simple, there is no "edit" button.
So in case you want to change the description of an event, you will have
to first mark the text with your mouse and to copy the text with Ctrl-C.
Then click on the button "Delete this event".
Enter the saved text into the text input field at the bottom of the page
with Ctrl-V, make your changes, and submit by clicking on "Add new
It may also be advisable under certain circumstances to first create the
new event, and then to delete the original one.
In special situations it may then also be desirable to copy the list of
participants (see further below for how to add participants to an event)
before deleting the original event.
However, this should only be done in exceptional cases, since participants
should be given the opportunity to decide for themselves if they want to
participate in the modified event.
It may also be advisable to notify already registered and any other prospective
participants of the change by email (see further below for more on that).
4) How to change a (hard-coded) training event
In case this is a permanent change, please contact me, so that I can change
the hard-coded training events accordingly.
In case of a one-time change, please proceed as follows:
Note that since the hard-coded training events cannot be deleted, clicking
on the button "Delete this event" will only erase the list of
Therefore, please add a new event (see above for how to do that) which
contains the necessary changes (e.g. the exact location if it is going
to take place outside of the office, or with a different time range if
the time changes).
Please add a notice to the original event that it has been cancelled (see
immediately below for how to do that).
5) How to cancel an event (e.g. for lack of enough participants)
Please add a notice to the event in question to the effect that it has
been cancelled. Use the field and button "Add other participant"
for that (see below for how to do this).
Please do NOT simply delete the event, since people
might be wondering what happened (and this might trigger an avalanche of
6) How to inform about events
It may also be helpful to announce new events (or changes to an event)
via email (or via a Lotus Notes invitation, so that people can additionally
transfer the event to their calendar and get automatic reminders).
It may be helpful to provide a link in the corresponding email to the event
in question on the web page.
In order to provide this link, you can:
- either click on the button "Update"
at the top of the web page, after
entering the event, and then copy
and paste the link from your browser's
URL window (at the top),
- or compose the link manually.
Its structure is as follows:
(optionally followed by &l=<language>),
where you have to substitute the year
number for "<year>",
the month number
for "<month>", and the day number for
can be any number
from 1 to 6).
In case there are several events on the same date, it may be useful to
provide the event's number (shown always to the left of an event) at the
end of the above link (in the form "#<event number>"),
for greater convenience, and in the text of your email, for easier
III) HOW TO REGISTER AS A PARTICIPANT
1) How to register yourself
Locate the event your want to participate in (see above for how to navigate
to a desired date).
a) If you are a (paying) member of the club, your name will already be
included in the drop-down list next to the button "Add member participant"
near the bottom of the chosen event (please contact me if your name is
missing!). This saves you some typing.
Just select your name from the list, and click on the button "Add
member participant" next to it. That's all!
b) If you are not registered (yet), please enter your name into the text
input field at the bottom of the chosen event, and click on the button
"Add other participant" next to it.
Note that this latter function should also be used to add any comments,
questions or cancellation notifications to an event.
2) How to desist after registration
Just click on the button "Remove this participant" to the right
of your name.
This can also be used to remove any comments, questions or notifications
from an event.
IV) ADDITIONAL INFORMATION
1) Past events are kept for 30 days. After 30 days, an event will be erased
2) There is a timeout of 2 minutes between displaying a page and clicking on
a button to add or delete some data (the buttons and links for navigating
dates and for choosing a language are not affected). After that time
commands to change data will simply be ignored and must be repeated
(use the "Update" button at the top of the page to reset this timeout).
The reason for this is that the web browser may resend a command when
you use the "Back" (and/or the "Forward") button of your browser, which
might otherwise result in scrambled or lost data.
V) PLEASE START USING THIS WEB PAGE FROM TODAY ON
If you want to play a bit with the script, in order to familiarise yourself
with it, please go to some yet unused date. Please also clean up after
yourself (delete all events you entered).
I hope you'll enjoy using this web page!
Please report any errors, glitches, comments, suggestions or wishes to
me. Thank you!
Steffen Beyer <email@example.com>
http://www.engelschall.com/u/sb/whoami/ (Who am I)
http://www.engelschall.com/u/sb/gallery/ (Fotos Brasil, USA,
http://www.engelschall.com/u/sb/download/ (Free Perl and