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How to show an organization calendar event on Team Sites (picture day, meetings)

  • Updated

To put an event such as a picture day or a parent meeting on your teams' Team Sites, add it on Content > Calendar with Show on Team Sites set to Yes and the Program Season of the programs whose teams should see it. It then shows on every published Team Site in those programs, and in the TeamSideline app.

Applies to: Org admins whose role includes Content > Calendar · All plans, for organizations that take registrations · Team Sites published from registration programs (legacy and Editor 2.0 websites alike)

Where: Content > Calendar > Add Calendar Event, or an event's Edit icon

Put an event on Team Sites

  1. Go to Content > Calendar and click Add Calendar Event. To change an event, click it in the Calendar view, or click its pencil (Edit) in the List view.
  2. Enter the Event Name. Add a Description if families need details; on Team Sites it shows as the event's Staff Notes.
  3. Under Event Date, keep One time event and choose the date. For a series, choose Recurring event; each date becomes its own event.
  4. Under Event Time, choose Start and enter both a start time and an End time, or choose All Day or TBD. An event with a start time needs an End time to go on Team Sites.
  5. Set Show on Team Sites to Yes.
  6. In Program Season, enter the four-digit year and choose the season, for example 2026 and Fall. They must match the Program Season on the 1 Setup page of each program whose teams should see the event.
  7. Click Save. You'll see "The event has been added." or, for a change, "The Event has been updated."

What you'll see on the Team Sites

  • The event appears on the Events tab of every published Team Site whose team is in a program with that Program Season, with the Event Type "Other". Team members also see it on their Team Sites Home and Calendar pages, in their calendar subscriptions and in the TeamSideline app.
  • Its time shows as you entered it, or All Day or TBD. Opening the event shows its date, time and length, and your Description under Staff Notes. The Location you typed doesn't show on Team Sites, so put the place in the Event Name or the Description.
  • Team staff see a link icon with the tooltip "League shared calendar event". They can't edit the event, and its red X (Delete) is grayed out: only Content > Calendar changes or removes it.
  • These events don't send reminder emails and have no attendance poll.
  • The event also shows on your website's calendar while its eye icon on Content > Calendar is green.

Change or remove the event

  • To change it, edit it on Content > Calendar and click Save. Team Sites show the change.
  • To take it off Team Sites but keep it on your website, set Show on Team Sites to No and click Save.
  • The eye icon (Toggle Visibility) hides the event from your website and your organization's calendar feed only. While Show on Team Sites is Yes, the event stays on Team Sites and in the app.
  • Deleting the event removes it everywhere. See How to delete an event from your organization's calendar (Content > Calendar).
  • Each date of a recurring event is its own event, so change or remove each date on its own.

If it doesn't work

  • There's no Show on Team Sites field. It appears only for organizations that take registrations, because Team Sites come from registration programs.
  • "When "Show on Team Sites " is selected, the Event End Time is required." Add an End time, or choose All Day or TBD.
  • "A valid year is required." Enter the year as four digits.
  • "Program Season is required." Choose the season.
  • "The Event End Time must be after the Event Start Time." Change the End time.
  • The event isn't on a team's Team Site. Check that the saved event still has Show on Team Sites set to Yes, and that its year and season match the program's Program Season exactly (Fall isn't Fall I). Then check that the team's Team Site is published (see How To Publish Team Sites for Individual Registration) and that the team is in that program. Teams a coach created on TeamSideline (standalone Team Sites) don't get your events.
  • You hid the event, but it's still on Team Sites. The eye only hides it from your website. Set Show on Team Sites to No and click Save.
  • A coach can't edit or delete the event. That's expected: only Content > Calendar changes it.
  • Families didn't get a reminder. Shared events don't send reminders. Tell families with Communications > Send Communication.

Good to know

  • To put an event on one team only, its staff can add it with Add Event on the team's Events page. Events a team adds there aren't part of your league schedules: they're not in Edit Scores, division game-change emails don't cover them, and only that team's staff change or delete them.
  • For how events show on an Editor 2.0 website, see CMS: Add and edit calendar events on your website.

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