Activity Format Schedules on Alpha Flow

In this section of the Activity Format you can create the schedule for the activity. Please make sure you have read the Activity Formats article before following the advice on this page. 

The Activity Format's schedule is the duration and timings of the activity and can have different variations. This could be because the type of activity requires a different run time depending on the number of participants and/or a different Event Format Template to use in the Timing App . 

When creating a schedule for the format you need to set the minimum and maximum number of participants and whether larger groups need more time and smaller groups less. When adding a booking to the activity, if the number of participants does not fit a one of the Format variations, for manually bookings you will get a warning flag on the participants counter and Online Bookings will not be able to be created. 

You can then set the Timing Template to use for each variation. If this new activity does not use any of your current Timing Templates, please get in touch with the Support Team who will arrange to have them created on your timing system. This name must match the name in the Timing Application exactly. 

Set the total Run Time for this sessions schedule. This is not just track time, but should be the time dedicated to this session in the booking Diary. You can then create gaps between bookings depending on the preparation time and changeover time. 

Click +Add schedule item to add more variations of group size and activity running time.  You can then set the Timing Template to use for each variation.

If you tick All items must be booked together this means the items in the schedule form just one Activity and are therefore not compatible with any other formats. 

An example of how this could be used would be an event with Practice session then a Race or a Grand Prix event with a Qualifying session, two Heats and a Final; by scheduling the sessions with breaks would allow other sessions from other activities to run in the gaps to give the drivers a break and maximise your track/activity space's time. 

You can the add a schedule for each session by clicking on the Add Schedule Item and configure the session run time and gaps. You can then set the minimum and maximum break lengths to have between sessions to fit between your other activities. The system will always try to create the smallest break length but will tailor the break to fit up until the maximum break length. 

By using the dropdown of the Compatible Activity Formats, you can then set what other activities are then compatible with the individually scheduled sessions i.e. 1 x 15 minute Arrive and Drive can fit into one of the two 15 minute sessions within this activity's schedule or vice versa. 

This means you can mix bookings of just 1 x 15 minute Arrive and Drives in with 2 x 15 minute Arrive and Drives.