Field Scheduling

Crossbar is the central source for RAYB field scheduling and availability. If you are a Rookie, C, or B league coach, your commissioner and the field scheduler will enter your schedule for you and this page is informational only. If you are a travel, A, or Jr/Sr Rec coach, read on for instructions on how to see and manage field availability.

Away games are scheduled from your team's "scheduling" or "games" page. Add an event from either of these pages. Be sure to select the "Enter New Event Time" option in the "Date & Time" drop down.

Do not use this option to schedule home games.

By entering a new event time, you'll not only be able to add the date and time of your away game, but you'll be able to add the address of the away field.

Do not use this option to schedule home games.

If you have a practice scheduled on a RAYB home field that you will not be using at this time, be sure to cancel it (see below).

The method for scheduling home games in the 2025 season is new. Even if you've coached for RAYB before, be sure to read this section.

At the beginning of the season, the RAYB field scheduler will load all your field assignments into Crossbar. These will appear on your team's schedule as practices.

If you do not see a field assignment on your schedule, it means you do not have a field for that day. Contact the field scheduler if you need a field.

You can upgrade any practice slot to a game. Go to the "schedule" or "games" section of your team's crossbar page and schedule a new event. The "Date & Time" dropdown will be populated with a list of all the home field time slots that have been assigned to you. Pick the correct one and the field info, including address and date/time, will be filled in for you.

You can also cancel any home game by going to your schedule and clicking the "cancel" button on the desired game. This will return that schedule slot to a practice, meaning you will still have a claim on that field.

If you need to cancel your practice (due to an away game or other scheduling conflict), just click the "cancel" button again. This means you are releasing the field, and the practice will be removed from your schedule. The field scheduler and other teams will be able to see that RAYB holds a permit for that field but that no one is using it, via the club schedule page. If you mistakenly cancel your field for a given date/time, contact the field scheduler to have it reassigned to you.

Do not self-schedule a home field like you would an away game. You may only use home field slots that have been assigned to you. If you need to schedule a field at a date or time that is not shown on your schedule, contact the field scheduler with your request.

While most field usage is highly predictable (Monday - Thursday at 6pm for 2 hours), teams tend to practice on Sundays at times that work best for coaches and players. Before the start of the season, the field scheduler will work with you to add your selected Sunday practices to the schedule.

The Crossbar scheduling system is useful when it comes to showing your team's assigned field slots and allowing you to cancel those slots or upgrade them to games. It is less flexible if you need to deviate from the assigned schedule. Contact the field scheduler for help with the following:

• Adding a home field time slot on a day/time you do not see on your schedule (remember, away games can be scheduled by you).

• Adjusting the time, date or location of a slot assigned to you

• Using a field that has been released by another team (you can see open slots on the club schedule page).

If you've coached for RAYB in the past, you might be wondering why we're trying out a new system this year. In prior years, travel coaches simply entered all games themselves into Crossbar, after being told which repeating dates and fields were assigned to them. While this worked reasonably well, it had its share of issues, stemming from the fact that coach-entered field locations did not tie into the official Crossbar facility list. This meant:

• Things like the public facility schedule were empty or inconsistent.

• The scheduler could not easily see which field at a multi-field facility was being used by a team. This was more likely to result in mix ups when sending the line-and-drag schedule to our partner cities.

• It was difficult to communicate city "blackout" dates to coaches. We resorted to Google sheets and a request to "please check this list of blackout dates when scheduling."

The new method of scheduling treats Crossbar as more than just a calendar. It's now also a means of communication, where the scheduler tells coaches when they have a field and coaches, in turn, indicate when they're playing a game on that field or don't need it at all.

Our city partners and other coaches will more easily be able to see which fields are in use and which are available. It's also much faster for the field scheduler to bulk-cancel fields in the event the city shuts down usage due to weather (you'll still receive an explanatory email in these cases).