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Help & Documentation

Complete guide to using Ice Sched for curling club management and ice booking

Quick Navigation

Getting Started

Creating Your Account

  1. Visit your club's Ice Sched page (e.g., yourclub.icesched.com)
  2. Click "Register" and fill out the registration form
  3. Check your email for a confirmation link and click it
  4. Wait for club staff to verify your membership (this may take 1-2 business days)
  5. Once verified, you'll receive an email and can start booking ice

Logging In

  • Go to your club's Ice Sched page
  • Click "Login" and enter your email and password
  • If you forgot your password, use the "Forgot Password" link to reset it

Booking Ice

Finding Available Ice

  1. After logging in, click "Book Ice" from the main menu
  2. Use the calendar to select your preferred date
  3. Available time slots will be shown in green
  4. League games and existing bookings are shown for reference
  5. Click on an available slot to start the booking process

Making a Booking

  1. Select your preferred ice sheet and time
  2. Choose the duration (minimum 1 hour, maximum 3 hours typically)
  3. Review the booking details and cost
  4. Confirm your booking - you'll be taken to the payment page
  5. Complete payment to secure your ice time

Note: Some clubs operate on an honor system where you pay at the facility. Check with your club's specific payment policies.

Managing Your Bookings

  • View your bookings by going to "Profile" → "My Bookings"
  • Cancel bookings that you can no longer use (subject to cancellation policy)
  • Download booking confirmations for your records
  • Contact club administrators if you need to modify existing bookings

Rink Display Systems

Ice Sched provides digital display systems to show current ice assignments at your rink. These displays automatically update and show team names, current sessions, and what's coming up next.

For Club Administrators

Step 1: Create Display API Key

  1. Log in as a club administrator
  2. Go to Admin → Display API Keys
  3. Click "Create New Display API Key"
  4. Fill in a description: "Main rink display screen"
  5. Choose expiration period (6-24 months recommended)
  6. Click "Create API Key"

New: The system now provides both an API key and an API key ID for enhanced security and performance. Both are required for displays to work properly.

Step 2: Get Display URL

  1. After creating the key, a modal will show the complete URL with both parameters
  2. The modal will display:
    • API Key ID: 12345678-1234-5678-9abc-123456789def
    • Complete URL: https://nhcc.icesched.com/display/rink_display.html?api_key=icesched_display_abc123&api_key_id=12345678-1234-5678-9abc-123456789def
  3. Click "Copy URL" to copy the complete URL to clipboard
  4. Click "Test Display" to test the display immediately

Important: Save this complete URL securely! This is the only time the full API key will be shown. If you lose it, you'll need to create a new API key. Both the API key and API key ID are required for displays to work.

Step 3: Set Up Display Computer

  1. On your rink display computer, open a web browser (Chrome/Firefox recommended)
  2. Navigate to the copied URL
  3. Bookmark the URL for easy access
  4. Press F11 to enter fullscreen mode
  5. The display will automatically refresh every 5 minutes

Display Features

What's Shown

  • Current sessions - what's happening now (pulsing green)
  • Next up - what's scheduled next (blue)
  • Available sheets - open for booking (gray)
  • Maintenance - ice maintenance periods (red)
  • Team names, league information, and time slots
  • Live clock and last updated timestamp

Technical Requirements

  • Any computer, tablet, or smart TV with a web browser
  • Stable internet connection
  • Recommended screen size: 32" or larger for visibility
  • Works on Windows, Mac, iOS, Android, and Linux
  • No additional software installation required

Managing API Keys

Viewing Existing Keys

  • Go to Admin → Display API Keys to see all your API keys
  • View usage statistics (how many times accessed, last used)
  • See expiration dates and current status
  • Keys show as Active, Expired, or Revoked

When API Keys Expire

  1. Display stops working - shows error message "Authentication failed: API key is expired"
  2. Create new API key - follow Step 1 above to create a replacement
  3. Update display computer - change the bookmark to use the new URL
  4. Display resumes automatically - no other changes needed

Pro Tip: Create a new API key before the old one expires to ensure zero downtime for your display system.

Advanced Setup Options

Kiosk Mode (Recommended for Permanent Displays)

For dedicated display computers, launch the browser in kiosk mode:

chrome --kiosk --app="https://yourclub.icesched.com/display/rink_display.html?api_key=your_api_key&api_key_id=your_api_key_id"

This prevents users from accidentally navigating away from the display.

Multiple Displays

  • Use the same API key for multiple display computers
  • Create separate API keys for different locations if you want separate usage tracking
  • Each display will show the same real-time information

Admin Features

User Management

  • Verify new members - approve user registrations
  • Manage user roles - promote users to league admin or tenant admin
  • Search users - find members by name, email, or membership status
  • Update user profiles - modify member information as needed

Ice Management

  • Reserve ice manually - block time for special events or maintenance
  • View booking overview - see all bookings in daily, weekly, or monthly view
  • Manage ice assignments - organize league games and special events
  • Configure availability - set which hours are bookable

Club Configuration

  • Set pricing - configure hourly rates for different member types
  • Manage club information - update contact details and season dates
  • Configure message templates - customize emails sent to members
  • Set booking rules - define advance booking limits and restrictions

Troubleshooting

Common Issues

Cannot log in / "Invalid credentials" error

  • Double-check your email address and password
  • Use "Forgot Password" to reset if needed
  • Ensure your account has been verified by club staff
  • Try clearing your browser cache and cookies

Display screen shows "Authentication failed" error

  • API key has likely expired - check the admin interface
  • Create a new API key and update the display URL
  • Verify the URL includes BOTH the API key and API key ID parameters
  • Check that the display computer has internet access
  • Common issue: Old displays created before December 2025 may be missing the api_key_id parameter

Display shows "api_key_id parameter required" error

  • System Update: As of December 2025, both API key and API key ID are required
  • Go to Admin → Display API Keys to view your existing keys
  • Find the API Key ID in the table (UUID format: 12345678-1234-5678-9abc-123456789def)
  • Update your display URL to include both parameters:
    ?api_key=icesched_display_abc123&api_key_id=12345678-1234-5678-9abc-123456789def
  • Or create a new API key to get the complete URL automatically

No available booking slots showing

  • Check if you're looking at the correct date
  • Verify your membership relationship allows booking at your club
  • Contact club administrators - ice may be blocked for special events
  • Some time slots may be reserved for leagues or maintenance

Payment processing issues

  • Verify your payment information is correct
  • Check if your club uses honor system payment (pay at facility)
  • Try a different payment method if available
  • Contact your club's office for payment policy clarification

Browser Compatibility

Browser Supported Versions Notes
Chrome Version 90+ Recommended for display systems
Firefox Version 88+ Full feature support
Safari Version 14+ Works on Mac and iOS
Edge Version 90+ Chromium-based versions
Internet Explorer Not Supported Please upgrade to Edge or Chrome

Contact Support

For Club Members

For booking issues, account problems, or general questions about using Ice Sched, please contact your club's office staff first:

  • They can verify your membership status
  • Help with club-specific booking policies
  • Resolve payment or access issues
  • Answer questions about league schedules

For Club Administrators

For technical issues with the Ice Sched system, configuration help, or questions about admin features:

  • Email: support [at] icesched.com
  • Include your club subdomain (e.g., "nhcc.icesched.com")
  • Describe the issue with specific error messages
  • Include screenshots if helpful

Before Contacting Support

  1. Check this help page for common solutions
  2. Try refreshing your browser or clearing cache
  3. Note any error messages exactly as they appear
  4. Try the same action in a different browser if possible
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