The Rink Manager's Guide

Create the account and the building

Register, verify your email from the link in your inbox, and on the Dashboard create a facility named after the building ("Westside Ice Complex"). Its header then carries a + Add a sheet button — create each rink directly inside it: name ("NHL Rink", "Olympic Rink") and a drill-point layout (pick any; it matters for ice-depth work, not for scheduling). A one-sheet rink can skip the facility — it's simply a facility of one — and plan limits count facilities, not sheets, so a 6-sheet complex costs the same as a single rink.

On each rink page, open Design once: sheet size, corner radius, and the resurfacer door position drive the painting reference, the topographs, and the Rink Grand Prix.

Set the operating rules of the ice

On each sheet's Bookings tab, set the owner-only settings row: open and close hours, the resurfacing gap the calendar will enforce between bookings (the scheduling detail generic tools miss), and default setup/teardown minutes if events need transition time. These rules make double-booking impossible from day one — the server refuses clashes, it doesn't warn about them.

Add the rest of the building: assets and locker rooms

Still on Bookings: under Other facility assets, add anything else you rent — squash courts, a field house, meeting rooms, outdoor fields — grouped however your building is laid out, every name yours. Each becomes its own lane in the Day view and books exactly like ice, with its own conflict checking. Under Locker rooms, list your rooms (create 1–N at once), set the dress-and-shower hold (default 45 minutes), give rooms Male / Female / Any designations, and dedicate any room a tenant leases for the season — it leaves the rotation and auto-assigns to that tenant's own bookings. From here on, every booking gets a locker room assigned automatically.

Set up the money rails once

Three short setups, all on their own pages. In the Bookings page's Payments box, save a payment link (Square, PayPal.me, Venmo) or paste a restricted Stripe key from the rink's own Stripe account — that turns every unpaid booking, due, and invoice into a real card checkout that marks itself paid, with money settling to your account (Icewright never holds funds; Help links a 20-second recording and the manual's Appendix E walks it through). On the Sales tab, build the register catalog (rentals, admission, concessions) and paste your waiver text once for the signable phone link. And as customers appear (next step), set a credit limit on any renter allowed to say "charge it to my account" at the desk.

Sign your renters: customers and season contracts

Create a customer record for every renter — the high school, the figure skating club, the beer league (Sales tab or Billing page, same records everywhere). On each renter's Billing page, write the season contract once with {customer}, {rink} and {today} placeholders — hours, rates, insurance, cancellation terms — then Duplicate it to every renter and Send: they sign on their phone, the signature records timestamp and a document fingerprint, and the text can't change under it. Signed copies print on letter format.

Schedule the season

Click any empty slot to book it, or use the form for a weekly series: the college's Tuesday/Thursday 6 am skate, "repeat until March," with Skip dates lifting Christmas week out as you book. Clashing weeks are reported, never silently dropped. A camp takes a date range (and several resources at once, billed as one); dedicated tenants land in their own locker room automatically. Then let customers come to you: share the public request link (requests arrive in your inbox, approvals become conflict-checked bookings), mirror any linked Google Calendar a program already runs, and run house programs with Leagues (round-robin generation reserves the ice) and Competitions in five ice sports.

Bill it: invoices that can't double-count

The Billing tab is one page per renter: ice time, dues, and house-account charges in one place, on a strict rule — a charge on an invoice is owed by that invoice and nowhere else, so nothing is ever billed twice. On the first of the month, Generate invoices (drafts) collates every renter's open charges into one invoice each (or tick Auto-draft on the 1st and it happens by itself) — review, add a manual line if needed, Mark sent with an email that carries a Pay online link for exactly the balance due. Record checks and partial payments as they arrive; print a statement when a treasurer asks; and watch each section's own Reports for utilization, revenue billed vs. collected, top customers, and dues aging.

Put your staff on the schedule

Under Staff & credentials, add employees as records (no accounts needed): roles, emergency contacts, credentials with expiry tracking and escalating reminder emails. Build the weekly schedule — copy last week forward, print a wall copy, publish by email; it sees the booked ice. Assign safety training from the 22-module library (each assignment emails a no-login quiz link; passing starts the annual refresher clock), keep annual reviews on their 12-month cadence, and post the SDS & SOP binder links in the break room. Staff who need to work in the app get one of your 5 included Team seats.

The daily rhythm

Mornings start at the Today card: bookings with waiver flags, the latest ice check, overdue maintenance, pending requests, the till, low supplies. The front desk runs from the Sales tab (tape the cheat sheet by the register) and closes out against the drawer figure. The activity log on every rink page answers "who changed that." Once a month: download a backup from Profile. Running several buildings? The Multi-Rink rollup combines them. And the ice itself — drill checks, topographs, thin-spot alerts, the plant and resurfacer logs — is the part your technicians will already know from their own guide.

Find people, and be findable

When you are short a technician, the Jobs page is two doors under one roof. Post a full-time opening and it is public immediately — candidates read it without an account and apply with a free one, so what reaches you is a real person at a confirmed address rather than a name typed into a box. Or post a coverage request for the weekend you cannot fill; listed contractors within range and holding the credential you asked for get an email, and answer accept or pass.

The Contractors Network is the directory behind it. Search by ZIP radius and credential, and spend a connection to reveal someone's contact details — Pro includes one a month. Every credential you see is the contractor's own statement; Icewright does not check them and does not claim to. Once you have connected you can open the certificates they uploaded, and the only place a ticket can actually be confirmed is with the body that issued it. Make that call before you hand anybody a key to the plant room.

The other direction matters too: your building is on the public Rink Map, or it should be. It is drawn from OpenStreetMap, so it may have your rink under an old name, with no website, or not at all. Look yourself up. Missing a rink? adds it, Not the right website? corrects the link, and both go live once we have checked them. It is free, it is public, and it is how somebody looking for a sheet of ice in your town finds you.