Coordinating Events, Maintenance, and Sports for 60+ Parks

For more than nine years, the City of Dublin, Ohio has used Teamup to make park and event scheduling simple, transparent, and accessible across departments.

About the city of Dublin, Ohio

Dublin, Ohio, is a vibrant U.S. city with safe neighborhoods, a solid network of parks and shared-use paths, and a variety of community events and activities for residents to enjoy. With more than 100 miles of bike paths and 60 parks, it’s no wonder Dublin has been recognized nationally as one of the best places to live.

To manage the multitude of events, programs and rentals in their parks, the City of Dublin needed an online calendar that could give city staff flexible access to the schedules of one, some, or all the parks rentable spaces. When there are several departments utilizing the parks for different purposes such as events, renovation, rentals, sports leagues there are a lot of hands in the pot. They needed a calendar where all the information could be kept in one place.

Why Teamup?

With over 60 parks, miles of shared-use paths, and dozens of sports fields, there are a lot of details to track and organize. Events, facility rentals, sports leagues, maintenance projects, and renovations often overlap across parks and departments. Managing that level of activity takes coordination. As an organization responsible for resources and activities on a large scale, with high complexity, they need a system that provides clear schedule visibility, transparent resource availability, and flexible but secure access.

That’s where Teamup comes in. With a flexible, organized calendar structure, each park and rentable space is represented clearly, so staff can:

• View schedules for one park, several parks, or all parks at once.
• Coordinate events, rentals, and construction projects without conflicts.
• Share up-to-date information across departments in real time.

This centralized structure eliminates guesswork and reduces the need for back-and-forth communication between teams.

Color-coded and organized by park

Calendars are color-coded by park and organized in folders, making it easy for staff to scan schedules and instantly understand where activities are happening. This visual organization helps teams manage multiple locations without confusion, even during busy seasons.

Attachments keep information in context

Staff can upload important documentation directly to calendar events, including permits, setup instructions, rental agreements, photos, and more. Keeping files attached to events ensures information stays with the activity it relates to, rather than buried in email or shared drives.

Secure, customized access for every role

Not everyone needs access to every park. Teamup’s permission controls allow the City of Dublin to give full access to administrators and supervisors who need to see everything across all city properties. Meanwhile, they can set up limited access for staff responsible for specific parks, so they’re only accessing the calendars they need for their role. This customized access ensures people see exactly what they need, no more, no less.

The City of Dublin also allows select youth coaches to self-schedule the city sports fields. Using Teamup, staff set the permissions so that coaches can edit their own field reservations, but not change or delete other teams’ reservations.

Mobile access and notifications

Keeping up with what’s happening means being out and around, not sitting behind a desk. Mobile access is essential for staff to check event details and report on issues from anywhere.

The ability to view the Teamup calendar on an app is a game changer for us. We have staff members monitor the parks in the evening and they take a cell phone with the Teamup app to check on the activities and rentals in each park. If they see anything that needs further attention, they add it to our ‘Observations’ calendar. Multiple supervisors then receive a nightly email notification,  informing them of the onsite staff’s comments.

This setup allows faster response to issues like vandalism or unauthorized park use:

• Teamup app: Part-time and evening staff use the app to check park schedules while on site.
• Change notifications: Administrators receive nightly email updates on comments and changes.

Flexible and scaleable structure

The City of Dublin previously used another system to manage sports field reservations. As needs grew, that system became limiting. Teamup offers a more flexible structure that can grow with the city.

We previously used a different web-based platform to keep track of sports field reservations, but soon realized that Teamup would be a better solution. Coaches love the ability to check sports schedules and see real-time updates on their phone while at the park.

We initially used Teamup to monitor internal and external activities in a few of our parks. Now, we are utilizing 138 different sub-calendars for not only parks, but sports fields, community events, neighborhood block parties, etc. Teamup is very user-friendly and we are continually expanding its use for various City needs.

A vibrant calendar for a vibrant city

By using Teamup, the City of Dublin has created a shared scheduling system that reflects how the city actually operates: multiple parks, multiple departments, and constant activity. Everything is organized in one place for the big-picture view. Documents and notes are easy to find. Customized access makes sure each person has access to what they need. And the Teamup app, along with notifications, keep the right people informed of what matters.

Key benefits

For large organizations like this, having a single, cohesive system can make a huge difference in daily operations:

• One shared calendar for all parks and rentable spaces.
• Clear visual organization by park and activity.
• Secure, role-based access for staff and partners.
• Mobile access for field staff and part-time employees.
• Faster response to on-site issues and maintenance needs.
• A system that scales as the city grows.

There’s less chaos, more calm, more structure, and better impact for the entire community.

See how Teamup can help your city or organization coordinate shared spaces with clarity and control. Get started today.