Training course Part 3: Creating competitions TScore Training course Part 3: Creating competitions

Agenda – Part 3 Creating a new competition Loading competitors Timetabling Clubs, officials and trophies Checklists and programmes Emails

New competition So far, we have looked at an existing competition We will now learn how to create a new one TScore has numerous competition ‘templates’, known as ‘Class Definition Files’ Each file represents a particular type of competition e.g. BSGA Schools, BG NDP, USAG TRA/DMT/TUM When you create a new competition, you just pick one of these from the list, enter the competition name, date, time, venue and a unique database name. Set any options (tiebreak rules, teams etc) then click Ok

New competition

New competition Pick the discipline first to populate the picklist Now choose the competition type from the picklist The events / disciplines defined in the competition are listed. Pick the ones you need, then complete the details

New competition Select the sort order for the printed programme Set the label to be used for ‘Guests’ And decide whether to include guests in the result rankings (For BSGA zonals, guests are ‘team’ members and not included) If you are running a multi-region / state event that requires results lists for each region, check the ‘separate results’ box. (note – if you change this later you will need to tell TScore to recalculate the results) Finally, set the Team parameters and tie-break rules, then click Ok

New competition 4. TScore creates a class in the database for each one in the definition file 3. TScore reads the class definitions for the competition type 2. TScore creates a new database 1. The organiser runs TScore, clicks New Competition and chooses the type 5. The organiser creates a folder to hold the competition files 6. Entry forms are completed by each team manager and sent to the organiser 8. The organiser clicks ‘Process entries’ 7. …who saves them into the competition folder 9. TScore reads the entry forms, matches age, gender and grade to load the gymnasts PC TScore Class definition files Organiser Database service Comp 1 Comp 2 Comp 3 Competition Folder Comp 4 Comp 5 New Comp Entry forms

Load the entrants Create a folder on your PC for the competition (e.g. C:\Comps\MyComp) and make this the competition folder in TScore Note: You may prefer to create a subfolder for the entry forms Now copy the entry forms from the clubs into this folder They will be listed in the TScore competition screen Now click the Process Entry Forms button to read the forms Important: The forms must match the class definitions used for the competition (Discipline, Grade, Age and Gender). You will be told if there are unresolved classes

Successful load If all goes well, you will see a report like this when the entrants are loaded The Class Editor will show the number of entrants for each class The Scoring or Edit Database screens will list all of the entrants Edit Timetable will show all classes in their default panels Look in the entries folder, you will see a few subfolders have been created: CompDocs – will contain the Timetable, Programme and (later) Checklists Data – will contain results and exported database copies Temp – used for command files and logs

Updating entries You can reload the entrants simply by clicking the Process Entry Forms button again after making any changes or additions to the entry forms You will be asked whether to replace, update and/or append as necessary Once you have completed all the randomised ordering, scheduling and generated the printed programme, it is best to avoid the Replace option, and to treat the others with caution. You should take a safe copy of the database just in case you accidentally reload the wrong forms.

Troubleshooting The most common problems are: Mismatched entry forms and class definitions Missing data for entrants Invalid data for entrants Invalid email addresses for clubs / schools

Timetabling TScore includes an interactive timetable editor This lets you Order the classes within a panel Move classes between panels Combine classes into flights Schedule 1, 2 or 3 day events Check for conflicts (same gymnast in two places) Set which panels have 2 warmup trampolines Set which panels have electronic HD equipment

Timetabling - limitations The timetable editor is pretty clever, but there are some things I’ve been asked for that it cannot yet do: Split a class over panels / times Add other items such as lunch / presentation (Though you could fudge this with a made up class) Set the order of classes within a combined flight Add gymnasts from different classes into a flight

Timetable editor It can handle up to 8 panels. Just drag the flights around!

Timetable editor The box height reflects the time, accounting for number of entrants and the total time per entrant defined for each class Combined classes show the same colour (although the currently selected class is always bright yellow) To combine classes, drop one onto the top of the others To move grouped classes, hold down the <ctrl> while you drag Click ‘Conflicts’ to list double-booked gymnasts Drop a flight onto one of the ‘Day’ buttons to change the day Click a Day button to show that day’s timetable Click each panel header for more options: If you set 2 beds on a panel, warmup times are reduced by a percentage set in Preferences

Demonstration Edit timetable

<competition folder>\CompDocs\Timetable.xlsx Timetable file TScore generates lots of useful information in the Timetable Excel file <competition folder>\CompDocs\Timetable.xlsx Overall timetable Per-panel timetable List of officials from entry forms List of clubs with gymnast & officials count (use for sign-in sheet) Timings sheet List of combined classes List of trophies – individual and team member counts and totals Individual and team trophy labels

Timetable file - extras There are two really useful add-on Excel spreadsheets you might like! Panel editor – assign officials to each panel ‘PanelEditor.xlsx’ Paste your officials from the timetable file Put an X where you want each person to be Filled slots and assigned officials are shaded as you go Second worksheet gives you a handy layout Label printing layout sheet for trophies ‘PrintingLabels.xlsx’ Copy the PrintTrophyLabels worksheet into the Timetable workbook Set B1 to the number of columns on your stationery Set D1 to the trophy list sheet to read from (e.g. Trophy Labels – TRI) The labels are shown in the correct layout Set the print layout, row and column sizes to match your label dimensions

Checklists & programmes TScore generates 3 types of checklist per panel in a single Excel file Chair’s checklist Marshal’s checklist Manual recording sheets The layout of each is designed to meet most requirements, but can be altered if you wish (see part 4) TScore also generates a ‘Programme’ file as an excel spreadsheet Lists every entrant by class in compete order The class order is defined on the Competition Details screen You can filter, sort, format and adjust the output as necessary Copy-paste into you’re your own printed programme document The files are in <competition folder>\CompDocs

Emails TScore integrates with Outlook to provide automatic email notifications Setup: Enable Outlook for Programmatic Access (in Trust Center) You may use a bulk mailing service such as MailChimp or Mailgun Create an Outlook account for sending mail Assign this account from the Preferences screen

Emails To send emails, Edit Competition -> Edit Database Set the class, name and club filters to select the gymnasts if necessary Click the Email button Choose a simple message or one with competitor lists Set the ‘To’ address to ensure emails are not exposed Set the subject and email header Codes can be used %COMP%, %VENUE% and %DATE% Attach a file if you wish Compose the email – you can use HTML tags Preview the message Do a test run Include results Close will remember content

Emails Typical email:

TScore End of part 3