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

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

3. 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

4. New competition

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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.

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

12. 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

13. 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

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

15. 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

16. Demonstration
Edit timetable

17. <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

18. 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

19. 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

20. s
TScore integrates with Outlook to provide automatic 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

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

22. s
Typical

23. TScore
End of part 3