Tournament Planner Manual For BNZ Sanctioned Events

1 JC May 2012 Tournament Planner Manual For BNZ Sanctioned Events The following information is intended for use by Tournament Organisers of BNZ Sanctioned Events using Tournament Planner software. Creating a new tournament Select Tournament -> New from the main menu. Give the new tournament a filename. After the tournament file is saved the tournament properties are shown. All tournaments are created in the Default Tournament Folder, so you can easily find them. You can set the Default Tournament Folder to a directory of your choice in the program by going to Extra on the top tool bar then Options/General. Enter a tournament name, which will be printed on all documents and used on the Internet ensure it is the correct name and the terminology is correct ie. under 19, not 19s. Please include the year in the name of your title Once you have created your tournament file, open it from the directory where you saved it and start to set up your tournament Tournament properties Select Tournament -> Properties from the main menu. Note: You cannot change the tournament properties of a more then 30 day old tournament DO NOT overwrite an old tournament to create new one, always create a separate new event Info tab Enter information about the tournament. It is not necessary to complete all details, the most important ones are: Tournament Name, Organiser, Phone and Email Tournament Name You can change the name of the tournament. Note this also changes the file name as above Note: this name will be used on all printed documents and will also be used if you publish your tournament on the Internet. Date do not include th or st in the date. ie. 1-3 July 2012 Tournament Organizer, Organizer Phone, Organizer E-mail, Referee and Referee E-mail: This data is displayed on the Internet under Contact if you publish your tournament. Logo You can select a logo in jpg format which will be showed on printed draws and various other reports Address Tab Enter information about the location of the tournament. Venue - The name of the venue where the event will be held Address, Postal Code, City, and Country If you fill in the address of the venue, the address and a link to google maps is placed on the tournament

2 JC May 2012 Page when published on the internet Phone, Fax etc is not necessary but you can complete if you want to Events Tab You can add, edit or delete the events of the tournament. Deleting events is only possible if there are no entries or draw sheets for the event. Click Pick to select the events for your tournament from a pick list. Check the events for your tournament. You can enter the Entry Fee for the event in the box at the bottom of the page, if you are charging per event to enter Click OK to add the selected events to the tournament.

3 JC May 2012 For every event you select you can double click on it and enter a name, which could be to add a sponsor s name or expand the name from BS to Boys Singles etc and change the set up. It is recommended that you expand the event name ie. Boys Singles. Gender self explanatory Type self explanatory Level only relevant if running graded events Sep. Seeding not relevant unless you have qualifying draws Min. Age - The minimum age that is required for participating in this event, most likely only relevant to Masters events Max. Age - The maximum age that is required for participating in this event. Note by adding minimum or maximum age to your event means that the entrants will be required to enter their date of birth when entering on-line Fee - The required entry fee for this event. This amount is used only when you have selected the option Sum of event fees in the Tournament Properties/Entry Fees Scoring Format - For every event you can choose the scoring format. If the tournament default scoring format (best of three games to 21 points with extension) is not adequate you can create a new one with appropriate settings on the Score tab. During the tournament you will see the icon in front of the event name have different colours. These colours give you an instant indication of the current status of the event: Gray - This event has no entries. Red - This event has entries but no draws. Orange - This event has at least 1 draw, but no players are in there. Yellow - This event has at least 1 draw but no matches have been scheduled. Green - Some matches have been scheduled. Blue - All matches have been scheduled. Black - This event is finished, all results have been entered. Days Add and delete Days from the tournament. Days can only be deleted if there are no matches planned for that day. Times tab This only needs to be set-up if scheduling each match to time Locations/Courts tab

4 JC May 2012 On the Location/Courts tab you can define all the locations available. Assuming you are only using one location, highlight Default Location click edit. You can then change the name to your venue (this is not essential) Click Add to add a new location Using the edit tab add your courts, these can either be numbers or sponsors names. Note you do not have to repeat the word court, just add 1, 2, etc. If using sponsors names, please keep them short. Use the Up and Down buttons to change the order of the courts. Round Robins Tab Scoring to be set at BWF Entry Fees Tab You can select different methods of calculating the entry fees: Based on entry - recommended You can select in which way the fee for each player is calculated. Sum of Event Fees The total entry fee of a player is the sum of the entry fees of the events the player has entered. The entry fee for each event is picked up from the Events page under properties If you use this method you need to list the BNZ Player Levy as an extra item. Number of Events You can fill in what the costs are for the first, second and additional events. For example you can make the entry fee for the first event higher as it includes the BNZ Player levy; ie. first event = $25, second event = $15, additional events = $10 The entry fee is calculated from the number of events the players has entered. The costs are set on this screen. Note: Besides the entry fee, you can also register other ordered items with each player; this includes the BNZ Player levy. Click Add to open the properties for a new item.

5 JC May 2012 You can name up the article and the price. At type you can choose what will be displayed on the tournament entry page on tournamentsoftware.com. Number: The player can set the amount of items by picking a number from a list suggest this is the option to use for the BNZ Player Levy Text: The player can fill in a text. Yes/No: The player can choose if he wants the item Note also to be added to this page for all BNZ events is: Extra Association Registered to in 2012 text mandatory. This means that the players has to advise you who they are registered to, which is a condition of entry It is also recommended that you include a field for the player to advise the entry fee payment date: Extra Date of entry fee payment text - mandatory For the players, who are not using tournamentsoftware.com to enter a tournament, the extra items can be filled in on the player properties when the entries are manually entered. The costs will be added to the fee. Draws Tab Select some general settings for your draws on this tab. Show match numbers in draws - This option allows you to show the match numbers in the draws. YES Show duration in draws - This will show the duration of the matches after the result. NO except International events with official umpires Show round numbers in round robins - Yes Show seeds in bold font - This option allows you to show seeds player in bold font. - Yes Show bye numbers NO. Byes should not be numbered Show order of play grid - The order of play is an alternative way of scheduling matches. Rather than scheduling on a specific time, matches are scheduled using the 'followed-by' system. When this option is ticked

6 JC May 2012 you will get an extra screen on the main window where you can see a grid of all the courts and drag matches on there. Yes Show location in draws - When this option is ticked the location of the scheduled matches is displayed in the draws. Only if using more than one location Balance home and away in round robins - No Minutes break after match - When a match has ended a watch will appear behind the names of the players displaying the remaining rest time. Yes and set the time, minimum 20 minutes Score - Check the auto complete box to automatically complete the scores when typing. This will help you in more than 90% of the scores. You can change the score to be filled in for the opponent. In less than 10% you will need to adjust the score of the opponent. Yes Mixed doubles order - If you always want to see the mixed doubles in the same order you can make your selection here. When 2 partners are linked the order is automatically corrected for you. Yes, Men first Score Tab In most cases you will use the default scoring which is best of three games to 21 points with extension To create another scoring system Click on Add to open the Score Format properties and set it up. Your tournament has now been set-up. Whenever you make a change it is automatically saved; there is no undo button. Working with the Tournament Planner After you have set-up your tournament, you can now enter players When a tournament is set up the name of the currently opened tournament is displayed in the title bar of at the top of the page, the name of the license holder for the software is displayed at the bottom left of the page Tournament Planner has different views for the tasks of managing a tournament. A different view can be selected by clicking on the buttons on the Outlook bar on the left. On the Overview view you can find all sorts of information about the current tournament. On the Players view all the data of the players of the tournament are being kept. Here you can enter personal data and select events On the Roster view you can view the entry numbers per event and create the draw sheets. On the Draws view you can view all the draw sheets, make draws and plan matches. On the Matches view you can see an overview of all the matches. On the Notes view you can view, create and edit notes. Below you will find an explanation of the different views you get by using the buttons on the Outlook bar. Overview By clicking the Overview button on the left, you will enter the Overview view where you can find all sorts of information about the current tournament.

7 JC May 2012 Tournament tab The tournament tab gives you an overview of the structure of the tournament. The number of players entered into the tournament, Total entry fees, the amount still to be paid, extras ordered, the events etc In the Information group you will find the Tournament Planner version and the installation path. With the Check for updates you can automatically check for updates. In the Support group you can open the help or visit the website. If you have not opened a tournament then Pick a Task will enable you to open a tournament or you can create a new one. If you have opened a tournament then you can pick one of the following tasks: Set your tournament properties Add players to your tournament Add draw sheets Make draws View draws View all matches Publish this tournament on the web Players By clicking the Players button on the left you will enter the Players view where you can add and edit all the data of the players of the tournament. Click the button Add Player to add a new player to this tournament. You can delete a player by clicking Delete Player. Note: If you are using Online Entry, all the data will be automatically filled in when you pick up your online entries. You will need to check this and may need to edit it. Once in the Add Player Field on the General tab you can enter the most important data of the player. Information Required: Last Name First Name Suggest you do not enter the Middle Name as it will print on draws, if the players enter it when entering online delete it Gender Date of Birth if an age group event dd/mm/yyyy Member ID BNZ Player Number. If an international event the Member ID will be the BWF number. Leave Club Blank, if filled in on-line delete Address tab Required information:

8 JC May 2012 State this is the 3 letter Association abbreviation- all capital letters Country only if an international event Note if an overseas player enters a NZ event which is not an international, put their country code in the State field You can enter all of the other information if you are going to use this as a data-base however it is not essential for the running of the event. Often it is handy to enter the player s mobile number so you can get hold of them if necessary Sport tab This is where the BNZ player points for each event will be uploaded into BNZ will upload these for you Events tab On the Events tab you can select the events the player has entered. If it concerns a doubles event you can directly select the partner from the drop down list at the bottom of the page as long as they have already been entered into this event. If player A is selected as a partner for player B, then player B will automatically be selected as a partner for player A. You can also select Partner Wanted as a partner. This reminds you the player is still looking for a partner. Note: You can also select the partner on the Roster tab. Warning: DO NOT enter a player into the tournament just because their partner has entered with them. If the partner (Player B) has not entered leave Player A blank; this will enable you to easily identify who has not entered the tournament Availability Tab We do not use the facility Fee tab On the Fee tab you can see how much the player has paid and how much they still have to pay You can place and specify the number of any ordered item. In this example we can select if the player wants to buy a T-shirt. To add the T-shirt double click it:

9 JC May 2012 You can change the extra items in the Tournament Properties on the Entry Fees tab. You can enter the paid amount here or on the Match Properties on the Payments tab. Roster By clicking the Roster button in the Outlook bar on the left hand side you will enter in the Roster view. On the left you can select an event. At the top of the page there are two tabs: Entries and Draws On the right you will get an overview of the players participating in the event. Entries tab On the Entries tab you find a list with all the players participating in the event. All the relevant information to do the seeding and make the draws is listed. Once BNZ has uploaded the Player Rankings they will show on this screen in the rankings column Note when BNZ uploads the rankings they will seed the doubles as they are seeded based on the total number of points per pair, which do not show in this screen. There may occasionally be an anomaly between the seeding and the showing ranking, do not be concerned as the seeding is based on points, however to do the draw correctly we need to show ranking Double click an entry, or select the Properties by right clicking the entry, you can change some of these properties and enter the seeding Note the number of seeds: <16 entries 2 16 31 entries 4 32 63 entries 8 There is no right and wrong way for the seeds to be expressed, however the second option is the most common eg: 1,2,3,45,6 etc 1, 2, 3/4, 3/4, 5/8, 5/8 etc Entry properties

10 JC May 2012 If you double click an entry, or if you select the Properties by right clicking the entry, you can change some of these properties With a doubles match you can assign a partner. A player with a Partner Wanted or No Partner will not be entered in a draw. Draws tab On the Draws tab you can view the draw sheets per event. The properties of the draw are shown: If you click Add Draw, the Draw Wizard is started. Click Delete Draw to delete a draw. Draw Wizard Draw Wizard - Draw Arrangement This is where you select what type of draw you are going to have The most common will be: Elimination knock-out Round Robin one box Round Robin qualifiers with Elimination Main After you have selected the arrangement of the draws click Next to go to Qualification, Main draw or the Layout page Draw Wizard - Qualification You can now provide the settings for the qualification round. You can enter the number and the size of the qualification draws. You can enter the naming of the draws in the Naming field. If you are playing Round Robin qualifiers with Elimination Main then the Round Robin is qualification Note in this situation when entering the seeds they have to be entered in the qualifying draw field rather than main draw. In the events tab you also need to have sep. Seeding ticked

By clicking Next you will enter the Main Draw Page 11 JC May 2012

12 JC May 2012 Draw Wizard - Links When your draw arrangement is Round Robin qualifications with elimination main draw, then you will also be given a choice whether only the winner or also the runner up will be forwarded to the main draw. Click Next to continue to the next screen Draw Wizard - Main Draw You can now provide the settings for the main Draw. You can enter the size of the main draw keeping the number of qualification draws in mind. Draw Wizard - Consolation If you have select an elimination draw a consolation is possible. Select the type of consolation. Note: Experience has shown that it is best for Plate Events to be set up as completely separate events rather than using any of these formats. This means that you have to set the plate events up under events in the Tournament Properties and then as players become eligible for the plate go into each players screen and enter them into this event Select None Click Next, to take you to the Layout Page. Draw Wizard Layout

13 JC May 2012 Select the header Seeding Select the extras to be displayed on the draws for NZ tournaments select state Click Next to go to the Finish page. Draw Wizard - Finish On the finish page you will get an overview of the draws and their settings. Verify the settings before you proceed. Click on Finish to create the draws and make the links. Draw properties Double click a draw or right click a draw when in the roster screen and select Properties to change the properties On the Layout tab you can select the header and the extra columns to be displayed on the draws. Draws By clicking the Draws button in the Outlook bar on the left you can view the draw sheet, make draws and plan matches. On the left you can see all events. By clicking on an event the draws will appear on the right, each with their own tab. Every tab has the name of the draw sheet. Making the Draw Highlight the name of an event Click on the draws drop-down list along the top of the page Click on Make Draws. The Draw Wizard is started. Select the event you want to draw and click Next. You will now get a list with all the entries of the event. You can Sort the list by name or seeding Check you have done the seeding If you uncheck an entry it will not participate in the draw. Check the number of entries Click Next to continue. Draw Wizard - Separation On the separation page you can select the type of separation for the draw. For BNZ Tournaments select the following: State Optimal separation this means that two players from the same State (Association) will not meet each other, where possible in the first round (note some players may have a bye in the first round). Doubles pairs from two different associations are deemed neutral Separate the top 2 from each state from the dropdown list This means that the top two ranked players based on the player points loaded into the system, will be in separate halves of the draw. This is a BWF regulation for all competitions including BNZ sanctioned events. Do NOT tick separate doubles partners

14 JC May 2012 Draw Wizard - Result On the Result page you can view the result of the draw showing the separation Click on Finish to accept the draw and save the changes. Tournament Plan The following is recommended for all BNZ sanctioned events with the exception of international and large Open events, who should schedule each match to time contact BNZ for further instructions in this area. On the draws it is always good to indicate on what day each round will be played. This will negate a lot of questions Click draws on left hand outlook bar Highlight the event you are working on, the draw for this event will show on the right hand side Put your cursor at the top of the first round to be played, right click your mouse forward byes, Printing the draws Click Draws on the drop down list at the top of the page print draws Tick the box of the draws to print Check the printer showing at the bottom of this screen is the correct one Note change the printer to your pdf writer to make the draws as pdf There is no need to change any other settings under printer Schedule/Order of Play For large Open tournaments and international events each match should be scheduled to time. For further instructions on how to do this contact BNZ For Association events it is fine to use the Order of Play which is shows the order in which the matches of the tournament will be played using the followed by system In Tournament Properties/Draws ensure the order of play grid is ticked. If this is not done the Order of Play Grid will not show Order of Play By clicking the Order of play button in the Outlook bar you will enter the Order of play view.

15 JC May 2012 You first of all have to set-up the order of play grid. The number of courts which show is the number you have set in tournament properties. You can change the properties of the order of play by selecting Order of play->properties from the menu. Show state You will need to have some idea of how many rounds of play you will have that day, when setting up. Rounds of play are how many matches per court On the top-half of the screen you can select the draw and the round you want to schedule, which will show you all the matches in that round. Simply drag a match from the list onto the grid to schedule it. You can move matches to other courts or rounds by dragging them from one cell to the other. To remove a match, select it and press the delete key. Cells will be coloured when a player has multiple matches on the same day. Green: One of the players has another match with plenty of space in between. Yellow: One of the players has another match in a consecutive round. Red: One of the players has another match in the same round. You can change a specific cell by selecting Order of play->cell properties from the menu. Order of Play Properties At Courts you can select the courts to be used for this day. At rounds you can select the number of rounds to be played. The Header is optional and when specified it will print bold on top of the order of play. At Text 1,2 and 3 you can place some remarks for the players. These will be printed in the footer of the page. Order of Play Cell Properties At Heading you can set the cell type, for example 'Starting at' or 'followed by'. Where needed you can specify the time as well. At free text you can place a remark in the cell. You need to set the time for the first match of the day on each court The next cells to say followed by

16 JC May 2012 The problem with this form of scheduling is that the order of play is aligned to each court, however you are encouraged not to assign matches to a specific court, it is preferable to use the system where-by the next match is on the next court off. It is fine to plan this way but when showing to players or public print the following way: Click on order of play at the top of the page Print order of play Highlight the required day Tick LIST Print It is not always possible to plan for day two of a tournament until you know the winners from day one; however you can show, in the draws the days on which each round are going to be played: Click draws on the left hand side of the page Highlight a draw on the left hand side of the page, it will show on the right hand side Put your cursor over the name at the top of the round you are wanting to show which day it will be played Right click / schedule round/ highlight the day from the screen at the top of the pop up page / ok. The day will then be inserted next to all matches in that round. You can do this for all rounds of your tournament. This is both informative and gives it a professional presentation. When going to schedule the matches you need to clear this formatting, do the above in reverse: right click, clear round schedule/yes Tournament Planner and the Internet Tournament Planner makes it possible to publish your tournament on the Internet very easily. With only one click on a button your tournament is online. An Internet connection is all you need. Publishing your tournament To publish your tournament online select Internet->Publish from the main menu. Tick show state Under message you can write a note which all players etc can see. It may be the names of the umpires for the first round, or any other message you want people to see. To change the message, go back into this screen and re-publish You can choose the day/days which you show the match schedule for using the drop down list. Once you have clicked publish you will get 3 or 4 tick boxes, once they are all ticked you are published Remember once you have published the data is all public knowledge so do not publish until your draws have been approved and you are sure your schedule is correct If there are changes in your tournament or new results are entered you can simply press Publish again and the tournament on the website is made up-to-date. This is particularly important once the tournament has started get into the habit of publishing frequently You can easily create a link from your website to your tournament. Badminton NZ will also pick up this link to publish on our website. First you have to search your tournament on the tournament software website with the help of one of the search options. If you publish and then go straight to the website you will find the tournament listed near the top of the list under tournament news You can now use the Internet address from the address bar of the Internet Browser as a link. This link will look like: http://www.tournamentsoftware.com/sport/tournament.asp?id=xxxx where xxxx is the unique code for your tournament. This code will not change when publishing again. On-line Entry The on-line entry module on this software works very well It is highly recommended that on-line entry is the only form of entry for event. This significantly reduces the work-load of the tournament organiser and ensures that details are correct To set up:

17 JC May 2012 Internet (on the tool bar at the top of the page) Publish tick show state. In the Message box you can put approx 150 characters to get a message across it is most commonly used to give out the bank details for the entry deposits. This can be changed as often as you like you need to republish every time you change your message Click On-Line Entry top line of the tool bar in this box Your settings should look like this: It is recommended that entries close at midnight Click the next tab Events Click all events offered in the tournament (excluding plates if they have already been set up) Click the next tab Regulations Cut and paste the regulations from the event conditions of entry into this page Note do not do this until the conditions of entry have been approved by the Referee This page can look messy in this screen however will present ok on-line Click the next tab Availability Double click into each day, untick player can specify availability so they front page changes to NO The next tab is Payments no need to do anything in this tab; it is linked to Pay Pal and we are not On-Line entry is now set-up Click PUBLISH (bottom left) You will get three green ticks, this indicates it has published

18 JC May 2012 Close To Pick up the Event Link: See www.tournamentsoftware.com One the home page see Tournament News half way down the page If you go to this page within a few minutes of publishing your event it will be listed near the top of the list, click into it and you will see what you have set up. At the top of the page is the link for your event which you can put on your website etc Every-time you publish your tournament this link is updated - you are now visible to the world To Pick-up the Entries: Internet (on the top tool bar) Entries Next etc You do not have to print anything The players who have entered will drop into the players data-base and into the events they have entered From the Players data-base, double click into a player Go to Fees on the tab at the top. From here you can see what Association they are registered to, enter the abbreviation into State on the Address page Click on Roster down the left-hand side-bar Click on the entries tab at the top. This will show all players entered into that particular event If a doubles event, the pairs will only be paired up if, when the two players entered they knew each other s ID number as this is what they are paired up by (not name). In most cases you will have to manually pair them up. Double click on a player (from the Roster page) Their name will show on the top line In the partner drop down, their partner will show providing they have entered the event This is the same way that Partner Required pairings can be paired up At the close of entries it is very easy to tell what partners have not entered Reporting There are numerous reports which can be run from the software; most can be exported to Excel On-the Day Operation Umpire Sheets/Scoresheets You can print score sheets of all the matches per day and per location. Select Report -> Matches -> Scoresheets from the main menu. Highlight the day you wish to print Suggest all settings as above ensure you put state in the drop down under show

19 JC May 2012 When a scoresheet for a match is printed a paper icon will show in the left hand column next to the match when in the Matches page selected from the toolbar on the left hand side of the page Blank Scoresheet Prints a blank score sheet. Select Report -> Matches -> Blank Scoresheet from the main menu. Start of Play The only screen you need to look at, if you have set things up correctly is MATCHES (left-hand toolbar) The matches will be displayed in the order that you have assigned them ie. on the order of play grid or as scheduled to time The courts to be used are shown at the top of the page as set in the properties When a match is called drag the match onto the court The time is recorded as from when you drag the match onto the court Hint drag the match to the court when it is called, this way you have a record of the length of time from when the match is called and when the players start the match this time should be 3-5 minutes When a player is involved in a match on a court they will show in red in all other matches they are scheduled for that day; this means they cannot be called for another match at the same time At the end of the match, call the next match onto court, drag it onto the court, you will then be asked if you want to replace the match on court Yes. This method ensures you cannot put a player straight back on court When you receive the scoresheet, double click into the match and enter the score Put in the loser s scores, the winner s scores will automatically completed Check that the correct winner is highlighted before going ok Remember to Publish after putting in results Once the score has been entered the match shifts from the scheduled to the finished tab of matches at the bottom of the page When you enter the scores of the match the rest time clock starts counting, this is represented by a graphic of a clock next to the player s name You have determined the rest-time in Tournament Properties/Draws

20 JC May 2012 Note Tournament Planner does not have the ability to schedule for umpires. The best way to determine if a player is available as an umpire is to check in the list of upcoming matches There are a number of other functions within Tournament Planner; these ones are the basics to enable a BNZ sanctioned event to be run For all questions please contact the following people: Rob James bnzevents@vodafone.co.nz For Association events in the Northern Region and Mainland Janice Cudby jcudby@xtra.co.nz For Association events in the Central Region BNZ Events Manager - Julie Carrel - julie@badminton.org.nz, phone. 09 6237652 or mobile 021760327 For all other events