Tournament Run Sheet

The following steps are provided as recommendations based on our experiences and our customers experiences in running competitions. This is certainly not a mandator or complete list as that varies from competition to competition. If you have suggestions to contribute to this list please get in contact.

This article is targeted at the competition admin and competition coordinator.

This article is also targeted at Tournaments run over 1-5 days, with high volumes of games, fields and match officials. However, the concepts certainly apply on the small scale as well.

Pre-tournament

  1. Read the competition success checklist
  2. Create and configure your competition in SportsM8
  3. Configure the Payment Rules as required
  4. Create the required Competition Day(s)
  5. Generate the match schedule and import the draw if available
  6. Configure the registration fields for information you need to collect
  7. Open your competition for registrations
  8. Communicate with your target members to advertise your competition
  9. At a suitable day before the competition close registrations if desired
  10. Reimport the draw as needed in the lead up to the event
  11. Communicate with your registered match officials in the lead up to the event to inform of logistics
  12. Go through each member and configure the Allowed Divisions appropriately. Read the Intelligent Appointments section on “Training the Model” for more details.
  13. Allocate the first 5 or so rounds. Or the whole day depending on your processes. Set the time slots to Published that you want to release to the members.
  14. Print the following assets to display in referee coordination area
    1. Field maps
    2. SportsM8 Registration flyer
    3. SportsM8 Check-in flyer (if using member check-in)

The morning of the competition

  1. Setup your environment as per the recommendations in the success checklist
  2. Ensure your support team know their roles
  3. Place the Field Maps and other Flyers in suitable locations

Morning match official meeting

It is recommended to hold meetings each morning where the following items should be discussed:

  • COVID protocols
  • Registration (for those who have not yet registered)
  • Check-In process (physically with you or through the check-in button on the app)
  • Appointments processes (rounds vs finals)
  • Payment processes
  • Score card return processes
  • Any rule specifics (e.g. drawn matches)

Match Official check-in (aka sign-in)

There are two methods for match officials to check-in (sign-in) with you. Either Face-to-face physical check-in, or Hybrid using the digital check-in

Face-to-face check-in

As a referee signs-in with you on their arrival:

  1. Using Manage Members, search for the member
    1. If they do not have a record create it manually, you can ask them to create a SportsM8 Account and then as the Competition Admin you can link the member record to the SportsM8 Account so they can access all online features
    2. Ideally they would follow the registration process completely but this is not always possible which is why we would create the member record for them
  2. Click the Check-In button for the member to record that they are there
  3. Verify their availability is correct and update it if needed
  4. Advise them of any appointments they have

Hybrid digital and face-to-face combination

As an alternative approach you may choose to allow members to self check-in via the SportsM8 platform by clicking their Check-In button.

  1. Members log in, view the Competition, and click Check-in button. Use the QR Code to take them directly to the View Competition page.
  2. Member should then verify their availability
  3. During the morning walk around and remind members to check-in and update their availability

Match Official Appointments

  1. Use the Intelligent Appointments feature, or manually appoint games, you can use the suggest match official to use the same capabilities but with more manual control.
    1. If using the Check-In button (face-to-face or hybrid), make sure to set Intelligent Appointments to require the member check-in. Otherwise set it to Ignore Member Check-In

Replacing a Match Official

When a match official has not shown up, or has had to withdraw

  1. Use the Match Official Appointments Report to look for a suitable replacement
  2. If you have trained the model you can leverage the Suggest Match Official feature to let the platform search for you
  3. If desired record a comment using the Change Log to create an audit trail of the change. Can be useful when dealing with payment disputes.

Match Official Payments (Cash payments on the day)

When the match official wants to leave for the day and if you are paying on that day:

  1. Using Manage Members, search for the member
  2. Verify they don’t have any more appointments and if so confirm they will do them or have them reallocated before proceeding
  3. Click the Check-out button for the member
  4. Edit their member record and mark them as unavailable for the rest of the day, to prevent them being allocated any games
  5. Click the Payments button or navigate to the Payment Portal
  6. Create a new Payment Record for the member
  7. Click refresh to load any unpaid match payments
  8. Add all unpaid match payments to the payment record, and set the Status and Payment Method appropriately, then Save (Record Payment)
  9. Print the payment report and follow your Finance coordinators instructions to process the payment
  10. [Optional] Email the remittance advice to the member

Match Official Payments (EFT payments post event)

When the match official wants to leave for the day and you are paying by EFT the following should be followed:

  1. Using Manage Members, search for the member
  2. Verify they don’t have any more appointments and if so confirm they will do them or have them reallocated before proceeding
  3. Click the Check-out button for the member
  4. Edit their member record and mark them as unavailable for the rest of the day, to prevent them being allocated any games
  5. Verify that their banking details are correctly recorded in the system
  6. Advise the member that they will receive payment in X days time

Following the event and when its time to process the payments (Payment Run Cycle):

  1. Follow the steps in Run Payment Cycle to complete a payment cycle and process the payments as required for this competition.

Post tournament

  1. Leverage the Match Official Statistics report or other reports to do analysis of the competition appointments
  2. Leverage the Payment Report to identify how many types of match appointments you had based on your payment rules (e.g. Solo, Dual, Triple).
    1. This is also available via the Match Official Statistics and is more accurate as it does not duplicate the Dual count etc.

Best practice videos

The following videos are designed to talk through several concepts above.

Match Official sign-in process

Processing match official payments