Participants

List (Simple)

This is the most commonly used list of participants. They can be added one by one manually or in batch through the [[]] The second step in managing a competition is entering the participants info in the relevant lists. The second item in the main tournament menu is specifically designed for the Participants Management. This menu includes all the commands that users need for entering, managing and printing Participants Lists for any competition (see Figure 2.15).

[NB: Figure 2.15: Participants Management menu. !]

Items related to the Participants Management are explained in the following pages.

• List (Simple): it is the first item in the menu and the most important one (see Figure 2.16). This command enables the user to populate the athletes lists for the tournament in a simple and fast way. For an empty tournament, or after creating a new one, the screen will only display a command: Add. Clicking on it, the program will open a new window, where the user can add any wished athlete.

[NB: Figure 2.16: List (Simple) section. !]

This new window will display different items, related to archers, that the user can compile (see Figure 2.17). From this window, the user can:

• Manually populate the list: The user can complete the participants lists by typing all the info about archers. For correctly completing this procedure, the user has to type, for each archer, BIB Number, Family Name, Name, Gender, Club, Short Name, Division, Age Class, Competition Class, and Target Type. Once the archer profile has been created, the user can click on ‘Save’ (if the user wishes to close the window, after saving), or on ‘Save & Continue’ (if the user wishes to keep the window open, after saving, to add another athlete).

• Automatically populate the list: Using an existing database (for those National Federations/Associations that participate in the i@nseo project), the user can add a record in a simple and fast way. At the bottom of the window for the management of athlete details, the software will display an empty row with some items, such as BIB number, Athlete, Country, Division, Class Tournament, and Category. The last button is ‘Search’. Basically, knowing which kind of information the program requires, the user can search anything included in the database. If the program will find a record matching the searched details, it will show the corresponding athlete in the row below the Search interface. To add any record in the above chart, the user can simply click on the BIB number and the program will automatically display the required information in the main section.

[NB: Figure 2.17: Athletes Adding section.!]

• N.B.: In the following part, some useful tips for correctly adding the relevant athletes are highlighted (after the International rules).

1. Status: the user is called for managing an athlete Status, if the archer cannot participate to the tournament. In most instances, when the program finds an error, it displays one of the following options:

Cannot participate - Incomplete documentation, or Unknown status by the date of the tournament (see Figure 2.18). It means that the athlete documentation is incomplete and, to take part to the competition, the archer will have to add, or replace, the mentioned documents in the Federation database. Otherwise, the athlete CANNOT participate to the tournament.

[NB: Figure 2.18: Archer Status menu.!]

2. Country (2/3) and Short Name (2/3): the user has to type the second Country/Club of the

athlete, so that the archer can be included in the relevant teams (for athletes participating in the name of more than a Country/Club; see Figure 2.19).

[NB: Figure 2.19: Selecting the second Country/Club for an athlete.!]

3. Division, Category, Competition Class and Target Type: if an athlete wants to participate in a different Division, Category, or Class from the default classification in the database, the user can simply open the corresponding drop-down menu and choose the wished item (see Figure 2.20). In the same way, the user can select the Target Type, e.g. for indoor competitions, in which an athlete shooting in the Recurve division can shoot on normal faces, or on triple faces.

[NB: Figure 2.20: Drop-down menus for Division, Category, and Competition Class.!]

4. The 5 items below the Target Type are related to the athletes management for Final Matches (see Figure 2.21). This command is very useful, if any athlete cannot participate to Individual Matches, but can shoot in Team Matches, or the other way round. In this case, the user can simply choose ‘Yes’ or ‘No’ in the drop-down menu of the wished item. Same for Para-Archers, or crossbows.

[NB: Figure 2.21: Drop-down menu for Individual and Team Matches.!]

Participant List (Advanced)

Participant List (Advanced): the Advanced Participant List will display a different view of the basic participants lists, that is not opening any new window for adding records (see Figure 2.22). Plus, the functions of this section are very useful. Specifically, after adding the record to the list, the row displays all the participant details, including if the athlete can participate to the tournament, the picture of the archer, and all the other information available in the basic list. The Quick Search Bar is very useful, as it enables the user to search for a record based on one or more values, selected by the user.

[NB: Figure 2.22: Advanced Participant List section.!]

Athletes Participation to Ind/Team Event

This section enables the user to select if an athlete can participate to Individual or Team Events scheduled in the tournament, both for the Qualification Round, and in the Final Rounds of the competition (see Figure 2.24). As previously described for adding a record, once the wished athlete is found, the user can choose ‘Yes’ or ‘No’ in the corresponding drop-down menu.

[NB: Figure 2.24: Athlete Participation in Individual/Team Events section. !]

Athlete Status Management

Athlete Status Management: this section of the software is very useful for instantly displaying athletes that cannot participate to the tournament (see Figure 2.23). For any change, when it is not possible to update the database from the relevant website, the user can modify the record manually, always carefully considering the effects of any modification. [NB: Figure 2.23: Athlete Status Management section. !]

Target

The Target Assignment is an essential task in the early stages of the competition management. The software offers 3 different ways for assigning targets to athletes: the Manual Assignment, described in this part of the manual, the Draw Assignment, and Target Assignment by Rank, that will be both explained in the Advanced Tournaments Management chapter (see Par. 5.3).

The Manual Assignment tool is easy to use, as it is really intuitive (see Figure 2.25). Clicking on the corresponding command, the program opens a screen with all the records added until then. The user can edit only two fields: the Session, that shouldn’t be changed, if the Status has been previously set, and the Target. To modify the Target, the user can simply type the number and the letter corresponding to any athletes place. If the Target number/letter is not correct (e.g. if the field has 20 targets and the user adds an athlete at Target #21), or if two athletes have been assigned to the same target, the program will report an error, highlighting in red the corresponding target box, so that the user can immediately identify any mistake.

[NB: Figure 2.25: Targets Manual Assignment section. !]

Accreditation

This process is really important for the economic management of a competition. From this section, the user can manage not only prices and currencies, but also the actual participation status of athletes enrolled in the tournament, being promptly aware of participants that are attending the competition or not (meaning athletes that have already being accredited or not; see Figure 2.26).

[NB: Figure 2.26: Accreditation Management menu. !]

In the Accreditation management menu, the user will find the following items:

Accreditation: this item opens the main page in the Accreditation process. Based on the selected Session, it enables the user to shoot a picture for each participant, or to proceed in the athletes Accreditation Management and in the Equipment Inspection procedure (see Figure 2.27).

[NB: Figure 2.27: Accreditation Management options. !]

Clicking on Accreditation, the program opens a page showing all the athletes enrolled in the tournament. First of all, for ensuring that this option will work properly, the user has to click on Open Bill from the Accreditation main page, to set the tournament revenues counter to 0. Now, the system will add, to the initial value, the corresponding fees for each athlete that has completed the Accreditation procedure (for setting prices, see the following steps). To complete the Accreditation procedure for any athlete, the user can simply search him/her (manually, or using the search bar), and, then, click on the BIB number, opening a new window. Clicking on ‘OK’, the window will be automatically closed, and the Accreditation procedure will be, then, completed. If the system will return any error, the user can search the athlete and Cancel his/her Accreditation, by using the corresponding button, made available by the system right under the archer name.

Take Accreditation Picture

Through this option, the user can manage the parameters needed for shooting pictures for athletes that don’t have one in the official database (see Figure 2.28). When an athlete doesn’t have a picture in the system, the program returns an error, highlighting the corresponding row, as shown in the following picture.

[NB: Figure 2.28: Taking Athletes Pictures and system errors (Missing Photo). !]

Fees setup

the payment page displays only two drop-down menus and a box, where the user can type the tournament fees for every division and class combination (see Figure 2.29). As for the previous screens, by pressing and holding CTRL, the user can select more items at the same time. Once the selection is complete, the user can upload the fees into the system by clicking on the ‘Save’ button.

[NB: Figure 2.29: Setting the tournament fees. !]

Athlets fees status

As it can be easily understood, through this option, the user can manage athletes that, for several reasons, won’t have to pay for participating in the tournament. Searching and selecting these athletes from the drop-down menu, in the Payment page, the user can choose if any archer will have to pay the tournament fees (‘Yes’), or not (‘No’; see Figure 2.30). If any archer won’t have to pay these fees, the user will be able to edit the archers details as any other one, during the Accreditation procedure, with the only difference that tournament revenues won’t be changed accordingly.

[NB: Figure 2.30: Setting Nonpaying Archers. !]

Accreditation colors management

This function enables the user to manage colors for Accreditation badges, depending on the access rights granted to different participants classes (see Figure 2.31).