Admin Menu - Help

Starting Up
Entry Management
Add a new Competitor Registration
Update a Competitor Registration
Delete a Competitor Registration
Quick-Complete Competitor Registrations
Update a Coach/Referee/Official Registration

Sparring Management
Create a Sparring Draw in 10 Steps
Step 1 Review Initial Divisions Report (PDF)
Step 2 - Create new Draw and sort Sparring entries into Divisions
Step 3 Review Interim Sparring Division Draw
Step 4 If required, update existing sort of entries in Divisions
Step 5 Move Sparring Divisions into Courts
Step 6 Generate/Regenerate Fight Numbers
Step 7 Review final Draw (PDF)
Step 8 If necessary, update existing sort of Divisions into Courts
Step 9 Print a weigh-in sheet for the day (PDF)
Step 10
Entrant ID cards (PDF)

Other Reports and Utilities

Frequently Asked Questions (FAQs)
FAQ Why does an entrant have a status of Payment Review Required?
FAQ - To add or change an Entrant after a Final Draw has been done, and you dont mind Fight
Numbers changing

FAQ - To add a new fight for an existing Sparring Entrant after a Final Draw has been done, but not
change the bulk of the Fight Numbers in the Draw

Patterns Management
Sort or re-sort Individual Poomsae
Sort or re-sort Pairs Poomsae
Sort or re-sort Team Poomsae
Sort or re-sort Creative Poomsae
Sort or re-sort Family Poomsae

Results Management
Enter Sparring Results For A Fight
Choose Day/Court/Session and enter Sparring Results
Show Sparring Results (PDF)
List All Sparring Medal Winners
Show Sparring results for an Entrant

Reports
Print Submitted Registration Form
Generate PDF of all Pending and Complete Registrations
Print Report of all Registrations sorted by Status
Print Details List of all Entrants
Print list of all Coach/Referee/Official Registrations
Print Competitor ID Cards
Print Coach/Referee/Officials ID Cards
Sparring Draw (including entrant weights and ranks, PDF)
Sparring Draw (no entrant weights or ranks, PDF)
Sparring Draw weigh-in sheet (PDF)
Entrant Event Lists (excluding Sparring)

Export Entries
Export Registrations to .CSV file
Export Sparring Registrations to .CSV file
Export Coach/Referee/Official Registrations to .CSV file
Download Final Sparring Draw

Utilities
Delete Coach/Referee/Official Registrations
Change or Delete Instructor & Club
Change Fight Numbers
Create Custom Sparring Division or change Division Entrants
Rename or Delete Custom Sparring Divisions
Add/Modify/Delete Pattern Divisions
Add New Events or Modify Events

Email
Email Entrants & Officials

Starting up

Log into the Admin Menu at the website you have been given using the username and
password that should have been agreed upon. Please review Terms & Conditions and Privacy
Policy and tick the box to accept the conditions and open the Entry site to entries
In the Admin Menu, go to Utilities -> Change or Delete Instructor & Club . Review the
existing information, in particular the contact details for each Club. If any of these details
have changed, click on Change Club beside the Club name and correct the information.

Entry Management
Add a new Competitor Registration
Register a new Entrant

Enter new Entrants personal details (ensure spelling and case are correct)
Select if Entrant has a Governing or National Body membership, and if so enter their
membership number
Select/enter the details of the event/s for the Entrant
Sparring If entering for Sparring, choose the Belt, Age and Weight Divisions the entrant will
be competing in, and enter Weight and Modified Rules info as required. Up to 2 separate
Divisions can be entered here (Also see Note 1).
Patterns/Poomsae Select the Poomsae Division (individual) and/or
o Create a new Team the Entrant will compete in.
o Select an existing Team to join
Other events (Jumpkick/Speedkick/Weapons/Board Break) enter/select information as
requested
Either choose the Instructor & Club for the Entrant, of if the Instructor is not listed, choose
NOT LISTED and enter the Instructor/Club information
Click on SUBMIT when done
Browse to and select the Entrants photo (see Note 2)
Review the remaining information for accuracy; click on Back to go back to the entry page to
make changes. Otherwise, review the Tournament Terms and Conditions and select I
agree to agree to them.
Click on SUBMIT when done. Any errors will require correction to continue.
Note the new Registration Number and pass this onto the Entrant

Note 1: Admin has (almost) no restrictions on events that they can nominate an entrant for. Any
Divisions which are selected but are outside the entrants normal range (Belt, Age or Weight range)
are classed as Non-Standard Divisions for that entrant. Entrants can only be put into or take out of
Non-Standard Divisions by Admin.
Admin cannot enter a Male into a Female-only division here, or vice-versa.
Note 2: An Entrants photo should be a passport size and quality (approx. 45mm x 35mm) shot of the
Entrants face, and can be a maximum size of 2Mb in .JPG or .JPEG format.

Update a Competitor Registration

Update an existing Entrant registration

Enter search information for the Entrant (Rego number, name etc). Leave fields blank for all
Entrants. Click on Search
Locate Entrant to update and click on Update Rego
Change information as required (see Note 3)
Sparring If entering for Sparring, choose/update the Belt, Age and Weight Divisions the
entrant will be competing in, and enter Weight and Modified Rules info as required. Up to 2
separate Divisions can be entered here (Also see Note 4).
Patterns/Poomsae Select the Poomsae Division (individual) and/or
o Create a new Team the Entrant will compete in.
o Select an existing Team to join
o Delete Entrant from a Poomsae Team
Other events (Jumpkick/Speedkick/Weapons/Board Break) enter/select information as
required
Choose the Instructor & Club for the Entrant, of if the Instructor is not listed, choose NOT
LISTED and enter the Instructor/Club information
Enter or update the amount the Entrant has paid and Paying By as required
Change the Status of the entry as required (see Note 5)
Apply Fee Changes as required (see Note 6)
If you want to email an updated registration form to the Entrant and their Instructor, click
the Email new form to Entrant and Instructor box.
Click on SUBMIT when done
Review the remaining information for accuracy; click on Back to go back to the entry page to
make changes.
In the Fees box, the fee chargeable is automatically calculated. If you wish to charge a
different fee, tick the Override Calculated fees with this amount box and enter the amount.
Note that this overrides EarlyBird discount and Late Fee.
Click on SUBMIT when done. Any errors will be notified and require correction before
continuing.

Note 3: Registration number and Date cannot be changed. Also, an Entrants photo should be a
passport size and quality (approx. 45mm x 35mm) shot of the Entrants face, and can be a maximum
size of 2Mb in .JPG or .JPEG format.
Note 4: Admin has (almost) no restrictions on events that they can nominate an entrant for. Any
Divisions which are selected but are outside the entrants normal range (Belt, Age or Weight range)
are classed as Non-Standard Divisions for that entrant. Entrants can only be put into or take out of
Non-Standard Divisions by Admin.
Admin cannot enter a Male into a Female-only division here, or vice-versa.

Note 5: Entries set to a status of Pending will be deleted if not paid after a set period of time (2
days if the Tournament is PayPal-only). To avoid this, you should set the status to any of the other
available options.
Entries with a status of Deleted will not show up on any Entrant reports, lists or Draws.
Note 6: Selecting/Deselecting a Fee Change will ensure that a fee is/is not applies to the entry.
If an Entrant has entered early and the Tournament has an Early Bird Discount, this will be selected.
If an Entrant has entered late and the Tournament has a Late Fee, this will be selected.
An entry cannot have both an Early Bird discount and a Late Fee applied; it is one of Early, on-time,
or Late.

Delete a Competitor Registration

Change Status of entry/ies to Deleted.

Select the entry/ies to set to Deleted

Click on SUBMIT
Review entry/ies selected and click on Back to change, or click on Delete Registration to
continue
Any errors will require correction to continue.

Quick-Complete Competitor Registrations

Change status of multiple entries to Complete

Select the entry/ies to set to Complete

Click on Quick Complete
Any errors will require correction to continue.

Update a Coach/Referee/Official Registration

Update an existing Coach/Referee/Official registration

Identify the registration to be edited, and click on Edit Registration beside it

Update details as required and click on SUBMIT
Any errors will require correction to continue.

Sparring Management
Create a Sparring Draw in 10 Steps
1. Close entries to the public and review the Initial Divisions Report
2. Create a new Draw and drag and drop entrants into Sparring Divisions as required. If
necessary, create Custom Sparring Divisions (under Other Reports and Utilities -> Create
Custom Sparring Division or change Division entrants) and drag and drop Entrants into
Custom Divisions
3. Generate, review and save (in PDF format) an Interim Sparring Draw to distribute to Entrants
and Instructors.
4. Any feedback can be incorporated into the Draw for example by creating Custom Divisions
and updating the existing sort of Entrants into divisions. Repeat Steps 3 & 4 as often as
required
5. Once satisfied with the Interim Sparring Draw, drag and drop the Sparring Divisions into
Courts to balance Court time, ranks etc.
6. Generate the Fight Numbers
7. Generate and review the final Sparring Draw (in PDF format).
If unhappy with the automatic Fight Numbering, change the Fight Numbers to suit under
Utilities -> Change Fight Numbers.

Note that starting a new Sort of Divisions into Courts (Step 5), or updating an existing Sort

of Division into Courts (Step 8), will reset Fight Numbers to automatically generated values.
8. If necessary, update the Sort of Divisions into Courts and regenerate the Fight Numbers and
the final Sparring Draw (steps 6 and 7)
9. Generate the final Sparring Draw PDF file for distribution and/or posting on a website.
Generate and print a weigh-in sheet for the day
10. Generate Entrant ID cards (which include ALL events that the Entrant is competing in, not
just Sparring) in PDF format, if required.

Step 1 Review Initial Divisions Report (PDF)

Display an initial PDF report of Division entrants, including trees. No Court Numbers or Fight
Numbers are displayed.
Step 2 - Create new Draw and sort Sparring entries into Divisions
Start a new Sparring Draw and move Entrants into different Sparring Divisions using drag-and-drop

Starting a new Draw/sort will erase any existing Draw/sort

Click on OK to accept that starting a new Draw will erase any existing Draw
Review the existing Entrant sparring divisions. Drag and drop Entrants to other Divisions as
needed to match them up for a fight. See Note 7
If you find that you have Entrants left over without a match, you can drag and drop them
into the Uncontested Division at the bottom. These Entrants will not be partnered on the
Draw; instead, they will be listed as Uncontested at the bottom of the Draw. Note that
entrants that are the only person in their Division are automatically uncontested; there is no
need to drop them into this box.
Click on Enter Info when done.
You cannot have the same Entrant more than once in a Division if so, you will receive an
error and will be unable to continue without moving the Entrant to another Division.
Select or change information as required:
o Over how many days does the Tournament run? Select the number of days the
Tournament runs for
o Senior and Youth/Cadet/Junior belt Sparring on separate days? Select whether or
not Seniors (>= 17yo) and Youth/Cadet/Juniors (<17yo) should be scheduled to fight
on different days, or scheduled together. Not applicable for 1-day Tournaments.
o How many days allocated solely to Youth/Cadet/Junior belt Sparring? Schedule
Youth/Cadet/Junior belt sparring only on this number of days
o How many sessions per day? select the number of sessions in a day. A session is
the period that sparring matches are run before a break. Eg, if the competition runs
over one day, there may be a morning session and an afternoon session
o How many Sparring courts being run at the same time? Select the number of
courts running at the same time in a session
o What is the average time (in minutes) of a
Black Belt Masters (33yo +)
Black Belt Senior (17 to 32yo)
Black Belt Junior (15 to 17yo)
Black Belt Cadet & Youth (1-14yo)
Coloured Belt Masters (33yo +)
Coloured Belt Senior (17 to 32yo)
Coloured Belt Junior (15 to 17yo)
Coloured Belt Cadet & Youth (1-14yo)

fight (including breaks between fight rounds)? Enter the number of minutes each
of the above fight takes. Decimal values are permitted.
o What is the average time (in minutes) to change over between fights on a court? Enter the number of minutes to change over entrants between fights. Decimal
numbers are permitted.
Click on SUBMIT when done. Any errors will require correction to continue.
After Divisions have been saved, you can make more Division changes, display an interim
PDF report of Division entrants, or sort Divisions into Courts.

Note 7: You can click on See how entrants in a Division are paired up for information on how
entrants are paired in a Division (seeded).
For example, in a Division with between 5 and 8 entrants, refer to the 5 to 8 Entrants tree. The
first entrant in your sorted list is paired with the 8th entrant. The 2nd entrant will be paired with the
7th entrant, etc. If an entrant has no partner (say there are 7 entrants, entrant no 1 therefore has no
partner), that entrant receives a bye and moves up to the next round to fight with the winner eg,
Entrant no 1 fights the winner of the fight between entrant no 4 and entrant no 5.
Only Divisions with 32 or less Entrants are currently supported.

Step 3 Review Interim Sparring Division Draw

Display interim PDF report of Division entrants, including trees. No Court Numbers or Fight Numbers
are displayed.
Note than any Division with BYE in the Division means that there is an existing entrant in the
system that could fill that line, but their entry has either Pending or Deleted status and must be
either paid for by the entrant, or updated in the Admin Menu (Entry Management -> Update a
Competitor Registration) to show up in the Draw.

Step 4 if required, update existing sort of Entries into Divisions

Move Entrants to different Sparring Divisions using drag-and-drop

Review the existing Entrant sparring divisions. Drag and drop Entrants to other Divisions as
needed to match them up for a fight. See Note 7 below.
If you find that you have Entrants left over without a match, you can drag and drop them
into the Uncontested Division at the bottom. These Entrants will not be partnered on the
Draw; instead, they will be listed as Uncontested at the bottom of the Draw. Note that
entrants that are the only person in their Division are automatically uncontested; there is no
need to drop them into this box.
Click on Enter Info when done.
You cannot have the same Entrant more than once in a Division if so, you will receive an
error and will be unable to continue without moving the Entrant to another Division.

Select or change information as required:

o Over how many days does the Tournament run? Select the number of days the
Tournament runs for
o Senior and Youth/Cadet/Junior belt Sparring on separate days? Select whether or
not Seniors (>= 17yo) and Youth/Cadet/Juniors (<17yo) should be scheduled to fight
on different days, or scheduled together. Not applicable for 1-day Tournaments.
o How many days allocated solely to Youth/Cadet/Junior belt Sparring? Schedule
Youth/Cadet/Junior belt sparring only on this number of days
o How many sessions per day? select the number of sessions in a day. A session is
the period that sparring matches are run before a break. Eg, if the competition runs
over one day, there may be a morning session and an afternoon session
o How many Sparring courts being run at the same time? Select the number of
courts running at the same time in a session
o What is the average time (in minutes) of a
Black Belt Masters (33yo +)
Black Belt Senior (17 to 32yo)
Black Belt Junior (15 to 17yo)
Black Belt Cadet & Youth (1-14yo)
Coloured Belt Masters (33yo +)
Coloured Belt Senior (17 to 32yo)
Coloured Belt Junior (15 to 17yo)
Coloured Belt Cadet & Youth (1-14yo)
fight (including breaks between fight rounds)? Enter the number of minutes each
of the above fight takes. Decimal values are permitted.
o What is the average time (in minutes) to change over between fights on a court? Enter the number of minutes to change over entrants between fights. Decimal
numbers are permitted.
Click on SUBMIT when done. Any errors will require correction to continue.
After Divisions have been saved, you can make more Division changes, display an interim
PDF report of Division entrants, or sort Divisions into Courts.

Note 7: You can click on See how entrants in a Division are paired up for information on how
entrants are paired in a Division (seeded).
For example, in a Division with between 5 and 8 entrants, refer to the 5 to 8 Entrants tree. The
first entrant in your sorted list is paired with the 8th entrant. The 2nd entrant will be paired with the
7th entrant, etc. If an entrant has no partner (say there are 7 entrants, entrant no 1 therefore has no
partner), that entrant receives a bye and moves up to the next round to fight with the winner eg,
Entrant no 1 fights the winner of the fight between entrant no 4 and entrant no 5.
Only Divisions with 32 or less Entrants are currently supported.

Step 5 Move Sparring Divisions into Courts

Starts a new Sparring Sort and move Sparring Divisions into Courts using drag-and-drop.

Starting a new Sort will erase any existing Sort, and reset any Fight Numbers that have been

changed manually

Click on OK to accept that starting a new Sort will erase any existing Sort
Divisions are automatically allocated to Courts in an attempt to balance out fight times on
each Court. Review the existing Courts and Entrant divisions, and drag and drop Divisions
into other Courts as required.
You can view (but not change) the uncontested Entrant list at the bottom of the screen. To
change this list, you will need to Update the existing sort of Entries into Divisions
Click on Enter Info when done.
After Court information is saved, you can make more changes to Courts, or Generate Fight
Numbers and the Draw in a PDF document

Step 6 Generate/Regenerate Fight Numbers

Generate or Regenerate Fight Numbers after Divisions have been moved into Courts. Fight Number
generation attempts to give entrants in a Division the maximum break time between fights.
As a safety measure, you will be asked to type in ok to perform the generation/regeneration of
Fight Numbers

This will reset any Fight Numbers that have been changed manually. If Player ID cards or a Final

Draw have been published, the fight numbering on these will no longer be valid and they will need
to be re-printed.

Step 7 Review final Draw (PDF)

Generates a PDF file of the Sparring Draw which includes trees structures, entrant weight and rank,
and generates Fight Numbers for each fight
Note than any Division with BYE in the Division means that there is an existing entrant in the
system that could fill that line, but their entry has either Pending or Deleted status. Their entry must
be either paid for by the entrant, or updated in the Admin Menu (Entry Management -> Update a
Competitor Registration) to Payment Review Required or Complete to show up in the Draw.

Step 8 If necessary, update existing sort of Divisions into Courts

Move Sparring Divisions into Courts using drag-and-drop

Updating an existing Sort will reset any Fight Numbers that have been changed manually

Review the existing Courts and Entrant divisions, and drag and drop Divisions into other
Courts as required.

You can view (but not change) the uncontested Entrant list at the bottom of the screen. To
change this list, you will need to Update the existing sort of Entries into Divisions
Click on Enter Info when done.
After Court information is saved, you can make more changes to Courts, or Generate Fight
Numbers and the Draw in a PDF document

Step 9 Print a weigh-in sheet for the day (PDF)

Generates a PDF file of the Sparring Draw which includes trees structures, entrant weight and rank,
and generates Fight Numbers for each fight.
This report also includes an empty square beside the Entrants indicated weight, where actual
weight can be recorded at weigh-in
Note than any Division with BYE in the Division means that there is an existing entrant in the
system that could fill that line, but their entry has either Pending or Deleted status and must be
either paid for by the entrant, or updated in the Admin Menu (Entry Management -> Update a
Competitor Registration) to show up in the Draw.

Step 10 Print Entrant ID cards (PDF)

Generate a PDF file of selected Entrant ID Cards

Select the Entrant/s you wish to print ID cards for and click on SUBMIT
Click on the Download the ID Cards PDF file link

Print or save the file, as required.

Other Reports and Utilities

Sparring Draw (no entrant weights or ranks, PDF)
This option generates a PDF file of the Sparring Draw, including tree structures & Fight Numbers for
each fight.
Entrant weights and ranks are omitted from this report

Download final Sparring Draw into a spreadsheet

Downloads a CSV (spreadsheet) file of the final Draw sorted by Day/Court/Session and including Day,
Court & Session numbers, Division number, Registration Number, Surname, Firstname, Age, Sex,
Rank, Weight, Instructor & Branch, and Fight Number

Print Fight Slips (PDF)

Choose Fight slips for Sparring Entrants which contain Entrant details, fight numbers and Court
details. Also prints blank slips for fights with TBA entrants (where entrants are dependant on
previous winners)

Change Fight Numbers

Change Fight Numbers that have been allocated to Sparring entrants.

Note that Fight Numbers are only allocated after generating one of:
o Sparring Draw (including entrant weights and ranks, PDF)
o Sparring Draw (no weights or ranks, PDF)
o Sparring Draw weigh-in sheet (PDF)
Select the Court to change Fight Numbers for
Change the Fight Number/s as required and click on SUBMIT
Fight numbers must be numeric, and cannot be duplicates, or greater or less than the Court
limits you will be prompted to change your entries if this occurs, before you can proceed.

Create or update Custom Sparring Divisions

Create a custom division for Sparring, or add/remove and entrant to/from a custom division

Note that adding a Custom Division or adding/deleting a Custom Division entrant will require
you to update the sort of Sparring Divisions into Courts to reflect these changes
To Create a new Custom Division:
o Select New Custom Division and enter the description of the division in the box
o Select an Entrant to add to the new Custom Division (one Entrant must be selected)
o Click on Add entrant
To add an Entrant to a Custom Division:
o Select Update Custom Division and choose the Division to update
o Select an Entrant to add to the Division
o Click on Add entrant
To remove an Entrant from a Custom Division:
o Select Update Custom Division and choose the Division to update
o Click on the red cross
icon beside the Entrant to remove them from the Division
Perform an Update existing sort of Divisions into Courts to update these changes in the
Sparring Draw

Rename or Delete Custom Sparring Divisions

Rename or delete custom divisions for Sparring

Locate the Division you wish to change and click on Rename Division or Delete Division
To Rename a Division:
o Enter the new name and click on SUBMIT
To Delete a Division
o Deleting a Division will remove all Entrants from that Division, and update the
Entrant/s fees owing accordingly
o Click on Confirm Delete
Perform an Update existing sort of Divisions into Courts to update these changes in the
Sparring Draw

Frequently Asked Questions (FAQs)

FAQ Why does an entrant have a status of Payment Review Required, what does that mean ?
Payment Review Required generally means that there is money owing on an entry:
if it was paid by PayPals echeck, which takes several days to clear once the payment
clears, the fees paid is updated and the entry is automatically changed to Complete;
after an event change which requires extra payment or a partial refund.
Payment Review Required status does not stop an entry from appearing on the event lists or
Sparring Draw, and these entries will not be automatically deleted.

FAQ What does BYE mean in an Interim or Final Draw ?

BYE in a slot of a Division means that there is an Entrant for that slot, but their entry is unpaid and
has Pending status. To make the Entrant visible in the Draw, Quick-Complete their entry, or
Update their Registration status to Payment Review Required in the Admin Menu.
FAQ To add a second Sparring Division to an Entrant
To add a second Sparring Division:

In the Admin Menu, choose Entry Management -> Update a Competitor Registration
Enter the registration number and click on Search . Choose the entry to update and click on
Update Rego
Under Sparring, choose the correct Belt, Age and Weights divisions in Sparring Division 2
At the bottom of the page, change Status to Payment Review Required and tick the box
Email new form to Entrant and Instructor
Click on SUBMIT
Review the registration and click on SUBMIT when done.
The entrant will receive the new form and can pay the balance owing by putting the rego
number in under Pay Registration on the main page

FAQ - To add or change an Entrant after a Final Draw has been done, and you dont mind Fight
Numbers changing
The Sparring Final Draw is based on a snapshot of information taken when the Fight Numbers are
generated to update the Final Draw, you will need to regenerate the Fight Numbers.
Recommended procedure:

Repeat Step 4 to change Entrant sparring divisions as necessary

Perform Step 8 to update the existing Sort of Courts into Divisions, if necessary
Go back and perform Step 6 to regenerate Fight Numbers
Review the final Draw in Step 7

FAQ - To add a new Sparring Entrant into a Division after a Final Draw has been done, but not
change the bulk of the Fight Numbers in the Draw
This is trickier than the above process, and should be done by creating a Custom Division for the
fight. This will replace an existing Division and the existing Division can be deleted.
Recommended procedure:

Add the new Entrant through Entry Management -> Add a New Competitor Registration in
the Admin Menu.

DO NOT SELECT SPARRING OR ADD A SPARRING DIVISION (we will do this shortly).

Either mark their entry as Complete during the update and fill in the amount paid, or wait
for the Entrant to pay for their registration.
Go to Utilities -> Create or Update Custom Sparring Divisions in the Admin Menu. Click
Create New Custom Division, enter the name of the new Custom Division, and select the
Day/Court/Session you wish the Division placed in
In Choose Entrant to add , select the Entrant you created earlier and click on Add Entrant
Click Update existing Custom Division, choose the Division you just created, and choose
another Entrant from the old Division and click on Add Entrant. Repeat this step as many
times as necessary to add more Entrants into the Division.

! Custom Divisions are not seeded, so add the Entrants in the order you wish them to pair

off and fight

If you are replacing an existing Division, go to Utilities -> Delete a Sparring Division (nonCustom) in the Admin Menu. Choose the Division to delete, confirm the Entrants in the
Division in the list, and click on Confirm Delete.
Return to the Admin Menu and click on Sparring Management -> Step 7- Review Final Draw
to confirm that the old Division is gone and the new Custom Division is present.

Note that the new Custom Division fights have different Fight Numbers to the old

Division this is unavoidable due to the change in size.

You may change Fight Numbers as desired in the Admin Menu under Utilities -> Change
Fight Numbers
Note - Avoid using:
Step 4 If required, update existing sort of entries in Divisions, or
Step 8 If necessary, update existing sort of Divisions into Courts, or
Step 6 Generate/Regenerate Fight Numbers
as any of these will change the Fight Numbers on the Courts.

FAQ - To add a new fight for an existing Sparring Entrant after a Final Draw has been done, but not
change the bulk of the Fight Numbers in the Draw

This should be done by creating a Custom Division for the fight.

Recommended procedure:

Go to Utilities -> Create or Update Custom Sparring Divisions in the Admin Menu. Click
Create New Custom Division, enter the name of the new Custom Division, and select the
Day/Court/Session you wish the Division placed in
In Choose Entrant to add , select the Entrant you wish to insert into the Division and click on
Add Entrant
Click Update existing Custom Division, choose the Division you just created, and choose
another Entrant to add to the Division and click on Add Entrant. Repeat this step as many
times as necessary to add more Entrants into the Division.
Return to the Admin Menu and click on Sparring Management -> Step 7- Review Final Draw
to confirm the new Custom Division is present.
You may change Fight Numbers as desired in the Admin Menu under Utilities -> Change
Fight Numbers
Note - Avoid using:
Step 4 If required, update existing sort of entries in Divisions, or
Step 8 If necessary, update existing sort of Divisions into Courts, or
Step 6 Generate/Regenerate Fight Numbers
as any of these will change the Fight Numbers on the Courts.

Patterns Management
Sort or re-sort Individual Poomsae
Move Entrants to different Individual Patterns Divisions using drag-and-drop

Review the existing Entrants Pattern divisions. Drag and drop Entrants to other Divisions as
needed to match them up with other Entrants.
If you find that you have Entrants left over without a match, you can drag and drop them
into the Uncontested entrants Division at the bottom. These Entrants will not be in any
Individual Patterns Divisions; instead, they will be listed as Uncontested at the bottom of
the Draw.
Click on Enter Info when done.
You cannot have the same Entrant more than once in a Division if so, you will receive an
error and will be unable to continue without moving the Entrant to another Division.

Sort or re-sort Pairs Poomsae

Move Entrants to different Pairs Patterns Teams and Divisions using drag-and-drop

Review the existing Entrants Teams and divisions. You can drag and drop Entrants to other
Teams, or drag and drop whole Teams to other Divisions as needed to match them up with
other Entrants.
Note that any Teams with no Entrants are listed at the bottom of the Sort, in case they are
required again. Divisions with no Teams have a default Team Number 1 which is empty but
can be used if needed. Any empty Teams or empty Divisions when you click on Enter Info
will not show on the Draw.
If you find that you have Entrants left over without a Team, you can drag and drop them into
the Uncontested/invalid entrants Division at the bottom. These Entrants will not be in any
Pairs Patterns Divisions; instead, they will be listed as Uncontested at the bottom of the
Draw.
Click on Enter Info when done.
You cannot have the same Entrant more than once in a Team, or more than two Entrants in
a Pair if so, you will receive an error and will be unable to continue without moving the
Entrant/s to another Division.

Sort or re-sort Team Poomsae

Move Entrants to different Team Patterns Teams and Divisions using drag-and-drop

Review the existing Entrants Teams and divisions. You can drag and drop Entrants to other
Teams, or drag and drop whole Teams to other Divisions as needed to match them up with
other Entrants.

Note that any Teams with no Entrants are listed at the bottom of the Sort, in case they are
required again. Divisions with no Teams have a default Team Number 1 which is empty but
can be used if needed. Any empty Teams or empty Divisions when you click on Enter Info
will not show on the Draw.
If you find that you have Entrants left over without a Team, you can drag and drop them into
the Uncontested/invalid entrants Division at the bottom. These Entrants will not be in any
Team Patterns Divisions; instead, they will be listed as Uncontested at the bottom of the
Draw.
Click on Enter Info when done.
You cannot have the same Entrant more than once in a Team if so, you will receive an
error and will be unable to continue without moving the Entrant to another Division.

Sort or re-sort Creative Poomsae

Move Entrants to different Creative Patterns Teams and Divisions using drag-and-drop

Review the existing Entrants Teams and divisions. You can drag and drop Entrants to other
Teams, or drag and drop whole Teams to other Divisions as needed to match them up with
other Entrants.
Note that any Teams with no Entrants are listed at the bottom of the Sort, in case they are
required again. Divisions with no Teams have a default Team Number 1 which is empty but
can be used if needed. Any empty Teams or empty Divisions when you click on Enter Info
will not show on the Draw.
If you find that you have Entrants left over without a Team, you can drag and drop them into
the Uncontested/invalid entrants Division at the bottom. These Entrants will not be in any
Creative Patterns Divisions; instead, they will be listed as Uncontested at the bottom of
the Draw.
Click on Enter Info when done.
You cannot have the same Entrant more than once in a Team if so, you will receive an
error and will be unable to continue without moving the Entrant to another Division.

Sort or re-sort Family Poomsae

Move Entrants to different Family Patterns Teams and Divisions using drag-and-drop

Review the existing Entrants Teams and divisions. You can drag and drop Entrants to other
Teams, or drag and drop whole Teams to other Divisions as needed to match them up with
other Entrants.
Note that any Teams with no Entrants are listed at the bottom of the Sort, in case they are
required again. Divisions with no Teams have a default Team Number 1 which is empty but
can be used if needed. Any empty Teams or empty Divisions when you click on Enter Info
will not show on the Draw.

If you find that you have Entrants left over without a Team, you can drag and drop them into
the Uncontested/invalid entrants Division at the bottom. These Entrants will not be in any
Family Patterns Divisions; instead, they will be listed as Uncontested at the bottom of the
Draw.
Click on Enter Info when done.
You cannot have the same Entrant more than once in a Team if so, you will receive an
error and will be unable to continue without moving the Entrant to another Division.

Results Management

Fight Numbers must be generated for Sparring entries before Sparring results can be entered.

Enter Sparring Results for a Fight

Enter score and winner details of a Sparring Fight

Choose the Fight number. Note that numbers with * beside them already have winners
entered results can be changed using this process as well.
Select Winner of the fight. Entering Score, Winner by and Medal are optional, but if you
change Score values from zero-zero and select Winner by Points, the winners score must be
higher than the losers score
Click on SUBMIT to enter or update the Fight result.

Choose a Day/Court/Session and enter Sparring Results

Choose a Sparring Day/Court/Session combination to enter results of Sparring Fights. Only Fights in
this Day/Court/Session combo are shown.

Select the Day, Court & Session of the Fights and click on SUBMIT
Choose the Fight number to enter results for
Select Winner of the fight. Entering Score, Winner by and Medal are optional, but if you
change Score values from zero-zero and select Winner by Points, the winners score must be
higher than the losers score
Click on SUBMIT to enter or update the Fight result.

Show Sparring Results (PDF)

Prints a PDF of Sparring entries with trees, winners and Medals
List all Sparring Medal Winners
Lists all Medal winners of Fights
Show Sparring results for an Entrant
Show results for a Sparring Entrant

Choose the Entrant from the list

Entrants sparring matches are listed, and any results available

Reports
Print submitted Registration Form
Generates a PDF registration form for the selected Entrant

Choose the Entrant you wish to generate the registration form for, and click on Print
Registration
Print or save the form, as required

Generate PDF of all Pending and Complete Registrations

Generates a PDF file of all Pending and Complete Entrant registration forms

Click on Download the Registrations PDF file and print or save the file as required.

Print Report of all Registrations sorted by Status

Generates a report of all registrations sorted by Status (eg Complete, Deleted, Pending etc)

Print Details List of all Entrants

Generates a report of specific details of selected Entrants

Select the Entrants to show details for, and click on SUBMIT

Print list of all Coach/Referee/Official Registrations

Generates a report of all Coach/Referee/Official registrations

Print Competitor ID Cards

Generate a PDF file of selected Entrant ID Cards

Select the Entrant/s you wish to print ID cards for and click on SUBMIT
Click on the Download the ID Cards PDF file link
Print or save the file, as required.

Print Coach/Referee/Officials ID Cards

Select the registration/s you wish to print ID cards for and click on SUBMIT
Print or save the file, as required.

Interim Sparring Division Draw

Display interim PDF report of Division entrants, including trees. No Court Numbers or Fight Numbers
are displayed.
Note than any Division with BYE in the Division means that there is an existing entrant in the
system that could fill that line, but their entry has either Pending or Deleted status. Their entry must
be either paid for by the entrant, or updated in the Admin Menu (Entry Management -> Update a
Competitor Registration) to Payment Review Required or Complete to show up in the Draw.

Sparring Draw (including entrant weights and ranks, PDF)

Generates a PDF file of the Sparring Draw, including tree structures, entrant weight and rank, and
Fight Numbers for each fight

Sparring Draw (no entrant weights or ranks, PDF)

Generates a PDF file of the Sparring Draw, including tree structures & Fight Numbers for each fight.
Entrant weights and ranks are omitted from this report

Sparring Draw weigh-in sheet (PDF)

Generates a PDF file of the Sparring Draw which including trees structures, entrant weight and rank,
and Fight Numbers for each fight.
This report also includes an empty square beside the Entrants indicated weight, where actual
weight can be recorded at weigh-in

Print Fight Slips (PDF)

Choose Fight slips for Sparring Entrants which contain Entrant details, fight numbers and Court
details. Also prints blank slips for fights with TBA entrants (where entrants are dependent on
previous winners)

Entrant Event Lists (excluding Sparring) (PDF)

Generates a PDF report of events and their Entrants. Report does not include Sparring

Export Entries
Export Registrations to .CSV file
Export all Entrant registration information to a .CSV (spreadsheet format) file

Export Sparring Registrations to .CSV file

Export details of registrations for Sparring to a .CSV (spreadsheet format) file

Export Coach/Referee/Official Registrations to .CSV file

Export all Coach/Referee/Official registration information to a .CSV (spreadsheet format) file

Download final Sparring Draw

Downloads a CSV (spreadsheet) file of the final Draw sorted by Day/Court/Session and including Day,
Court & Session numbers, Division number, Registration Number, Surname, Firstname, Age, Sex,
Rank, Weight, Instructor & Branch, and Fight Number

Utilities
Delete a Coach/Referee/Official Registration
Permanently removes Coach/Referee/Official registration/s from the database

Locate the registration/s you wish to permanently remove and click on Delete Registration

Change or Delete Instructor & Club

Modify or delete Instructor and Club details that are shown in the drop-down list when an Entrant
registers or updates

Locate the Club you wish to change and click on Change Club or Delete Club
To Change a Club:
o Update the information for the Club as required and click on SUBMIT
o You can change another Club as required.
To Delete a Club:
o If the Club has no entries associated with it, click on Proceed
o If the Club HAS entries associated with it, you will be asked to choose an alternative
Club to associate the entries with. Choose the alternative Club & Instructor, and click
on Proceed

Change Fight Numbers

Change Fight Numbers that have been allocated to Sparring entrants.

Note that Fight Numbers are only allocated after generating one of:
o Sparring Draw (including entrant weights and ranks, PDF)
o Sparring Draw (no weights or ranks, PDF)
o Sparring Draw weigh-in sheet (PDF)
Select the Court to change Fight Numbers for
Change the Fight Number/s as required and click on SUBMIT
Fight numbers must be numeric, and cannot be duplicates, or greater or less than the Court
limits you will be prompted to change your entries if this occurs, before you can proceed.

Create Custom Sparring Division or change Division Entrants

Create a custom division for Sparring, or add/remove and entrant to/from a custom division

To Create a new Custom Division:

o Select New Custom Division and enter the description of the division in the box
o You can either add an Entrant to the new Custom Division , or leave the Division
empty and drag-and-drop entrants into it using Step 2 or Step 4 under Sparring
Management

To add an Entrant to your new Division, select the Entrant and click on Add
entrant
To add Entrants to an existing Custom Division:
o Select Update Custom Division and choose the Division to update
o Select an Entrant to add to the Division
o Click on Add entrant
To remove an Entrant from a Custom Division:
o Select Update Custom Division and choose the Division to update
o

Click on the red cross

icon beside the Entrant to remove them from the Division

Rename or Delete Custom Sparring Divisions

Rename or delete custom divisions for Sparring

Locate the Division you wish to change and click on Rename Division or Delete Division
To Rename a Division:
o Enter the new name and click on SUBMIT
To Delete a Division
o Deleting a Division will remove all Entrants from that Division, and update the
Entrant/s fees owing accordingly
o Click on Confirm Delete

Delete a Sparring Division (non-Custom)

Delete a non-Custom Sparring division. Useful if you want to replace a Sparring Division with a
Custom Division and delete the old one. Does not reallocate Fight Numbers used by the deleted
Division

Choose the Division to delete and click on Delete Division

Check the members of the Division and if ok, click on Confirm Delete

Add/Modify/Delete Pattern Divisions

Create, modify and delete divisions for Patterns (Poomsae). This is generally done at the initial setup
of the entries site to obtain the maximum number of Entrants as possible for the divisions.

To create a new Pattern Division:

o Select the type (Individual, Pairs, Team, Creative or Family)
o Enter the Division Name
o Choose the minimum and maximum ranks that can enter this division. The division
will not be selectable for Entrants outside these ranks. For example, if min Rank is
Yellow I and max Rank is Yellow III, only Yellow belts will be able to enter this
Division. If the Division is open to all ranks, choose min Rank of White/Yellow and
max Rank of 9th Dan
o Enter the minimum and maximum age that can enter this division. If all ages, choose
Min Age of 1 and Max Age of 99
o Enter the maximum number of entrants for the Division. If an Individual division,
Max Entrants should be 1
o Choose the Sex of the Entrants who can enter the Division Male or Female or both
(Male/Female)
o Click on Add New Division
o Any errors will require correction to continue

To Update a Division:
o
o
o

Locate the Division to change and select the spanner

icon
Change the pattern details as required and click on Update Division
If your changes to the Division have now excluded Entrants currently in the Division
(eg you made the Division black belts only, but other colour belts have already
entered), you receive a warning and a list of Entrants now with invalid entries. You
should change these entries, or change the Division to allow them
To Delete a Division
o You can only delete Divisions that do not have Entrants. If a Division has Entrants, it
will say In Use in the Delete column
o

For Divisions with no Entrants, click on the red cross

and click on OK to confirm

Add New Events or Modify Events

Administrator use only.

icon to delete the Division,

Email
Email Entrants & Officials
Email Entrants and/or Coaches/Referees/Officials a message, and an optional attachment file. Note
that for security purposes, .EXE and .VBS files cannot be emailed.

Enter the Email Subject, message, and optionally, browse to the attachment to send
Select the Entrants and/or Coaches/Referees/Officials to email.
Duplicate email addresses will only receive one copy of your email
Click on SUBMIT to send
Any errors will require correction to continue