Categories
Knowledgebase

Competition Management

In RackEmApp, competitions are additional to the normal “league” matches.

Our competitions support a variety of different things.

  • End to end automated making competition direction easy and painless
  • Perpetual or one-off competitions
  • For teams or individual (singles, doubles etc) entries
  • Group stage or knockout (single or double elimination), or differ between each and every round
  • Manual or automatic drawing
  • Predetermined draws where you can pre-draw all rounds in a bracketed or randomized manner
  • Matches based upon frames or sets
  • Apply handicaps
  • Emailing of draw sheets to captains and competitors
  • Proceed rounds/draws even if some dependent matches aren’t completed yet
  • Self submission of scores by the competitors themselves, resulting in zero admin
  • Tablet scoring system automatically reloading for scheduled matches
  • Winners and runners up entered into the roll of honour

This guide explores how you set up and run a competition.

You access competition management from the Competitions button on the menu in the Admin Dashboard. Either create a New competition, or click a competition to access its details/rounds

Competitions List

Competition Details

This screen is where you basically configure your competition. This page sets up the basic details. Configurations like “Race To” and dates are performed later, as these can be configured per round.

Competition Details
  • Perpetual Competition – A perpetual competition is one that runs seasonally or repeatedly and has an associated roll of honour keeping track of the winners and runners up. You can choose to create a new perpetual competition (which is typical in your first season) or link it to an existing one.
  • Competition Name – The name of the competition
  • Season – The season this competition is for. You can choose your current season or your upcoming draft season, or none if you prefer.
  • Competiton Type
    • Team is selected when its a team competition as in, the same teams that your league format uses. So you wouldn’t use this for doubles or 3 man
      • Match Format – When you have a team competition, you select a match format to use in the same way you have for the league. In a team competition if the number of frames means it could result in a draw it will give the opportunity to add a deciding frame if you choose which can also be used as a decider for a 6 ball shootout, penalty shootout etc
    • Individuals is used for singles, doubles or 3 man competitions where you are slecting individual people to participate
      • Players per Entry determines how many people are competing. Singles you would have 1, doubles/scotch/mixed/blind you would have 2. For a 3 man competition you would choose 3, or 4 if you wanted an optional sub.
      • If there are more than one player per entry, you can also enforce Players must be on the same team.
      • If there is more than 1 player per entry you can determine if the frames are shared or not. So in doubles where you alternate between visits, or scotch doubles you are alternating between shots, that is a shared frame scenario. However if it is a triples competition where each frame is played by an individual player, then that is not a shared frame scenario.
  • Handicaps can be be used in competitions, using either a Net Start method (the handicaps are calculated together to give 1 player a head start) or to start on the defined handicaps.
  • Single Day Event can be chosen if it all takes place in one day. This subtely changes some of the things you see in the Round setup, but doesn”t materially alter functionality
  • Private Competition can be selected if you don;t want the results to be published on player profiles.
  • Player Scheduling can be disabled if players do not need to organize their own matches. This will also update any existing matches in the competition.
  • Charge Per is how you will charge for the entry (if at all), per player or per entry
  • Entry Fee is the amount that will eb charged
  • You can then enable Pay by Bank or Pay Online if the associated payment Setups are completed.
  • Description is a short description of the competition format which is presented on the web page and draw sheets.
  • Rules are any rules pertinent to this competition. Also present on the draw sheets and web page.

When you have all the details in that you need, press Save and Next.

You can also operate a shot clock in your competitions, that can reduce at a certain number of match minutes remaining (The match length is defiend per round). For more invormation click here.

Entries

The next phase is configuring how you want to accept entries to your competition. This is slightlydifferent depending on if it is a Team competion or for Individuals.

Entry setup

If it is an Individual Competiton, you will be presented with a number of search boxes to select players to be entered.

Individual entries

For a Team competition, you have a simple drop down to select the teams.

Team entries

Regardless of which you choose, you can select the entry method and also if the competition is open for entries or not.

Changing the entry method will clear all existing entries, but if you are simply opening and closing entries don;t worry, your entries are safe.

  • All Teams (Team competitions only) is when you want to enter all teams in the league. You can remove any excpetions afterwards
  • Manual Entry is for when you as competition director want to manually enter entries based upon a paper based or more informal entry method (message, email etc)
  • Captain Registration allows captains to self-register (and pay for) competition entries
    • Open for Entries determines if captains are able to entr the competition or not allowing for you to set the competition up in advance and then opening entries when ready.

This is also where you assign any handicaps that may be applicable to the competition.

Captain Registration

When copetitions are open for Captain Registration, they have the opportunity to enter via 2 methods.

Firstly, as part of their initial registration to the league.

Competition entry on registration

Secondly, post-registration they are able to do so from their captain’s dashboard.

Entry from Captain’s dashboard

If you are using Pay By Bank, submission of competition entries is instant – it is upto you to validate that all entries are paid for and remove any non-payers.

If you are using Pay Online with Stripe, then your captains will go through to the Checkout to pay for their entries with Card, Apple Pay or Google Pay.

Checkout

Round Setup

However you have chosen to allow your competitions to be entered, you must close and tries before moving into the nhext phase, setting up your round.

The Rounds screen is where you perform most of your tasks as competition director. This section is goign to focus on the creation of a round so that matches can be played, and a later section will cover the operations of a round and what to do when it is completed.

The screen shows you The basic details you want to cofigure for your round and the entries that are part of it. Obviously this list shrinks as later rounds progress.

You can configure 2 types of Round, and you can have different types of round as the competition progresses. There are no fixed rules or structure.

  • Knockout is a knockout elimination with pairs of matches, home and away
  • Group is a round-robin style of matches, pairing home and away matches for each combination of teams in the group.
  • Double Elimination is a round which tracks the number of defeats an entry has and allows for 2 defeats prior to elimination
  • Predetermined Knockouts allows the full draw to be completed either in a seeded way or a randomised way for each round, so competitiros can see their route to the final.
  • Mini Knockouts allow for diffferent tables to operate their own mini-knockout for a round, with one winner progressing from each table to the next round – a bit like sub-rounds
  • Last Man Standing – Popularised by Ultimate Pool, this is effectively “Winner stays on” and will draw a single match per round consisting of the winning player from the previous round (if one exists) allowing you to randomize the draw or have a manual challenge system

Knockout

A knockout round draws two entries together, home and away.

Knockout options

The base options for a knockout are:

  • Sets – The number of sets being played. In most cases 1 is neededfor a “standard” match, but increase this if you want to use Sets. Make sure you don’t have an even number as knockouts cannot end in a draw!
  • Race To – The number of frames needed to win
  • On or By – Allows you to have a time period that competitiors can organise their matches between, or have a fixed date in the league calendar
    • Date – You can choose an existing date which may have been pre-allocated when creating the season calendar, or manually assign a date. Manual assignment will insert a date into the season calendar.

With thse set up you can now perform your draw.

You can use the Manually Draw matches button if you want to make your draw a showpiece event, drawing names out of a hat on stream or in-venue.

Manual draw

But the easiest and hassle free way to do this is by Automatically Draw Matches. This will randomly draw all entries and therefore does not take into account table clashes.

The automatic draw uses a shuffle mechanism. It shuffles the entries 3 times before drawing the home team and 3 times again before drawing the away team. It also records in the background the number of times the button has been rpessed to ensure transaprency. Code sample available on request.

Draw results

In some cases you may end up with more Bye matches than real matches. In this case you can press Make Preliminary and it will auto-progress the atches with Byes and only insist the real matches are played, labelling the round as Preliminary also.

Preliminary round

Double Elimination

A Double Elimination round will track the number of defeats which are recorded for matches completed in any round where Double Elimination is the round type. What this means is you can have a mix-and match approach to your rounds.

The fundamental principles of the Double Elimination system is that when you lose a match, you go into a second pool of entries. Draws and then completed based upon the number of defeats that a competitor has.

Below is an example of Round 1. All competitors are in the same pot, as no-one has suffered a defeat yet.

Base draw for round 1

As matches are complete it updates the entry lsit to notify you who has been defeated.

Indicating defeats

As you proceed to the next round, it will only carry over thos with fewer than 2 defeats. In the example competition, the draw then indicates the bracket they are a part of.

Round 2 example showing separate brackets based upon number of defeats

You can see how with the results entered for Round 2, the number of defeats have increased for the two losers in the 1 defeat bracket. They become excluded from the Round 3 draw. The losers from the No defeats bracket go into the 1 defeat pot.

Showing those with double eliminations
And it removes the players it is meant to

You can use this in your competitions at varying stages, but of course the fewer competitors the less effective it is, and is best suited for large tournaments. When you reach the latter stages many competitions switch to single elimination (from the QF stage for example)

Group

Ina Group, you are able to draw groups with aminimum group size of 4, and select if they play each other once or twice.

Group setup
  • Sets – The number of sets being played. In most cases 1 is needed for a “standard” match, but increase this if you want to use Sets. If you have an even number of sets this does mean it could end in a draw.
  • Race To – The number of frames that need to be reached in each match
  • Play Each Other – Once or Twice – if you choose twice it will do home and away.
  • Number of Groups – The number of groups you will have. The minimum group size is 4, so you need to work out how many groups you need with that in mind.
  • Points per Frame/Win/Draw affect how many points you are awarded for the group table.
  • Bonus Points – Enable bonus points so if a winning result meets a certain frame threshold, bonus points can be awarded
  • No Draws Allowed – If its a team based competition and this is checked, if the match results in a draw it will create a deciding frame.
  • Draw Decider – if it is an individuals competition, this setting assumes that if it is a draw with 1 frame it is classed as a draw but a bonus point is awarded to the winner of the deciding frame.
  • Play All Frames – This will allow the match continue even when it has reached the “Race To” threshold. Useful if you are playing for points per frame.
  • Allow Draws – This is relevant in a “Play All Frames” scenario, and will add an extra frame to be played so there is an even number, which will allow the draw to occur.

If you want to make the group draw a showpiece in-venue or on a live stream, you can draw them manually from a hat and use the Manually Draw Groups button and assign the entries into groups.

Manual Group Draw

The easiest and most efficient way of drawing your groups is using the Automatically Draw Groups button, which will assign the teams randomly into the allocated number of groups. As this is random, it does not account for table clashes.

The automatic draw uses a shuffle mechanism. It shuffles the entries 3 times before drawing the first team in the first group, then the remaining teams in that group until all entries for a group are filled before moving onto the next group.It also records in the background the number of times the button has been rpessed to ensure transaprency. Code sample available on request.

If this is not a Single Day Event, you will need to configure any match dates that need to be allocated for the matches that are generated. You can pick from existing allocated match dates in the season calendar, or manually choose dates which will insert thm for you.

Dates

The generated draws, either manual or automatic, result in a set of group league tables and matches to be played.

The group draw

Mini Knockouts

After selecting Mini Knockouts as your Round Type, you then get the ability to set how many Tables you will be using, and the number of people playing on that table. The number of people should be a tournment style number, like 2,4,8,16 etc and Number of Tables * Entries Per Table must be more than the number of entriens you have remaining. It will autopopulate with Byes if you do not have enough entries. Then simply press Generate Knockout Groups, which will create your groups.

Empty generated groups

You can start off by assigning a table to each group. This is where the matches will be played. Once assigned, you can do the draw either Automatically or Manually.

A link to full details on how Mini Knockouts work can be found here.

Predetermined Knockouts

A predetermined knockout will automatically generate the current round and all subsequent rounds with matches. This allows you to have a seeded/bracketed tournament but you can also predraw a fully randmized tournament.

What this means is that as results come in, downstream matches will be updated automatically with the winners details.

Last Man Standing

A Last Man Standing round will draw a single match. It will use the winner of match 1 from a previous round (if one exists it will always be match one) for a new opponent to be selected.

If it is round 1, you will be able to automatically or manually draw the home and away for the single match that this competition type needs.

For rounds 2 and beyond, the home entry is the winner from the previous round.

Starting Rounds

Whichever draw type you use, the next phase is to press Start Round – this will finalize your draws – no further changes can be made aside from edits to “Race To” and date. So only press this button when you are really sure.

Once you have started the round you have access to a Printable Draw Sheet, which you can share through whatever means you choose (Social media, etc) and you can also press the button to Email Draw To Captains and Participants. This will email the draw to the caaptains of any player in this round as well as the player themselves if they are registered with their own pool profile.

Scheduling Matches

If you are running a single day competition, it can be useful to be able to schedule matches so competitors have a rough idea of when they will be playing them.

To enable this, firstly your competition must be a Single Day Event and you must assign the event to a venue.

This then allows you to see this button which can give you the ability to choose which tables are in use and set scheduling options.

Firstly choose which tables are available for this comp in your venue. Some may not be in use. Only check the box for the ones you are going to use.

Auto-Schedule Matches

You can auto-populate the estimated start time of all matches by entering the start time and approximate match time. This will loop through the matches and assume a general even spread across available tables to provide a rough guide to when matches may expect to be played. These can then be overridden in the match list.

Table Assignment

The system can automatically assign matches to tables on the completion of a match. Configuring this will the dynamically update the scoreboard and stream overlay to reflect the new match details as well as supply the details to the live page and big screen so your competitors can easily see when they expect to play.

You can then pick one of these assignment strategies that best suits your needs.

  • Disabled – No table assignment options appear
  • Manual – Manually set matches to tables
  • Assigned Table – This will take the next scheduled match that s assigned the same table as the match just completed
  • Next Available Table – This will set the next scheduled match to be played on the next table that becomes available

When a match is scheduled the tablet/scoreboard will show a waiting screen with the table sponsor.

Tablet Scoring

Some venues have fixed tablets in place when running competitions, others may simply use them part-time, but a great way of managing your competitions is through tablets as it means scores are kept up to date by the players themselves.

On the tablet you visit https://www.rackemapp.com/scoreboard and enter in the table code. This assigns the tablet to a specific table.

You can then assign matches to tables within the match lists. Doing this will mean the tablet will automatically load with the match when you assign it to the table. Matches can also appear automaticlly (please refer to the earlier section of this guide to see)

When a match is pushed to the scoreboard/tablet either manually or automatically it will show a waiting screen advising who is on next and the scheduled time.

When the match is underway using the buttons on screen, it appears like this.

When the match is completed, the scoreboard will return to “Waiting” mode until the next match is assigned

Playing Matches

With your rounds underway and your players and teams aware of the matches they need to play, how do we get these results into the system?

The most low effort way is to allow the captains and players to submit the results themselves. Completion of matches is the same regardless of if the round is a knockout round or a group round.

Team Competitions

Team based competition matches basically exist in the fixture list of the team in the same way a league match would, and are accessed in the same way a league match would be accessed. it is identical to a league match, aside from the fact that in a competition, you are able to end the match early once the winning post is reached.

In a draw scenario, the scorecard will prompt you for a “Deciding Frame”. This is there purely to enter the decider. here you have several ways we can support a decider.

  • Captains Pick – If you want to do a 1 frame decider, Add the deciding frame and treat it like any other frame, choosing the home and away player.
  • 6 Red Shootout – Perform the shootout and enter “Forfeit Frame” into the result for both sides, simply indicating who won the shootout.
  • Penalty Shootout – Perform the shootout and enter “Forfeit Frame” into the result for both sides, simply indicating who won the shootout.

Individual Competitions

With individual competitions, we introduce the Scoreboard. The scoreboard is designed to be used as a scoreboard during a match on either a players phone or a tablet positioned near the match.

A link to the scoreboard is present on the drawsheet, as is the relevant match code. If players have access to their own Pool Profile, they can also jump straight into their scoreboard for any competitions that they are entered for from within their pool profile.

You only need to access the scoreboard once per match – there is no frame level validation and is “honesty” based. If you find your players misusing this then you can punish them appropriately in line with competition rules or the competition, and any misused results can be overridden by the competition director.

When you access the scoreboard directly, you have to enter your match code and press Access Scoreboard.

Scoreboard landing screen

It’ll only allow you to access the scoreboard for an uncompleted match. But when you do, you’ll see a scoreboard that is responsively designed for mobile in portrait or landscape. For a better experience there is a fullscreen button which will try and run it in fullscreen, if the device supports it.

Scoreboard on phone
Scoreboard on tablet

Start of by indicating who won the lag, and it will indicate the breaker with the asterisk by the names. From here you simplysubmit the frame result at the bottom indicating who won, if it was a Break/Reverse Dish (and for doubles or more, who dished it) and press the Submit Frame button.

Repeat that process untilall frames are registered.

Scores updated

If at any point a mistake has been made, press the Edit Score button to make corrections.

Scoreboard Editor

Once the winning threshold has been met, you can press the Complete Match button to submit it.

Competing the match

Administering Scores

There will inevitably be occasions where either the players are not tech savvy, or someoneone makes a mistake, meanign you as competition director need to edit or insert a score.

This is very simple to do. On the Rounds screen where you have the matches lists, simply tap the Vs button or the Score itself and it will show you the scorecard yourself so you can edit it.

Click the vs button or the score

If its an “Individuals” competition you will see the relevant scorecard editor

Individual Editor
Team scorecard editor

Round Progression

When all matches are completed – or nearly complete – you need to know what to progress through to the next round. This is slightly different depending on if the round is a Group round or a Knockout round.

Groups

When all matches are completed for all groups, a button to “Proceed to next round” appears. For group matches it can only be pressed when all are completed as there are too many potential permeatations to proceed without it. So just press Proceed To Next Round.

Group proceed

You then get the option to choose which entries proceed. This allows you to advance the top 1,2 or 3 of them if you choose, depending how many teams you need in the next round.

Advance groups

You can then go back to the “Round Setup” and start all over again for the next round.

Knockouts

Generally speaking you’ll want to always wait for all the matches to be completed. But this isn’t always possible. Extensions are often granted and sometimes you want to allow other entries to start their next round anyway.

Almost ready to advance

Pressing the Advance button will mark that match as ready to proceed and allow you to proceed to the next round.

Now its ready

The entries for the next round are shown as either/or

Either/or

At this stage you can generate your next round of matches, and when the back-match is complete, the subsequent round get auto-updated.

Then proceed as planned with your next round.

Losers Competitions

For Knockout rounds, you have the opportunity to create a “Losers Competition”, or “Plate” if you prefer. You can do this from any knockout round and it will take the losers from that round only and copy them into a brand new competition.

Losers competitions

Completing Competitions

When the final has been completed, the button simply says “Complete Competition. Pressing this will add the winner and runner up into the Roll of Honour, and award them Digital Trophies and Medals

Complete the competition after the final

In Team competitions, the team profile is awarded a trophy, and each player profile in that team is awarded a medal. For individual competitions, each player is awareded a trophy. Both trophies and medals are gold and silver as appropriate.

2 replies on “Competition Management”

Leave a Reply

Your email address will not be published. Required fields are marked *