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Managing participation on the school's side

Book onto a tournament via the union public website

A school can book on via your union public website (please refer to the relevant guide to see how to add a tournament to your Union website). If a school clicks on the 'Book online' option - providing you have set your tournament up for booking ability, then they will be walked through the step by step process.

When a school books onto a tournament in this way a team will automatically be created for them and they will be added. If you have the option enabled to have a waiting list, then if the tournament is full a school will be notified that they have been added to the waiting list automatically when booking. In the instance you choose not to have a waiting list then the school will be alerted that the tournament is full and will be unable to continue with the booking.

The time and date stamp next to the status of a schools booking indicates when they booked onto the event, this effectively then will become your waiting list.

Book onto a tournament via invitation

A school can book on via your invitation (please refer to the relevant guide to see how to send a tournament invitation). If a school clicks on the 'Accept' option, then they will be walked through the step by step process.

When a school books onto a tournament in this way a team will automatically be created for them and they will be added. If you have the option enabled to have a waiting list, then if the tournament is full a school will be notified that they have been added to the waiting list automatically when booking. In the instance you choose not to have a waiting list then the school will be alerted that the tournament is full and will be unable to continue with the booking.

If the school decides to reject your invitation then this will be the status shown on your participation box, once a school has rejected an invite they cannot then change their response, they will need to get in touch with the union who will then be able to override this and move the school into the tournament. When moving a tournament over this will not change their status, so we strongly advise you add further information into the Enrollment Log (please see the relevant guide on how to add information here)

The time and date stamp next to the status of a schools booking indicates when they accepted / rejected your tournament invite, this effectively then will become your waiting list.

Add your team to the tournament

A team will automatically be added when a school books onto the tournament. When requesting to book they will be able to enter the number of teams they would like to bring a long. The number of teams automatically will be based on this.

Add students to a team

It is the schools responsibility to add students to their teams. In order to do this they will need to ensure;

  1. That their students are already in their schools squad in Touch account - 'School' > 'Students' > use the magnifying glass to search.
  2. That their students are in the correct year / form group - this can be changed either by changing the whole form group and moving them up a year (School > Forms > Edit) or by changing information for that individual student (Edit > Edit > change form)

From then they will be able to go to 'Tournaments' > 'Edit' > 'Manage Teams' and add students to their team from here.

Add students to events - individual tournament

Once added students to their team (for an individual tournament, schools will only need to create one team) - they can then go to 'Tournaments' > 'Manage Events' > then select their chosen event and click 'Edit' > 'Add player to an event'

They will need to do this for all events.

How can parents, students and staff follow the progression of the tournament?

Parents, students and staff members can send a role request to your union to become a tournament follower, they will then be able to view the tournaments that you have enabled for following. Once they can follow the tournament they will then be able to see the event timetable, any scores that have been added and also gain notifications about updates.