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Running an individual tournament

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Auto-Enrollment

Once you have created your tournament if you would like schools to book on then we fully recommend turning on 'Auto-enrollment'. You can find this by going to 'Tournaments' > choose your tournament and click 'Edit' > 'View' then go to the 'Auto-Enrollment- tab. From here you can choose a number of things; Auto-enrollment on - this will enable schools to be automatically added when they book on School in read-only - This means that no school will be able to add / remove / amend their teams / students, we recommend leaving this off until no changes can be made by schools any longer due to event restrictions Number of teams a school can bring - This enables you to limit each school to only bringing so many teams to the event Number of teams available - You can limit the number of teams that can take part in the tournament, you can select this for each age group and gender if needed. Once the limit has been reached schools will then be placed on a waiting list.

Participants and Teams

When a school books on to the tournament, providing there are spaces available they will automatically have a team created, below are other variations of what can happen in different circumstances;

  1. School on waiting list - If you as a tournament organiser add a school to the tournament from the waiting list, you will need to add a team for them or request that they create a team
  2. You add a school - If you as a tournament organiser add a school to the tournament from the waiting list, you will need to add a team for them or request that they create a team

To add a school to a tournament, go to the tournament > View > Participants - from here you can then select your school and move them to the left hand box using the arrows at the bottom of the box. Next, go to the 'Teams' tab and click the plus button to add the team(s) of the school you just added to the tournament

For an individual tournament a school will only need one team, regardless of age and genders of students. Once team has been created they can then await for events to be added and then add their students to the relevant event.

Enrollment log

The enrollment log can be found via console.squadintouch.co.uk, from here you can see which users booked onto tournaments - added / removed schools from tournaments - as well as any comments which have been added.

Send notifications

If you would like to send a notification to schools then you can do this one of two ways;

  • console.squadintouch.co.uk;
    • Go to 'Tournaments'
    • Select your chosen tournament that you would like to send a notification for
    • Click on the 'Send notifications' option
    • Select the schools you would like to send it to you can either;
      • Send to all schools
      • Send to schools who are participants within the tournament
      • Send to schools on the waiting list
      • Send to specific schools
    • Click next and input your text into the relevant box of the notification type(s) you would like to send - if there is a notification type you would not like to send, add any attachments to the email and then you can click 'Next'
    • Preview your notification messages and click send
    • At any point you can go back to the previous step to change anything.
  • app.squadintouch.co.uk;
    • Go to 'Tournaments'
    • Select 'Edit' on your chosen tournament and then click 'View'
    • Click on 'Send notifications'
    • Select the schools you would like to send it to you can either scroll down and choose one of the following;
      • Send to all schools
      • Send to schools who are participants within the tournament
      • Send to schools on the waiting list
    • Alternatively, you can select specific schools
    • Enter your text and any attachments
    • Click send, the notification will go via push notification and email, any attachments will only be sent via email.

All notifications will be sent via email and push notification - they will go to school admins and managers on the schools account, any attachments that you add will only be sent via email.

What notifications are sent to schools?

Schools will be sent the below notifications;

  • Added to a tournament
  • Removed from a tournament
  • Tournament cancelled
  • Notification sent to them
  • Time changes
  • Information changes

Please note you will need to ensure your notifications have been turned on, you can do this by going to app,squadintouch.co.uk > Console > Notifications

Pitches

You can add pitches within this tab From this tab (Tournament > View > Pitches) which will enable you to specify where each event within the tournament is taking place.

Creating events

Once teams have been added you can then add events, to add events individually then you can click on the add event button which will then pull up the event creation form, once you have done one, you can then click 'Edit' > 'Create event like this' to save you filling the form out each time and then edit specific details.

If you are having an event such a swimming where there are multiple different types of events (breast stroke, back stroke, freestyle, relays) then you will need to change the sport each time to ensure it is correct both in the event name as well as in the distance for the year group.

Automatically each school who has entered the tournament will be appearing in the list on the event creation form, this is why we suggest that you wait until all schools have booked on / booking is closed before creating events, otherwise you will need to add the schools to the events individually.

Scoring events

To score the event, from the website, click into the individual event, select 'Actions' > 'Close event' this will then pull up a list of all students and you can simply add the times to the events this way, it is a quick and easy method. If it is a timed event you don't need to worry about adding decimal points between numbers, just ensure you put the correct about of numbers in, for example; 0:08.23, you would just need to type this as 00823 and the system will manage it for you.