Roles, access and kit¶
Who: the coordinator, before the work starts · When: before step 1 · You need: the organizer's brief, and who from SAGE is free on the day
Four things to settle before the first step: who does what, what each person needs access to, what gear the day needs, and who enters scores.
Roles¶
The organizer hires SAGE to run their tournament. Everyone else in this guide is a SAGE member, except scorers and desk staff, who can be SAGE members or volunteers the organizer provides.
| Role | Who | What they do | Steps |
|---|---|---|---|
| Organizer | Not SAGE | Hires SAGE and owns the tournament's decisions: the format, the categories and entries, the venue and hours, how a qualifier draw is run, and each late change. Does nothing in the workbooks or the system. | Gives the brief below |
| Coordinator | A SAGE member | Prepares the event: the plan, the workbooks, the draw, the rosters, connecting the workbooks, the printing, the rehearsal. Hands the developer what the site needs. | 1–7, After the event |
| Developer | A SAGE member | Everything technical: the event's registration, its website pages, the hub board's QR panel, and the changes marked Developer task. Can also be the coordinator. | 4, 6 (the QR panel), After the event |
| Operators | SAGE members on site | Run the day in three jobs (below): calling matches, scores and playoff names, and players and the organizer. Also set up and run the venue screens. | 7, 8, 9 |
| Scorers | SAGE members or the organizer's volunteers | Enter match scores on their phones from a scorer link, if the event uses them. | Scorer handout |
| Desk staff | SAGE members or the organizer's volunteers | Mark people in from a desk link, if the event has attendance with desks. | Desk handout |
What SAGE needs from the organizer¶
The coordinator collects this before step 1, and checks it again when entries close:
- the event's name, dates, and venues, with each venue's courts and the hours SAGE has them;
- the format (standard, dual meet or team) and the categories;
- the entry lists: every pair per category, or each club's or team's players;
- the event's logo, and for a dual meet both clubs' logos;
- whether the event wants attendance (check-in), and who staffs the desks;
- whether scorers enter scores on their phones, and who they are;
- how a standard tournament's qualifier draw is run on the day;
- who on the organizer's side decides late changes on the day.
How many operators¶
It depends on who is available: at least 2 operators, ideally 3. There are three jobs on the day:
- Calling matches. Runs the matches: puts each match on its court in
Court Control, calls it to the court, and runs the playoff qualifier draws. - Scores and playoff names. Enters the scores, and writes in the playoff names once a qualifier draw is done (and a team event's seeds and lineups).
- Players and the organizer. Answers players' questions ("where is my match?") with Match Finder, and is the one who coordinates with the organizer: late changes, decisions, anything the organizer needs from SAGE.
Jobs can overlap, with one rule: the operator calling matches never also coordinates with the organizer. Calling matches needs someone on the courts all day, and the organizer needs someone who can stop and talk.
With three operators, each takes one job. With two, one calls matches and the other coordinates with the organizer; scores go to whichever of them has room, usually the one not calling matches.
Before doors open, any operator sets up the venue screens and the hub board.
Who enters scores¶
This depends on the event. There are three ways, and they all write the same two cells of the match in the workbook, so they can be mixed freely. The coordinator chooses with the organizer, using these questions:
| Way | Good when | It needs |
|---|---|---|
| An operator types it in the sheet | Few courts, one venue, and an operator who is in the sheet anyway. | Nothing extra. |
| An operator enters it in Control Center (Match Finder) | The operator would rather not have the sheet open for scores, or wants the review step that names the winner. | "scoreEntry": "console" or "links" in the registration. Each workbook shared with the service account. |
| Scorers enter it on their phones with a scorer link | Many courts or several venues, and people to put at each court. | "scoreEntry": "links", the event's scorer page, and each workbook shared with the service account. Step 4 and step 2 cover these. |
If two people change the same match, the second to save is shown what the sheet now reads and chooses, instead of overwriting it. See Score entry.
Access checklist¶
Check this a week ahead. Most delays on the day are one of these missing.
Coordinator
- Google access to the masters (SAGE Dual Meet Master, SAGE Standard Tournament Master) so you can make a copy, and to the shared drive folder SAGE → 1. TOURNAMENTS so you can create the event's folder in it.
- The Tournament Calculator, Bracket Generator and Scoresheet Generator open in a browser. None needs a sign-in.
- The organizer's brief, and a way to reach the developer.
Developer
- GitHub write access to the site repo (
sage-match-control.github.io) and toevent-data. - A local copy of the site repo, with
sage-tools-apiinstalled alongside it and Chrome on the machine, to render the hub board's QR panel.
Operators
- The Control Center operator username and password. You sign in under Mission Control. Only operators need it.
- Edit access to every venue's workbook, from your own Google account.
- Control Center opened once on the device you will use, signed in, on the event and day.
Scorers and desk staff
- A phone with a browser. Nothing to install and nothing to sign into: an operator sends a link.
Only for a workbook made by hand
- The sync shared secret. A workbook copied from a master carries it
and never asks. Only a workbook made by hand, with the sync script pasted in,
asks for it. It is the same value as
SYNC_SHARED_SECRETin the API's settings, so ask the developer. Do not send it in a chat group.
Equipment¶
For every event:
- A laptop or tablet for the operators, charged, with the charger.
- Venue screens, with the cables or casting gear for them. The schedule board runs in a browser, so any screen that can show a web page will do.
- A mobile hotspot, as a fall-back for the venue's wifi.
- A printer, or the printed set made beforehand: scoresheets, the schedule PDF, bracket images.
- The hub board, with this event's QR panel stuck on.
Also useful: a phone charger for each scorer, tape for the schedule on the noticeboard, and spare scoresheets (the Scoresheet Generator can add blank ones).
Next: Glossary, then 1. Plan it.