Dominica Sports Division

1. Getting Started

Logging In

1. Open the application in your web browser. You will see the home page with a Sign In button.
2. Click Sign In to go to the login page.
3. Enter your Email and Password provided by your administrator.
4. Optionally check Remember Me to stay logged in between sessions.
5. Click Login. You will be taken to the Dashboard.

Logging Out

Click your name or initials in the top-right corner of the screen, then select Logout from the dropdown menu.

Access Denied

If you try to access a page you don't have permission for, you will see an "Access Denied" message. This means the feature is restricted to a different role. Contact your administrator if you believe this is an error.

2. Roles & Permissions

The system has five user roles. Each role determines what features you can access. Every authenticated user can view the Dashboard, manage tournaments, schools, students, events, registrations, scoring, and reports. Administrative features are restricted to the Admin role.

3. Navigating the Application

The application uses a sidebar navigation layout with a top bar.

Sidebar

The sidebar is on the left side of the screen and is divided into sections:

The current page is highlighted with a gold left border. Click any item to navigate to that section.

Top Bar

The top bar shows your user avatar (initials) and name on the right side. Click it to access the logout option.

Mobile Devices

On smaller screens, the sidebar is hidden by default. Tap the menu icon (three horizontal lines) in the top-left corner to open it. Tap outside the sidebar or the menu icon again to close it.

Notifications

When you complete an action (such as creating a tournament or saving a score), a green success message or red error message appears at the top of the page. These notifications automatically disappear after 5 seconds, or you can close them by clicking the × button.

4. Dashboard

All Roles

The Dashboard is your home screen after logging in. It provides a quick overview of the system.

Summary Cards

At the top of the dashboard, four cards display key statistics:

• Total Students — Number of registered students, with male/female breakdown
• Total Schools — Number of schools in the system
• Active Tournaments — Tournaments currently in progress or open for registration
• Total Registrations — Number of event registrations across all tournaments

School Standings

Below the summary cards, a table shows the school standings for the selected tournament, including:

• School name and abbreviation
• Total accumulated points
• Number of 1st, 2nd, and 3rd place finishes

Tournament Selector

Use the dropdown at the top of the standings section to switch between different tournaments and view their respective standings.

5. Tournament Management

All Roles

Tournament Lifecycle

Every tournament follows a defined status progression:

Viewing Tournaments

The Tournaments page lists all tournaments. Use the status filter buttons at the top to show only tournaments with a specific status. Toggle Show Archived to include archived tournaments in the list. Each row shows the tournament name, dates, status, and event count.

Creating a Tournament

1. Click the Add Tournament button on the Tournaments page.
2. Fill in the form: Name, Start Date, End Date, Zone, and School Level (Primary or Secondary).
3. Click Create. The tournament is created in Draft status.

Setting Up Event Levels

Before opening registration, you must configure which events and levels are included in the tournament.

1. Open the tournament's Details page.
2. Click Setup Event Levels.
3. Select an Event and Level combination and click Add.
4. Repeat for all desired event-level combinations.
5. To remove one, click the Remove button next to it.

Managing Tournament Status

Age Waiver

On the tournament details page, you can toggle an age waiver for specific event levels. This bypasses age eligibility checks during registration for that event level.

Editing & Deleting

Use the Edit button to modify tournament details. Use Delete to permanently remove a tournament (only possible while in Draft status).

6. School Management

All Roles

Viewing Schools

The Schools page lists all registered schools. Filter by:

• Zone — Geographic zone (e.g., NW, N, NE, SE, S, SW, WC, SSC)
• School Level — Primary or Secondary

Each row shows the school name, abbreviation, level, zone, and number of enrolled students.

Adding a School

1. Click Add School.
2. Fill in Name, Short Name (abbreviation), School Level (Primary/Secondary), and Zone.
3. Click Create.

Editing a School

Click the Edit button next to a school to change its details. You can also toggle the Active status to deactivate a school without deleting it.

7. Student Management

All Roles

Viewing Students

The Students page lists all athletes. Filter by:

• School — Select a specific school
• Search — Type a name to search

Each row shows the student ID, full name, date of birth, sex, and school.

Adding a Student

1. Click Add Student.
2. Fill in: Student ID (external/existing ID), First Name, Last Name, Date of Birth, Sex (Male/Female), and School.
3. Click Create.

Student Details

Click a student's name to view their details page, which shows all their event registrations across tournaments.

8. Event Configuration

All Roles

Events are the athletic competitions (e.g., 100m Dash, Long Jump, High Jump). They are organized into three categories:

Event Levels

Each event can be run at different age/gender levels:

• Primary: Junior Boys, Junior Girls, Senior Boys, Senior Girls
• Secondary: U14, U15, U16, U17, U20, U21, Open — each for Boys and Girls

Managing Events

The Events page shows all events grouped by category. Indicators show which school levels the event applies to: P = Primary, S = Secondary. Events can be created, edited, or deleted. When creating an event, specify whether it is a relay and which school levels it applies to.

9. Registration

All Roles

Registration connects students to tournament events. A tournament must be in Registration status for new registrations to be added.

Registering a Student

1. Navigate to the tournament's details page and find the event level you want.
2. Click View Registrations for that event level.
3. Click Register Student.
4. Select the student from the list. The system checks eligibility automatically based on age, sex, and school level.
5. Confirm the registration.

Viewing Registrations

Each event level's registration page shows all registered students, their school, registration date, and (once scored) their score and placement.

Viewing by Student

From a student's details page, you can view all events they are registered for across all tournaments.

Unregistering

To remove a student from an event, click the Unregister button next to their name in the registration list.

10. Scoring: Track Events

All Roles

Track events use a rounds-based system with heats, advancement, and finals.

Workflow Overview

1. Create Rounds — Set up the round structure: Heats, Semi-Final, and/or Final. For each round, specify the number to advance (Top N) and fastest losers.
2. Seed Heats — Click Seed Heats to automatically distribute registered competitors into heats using random seeding.
3. Record Times — For each heat, enter the time (in seconds) for each lane. Mark any special statuses:
   • DNS — Did Not Start
   • DNF — Did Not Finish
   • DQ — Disqualified
4. Save Times — Click Save Times to record the results for a heat.
5. Calculate Advancement — Once all heats in a round are complete, click Calculate Advancement to determine which athletes advance to the next round.
6. Populate Next Round — Click Populate Next Round to fill the next round's heats with advancing athletes.
7. Complete — Mark each heat and round as complete when finished. Repeat until the Final round is scored.

Round Types

11. Scoring: Field Events

All Roles

Field events measure distance or weight and convert raw performances to points.

Scoring Workflow

1. Select Event — Navigate to Field Events in the sidebar and select the tournament, event, and level.
2. Record Performances — For each registered athlete, enter their best raw performance (distance in meters or throw distance). Click Record Score to save each entry.
3. Calculate Scores — Once all performances are entered, click Calculate Scores. The system converts raw performances to points using World Athletics scoring constants (formula: Points = A × (B − Performance)^C).
4. Calculate Placements — Click Calculate Placements to rank competitors and assign placement points (1st = 10 pts, 2nd = 8 pts, 3rd = 6 pts, etc.).

Results View

After scoring, the field event page displays each competitor's raw performance, calculated points, and final placement with placement points earned.

12. Scoring: High Jump

All Roles

High Jump uses a unique grid-based scoring interface where heights are columns and competitors are rows.

Scoring Workflow

1. Add Heights — Click Add Height to define the starting height and subsequent increments. Each height becomes a column in the scoring grid.
2. Record Attempts — For each competitor at each height, record the attempt result by clicking the corresponding cell:
   • O — Clear (successfully jumped the height)
   • X — Fail (did not clear)
   • – — Pass (chose not to attempt this height)
3. Elimination — The system automatically marks athletes as OUT after three consecutive failures.
4. Calculate Results — When the competition is complete, click Calculate Results to determine final placements based on the highest height cleared.

Removing Heights

If a height was added in error, click Remove Height next to it (only possible if no attempts have been recorded at that height).

13. Reports

All Roles

The Reports section provides printable and downloadable reports for tournament analysis. Each report can be viewed on screen (HTML) or exported as a PDF.

Available Reports

Generating a Report

1. Navigate to Reports from the sidebar.
2. Select the report type from the list.
3. Choose the tournament and any optional filters (zone, school, event, level).
4. Click View Report to see the HTML version on screen.
5. Click Download PDF to export a formatted PDF document suitable for printing or distribution.

14. User Management

Admin Only

The User Management page allows administrators to create, edit, and manage user accounts and their roles.

Viewing Users

The user list shows all accounts with their name, email, role, associated school, and active status. Use the filters at the top to narrow by:

• Role — Show only users with a specific role
• Status — Show only Active or Inactive users

Creating a User

1. Click Add User.
2. Fill in: Email, Password, First Name, Last Name.
3. Select a Role from the dropdown (Admin, Official, Coach, Principal, or Student).
4. If the role is Coach, Principal, or Student, a School dropdown appears — select the user's school.
5. Click Create User.

Editing a User

1. Click the Edit (pencil icon) button next to the user.
2. Modify the name, role, school assignment, or active status as needed.
3. Click Save Changes.

Note: The email address cannot be changed after account creation. Passwords cannot be changed from this screen.

Activating / Deactivating Users

To quickly toggle a user's active status without opening the edit form, click the activate/deactivate button (person icon) in the Actions column. Active users have a green badge; inactive users have a red badge.

Deactivated users cannot log in to the system.

15. Scoring Configuration

Admin Only

The Scoring Configuration page allows administrators to adjust the mathematical constants used to convert raw athletic performances into points, and to set placement point values.

World Athletics Scoring Constants

Field events use the World Athletics formula to convert performances to points:

Points = A × (B − Performance)^C

Each event has three configurable coefficients: A, B, and C. These are pre-populated with standard values but can be adjusted for local scoring requirements.

Configurable Events

The following events have scoring constants that can be modified:

• Track: 100m, 400m, 1500m, 80mH
• Jumps: Long Jump, Triple Jump, High Jump
• Throws: Shot Put (3kg, 4kg, 5kg, 6kg), Discus (1kg–1.75kg), Javelin (400g–800g)

Placement Points

You can modify how many points are awarded for each placement finish:

16. Quick Reference by Role

Use this table to quickly find which features are available for your role.

Typical Workflow by Role

Admin — System Setup

1. Create user accounts for officials, coaches, principals
2. Configure scoring constants and placement points
3. Set up schools and zones
4. Create events and event levels
5. All other tasks as needed

Official — Tournament Day

1. Create tournament and configure event levels
2. Open registration, then start tournament when ready
3. Score track events: seed heats, record times, calculate advancement
4. Score field events: record performances, calculate scores and placements
5. Score high jump: add heights, record attempts, calculate results
6. Generate reports for standings and awards
7. Complete and archive tournament

Coach — Team Preparation

1. Add or verify student athlete profiles
2. Register students for appropriate events during registration period
3. Print Students by School report for team roster
4. Monitor scores and standings during tournament
5. Review Student Points report after completion

Principal — School Oversight

1. Review student registrations for the school
2. Monitor school standings on dashboard
3. Generate School Standings report for board meetings
4. Review Students by School and Student Points reports

Student — Athlete

1. Check the dashboard for tournament information
2. Verify event registration on your student profile
3. View scores and placements after events
4. Check school standings