Introduction CHAPTER 1

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1 CHAPTER 1 Introduction Running speech and debate tournaments is a lot of hard work. Dealing with competitors, coaches, judges, spectators, and administrators can make tournament administration a nightmare. EverythingTab seeks to alleviate the stress by making the tab side of tournaments run much smoother. Tournaments will never be run the same again once you start using EverythingTab. 1

2 SECTION 1 The Concept The Overview 1. EverythingTab is used to manage speech and debate tournaments. 2. It can run debate, individual event, and british parliamentary (WUDC) events. 3. You access and run EverythingTab over the internet. 4. EverythingTab schedules events, prints ballots, records results, and calculates awards. 5. Utilizing the power of the internet and web browser EverythingTab is easy to use and powerful. Google Chrome Safari Firefox Internet Explorer EverythingTab was born out of a frustration with existing tournament tabulation software that was either too clunky, too difficult to install, or too expensive. EverythingTab is the creation of Danny Cantrell, Professor of Communication and Director of Debate at Mt. San Antonio College in Southern California. Danny has been involved in numerous debate software projects including PlusTab 2.0, MSPDP Tab, iphone Apps (Big Ben Timer and Impromptu Shuffle) along with numerous other website designs and creations. Danny s goal in creating EverythingTab was to harness the power of the internet to make running tournaments more efficient. EverythingTab officially launched in the Fall of After more than 2 years in development the software is able to handle the administration of individual events, debate events, and British Parliamentary (BP/WUDC) debate events. Given the unique architecture of the web the program can handle any number of entries in any number of events - the sky is the limit! 2

3 You can use EverythingTab to run a small intramural tournament with 10 entries to a National Championship tournament with hundreds of students, judges, and rooms. One of the problems many tournament administrators would run into with existing tournament management software is the inability to install software on school computers. A tournament administrator would often arrive at a campus only to find the required software could not be installed due to security settings on a local computer. EverythingTab solves this problem as it is accessible through any web browser over the internet. It also ensures that the software is compatible with all operating systems as long as they can access the internet and use a web browser. You can even run EverythingTab on your smartphone or ipad! This manual will explain the basic usage of EverythingTab.com however I would strongly recommend logging in and trying out the site. It has been designed to be as user friendly as possible with most new users quickly understanding the basic flow of the program. Please feel free to contact us if you have any questions or concerns about the program by support@everythingtab.com Thanks for using the software and I hope your tournament is a success! 3

4 SECTION 2 Signing Up The Overview 1. Create a Free Account 2. Reset Password The first step to using EverythingTab.com is to sign up for a free user account. Each tournament administrator should have their own unique login to the site. If you ever forget your password you can reset it from the login page s Forgot Password link. Open up your web browser to 4

5 Signup for an account by clicking on the signup link located in the upper right corner of the screen. This will take you to the signup form as shown on the next page. Once you have sign up you can login to the site by clicking on the Login Link located in the upper right hand corner of the screen. If you ever forgot your password you can quickly receive a new password by . On the login page click the Forgot Password link. Enter your address. You will receive an shortly with an updated password. Note that passwords may only be reset once every 24 hours. Simply enter your address, password, first and last name, and you are all set. Click Signup and you can then proceed to the main page. After you login for the first time you will see the main page which allows you to create new tournaments, and quickly access active or completed tournaments. 5

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7 CHAPTER 2 Starting a New Tournament EverythingTab offers three ways to create your new tournament. You can either import data from ForensicsTournament.net, create a tournament from scratch, or restore a tournament from a backup file. All three methods are quick and easy designed to get your tournament started. 7

8 SECTION 1 ForensicsTournament.net Import The Overview 1. ForensicsTournament.net is a web based registration system integrated with EverythingTab 2. Coaches handle registration data improving accuracy 3. Time is saved from ing tournament directors changes before the tournament. Importing Data from ForensicsTournament.net is simple and ensures the highest level of accuracy since coaches type in names and data avoiding transcription errors. Accurate data is one of the most important requirements of a successful tournament. If registration data is filled with mistakes tournaments will run slow and be stressful. ForensicsTournament.net, since 2004, has tried to minimize this problem by providing a convenient web based tournament registration solution for tournament directors. Using ForensicsTournament is strongly recommended if you plan on using EverythingTab. 8

9 Step 1 - Connect to ForensicsTournament.net Step 2 - Select your Tournament Step 3 - Save Schedule Blocks Step 4 - Import 9

10 SECTION 2 Tournament from Scratch The Overview 1. Use when not using ForensicsTournament.net import feature 2. Enter Basic Tournament Information Creating a tournament from scratch is quick and painless. This method of starting a tournament will require you to both setup the basic tournament information and enter all the registration data. This is the most time consuming method but the power of the web based system means you can distribute this task to different tournament administrators on different computers. For example, you can have one person entering the competitors while another person is entering the judge information. Since both computers would be logged into the same website changes will be reflected on both computers. This can save enormous amounts of time. 10

11 Enter Basic Tournament Information First, from the main tournament page click on New Tournament Wizard on the left hand column. After you click on Save you will see the tournament main page. Your tournament has been successfully created! You will then be asked to enter basic tournament information. All fields are required. For the Tournament Name make sure not to enter the tournament year as that is the first field entered. So for the 2012 PSCFA Cool Off tournament you would select 2012 for year and PSCFA Cool Off for the tournament name. 11

12 SECTION 3 Restoring from a Backup The Overview 1. Allows you to quickly restore a tournament from a backup file created by EverythingTab 2. NOTE: This will overwrite any existing data for the tournament. The data in the backup file will replace all tournament data on the website. Backing up your data is always a good idea. The restore feature replaces all data on the website for your tournament with the contents of the backup file. If you have previously backed up a tournament you can load it from the tournaments page to recreate the tournament. You will need to select the backup file from your desktop and load it on the site. Please make sure NOT to rename the file that you download. 12 After restoring the tournament you will be able to navigate to the site. This method of creating new tournaments should generally not be used unless there is some type of database error.

13 CHAPTER 3 Running your tournament Now that you have created your tournament there are a few steps to cover before you start entering data. This chapter will explain the basic workflow of using the software. 13

14 SECTION 1 Workflow The Overview 1. Create your tournament either from Scratch or importing from forensicstournament.net 2. Change any settings 3. Enter Schedule Blocks, Events, Rooms 4. Enter Schools, Competitors, Entries, Constraints 5. Pair/Section Events, Print Postings, Print Ballots 6. Enter Results 7. Print Rankings for Awards Ceremony The basic workflow of the site has been designed with ease of use and speed in mind. Because EverythingTab is created on the web most users find it very intuitive right from the start. You use your mouse and web browser to complete the required tasks. EverythingTab was built from the ground up using best practices from all available tabulation programs. Most users who try the software report that it is simple to use and lightning fast. The basic workflow is to setup the tournament, enter the data, pair/section the events, record results, and finally calculate the award winners. The next few pages will summarize each of these steps. 14

15 Step 1 is to create your tournament. The process for creating your tournament is covered in the Chapter 2. It is important to note that each tournament you run should be it s own unique tournament on the site. For example, if you run the 2010 Fall Championships and the 2011 Fall Championships, those are two separate tournaments. Step 2 is to change any settings specific to your tournament. EverythingTab has been designed with standard settings as the default which will work well for most tournaments. However, if you have unique tabulation procedures or point scales, you can change them at the beginning of the tournament and not worry later on. Step 3 is to enter the schedule blocks, events, and rooms. You will need to do this step in this specific order as the events and rooms are dependent on accurate schedule blocks. A schedule block is a time period where something at your tournament is happening. For example, if you have Round 1 scheduled from 9:30am-11:00am that would be one schedule block. Schedule blocks are important because judges and rooms are constrained within each schedule block. Once a room is being used during the schedule block the program will not assign it again until the next schedule block. Events are also paired/ sectioned during a schedule block so it s important that these are entered correctly. You can have multiple events all assigned to the same schedule block which makes pairing/sectioning all events within the same schedule block very easy. Detailed instructions on saving Schedule Blocks, Events, and Rooms is in Chapter 4. Step 4, once the setup is complete, is to save the schools, competitors, and judges. If you used the ForensicsTournament.net Import procedure this will already be done. Detailed instructions for saving the entry data is in Chapter 5. Step 5, now that the tournament is setup and all the data is saved, is to pair/section the events. EverythingTab makes it quite easy to pair/section many events at the same time from the Pair/Section screen. Each event can be customized on the number of judges and pairing method from the Pair/Section screen. Detailed Instructions on the process of Pairing/Sectioning is in Chapter 6. Step 6, recording results, is designed to be as simple and accurate as possible as this is one of the key advantages of using a computerized tabulation program to run your tournament. An average tournament will have between data points that need to be recorded on the tabulation screen. Avoiding mistakes is the key goal of EverythingTab. Instructions on how to record results is in Chapter 7.Finally, Step 7, once you have paired/sectioned and recorded all the 15

16 results for an event, is to see the rankings and calculate award winners. This process makes heading off to awards painless and quick. Detailed instructions for this step is available in Chapter 8. One of the great advantages of a web based tabulation system is that you do not need to complete all these steps yourself or repeat these steps on multiple computers. In the past, stations running debate or individual events would have to separately track entries, rooms, judges, etc... If a change was noted on one computer but not another it would cause problems for the tournament. However, since all computers logged into EverythingTab are using the same online database this problem is a thing of the past. The distributed nature of the program will allow your judges table to handle all judge issues without having to send complicated notes back to the main tab room. If a room becomes unavailable one computer station marking it inactive will make sure no other computer stations accidentally use that room for a future round. EverythingTab seeks to simply the management of tournaments to make them run faster, be less stressful, and more accurate. The next few chapters will go into each of these steps in much more detail with many more screen shots to make running your next tournament a breeze! 16

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18 SECTION 2 Mega Menu... The Overview 1. The Brown Mega Menu allows you to navigate to all sections of EverythingTab. 2. Hover your mouse over the header element and a drop down box will appear. 3. Click on the header element to see all the commands with a brief explanation. Immediately underneath the tournament header you will see a brown tool bar that lists numerous commands. This Mega Menu mimics most computer programs you are familiar using - simply hover over the main element and a drop down menu will appear. The main idea behind the Mega Menu is that you would move left to right as you proceed through the tournament. The Main link always takes you back to the tournament main page. You can also click on each of the main items to see a more thorough explanation of each option. However, as you continue to use the program you will find it faster and easier to hover on each item to see the drop down menu. 18

19 Takes you to Tournament Main Page Controls Tournament Setup such as: Enter, edit, and remove entries: Pair entries, assign rooms and judges, Print Postings: Record Results and view Missing Ballots: Rankings and Final Results for Tournament Quickstats: Settings Schools Pair Events Tab Results Rankings Tournament Schedule Competitors View/Edit Check for Result Sheets Statistics such Events Entries Pairings Missing Speaker as number of Rooms Judges Change Ballots Awards entries in each Access Constraints Judges Ballot Sweepstakes event, rooms/ Backup / Print Print Doublecheck judges Restore Confirmation Postings, available Sheets Ballots In the next few chapters each of these main menus will be further outlined and the commands available fully explained. This menu is designed to allow you to quickly complete all of the tasks associated with running the tournament. 19

20 SECTION 3 QuickStats The Overview 1. Quickstats can gives you access to quick bits of information tabulation directors often need to know. 2. It pops up on top of your current window so you will not lose your place. The Bar Chart icon located at the right end of the Mega Menu can you detailed information about your tournament quickly. The QuickStats window is designed to give you quick access to tournament statistics that tabulation directors often need to know. It can tell you the number of entries in each event along with judging and room needs for each schedule block. The window was designed to pop up on top of your current window so you will not lose your place in the program. A sample quickstats window is available on the next page. 20

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23 CHAPTER 4 Setup EverythingTab has been designed from the beginning to be as customizable as possible for tournament directors. In the spirit of trying to accommodate as many tournaments as possible the setup section will allow you to control almost every part of the program. 23

24 SECTION 1 Setting up your Tournament The Overview 1. Update Tournament wide settings 2. Change basic tournament information 3. Set tournament wide settings for british parliametnary (BP), individual events, and debate type events. Before entering entry data EverythingTab requires you to setup the tournament schedule, events, and rooms. These steps are quick and easy to enter. EverythingTab defaults to the standard tournament setup. Many tournaments will not need to change any settings. However, you can by accessing the settings link under the setup section. You can change tournament information such as name, host, dates, etc... Finally, you can change the default settings for each type of tournament event. Later, when you save events, you can also set event specific settings that can be different from the tournament wide settings. Hover on the Setup element on the Mega Menu to see all the options. 24

25 When you hover on the Setup element in the Mega Menu you will see the following drop down menu appear. Click on Settings to access the EverythingTab settings page. Tournament Information The tournament information box will allow you to update tournament information such as the tournament name, location, dates, etc... Click the blue Update button to save. BP (British Parliamentary/WUDC Events) The settings page is divided into four generic areas. Click on the blue header text to reveal each section. The BP section is further divided into tabs that you can click to show each section. Each section will be explained. BALLOTS The ballots tab has no settings available to change. 25

26 JUDGING judging the same BP event more than once. Default Setting is UNCHECKED. RANKING-PRELIM Consensus Decision & Team Points The default setting is the standard BP practice of having multiple judges (if more than 1 is used per round) come to a consensus on the ranking and team points. Future development of EverythingTab will allow you to change this setting. Default Setting is CHECKED. Consensus Speaker Points Similar to the setting above this controls whether each judge has to agree on the breakdown of the team points for each speaker. Future development of EverythingTab will allow you to change this setting. Default setting is UNCHECKED. Restrict Multiple Judge BP Event This setting controls whether or not a judge is restricted from judging the same BP event more than once. If this setting is checked than a judge may not judge the same BP event at a tournament. Usually BP tournaments do not restrict judges from This section allows you to control how teams are ranked during the preliminary rounds of your tournament. The settings control which team will be listed as the first seed, second seed, etc.. during the preliminary rounds. It will also control how the teams are ranked at the conclusion of the preliminary rounds before starting elimination rounds. There are five options that are applied in order from 1-5 (that is, the first and most important ranking option should be saved under BP Prelim Rank 1 ). Ranks Ranks adds up the rank points for each team in each round. You can change the default points each rank is awarded under the tabbing tab. Ranks calculates a total score and ranks from highest to lowest. More rank points places a team higher in the rankings. Points Points adds up the total team points for each team in each round. Again, you can change the default team point range on the tabbing 26

27 tab. Points calculates a total score and ranks from highest to lowest. More team points places a team higher in the rankings. Firsts Firsts counts the number of times a team was awarded the first place ranking in rounds. The program calculates the total and ranks from highest to lowest. More first place ranks places a team higher in the rankings. Random When each entry is saved in EverythingTab it is assigned a random number that can not be edited. This random number can be a useful final ranking criteria to avoid unbreakable ties that cause problems during tournaments. The higher the random number places a team higher in the rankings. None Set the ranking to none if you do not plan on using all the options. SECTIONING The sectioning tab gives you many options for how you want to section your BP events. Note that if you want different events sectioned in different way you can adjust these settings on a per event basis as explained later in the Saving Events section on page X. Force Half Switch This setting will force teams to switch which half of the room they are in during the second round of each 4 round group. For example, if a team is in the opening half (first two teams) in round 1, they will be forced to be in the bottom half (final two teams) in round 2 (and vice versa). This can lead to worse power pairing since the teams are restricted in sides in each 2 round of a four round grouping (round 2,6,10, etc...). Default is UNCHECKED. Force Side Rotation This setting forces each team to rotate through all four positions in each set of four rounds. This ensures that teams are not in the same position more than once in any set of four rounds (1-4, 5-8, etc). This can lead to worse power pairing since teams are restricted in sides - especially in the final round of each 4 round set (round 4,8,12, etc...). Default is CHECKED. Max Loops This setting is not currently being used. Elim Type This setting can only be set to single as that is the only elimination round format available in BP in EverythingTab. Future development may afford tournaments more options. 27

28 SPEAKERS scores: 80, 84, 85, 86, 90 then total points would return a value of 425 ( ). Total points are ranked in descending order meaning more points places a speaker higher on the rankings. Two High Low Points Double High Low Points removes the top two and bottom two scores for each speaker. This leaves only the very middle scores. For example, if a speaker has gotten the following 5 scores: 80, 84, 85, 86, 90 then Two High Low Points would return a value of 85 since the 80 & 84 are the two lowest and the 86 & 90 are the two highest. Two High low points are ranked in descending order meaning more points places a speaker higher on the rankings. The Speaker tab functions much like the ranking-prelim tab in that it allows you to set the order for speaker rankings at the tournament. There are seven options: High Low Points High Low Points calculates the total points for a speaker and then removes the max points and the low points. This is done to smooth out any rough edges and leave only the scores in the middle. For example, if a speaker has gotten the following 5 scores: 80, 84, 85, 86, 90 then high low would return a value of 255 ( removing the 80 and 90). High low points are ranked in descending order meaning more points places a speaker higher on the rankings. Total Points Total points calculates the sum of points for the speaker including all scores. For example, if a speaker has gotten the following 5 Z Score Z Score attempts to normalize the speaker points according to the average of each judge. If a judge gives a speaker more points than the judge assigned other speakers at the tournament that lowers a Z Score and vice versa. The use of Z Score is somewhat controversial since a true normalizing function would require much more data to be meaningful than available at a debate tournament. Z Score is ranked in descending order meaning more points places a speaker higher on the rankings. Three High Low Points Three High Low points operates similar to high low points and two high low points except the bottom 3 and top 3 points are taken out of the total speaker points. For example, if a speaker has gotten the following 7 scores: 80, 82, 84, 85, 86, 88, 90 than three high low points would return 85 (since 80,82,84 have been removed and 86,88,90 have been removed. Three High Low Points 28

29 is ranked in descending order meaning more points places a speaker higher on the rankings. Random As with entries when each competitor is saved in EverythingTab they are assigned a random number that is can not be edited. This setting is good to avoid unbreakable ties. A higher random number places a speaker higher on the rankings. None Use this setting if you do not want as many tiebreakers as listed. TABBING The tabbing page allows you to change settings used when recording (tabbing) results from ballots: of first place = 3 points, 2nd place = 2 points, 3rd place = 1 point, and 4th place = 0 points are the default. Note that you can use half points if you wish. Record Speaker Points Allows you to control whether or not when tabbing ballots individual speakers scores will be recorded. If this is checked it will require you to enter scores for each speaker on each ballot. Default is CHECKED. Minimum Speaker Points Allows you to control the minimum number of points each speaker can be assigned in a debate. EverythingTab will double this to set the range of the minimum team points each team can receive on the ballot as well. Usually set to 0. Maximum Speaker Points Allows you to control the maximum number of points each speaker can be assigned in a debate. EverythingTab will double this to set the range of the maximum team points each team can receive on the ballot as well. Usually set to 100. IE (Individual Events) to be written... Points awarded for 1st Place in Round (2nd Place, 3rd Place, 4th Place) DEBATE (Parli, Policy, LD, etc...) to be written... This setting will allow you to set how many rank points each team receives for each rank available in the round. The standard scores 29

30 SECTION 2 Schedule Blocks The Overview 1. Schedule blocks mirror your tournament schedule. 2. Each event needs to be scheduled during a schedule block to be paired/ sectioned. 3. Rooms and judges are assigned only once during each schedule block. Schedule blocks are central to running your tournament. Accurate entry of schedule blocks will set your tournament up for success. All features of EverythingTab build off the idea of schedule blocks. Schedule blocks control what events are paired/sectioned together, and how rooms and judges are assigned. You will want to make sure schedule blocks are saved before saving events or entries. Schedule blocks require you to set the date and a meaningful description of each schedule block. This description will be used throughout the program both on various screens you will access as well as printouts the competitors and judges will use throughout the tournament. 30

31 When you hover on the Setup element in the Mega Menu you will see the following drop down menu appear. Click on Schedule to access the EverythingTab schedule blocks page. A standard design pattern on many screens in EverythingTab is that new information is saved on the left hand side of the screen and existing information is listed on the right hand side of the screen. You can see that the form to save New Schedule Blocks is on the right hand side of the page: You will then see the main schedule block page: and that under Existing Schedule Blocks it says None. In order to save the schedule block you will need to first select the date of the schedule block. The dates that are listed are based on the Start Date and End Date of the tournament you set when you created the tournament. If these dates are incorrect you can change them under the settings page on the tournament information box as explained in the previous section. 31

32 Next, you will need to select which pattern of events will be scheduled during this schedule block. Patterns are often used to break up tournaments that have many different events scheduled so students can compete in them. If you only have one event at your tournament you would only need one pattern so you can select pattern A from the drop down. Later, when you save events, the new event page will ask you to specify which pattern the event is listed. Also, when you save events, you can specify which schedule blocks each event will be paired/sectioned in to give you complete control over when events happen. Finally, enter a meaningful description of the schedule block in the description box. Entering both a round designation and time estimate will give you and tournament participants information they need on the various printouts you will use at the tournament. You do not need to say Pattern A since that information is already saved above. Finally, if you want to have a separate Prep Time Message appear during this schedule block for events you you later designate has having prep time you can enter that message here. For example, when tournaments offer extemporaneous speaking they often have a prep time message like Prep at 10:00am in Music 110 while the description box would say Round 1 at 10:30am. This way those entered in extemporaneous would know that their prep time starts 30 minutes before and what room they should report to in order to get their topic. Here is an example of the form filled out and ready to save: Just click save and your schedule block will be saved to the database. If your tournament schedule looked like this: SATURDAY Round 1-9:00am Round 2-11:00am Round 3-1:00pm Round 4-4:00pm SUNDAY Round 5-9:00am Round 6-11:00am Semi-Finals - 1:00pm Finals - 4:00pm then your existing schedule blocks should look like this when you are completed: 32

33 You can change the date, patterns, description, or prep time message. The Ballot Block Message is currently not available. Click update to save any changes. If you want to cancel any changes click on the Cancel Changes link at the top of the form. If you needed to edit a specific schedule block simply click on the schedule block. You will see the following screen: Additional commands relevant to the particular page you are on are often found below the existing list on the right hand side of the screen. For example, under the existing schedule blocks you can access the following options: 1) Reorder Schedule Blocks and 2) View Deleted Schedule Blocks. These options will allow you to either rearrange schedule blocks if you have saved them out of order or undo a deletion of a schedule block if you did so in error. On most pages that you access for data entry you will find many helpful commands in this area on the screen. 33

34 SECTION 3 Events The Overview 1. Events are saved after schedule blocks. 2. Make sure to save divisions first. 3. Events should have a pattern. 4. Event specific settings may also be set. Saving the events is a critical step in the tournament setup. When you enter entries later in the process the events will allow you to quickly enter the right competitor in the right event. Saving divisions follows the same process as saving schedule blocks. You must first save what divisions you have at the tournament - if you only have one division enter open for the division name. 34

35 When you hover on the Setup element in the Mega Menu you will see the following drop down menu appear. Click on Events to access the EverythingTab events page. You will then see the main events page which will look similar to the schedule blocks page. New events are saved on the left and existing events are listed on the right hand side: The first time you access this page EverythingTab will ask you to save the divisions you will be offering of the events at the tournament. Many tournaments offer a novice, junior, and senior division of events whereas others only offer a single division. If you are offering only one division for all students to compete in simply enter Open for division one and click save. If you have more than 5 divisions enter the first five and additional divisions can be entered on the next screen. For purposes of this manual we will assume a single division so enter open in the Division 1 box and click save. 35

36 To save a new event first select the pattern of the event. This drop down box is based on the schedule blocks you saved earlier. If you do not see the pattern needed then you must go back to the schedule blocks page to save the pattern. You can then select the event name from the drop down box which lists the most popular BP, Debate, and Individual Event names. If you do not see your event name listed you can scroll to the bottom of the list and select Enter New event name for a box to appear for you to enter your event name: After selecting the event name if your event is BP or Debate a quick setting box will appear to ask you to enter the labels for the four teams (BP) or the two teams. This will allow you to customize what shows up on the postings and ballots. You can then control how many competitors are for each entry. For example, most debate events are 2 person events (2 people per team) whereas LD debate is 1 person. You can then select, via checkbox, what divisions you are offering for this event. Additional options can be set for this specific event if you click on the advanced options link. Make sure to enter the event name as text and select the type of event (BP, Debate or individual Event) from the Type drop down box. Finally, if you click on the schedule link you can see, based on the pattern selected above, what schedule blocks the event will be paired/sectioned in. You can override these settings if your tournament schedule is unique with different events being paired at different schedule blocks. A completed new event form would look like the form on the next page. 36

37 After clicking Save you will see the event listed on the right hand side of the page under Existing Events:. If you need to edit an event simply click on the event pattern and name to go to the edit event page as shown on the next page. As you can see there are now many more event specific settings you can save for each event at the tournament. This gives you tremendously flexibility if you, for example, want different settings for different divisions of the same event. Clicking on any of the settings headers in orange will expand that section for you to edit. 37

38 As with the schedule block page you can see quick commands available underneath the existing events list. Each of these can assist you in making quick changes to the events in EverythingTab. The print command will take you to the print events page allowing you to print out pages with the events and entry counts listed. The event scheduling page will allow you to quickly edit the scheduling for all the events at a tournament which can save a lot of time if you have many events that need tweaking. The collapse events page will allow you to quickly convert entries in one event to another. This sometimes happens when certain divisions of events are too small and are collapsed into another division (for example, a novice division being collapsed into junior). The add/edit tournament divisions page will allow you to add more than the 5 divisions offered when you originally go to the 38

39 events page as well as change the division name if there is a misspelling. Finally, the View Deleted Events page will allow you to view events you have deleted in case there was an error. 39

40 SECTION 4 Rooms The Overview 1. Save rooms with both Building Name and Room Name to give you flexibility in using rooms. 2. Rooms can be targeted for specific events or assigned at random. 3. Assigning rooms in EverythingTab helps you run a more efficient and accurate tournament. Being able to assign rooms in EverythingTab will help you run your tournament faster and with fewer errors. EverythingTab s central database means that you only have to enter rooms once and all tab stations can access the same set of data. This will increase accuracy because if a room becomes locked you will only need to deactivate a room once and all stations will stop using that room. You can target rooms for specific events and/or entries in case certain students or judges need to stay in certain rooms. 40

41 When you hover on the Setup element in the Mega Menu you will see the following drop down menu appear. Click on Rooms to access the EverythingTab events page. SAVING A NEW ROOM EverythingTab tries to make entering rooms as painless as possible. One shortcut is that you can enter all the rooms for each building at the same time. This is especially effective if the rooms in the same building are available for the same schedule blocks. First, type in the building name. For the Room name you can then separate rooms with a comma (,) to indicate that the room names share the same building. For example, if you have 7 rooms in Center Hall your form could look like this: This will take you to main rooms page which follows the same design pattern of new information on the right and existing rooms on the left: This would save 7 distinct rooms in your tab program: Center Hall 101, Center Hall 102, Center Hall 103, Center Hall 104, Center Hall 105, Center Hall 106 and Center Hall 107. The Priority drop down can allow you to prioritize certain rooms in EverythingTab. Otherwise, rooms are used in the order that they are saved. If you find out later that you have 10 additional rooms that are close but you save those last they would have the lowest 41

42 priority by default. However, select 1 in the priority drop down and those 10 rooms will be the first used. You can also enter any comments that will be saved alongside each room. This is sometimes helpful if you want to note that certain rooms need special access codes or keys. Finally, you can expand the Schedule section to control which schedule blocks the rooms you are saving are available as shown below: The program defaults to the room being available for all blocks but you can quickly deselect any blocks the room is not available for. You can also use the shortcuts at the top to toggle on/off all the blocks, each day, or none of the blocks. Once all the information is set click Save to save the rooms. You will then see the rooms listed under the existing rooms list on the right hand side. EDITING A ROOM To edit a room simply click on the room name. This will take you to the edit room screen: 42

43 This page will allow you to change the building name, room name, comments, and schedule blocks for the room. You can also, on a room by room basis, edit the event targeting. This method is rather time consuming and it is recommended to use the Edit Event Targeting link from the main rooms page instead. Event targeting can be useful if you are running a tournament with many events and what certain events in particular rooms. This is sometimes used when events are expected to have large audiences and tournament directors want the events placed in the rooms with the most space. OTHER ROOM OPTIONS As with the other screens, underneath the existing rooms list are various options to help you quickly manage rooms at the tournament: You can also click on the Stop Using Room button located on the top right to deactivate the room. This will stop EverythingTab from using the room in any future pairing/sectioning. 43

44 Edit Room Scheduling allows you to quickly edit the availability of all the rooms at the tournament on one screen. Turn on/off buildings allows you to quickly activate or deactivate all rooms in certain buildings. This is often useful near the end of the tournament when your rooms needs dramatically decrease. Finally, the View Inactive Rooms screen will allow you to see rooms that you have deactivated and reactivate them in case of error. Print gives you quick access to the print window to generate printouts of your room list, scheduling, etc... ADA rooms helps control if specific competitors or judges should be assigned to specific rooms. This is sometimes needed for people with disabilities who should be placed in rooms on the first floor or close to postings. Simply select the competitor or judge and then select the room you want to target for that person. Click save. Edit Event Targeting allows you to quickly target events on a per pattern basis. This is similar to what is available on the edit room screen but allows you to target rooms much faster. 44

45 Notes: 45

46 SECTION 5 Changing User Access The Overview 1. You can add or remove other users to your tournament 2. You can control which parts of the program each user can access. EverythingTab works best when each individual administrator has a specific discrete task they can focus on. As the tournament creator you can give access to other EverythingTab users to your tournament. You can also limit which functions they can access at the tournament to ensure that each administrator can only see what they need to. This will help ensure not everyone at the tournament has the power to do everything in the program. All users must have an existing EverythingTab account before you add them. 46

47 When you hover on the Setup element in the Mega Menu you will see the following drop down menu appear. Click on Access to access the EverythingTab access page. You will then see the main access page which asks you to select an existing user from the drop down list. Once you select a user you can then uncheck any functions you do not want the user to have access to for your tournament. For example, tournaments often have a ballot table that is responsible for distributing and collecting the ballots. If you have a computer available to use at that station you can add the person in charge of the ballot table but only give him or her access to Entries (to change judges information), Change Judges to push ballots, and View Missing Ballots to access the list of ballots that have yet to return. These settings would preclude the ballot table from viewing results, changing the setup of the tournament, or pairing/ sectioning rounds. This makes data security much better. You can also change access to any existing users by clicking on the user name and checking or unchecking the boxes. 47

48 Notes: 48

49 CHAPTER 5 Entries Now that the tournament has been properly setup you can start adding in the schools, competitors, entries and judges. While this has often been one of the most time consuming steps in the past the web based system can allow many people to enter the data at the same time saving you time and effort. 49

50 SECTION 1 Schools The Overview 1. Saving the school is the first and most critical step in the entry process. 2. All competitors, entries, and judges must be associated with a school. 3. If you have hired or unaffiliated judges you should have a Hired/ Unaffiliated School to save those judges under. Saving schools is the first critical step in saving entry data. Make sure to not forget any schools. All competitors, entries, and judges must be associated with a school at the tournament. As such, you must first save a school name before moving onto the next step. It is a best practice to save a school, the school s competitors, entries and judges, before moving onto the second school in your list. This often leads to fewer mistakes. Make sure to count the total number of schools after you are done to make sure you haven t left any schools off your list. 50

51 When you hover on the Entries element in the Mega Menu you will see the following drop down menu appear. Click on Schools to access the EverythingTab schools page. After you save the school if you need to edit it simply click on the school name under the existing school list. As with other screens new schools are saved on the left and existing schools can be edited on the right hand side. The Add New School form asks for two pieces of information - the school name and the short name. Throughout the program space is often at a premium thus forcing the use of shortened school names. For the school name enter the full and complete school name. For the short name, however, limit the name to no more than 10 characters. You will want to make sure to make your short names distinct so that competitors and judges are not confused by similar names. You will note that when you save the school it is automatically assigned a 2 letter code. This is mainly used to mask competitors and judges schools when you want that information to remain secret on postings. You can edit the codes by clicking on the edit school details from the edit school page: Here is an example of a form filled out for a new school: 51

52 Additional commands are available underneath the existing school list: If you are calculating sweepstakes awards you can assign each school to a particular sweepstakes division by clicking on the Sweepstakes Divisions link. Print allows you to quickly access the print schools page. Finally, the view deleted schools link will allow you to undelete a school you ve deleted in error. 52

53 Notes: 53

54 SECTION 2 Competitors The Overview 1. Once the school name has been saved you need to save each competitor for that school. 2. It is recommended to do all the competitors from each school at once to avoid mistakes. When adding competitors pay close attention to spelling as mistakes here will often cause confusion at tournaments. Saving competitors is quick and easy. Select the school from the drop down box. The school must already be saved as explained in the previous section. Enter the competitor s first and last names in the box and click save. You can edit existing competitors by clicking on the competitor name on the right hand side of the page. Dropped competitors can be viewed from the link below existing competitors. 54

55 When you hover on the Entries element in the Mega Menu you will see the following drop down menu appear. Click on Competitors to access the EverythingTab competitors page. Simply select the school name from the drop down list, enter the first and last name, and click save. You will see the new competitor saved on the right hand side. You should also see the search box which is available throughout EverythingTab at the top of the list. This search box will display only rows in the table that match what you have started to type. You can show all the rows by clearing the box. This is a very fast way to limit the table to only the rows you want to view. You can edit the competitor by clicking on the competitor name in the table. On the main competitors page you will see a form to enter new competitors on the left and existing competitors on the right: Any of the fields may be edited on the left hand side. Competitor codes may not be repeated so please be careful changing that field. 55

56 You can also quickly drop and undrop competitor entries from this page although it is recommended to do that on the Entries page which is explained in the next section. At the top of the edit competitor form is a Quick View drop down which can help you quickly navigate to other competitors you need to edit. 56

57 Notes: 57

58 SECTION 3 Entries The Overview 1. Once the school and competitors are saved you can then quickly add entries. 2. Click on the New Entry button to start the form. 3. Select the school, event, and competitors. Adding the entries is relatively quick so please make sure you have accurate data entry. Adding entries is very quick now that the schools and competitors are saved in the database. The form adjusts to the number of people in each event and automatically creates an entry name which is sometimes used in place of student s names. You can quickly navigate to existing entries in the events by using the form on the right hand side. To edit an existing event simply click it in the list box on the right hand side after selecting the event from the drop down box. 58

59 When you hover on the Entries element in the Mega Menu you will see the following drop down menu appear. Click on Entries to access the EverythingTab entries page. You can then select the event and the competitors. The entry name is automatically created although you can edit the name if you want it to say something different. Here is an example of the form filled out: The entries page allows you to add new entries on the left hand side of the page and edit existing entries on the right. To get started click on the blue New Entry button. EverythingTab will first ask you to select which school you are adding an entry for - simply select it from the drop down box. After you click save you will see the entry listed on the right hand side of the page with the event selected in the drop down box. The number of entries in the event is listed in parenthesis next to the event name. To edit an event simply click on it in the list box on the right. 59

60 Select the event you want to view here: This page will allow you to quickly check the entries you want to reactivate. Click on the entry you want to edit here. You can quickly drop an entry by checking the Drop Entry checkbox at the bottom of the edit entry form. Dropping an entry will stop the entry from being scheduled in future round. It also will preclude the entry and competitors from being displayed on the rankings and result sheets for the event. If you dropped an entry in error you can click on View Dropped Entries underneath the existing entries list box to reactivate an entry. 60

61 Notes: 61

62 SECTION 4 Judges The Overview 1. Adding Judges is similar to adding Competitors 2. Additional options are available to control when the judge is available and any school constraints the judge may have. 3. Not all fields are required for all tournaments. Feel free to leave default values in boxes if you are unsure of what to enter for judges. Automatic judge assignment is a major advantage of using EverythingTab. You will probably need at least 1 less person administering your tournament because of this feature alone. Utilizing the automatic judge assignment ability of EverythingTab is one of the major advantages of using a computerized tab system. EverythingTab will make sure that judges are assigned fairly without any advantage to any particular school or team. EverythingTab will keep track of what events and entries judges have already judged ensuring judges will not see the same competitors multiple times. Tournament administrators are given numerous options to control judge assignment. 62

63 When you hover on the Entries element in the Mega Menu you will see the following drop down menu appear. Click on Judges to access the EverythingTab judges page. The judges page form will allow you to enter new judge information on the left hand side of the screen and access existing judges on the right hand side. The New Judge form gives you a lot of options giving you a lot of flexibility in how judges are assigned. The first step is to select the school from the drop down list and then enter the judge s full name. The default system if First Name Last Name such as Danny Cantrell not Cantrell, Danny. You are then given the option of entering how many rounds the judge owes, is available for hire, or is donating for free for the tournament. This feature will be used in future development to optimize the judge placement to prioritize free and owed rounds over hired rounds if so desired by the tournament director. You can save any comments for the judge as well as assign a rating if you are running BP events. Finally, each of the sections below control the judge s availability, divisions he or she can judge, event types the judge can judge, specific events, and any school constraints. Click on the header to reveal the options. 63

64 Once you save a judge you can quickly search existing judges using the box on at the top of the table. You can edit a judge s information by clicking on his or her name. Underneath the existing judge table you will see additional commands to help you with the judge information: The Quick Edits gives you quick access to each of those fields for all of the judges at the tournament. Judge Boards can give you a quick view of what rounds each judge has been assigned and the event. Print gives you quick access to print screens for judges. On this form I have expanded the Schedule box on the right hand side which shows the schedule blocks the judge can judge. Finally, the View Inactive Judges gives you an option to see what judges you have deactivated and to reactivate any dropped in error. You can also quickly jump to other judges using the Quick Jump drop down on the top right hand corner of the screen. 64

65 Notes: 65

66 SECTION 5 Constraints / Prefs The Overview 1. Constraints allow you to limit what entries judges can judge at the tournament. 2. You can add constraints either by entire schools or by particular entries. Constraints allow you to control which judges can judge which entries. You should be careful adding constraints since they limit the flexibility of the automatic judge assignment system. Many times you will need to constrain certain judges from seeing certain schools or particular entries. Sometimes former coaches are not allowed to judge their current students or judges have a relationship with one or more competitors. Adding constraints is easy and straightforward. You should be careful to not add too many constraints as it causes problems for the automatic judging assignment system if too many constraints lead to many judges being disqualified from judging an event. 66

67 When you hover on the Entries element in the Mega Menu you will see the following drop down menu appear. Click on Const/ Prefs to access the EverythingTab constraints page. If you need to constrain a judge against an entire school you can do so quickly by clicking on the School link. If, instead, you want to constrain a judge only from particular entries from a school click on Entries. Generally, adding constraints by school is easier but also may decrease flexibility in the judging assignment system. CONSTRAINT BY SCHOOL To add a constraint by school first select the school in the list box on the left hand side of the page. The list of judges will then appear in the middle column. Any judges already constrained will be checked. The constraints page is broken up by either school or entries. You can search for specific judges using the search box at the top to quickly find the judges you need to add constraints for. Check the box and click Update. CONSTRAINT BY ENTRY To add a constraint by entry follow the same general pattern. First, select the event you wish to add the constraint for. Next, select the particular entry. Finally, add a check for the judge you need to add the constraint. Click Update. 67

68 68

69 CHAPTER 6 Pair / Section Once you have all your data and have verified that it is entered correctly you are ready to pair or section your events at the tournament. EverythingTab makes this process as simple as possible to ensure a flawless tournament. We will also cover printing of postings and ballots in this section. 69

70 SECTION 1 Pairing/Sectioning Events The Overview 1. Select the Schedule Block 2. Double check that the correct events are selected 3. Double check the settings for each event are correct 4. Pair/Section! While most of the setup so far can be done before the tournament starts pairing/sectioning usually happens during the stress of the actual tournament. As such, the process was made as easy as possible to follow. Pairing/Sectioning your events is the fun part of using EverythingTab. The simple process makes it so easy you ll often be surprised it is done so quickly. Given the setup you ve done already the events should appear ready to pair/section. Pairing an event is often used to describe debate events where two entries are paired against each other in a round. Sectioning an event is often used to describe individual events or british parliamentary debate where more than two entries are placed in a room together. 70

71 Once you are ready to pair/section an event hover over the Pair/ Section element in the Mega Menu and click on Pair/Section Here is the pair/section part of the page for the BP event at our tournament: This will take you to the main Pair/Section page which will first ask you to select the schedule block you wish to pair. Once you click on a schedule block in the list the page will update with all of the events scheduled for that schedule block. The Pair/Section page automatically adjusted depending if you are pairing debate or sectioning BP/Individual Events. Scroll down if the web page does not automatically take you to the updated part. 71

72 You should notice that the event name is listed first. There are then three independent actions that you can complete: pairing, assigning judges, and assigning rooms. EverythingTab breaks these functions up to ensure you have maximum flexibility in case all you want to do is reassign rooms from a previous pairing without changing any of the rounds. When you first pair an event you will usually want to leave all three checkboxes checked. If you do NOT wish to pair an event at this time simply uncheck the Pair checkbox and the event will not be paired. Under the options section you have the choice of whether you are pairing a preliminary or elimination round for this event. Depending on your choice the settings option will change to give you different options. Click on the settings link to reveal the pairing specific settings for this event. BP EVENT OPTIONS When you click on the settings link the box below will appear: Each of these options gives you tremendous flexibility in how the program will section teams against each other in BP. The Prelim Pairing Strategy can only be set to Standard. Additional systems are planned for future development. The next three allow you to customize the importance of three types of pairing strategies in use during BP events. EverythingTab calculates a score between every team in the tournament debating each other. These scores are based on the values selected in the next three options. For example, if you have team A and team B in the tournament they initially start of with a penalty score of 0. However, if the teams are from the same school, and you ve set the same school penalty to 5, the score is now 5. EverythingTab tries to find the optional pairing for BP events by finding the teams with the lowest possible score combinations. So if team A has a 0 score with team B, team C, and team D, and team B has a 0 score with team C, and team D, and if team C has a 0 score with team D, then the four teams will be paired against each other since it is a perfect sectioning where all four teams have no penalty scores against debating each other. Of course, if you have set the force side rotation setting for this event to true those teams may not all be eligible to debate each other given side constraints. But at least in round 1 it should work perfect. The Pairing Seen Before Penalty refers to the penalty score assigned to teams who have already debated against each other in preliminary rounds. This can be a value between 0 (seeing a team 72

73 before should not affect sectioning) to 10 (seeing a team before is the highest penalty). If you set the score to 0 it is very likely that teams will see each other multiple times during a tournament - depending on the size of the tournament of course. The Pairing Same School Penalty refers to the penalty score assigned to teams from the same school. This can be a value between 0 (teams from the same school debating each other is not a problem) to 10 (teams from the same school should receive a high penalty score). You must be careful with this penalty if you have one school which is dominating Finally, the Pairing Rank Difference Penalty refers to the penalty score assigned to teams with different rank points. For each rank point difference between two teams this score is added to the penalty score. For example, if team A has 9 rank points and team B has 4 rank points, and this setting is set to 10, the penalty score between team A and team B would be 50. This penalty can be between 0 (teams with different rank points debating each other is no problem) to 10 (teams with different rank points debating each other is a big penalty). You can also control how many judges are assigned to each section (including the chair judge). Leave this to 1 if you want only a chair to judge the debate. Once the settings are customized to your pairing priorities you can click the Pair/Section button to let EverythingTab do the heavy lifting and create the pairing for the event. If all goes well you should see the following screen which informs you that the event was paired and that judges and rooms were assigned. You can click on the View Schedule Block link to quickly view the pairing created as explained in the next section. Finally, you can control the penalty score for judges seeing teams again during the tournament. This defaults to 10 since usually you do not want judges to judge a team twice during a tournament. 73

74 SECTION 2 View or Edit Pairing/Sectioning The Overview 1. You can change entries in each pairing or sectioning. 2. You ll need to select the schedule block, event, and particular pairing / section you want to edit. 3. Be careful editing this as EverythingTab offers tremendous flexibility in changing pairing/ sectioning. Once your pairing or sectioning is completed you have complete control to edit it in case you prefer a different pairing. Caution should be taken however to avoid unethical practices. Sometimes you will need to edit the pairing/ sectioning that EverythingTab creates to account for errors or tournament specific constraints. The program will allow you to do almost anything on these pages affording the tournament director maximum flexibility. It is always good practice to first print out a copy of the existing pairing/sectioning before editing to ensure you have a backup copy in case of errors. Be careful in this step - most tournament mistakes are caused by editing incorrectly. 74

75 To view and/or edit an existing pairing/sectioning hover over the Pair/Section element in the Mega Menu and click on View/ Edit If you wish to edit a pairing/section simply click on the checkbox next to the pairing/section number and click the Edit button at the bottom of the page. This system ensures that all the other pairings/sections are not at risk for accidental editing. This will take you to the main View/Edit page which will ask you first to select the schedule block you wish to view. Once you select a schedule block the events which have been paired for that schedule block will be listed in the drop down box. Once the event has been selected you will see the web page update to list all the sections for that event in that schedule box. BP EVENTS When you edit a BP event you will see a screen that looks like the following: The View/Edit page is designed to expose only the least amount of information if you need to edit an existing pairing/section. This is done so as to keep as much data safe as possible. 75

76 You will see each of the current values along with a drop down box to change the entry to something new. I can not stress enough how careful you have to be when directly editing a pairing/section. Almost all the errors at tournaments are caused by incorrectly editing a pairing/section by hand. This page will also allow you to edit the room and judge for the section. Judge changes are NOT recommended from this page. Instead, use the change judge form as explained in the next section. Once the changes have been made click Update to save the changes to the database. If you need to add in a Swing team you should first activate a swing team from the Entries page and then the team will appear in the drop down box. Avoid using the zz-bye team. 76

77 Notes: 77

78 SECTION 3 Changing Judges The Overview 1. Changing judges can be done either through the ballot code or by selecting the schedule block and then the judge. 2. EverythingTab will automatically list the judges in preference order listing clean judges in green and restricted judges in red. 3. Hover over the judge s name to view the constraints. In case a judge does not show up to pick up a ballot EverythingTab makes changing judges a breeze. EverythingTab tries to make the arduous task of changing judge assignments as clear as possible. The change judges form allows you to quickly pull up the ballot, review judges who can replace the current judge, and make a quick change. It is strongly recommended to use the change judges form rather than change judges on the view/edit pairing/sectioning page. You can also flag each judge change for future review in case your tournament charges judges for missing ballots. 78

79 To access the change judge form hover over the Pair/Section element in the Mega Menu and click on Change Judges If you have the ballot in front of you enter the ballot code in the box and click load. If you are missing the ballot code you can click on the schedule block and select the judge from the list that populates. The change judge form is designed primarily to be used when you have a ballot in front of you that needs to be quickly switched with another judge. However, you can also access the list of all assigned judges by selecting the schedule block at the top right of the form. Needless to say, be very careful when changing judges to avoid the appearance of favoritism towards teams from your school. Ideally, EverythingTab s automatic assignment of judges can go a long way towards the fair distribution of judges to all teams. A record of all judge changes can be viewed by clicking on the Judge Change Log link above the schedule block list on the top right of the form. 79

80 Once the correct judge is selected EverythingTab will run through the list of all available judges for that schedule block and determine whether or not the judge is a good fit depending on whether the judge has seen an entry in the pairing/section before, whether the judge is from the same school, whether the judge is already judging during this schedule block, and finally, whether the judge is scheduled for this time block. Once the calculations are complete all judges with no penalty scores will be listed in Green under the 3. Select Replacement Judge. A best practice for changing judges is to always select the first judge listed to ensure fairness in judge assignments. Sometimes a judge is listed red because they were not originally planning on being present for a particular round. However, they are standing in front of you willing to take a ballot. In this case you can disregard the red notice and push the ballot to the judge. Simply click on the checkbox in front of the judge s name and click Update to change the judge assigned to the ballot to the replacement judge. One additional option on this page is to set the Change Flag to a particular color when changing a judge. These Flags are shown on the Judge Change Log and can mean whatever you want. When I am using EverythingTab running judges what I usually do is if a judge change is not the fault of the assigned judge I click on the Change Flag and mark it green. However, if a ballot push is happening because a judge is late or not present when they are supposed to be, I mark it red. That way, the tournament director can have a record of bad ballot pushes and discuss with the judge or coach why their ballots are being pushed. One final note is that this form will allow you to push any ballot to any judge - even if the judge is already assigned a ballot. The form is designed to give you maximum flexibility to accommodate the often odd things that sometimes happen at tournaments. You can also type a judge s name in the search box immediately above the table to limit the list to particular judges. Additionally, for any judges with a penalty score who appear in red you can hover your mouse over their name to see an explanation of why a judge is marked red. 80

81 Notes: 81

82 SECTION 4 Deleting a Pairing/Sectioning The Overview 1. You can delete pairings/ sectioning that were made in error. 2. Be very careful when deleting a pairing/ sectioning as there is no way to undo the delete and all results, judge, and room assignments will also be deleted. 3. You can delete all the events in a schedule block, only certain events, or just the results from a particular schedule block. Sometimes we all make a mistake and need to delete an existing pairing/sectioning. Be advised that there is no way to undo the deletion so proceed with caution! When you delete a pairing all pairings, judge assignments, room assignments, and results are permanently deleted from the database. You should proceed with caution and double check what you are deleting to ensure no mistakes are made. 82 It is a good practice to first BACKUP your tournament before deleting a pairing to ensure that in the event of an error you can RESTORE the tournament. Be careful when deleting anything!

83 To access the delete pairing form hover over the Pair/Section element in the Mega Menu and click on Delete This will pull up the main delete pairing form which gives you the option to delete all events in a schedule block, delete only certain events, or delete only results from a schedule block. Select the option you need and click the delete button. You should rarely need to delete a pairing and I would recommend against doing so once the tournament has started. 83

84 SECTION 5 Postings & Ballots The Overview 1. You can print the postings for as many events within each schedule block. 2. You have various options when printing postings that are dependent on the type of event. 3. You can send the postings to the screen, PDF, and excel. 4. Ballots operate in a similar fashion to postings. Once you are satisfied with the Pairings/Sections you can prepare the postings to distribute to the Tournament. EverythingTab gives you options of printing these out, posting them online, ing, etc... The Postings tell the competitors what room they are competing in, their competition, the side or speaking order, and the judge assigned to the pairing/section. EverythingTab formats the pairing and can create it on screen in your browser (perfect for copying/pasting into various other formats), in a PDF file perfect for printing, or in excel. Creating the ballots follows a similar step and allows you to add messages to the ballot which can be helpful in keeping your tournament running smoothly. 84

85 To access the postings form hover over the Pair/Section element in the Mega Menu and click on Postings on the right column. This page will ask you to first select the schedule block. You can only select a single schedule block at a time. The events paired/sectioned in that schedule block will then populate the second column under Select events. You can select multiple events at once. Finally, various options are available depending on the type of event you are preparing. You then can select where to send the postings to: Screen will prepare the postings and display it in the browser window. This is often useful if you are viewing the postings on your computer or want to copy/paste the postings into another program (such as Word, PowerPoint, a blog or web page). PDF will prepare the postings as a PDF file which is the recommended way to print the postings. The PDF file will print well on almost any computer. Depending on your browser printing from the screen may or may not work accurately. Finally, you have the option of sending the postings to Excel (currently works for debate and individual events, bp is planned for future development). 85

86 BALLOTS Creating the ballots follows the same basic logic as creating the postings. Indeed, there is a quick link after creating the postings to go directly to the ballots page. To access the ballots form hover over the Pair/Section element in the Mega Menu and click on Ballots on the right column. This page will also allow you to print just a single ballot and/or a blank ballot for a particular event. This page will again ask you for the schedule block and events you wish to prepare. It is a best practice to print at least 1 blank ballot before the start of the tournament in case of an error where you must have judges fill out their own ballots. You can also add a Round Start Time, Ballots Due Time, and specific ballot message. You can again either view these on the screen in the web browser or send to PDF which is the recommended option for printing. 86

87 CHAPTER 7 Tab Recording the Results from Ballots is a critical step in running tournaments. Competitors, judges, and coaches rely on the tab administrators to accurately record the results from the debates to ensure fairness at the tournament. The Tab page is designed to make it as painless as possible to record all the ballots accurately. 87

88 SECTION 1 Recording BP Ballots The Overview 1. Enter the Ballot Code and select Load Ballot. 2. Record the Rank and individual speaker points. Team points will be calculated as the sum of the speaker points. 3. Review the ballot on the screen to ensure accuracy. 4. Record ballots quickly after receiving them so you can find judges who make mistakes on ballots. Entering ballots in EverythingTab is quick and designed to be as user friendly as possible. Since Ballots are often entered under high stress conditions the easier the better! Recording ballots is an area that EverythingTab makes running a tournament much easier. The screen will look just like the ballot with all the competitor and judge information already filled out. All you need is a good system of transferring the ballots data to the computer. It is often helpful to enter ballots in pairs with one person reading the ballots and another person doing data entry. Always double check ballots to avoid mistakes. 88

89 To access the tab form hover over the Tab element in the Mega Menu and click on Record Ballots EverythingTab will guide you through the process of entering the ballot. Pressing the TAB or ENTER key on your keyboard should navigate you through the form in an efficient process. Once the ballot is entered click the Enter this Ballot button. You will see a notice telling you that the results were saved to the database. If you pull up a ballot that has already been entered you will see various other options. This will take you to the main record ballots page where it will ask you to enter the ballot code found on the top left corner of the ballot. Once you enter the ballot code and click load (or press enter) you should see the same ballot appear on the screen: Show Recorded Decision will populate the web page with the results you previously entered. This is often helpful when double checking the results. The Delete Result link will delete the result saved for this ballot. You also have the option from this page to view missing ballots and quickly jump to a missing ballot from the Missing Ballots drop down located on the top right corner of this form. 89

90 Notes: 90

91 CHAPTER 8 Results The end is in sight! EverythingTab is all setup to calculate the final rankings and award winners for your tournament. And since you are using a computerized tab program you can avoid the headaches of manual calculations ensuring the accuracy of your award sheets. 91

92 SECTION 1 Rankings The Overview 1. Rankings can give you a quick picture of how the entries in an event currently rank. 2. Rankings are calculated based on the event ranking settings discussed in Chapter You can view the rankings on the screen or prepare them for printing by selecting the PDF option. The rankings may determine who wins an award or what seeds the team earns in elimination rounds. Now that all the ballots have been recorded EverythingTab can calculate the top teams based on the ranking settings. Each of the settings will appear as a header on the rankings report. You may find sending the rankings to the screen and copying/pasting to Excel or Word gives you greater flexibility in the formatting of the results. Always do a quick double check of the results to ensure there are no anomalies such as a team with 0 points. 92

93 To access the rankings screen hover over the Results element in the Mega Menu and click on Rankings Here is a sample result using the screen option to send the results to the browser (note: data is simulated): This will take you to the screen where you can select one or more events to prepare. You must then select whether you want to view preliminary round or elimination round rankings. If you would like to limit the listing to only those you will announce you select from the drop down box labeled Number to List. Page breaks controls whether page breaks should be added when you select multiple events. 93

94 SECTION 2 Other Result Reports The Overview 1. The Result Sheets create a comprehensive record of your tournament listing each active team s performance at the tournament along with their opponents and judge information. 2. The Various other result reports are available depending on the needs of your tournament. EverythingTab will continue to develop adding more reports that users request. EverythingTab can calculate results in many different ways for your tournament beyond rankings. Each option may or may not be relevant to your specific tournament and events. You always have the option of sending the results to the screen or PDF. You may find it convenient to send the results to screen and then copy/paste into Word or PowerPoint. 94

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