Organizer's Guide

1. Open the homepage and click Sign in at the top right.
2. The fastest way is with your Google account – one click is enough. Alternatively, register with email and password.
3. When registering by email you'll receive a confirmation email. You can either activate your account via the link in the email or enter the included 6-digit code.
4. On your first login, a short welcome wizard walks you through your basic details (name, dojo) – it only takes a minute.

A wizard guides you through it in a few steps:

1. Click Create tournament.
2. Basic data: Enter the tournament name, organizer and host, and choose the style(s). You write the description comfortably in the text editor (bold, lists, links, etc.).
3. Location & time: Enter the venue, city and country as well as start and end date. These details are mandatory so your tournament can be found easily.
4. Schedule: Set the doors-open and start time.
5. Disciplines: Create the competition categories right away (see chapter 3) – or add them later.
6. Publish: Finally, decide whether the tournament is saved as a draft or published right away.

As long as a tournament is a draft, nobody but you can see it. Only after publishing does it become publicly visible.

Getting your tournament found: style and tags

On the homepage, visitors can filter by style and keyword. Two fields from the wizard feed this filter:

• Style (step Basic data): Shotokan, Goju-Ryu, Wado-Ryu, Shito-Ryu and more. Multiple selection is possible, at least one is required – see the note above.
• Tags (step Design & branding): free-form keywords for everything else – federation (DJKB, DKV, JKA, WKF), target group (kids, youth, masters), character (championship, international, regional).

Both can be changed later at any time in the tournament settings.

When publishing, you can have your event announced free of charge on the official TournaEvent channels (Facebook & Instagram) – for extra reach without any effort on your part. This applies equally to tournaments and seminars.

Here's how: In the publish dialog, check "Announce this event on TournaEvent's social media channels". The checkbox is off by default – so nothing happens unless you enable it yourself.

An announcement image with text is generated automatically from your listing data. Only information that's public anyway is published – title, date, location, disciplines, and the link to the listing. No personal data.

As soon as a post is published, a link to the Facebook or Instagram post appears on your event's public detail page.

A "discipline" is a single competition category, e.g. Kata children male 8–9 years or Kumite youth female -50 kg. For each discipline you set:

• Type: Kata (forms performance, scored by judges) or Kumite (sparring).
• Age, gender and – for Kumite – weight class.
• Rule set: Choose the matching preset.
• Participant number format: The platform assigns short, automatic participant numbers.

Rule set presets

The rule set automatically controls match times, point allocation, and the scoring screens on competition day – you don't need to worry about the details.

The number of judges for kata is 5 or 7. It's also the panel size and determines the number of flags, the scoring columns, and the drop count (how many highest and lowest scores are dropped from the calculation). You set the default for the whole tournament in the settings; individual disciplines can deviate from it in the Judges tab (see chapter "Judges").

If two categories overlap (same age/gender/weight), the platform warns you.

Merging categories that are too small

After the registration deadline there are almost always a few categories with just one or two competitors – especially among children, where the age groups are narrow. Instead of deleting them (which would discard the registrations), merge them into one category: Disciplines → Merge.

1. Select the categories. The sparsely filled ones are listed first. Anything that does not fit cannot be ticked at all – the reason is shown next to it.
2. Choose the target category. It stays and keeps its entry fee, its referee count and its slot in the schedule. The others are removed and their competitors move over. The platform suggests a name, which you can change.
3. Confirm the consequences. Depending on the case you confirm each one separately: that the existing draw is discarded, that the weight limits change, that the category becomes mixed, or that it has to be split across several fighting areas.

Kata may be mixed – boys and girls in one category. Kumite never: the platform refuses that, even with confirmation. Merging is also impossible once any of the categories involved has been scored.

The age range, the grade range and – where present – the weight limits of the target category are widened to cover all categories involved. If one of them has no weight class, the target becomes an open category.

1. Open your tournament and choose Open registration.
2. From now on, dojos can register for your disciplines.
3. You can set a registration deadline – after that, no new registrations are possible.
4. Via Close registration you can end it manually at any time, even without a deadline. You need this before you can run the draw.

What has to be in place first

Before the first dojo can register, you need your billing details: name, address and country. If you offer bank transfer, the bank account as well. Enter them under Settings → Billing details.

The reason is inconvenient but simple: from the moment you open registration, dojos register, and every registration means you owe them a document. Without a name and address that document is not a valid invoice under § 14 of the German VAT Act — and adding the data once seventy dojos have registered means reissuing seventy documents.

If something is missing, the Payment step in the publication assistant tells you which fields. Until they are filled in, Open registration stays locked.

Tax number and VAT ID are explicitly not required here. You only need those once you send an invoice with an amount.

The phases of a tournament

Draft → Published → Registration open → Registration closed → Draw → Competition → Completed

The phase bar sits at the top of the tournament overview. On narrow screens it collapses into a bar with the line "Phase 3 of 7 · Registration" – all seven phases remain visible.

Tournament, seminar and dojo all share the same layout. Whichever one you open, you always see the same four areas:

Top: name, status and the most important action. The colored badges next to the name tell you the state at a glance – gray for the lifecycle (draft), green for published, blue for test mode, yellow for "take a look", red for a real defect such as a stale draw. On the right is the action that's due in this phase: Review & publish while in draft, Print tournament book from the draw onward. If your role isn't allowed to perform that action, the next allowed one moves up.

Below: the key figures. For a tournament: starters, dojos, teams, disciplines, absentees and open payments. For a seminar: sessions, training time, coaches, fee, exams and days until the date. For a dojo: people, groups, training times, this week's sessions, how many of those are recorded, and open assignment requests. Only the values you should act on carry color.

Left: what needs to be done. The Next steps card sits at the very top because it answers the most important question. Every item is clickable and takes you where you handle it. Once everything is done, the card shrinks to a single line.

Right: actions and sharing. Actions are grouped into Manage and Communication, with Delete set apart below. You only see what your role is allowed to do.

QR code for the listing and posting

At the very bottom right you'll find Share & post. The QR code leads directly to the public page of your tournament, seminar or dojo – meant for flyers, listings and posting up in the dojo.

• Copy link puts the address on the clipboard.
• Download as PNG produces a print-ready image file: QR code, name, date and location, plus the listed address on a white background. You can drop it straight into your announcement.

While your tournament or seminar is still a draft, a note appears below it: the link only works after publishing. A dojo doesn't get its QR code at all until it's published, because no public address exists before that.

In real tournaments, late registration is the norm: someone gets sick, someone else steps in, a dojo registers three days late, someone shows up at the registration desk on competition day. So you don't have to handle that by hand anymore, there's the late-registration window.

You'll find the switch in the tournament settings under Late registration. It's off by default – as long as it stays off, your tournament behaves exactly as before: the registration deadline is the end of it.

What changes once the window is turned on

The registration deadline stops being a hard stop and becomes a price threshold: before it, the regular price applies, after it the late-registration rate, and on competition day the competition-day rate (see Fee tiers).

Registration is then possible per discipline until its first match begins. That's the key point: if Kumite has already started, Kata can still accept registrations. As soon as a discipline is being fought, it's closed – for everyone, including you.

In the registration wizard, dojos still see started disciplines, but grayed out with the note "Already started". On the public tournament page, each discipline shows whether registration is still open and whether a surcharge applies.

What happens to the bracket

If the discipline has already been drawn, the latecomer is inserted, not redrawn – as soon as their payment has come in:

• If a slot is still free, they move into it. All existing pairings stay unchanged. Whoever saw their opponent in the bracket that morning still has them at noon.
• If the bracket is exactly full, the discipline is redrawn. Then everyone gets new opponents – there's no other way.
• If the late registration would require an additional competition area, nothing happens automatically. You get the note "Draw outdated" and decide yourself whether to redraw.

Affected dojos are notified whenever their bracket has changed.

This applies to individual starters as well as to teams: a team registered late is added to the bracket in the same way once payment is confirmed – with its members, so the individual bouts of the encounter are fixed from the start.

Adding someone on-site at the registration desk

If someone is standing in front of you on competition day, you as the organizer can add them directly to an existing registration of the dojo. The participant number is assigned automatically, and the competition-day rate is locked in. Payment here is also made online.

The Manage participants area gives you a full overview. There are tabs for Dojos, Starters, Teams, Disciplines and Registrations. At the top, a key-figures bar shows the most important values at a glance (dojos, starters, teams, disciplines, open amounts). The view also works on smartphones: long lists load incrementally via "Show more", and detail sections open with a tap.

Viewing starters and teams

As organizer you see all registered starters and teams here. Participants are captured exclusively via registration – dojos register their own starters themselves and pay the entry fee. Only paid participants take part in the tournament. There's no manual creation or editing of individual starters by the organizer (this prevents unpaid participation). You still assign participant numbers with the click of a button, and report absences as described below.

What participant numbers look like

You determine the format under Settings → Participant ID template. The template is a short piece of text with a token for the running number – e.g. TN-{0:000} for "TN-001", "TN-002" … The zeros in the token set the number of digits; fixed characters before or after it are carried over unchanged by the platform. A preview immediately shows you what the first number will look like. For teams, there's a separate setting for the same purpose (Team ID template).

If you change the template later, you can reformat the existing numbers with the click of a button.

Correcting incorrect participant data

Registration data comes from the dojos, and mistakes happen there: a name misspelled, the wrong kyu grade, the wrong gender or age. Often that's only noticed once the tournament book is printed and lying in front of you.

In the "Starters" tab, every row has the action "Correct data" (pencil icon) for this. The dialog separates two groups, and the difference matters:

• Spelling – first and last name. A pure correction on paper.
• Category data – age, gender, grade and weight. This data decides which discipline the starter belongs to.

If, after a category change, the starter no longer fits one of their registered disciplines, the platform tells you exactly that ("Age 13 is outside 10–11"). They are not automatically moved – a silent intervention in the draw would be worse than the wrong data. You decide whether to move them.

Since the name change alters a printed sheet, the affected discipline subsequently appears in the "Tournament book changed" notice. You then only reprint those pages (see "Final version & reprinting only the changes").

With category data it is different: age, gender, grade and weight appear on no sheet – the bracket and the attendance list carry name, dojo and participant number. So as long as the starter stays in their slot in the bracket, nothing on the printed paper changes, and no reprint is reported. It only becomes necessary after you have moved them and redrawn – then the bracket is filled differently, and the discipline shows up under "Tournament book changed" by itself.

Correcting is allowed for owners, tournament admins and co-organizers — and, as always, by the registering dojo itself. If the tournament management changes another dojo's registration data, that dojo is notified.

Reporting absence instead of deleting

A starter who has already paid can't simply be deleted. If someone doesn't show up, you instead mark them as absent. The platform remembers who unregistered them and when, and automatically removes the person from the draw.

Anyone marked absent is missing from all of their disciplines — individual as well as team. They also no longer count anywhere: not in the split across competition areas, not in pool sizes, not in byes.

If someone doesn't show up on competition day

Deregistering in the dojo area only works before the tournament. On competition day, there are two other places for it:

• "Starters" tab — the competition management marks any starter as absent there, or reverses the registration. Unlike in the dojo area, it doesn't matter here whether payment was made: whoever isn't in the hall isn't there.
• At the mat — when skipping a match, the app asks for the reason: "Kiken (withdrawal)" or "Did not appear". Only the second one additionally reports the starter as absent. The difference matters: Kiken is the withdrawal of someone who was there.

This matters for results: a starter who is neither scored nor reported absent counts as "not yet up" — and the discipline remains incomplete as a result (see "Results & medal table").

An absence can be reversed as long as the person hasn't been scored yet. After that it can't: their match has already been decided and the opponent has advanced.

Teams: A kata team needs all 3 people — if one is missing, the team doesn't compete and isn't drawn. A kumite team needs at least 2 fighters; it then fights 2 against 3, and the missing person's bout counts as a Kiken for the other side.

Registering teams without names – the line-up is only decided on competition day

Some dojos do not yet know at the registration deadline who will compete in a team: it is decided after illness, weigh-in and travel. For this, a slot can be left open when registering – in the team editor, next to “Take from dojo”, use the button “Leave slot open”.

What matters is the difference between two things that could both be called “incomplete”:

• The number of members is wrong – the registration cannot be submitted (red note “Incomplete”).
• The number is right, only names are missing – this is a valid registration (amber note “Name pending”). The team is registered at full strength, is drawn normally and costs the same entry fee. Until the name is added, “N.N.” appears in the bracket, on the hall monitor and in the start list.

Adding names works until competition day – even for teams that have already been paid for, where nothing else can be changed. The registration then shows the button “Add names”. This path only fills open slots: team size, discipline and fee stay untouched, and an occupied slot is never overwritten. If you made a mistake, have the data corrected via “Correct data”.

Tournament management sees open slots immediately. In the Teams tab, affected teams are listed at the very top, with the number of open slots and a filter showing only those. Via “Manage line-up”, tournament management enters the names itself when the dojo cannot be reached. This is allowed for owners, tournament admins and co-organisers – not for the scoring table. If tournament management enters a name, the dojo is notified.

If someone added does not match the team category (age, gender or grade), they are saved anyway and the conflict is shown. A silent change to a running draw would be worse than the wrong entry.

If the draw already exists, the platform carries the name into the bracket so that the hall monitor, live ticker and scoring show it. Reprinting the tournament book is not necessary: the printed sheet carries team names, not individual competitors – it looks exactly the same after the name is added.

If you want your participants to pay online directly when they register, you set up payment processing once. Don't worry – you don't need any technical knowledge for that. This guide walks you through everything step by step.

Setting the entry fee per discipline

Set the entry fee for each discipline – separately for individual starters and teams. You do this when creating or editing the discipline (see chapter 3). If you don't want to collect any money online at all, just leave the fee at 0 – registration is then free and you don't need the following steps.

Fee tiers: early bird, late registration, competition day

Many announcements don't name just one price, but several – depending on when you register. That's exactly what the fee tiers map. You'll find them in the tournament settings and in the discipline default values, each in the "Fee tiers" block; a toggle shows and hides it. It applies to the whole tournament: the discipline's entry fee remains the base price, the tiers only add or subtract something.

Three levels are available, each separately for individual and team:

You don't need to maintain the cutoff dates for late registration and competition day – they follow from the registration deadline and the tournament date. Only the early-bird cutoff date is required: without it, the discount could never apply, so that tier stays inactive without a date. You enter all amounts as a positive number – Tourna Event knows that a discount is subtracted and a surcharge is added.

An example: entry fee €12 per discipline, late registration +€5, competition day +€10. Anyone who registers before the deadline pays €12. Anyone who registers after pays €17. Anyone added on competition day pays €22.

The distinction between surcharge and discount matters:

• The surcharge is locked in at the time of registration. Whoever registers on time pays the regular price – even if the treasurer only transfers the money weeks later. Nobody is penalized for a payment taking a while.
• The discount is granted at the time of payment. Early bird means early money, not an early click: whoever registers during the early-bird period but pays only afterward doesn't get the discount.

If a dojo later adds another discipline for a starter who's already registered, only this new item is charged at the then-current rate. The already-registered disciplines keep their price.

The registering dojo sees the surcharges in the cost overview – as its own line for each item, not just folded into the total. On the public tournament page, the tiers appear wherever the entry fee is shown.

What is Stripe – and why do I need it?

Tourna Event processes payments via Stripe, one of the largest and most secure payment providers in the world. Think of Stripe as a digital cash register: the participant pays at registration, the money first lands in your Stripe account and is then automatically transferred to your regular bank account.

Why a separate service? So your money flows directly to you instead of passing through Tourna Event. Your bank and ID details are held exclusively by Stripe – a company that specializes in secure payments.

• Creating a Stripe account is free. There are only fees per payment (a small percentage plus a fixed amount per transaction).
• More about Stripe: stripe.com

What does Tourna Event cost me?

Tourna Event is deliberately usage-based – you only pay when money is actually flowing:

• Creating and configuring a tournament and generating the draw: free.
• Tournaments starting before 01/02/2027 are completely free. Until then no platform fee applies at all.
• From 01/02/2027 Tourna Event retains €0.99 per registered discipline (each discipline a competitor is entered in counts separately; a team counts as one position). With an online payment the fee is deducted automatically – you do not receive a separate invoice for it.
• Additionally, Stripe's transaction fees apply (see above).
• If registration is free (entry fee €0), no platform fee is incurred.

If the money bypasses Stripe – bank transfer, PayPal or cash at the desk – the fee cannot be deducted. It is then invoiced afterwards. Whatever went through Stripe is settled and does not appear there a second time. You will find those documents later under Settings → Billing details (see "Your own invoices from Tourna Event").

Step 1: Open the Stripe settings

Open Settings and switch to the Stripe area. At the top you'll find a status indicator: as long as nothing has been set up yet, it says Not connected.

Step 2: Acknowledge the fees

Check "I have taken note of the Stripe fees …". Only after that can you connect your account. You can look up the current fees directly at Stripe at any time: Stripe pricing overview.

Step 3: Connect your account

Click Connect. A new window opens directly at Stripe. There, Stripe guides you through setup – it only takes a few minutes:

1. Create an account or sign in – with your email address. If you already have a Stripe account, just sign in.
2. Details about you or your organization – name, address, date of birth; for clubs/companies, additionally the organization details.
3. Bank details (IBAN) – Stripe pays your earnings out to this account.
4. Confirm your identity – usually via a photo of your ID. This is legally required and protects against misuse.

Once you've completed all the details, you return to Tourna Event automatically. The status now jumps to Connected (green) – your account is ready to receive funds.

Test mode or live mode?

In the Stripe area you can switch between two modes:

• Test mode – for risk-free experimenting. No real money flows here; you can run through the entire registration and payment process with a test credit card number (e.g. 4242 4242 4242 4242 with any future date and any security code).
• Live – real operation. Real payments from real participants are processed here.

Choosing payment methods

Under Payment methods you decide what your participants can pay with – e.g. card, SEPA direct debit, Klarna or PayPal. Which methods are actually offered depends on your country and your Stripe settings.

Publishable key (only if needed)

The Publishable key field (starts with pk_test_ or pk_live_) is a public key for card payment. As a rule, you don't need to change anything here. Only touch this field if you're explicitly asked to.

What participants see

At registration, the entry fee is displayed, and participants pay directly online via the methods you've enabled. Registration only becomes binding after successful payment.

Payout to your bank account

The collected entry fees accumulate in your Stripe account and are automatically paid out from there to your stored bank details (Stripe does this on a fixed schedule, often somewhat delayed at first). As soon as a payout is on its way, you get a notification.

Managing your account later

Once your account is connected, the Connect button turns into a Manage button. It opens your personal Stripe dashboard (dashboard.stripe.com) – there you see all payments, payouts, and can change your details.

Discounts for dojos, federations and nations

Sometimes not everyone should pay the same: a partner dojo that has come for years, a nation with a long journey, a federation you have an arrangement with. That is what discounts are for.

You grant them in the Starters tab (or Nations at international tournaments): pick the dojo and click Grant discount. Four kinds are available:

The discount applies to all entries of that dojo that are still open. Registrations already paid keep their price — an invoice does not change retroactively.

Only one discount applies. If a dojo is favoured both as a dojo and through its nation, the more specific one wins: dojo before federation before nation. Discounts are never stacked.

You can set the discount right away or offer it by email. With an invitation it only takes effect once the dojo accepts — until then it shows as "invited" in the overview and is not deducted.

The percent sign next to the search opens the discount overview: there you see every discount granted, what it amounts to on the open entries, and you can revoke it.

Other ways to pay: bank transfer, PayPal, cash

Not every dojo wants to — or may — pay online by card. Many club treasuries transfer, some pay cash at the desk. For that you can offer payment methods outside Stripe.

Once unlocked you will find the Payment methods section in the Settings. There you switch on individually what you want to offer:

• Bank transfer – the dojo receives an invoice with your bank details. For this you enter the account holder and IBAN; within the SEPA area you do not need the BIC. The IBAN is checked against its check digits: a transposed digit shows up immediately, not only after twenty transfers have gone nowhere. If you organise outside the IBAN area – the USA, Japan, Canada and most of Asia and Africa – Tourna Event asks for an account number and bank code/routing instead. Which form applies is decided by the country in your billing details.
• PayPal — payment straight into your PayPal account. For that you need client ID and secret from your PayPal app under "Apps & Credentials". Mind the environment: no real money moves in the sandbox.
• Cash — the dojo pays at the desk on competition day.

If you switch a method off again, the details you entered remain — they are only locked.

Under Invoice prefix you set what precedes every invoice number of this tournament, for example KWM26.

What the dojo sees: the payment dialog shows a choice as soon as there is more than one way. Each option says what happens next — "paid right away" is something else than "invoice arrives, places stay reserved for 14 days". If it picks bank transfer, an invoice is created immediately, and its number is at the same time the payment reference.

Your billing details

Under Settings → Billing details you keep the information you appear with towards the dojos: name, address, country, register entry, tax number, VAT ID, bank account, tax rule and payment terms.

They belong to you, not to a single tournament — entered once, they apply to all your tournaments. Only people who organise tournaments themselves see this section; the fields contain your bank account.

Which bank fields appear depends on the country: IBAN and BIC inside the IBAN area, account number and bank code outside it. Outside, Tourna Event does not check the format — the American routing number has a check digit, the Japanese one does not, the Indian one follows a fixed pattern. A half-check would reject valid accounts.

Your own invoices from Tourna Event

If money bypassed Stripe – bank transfer, PayPal or cash –, Tourna Event invoices you the platform fee afterwards (see "What does Tourna Event cost me?"). Those documents sit in the same place, Settings → Billing details, below your master data: number, status, amount and Open PDF.

Until now you could only reach them through the link in the email – whoever deleted the email had lost the document. Just like the dojo, which finds its invoice in its own registration, it now stays available to you as well.

Drafts are not listed; you only see what has been issued for good. If there is no invoice yet, the list does not appear at all.

Invoices to the dojos

As soon as a registration is paid, the invoice is created automatically — for every payment method, including Stripe. It is emailed to the dojo right away. You will find it under Starters → Registrations via the Invoice button; each row's invoice column also offers Open invoice, so you do not have to open the overview first.

This does not happen in test mode — no invoice is created and no email is sent there. A trial tournament with 500 registrations would otherwise burn 500 invoice numbers, and those cannot be undone.

Invoices exist independently of the payment method. Even if your tournament runs on Stripe alone, you can issue documents – many dojos need them for their accounts. What differs is what the document says:

A Stripe receipt counts as paid immediately and gets no payment term – a request aimed at someone who paid long ago would otherwise sit in every list of outstanding items.

The Create invoices button creates them for several registrations at once. With bank transfer, PayPal and cash these are drafts: sending is a second, deliberate step, and only then is the invoice number assigned. A failure never stops the run; at the end you see how many did not work.

The list distinguishes two states:

• Draft — no number yet, invisible to the dojo. You can send it.
• Sent or paid — carries a number and can be opened as a PDF.

Before you can send an invoice with an amount, you also need a tax number or VAT ID. § 14 of the German VAT Act requires it; without it the dojo cannot book the document. Name and address are long since in place at that point – Tourna Event asks for those before you open registration.

That is also where you choose the tax rule. It is preset to "non-profit club", because that is the normal case: entry fees of a non-profit sports club are exempt under § 4 no. 22b of the German VAT Act. If that does not fit, change it.

The invoice goes to the dojo as a PDF by email, in its language. For a bank transfer the account details and the payment reference are also in the mail text — whoever reads on a phone does not open an attachment to copy an IBAN.

Printing invoices for postal dispatch

Not every dojo reads its email. Print all invoices under Starters → Registrations gives you every issued invoice in one PDF file — one print job instead of twenty-two.

The stack is sorted by invoice number so it lies in the same order as your bookkeeping. Each invoice starts on a new page; two dojos never share a sheet.

Drafts are not included — they have no number yet and are not binding. That is why the number on the button tells you how many invoices actually end up in the file.

An invoice stays as it was sent. The PDF is produced once when the invoice is issued and then kept; every later download returns exactly that file. This matters more than it sounds: if the layout or a tax wording changes later, a freshly produced invoice would look different from the one the dojo received — both plausible, and nobody would notice the difference. That is also why your download gives you the dojo's language version, not your own. There is exactly one invoice, and it is the one that was sent.

Chasing up missing billing addresses

Every dojo now enters its billing address before it registers. Dojos that registered earlier have none — no valid invoice can be issued for them, and it only comes to light when you want to settle up.

The Request address button then appears under Registrations. It first shows you who is affected and what is missing in each case; only then does anything go out. Every affected dojo receives an email in its own language explaining why it matters, with a direct link into its own registration.

A few details worth knowing:

• People get the email, the dojo is what gets checked. If two people registered with the same dojo, both receive one — you cannot predict who will act, and one address covers both.
• Anyone who registered with two dojos receives one email naming both.
• After a reminder there is a three-day pause. The list shows when the last reminder went out and how many have been sent, so you can see who keeps ignoring it.
• The button only appears if there actually is someone to chase.

Confirming an incoming payment

With a bank transfer you see the money on your bank statement — Tourna Event knows nothing about it. You confirm it yourself.

In the Starters → Registrations tab you search for the invoice number (it is in the payment reference) and click Mark as paid in that row. There is a field for the reference; for cash at the desk it may stay empty.

The filters at the top narrow the list down to one payment method — the bank transfers only, for instance.

Withdrawing a single entry

A starter withdraws, a discipline was entered by mistake, someone is injured: in the Starters tab the row carries the action Cancel entry.

Only the owner of the tournament sees this action. A cancellation moves money and changes the basis of the platform fee – a tournament admin therefore finds the row without this button.

Cancelled is not the same as absent — and the difference costs money:

The dialog puts both side by side before you fill in anything. Whoever simply did not show up is reported absent, not cancelled.

You give a reason — injury, wrong entry, withdrawal or other. That is mandatory, because it is the evaluation that later tells you why dojos withdraw. And you decide whether the amount is refunded or stays with the organizer. For an unpaid entry the question does not arise.

If an invoice has already gone out for this registration, a correction invoice is created automatically. The original invoice stays unchanged — it is with the dojo, and two versions of the same document would be worse than a credit note beside it.

Working through the refunds

Cancelled entries with a refund land in the refund panel in the Registrations tab. One click on Start run works through them.

Two worlds, and only one runs by itself:

• Stripe payments are refunded automatically.
• Bank transfer, PayPal and cash cannot be refunded by Tourna Event — that money never went through the platform. Those cases show as "to repay yourself". You transfer it yourself and then mark it as done.

Failed refunds gather with their reason in the row and can be retried individually or all at once. A failure never holds up the run. Via CSV you download the whole list for your bookkeeping.

Creating a correction invoice by hand

Not every credit note follows from a cancellation: an amount charged too high, a discount granted afterwards. In the invoice window every sent invoice carries the action Correct.

You enter the credit amount and a reason — the reason appears as a line on the document and should still make sense a year from now. More than the invoice amount is not possible.

Calling off the whole tournament

If the tournament does not take place, you find Cancel tournament in the Overview among the final actions. Before confirming you see the scope: how many entries will be cancelled, how many dojos will be notified, how much flows back — and how much of that you have to transfer yourself.

To confirm you type the tournament name. Then the following happens:

1. Registration closes immediately.
2. All entries are cancelled.
3. Every dojo receives an email in its language — saying what becomes of the entry fees already paid.
4. The refunds are ready in the refund panel.

Before you go live, you can test your tournament free of charge and risk-free. In simulation mode, the system generates test participants (not real registrations), and you can try out the draw and scoring. A tournament in test mode displays the "Test mode" badge.

How to start: Open the "Publish tournament" dialog. There you'll find the Simulation mode card with the "Start simulation" button (available once you've created at least one discipline).

What you can test:

• Generate test data – fills one discipline per discipline type (Kata individual/team, Kumite individual/team) with made-up participants.
• Draw and scoring – fully playable through for these active disciplines.
• Payment – up to 3 test registrations via Stripe in test mode.

What's locked in test mode: actually publishing, publicly opening registration, publishing the draw, and unprotected list export. You can still create and view the draw internally – it just doesn't become visible to visitors.

Once you've finished testing, you have two options in the same card:

• End simulation – turns test mode off. All test data is deleted; you can test again later.
• Go live – switches the tournament permanently into real operation. All test data is deleted, and simulation mode can no longer be activated afterward. This requires a fully set-up Stripe account in live mode.

1. Close registration first – either the deadline passes, or you choose Close registration. As long as it's open, you can't run the draw; otherwise the bracket would already be outdated before the first match begins.
2. Open the draw/brackets area and generate the draw – the platform automatically distributes the starters into the brackets (for many participants, also across multiple tatamis/competition areas).
3. Check the result. If everything fits, click Publish draw.

Only after publishing do participants and spectators see the match pairings.

When does it split? You control that yourself: in Settings → Capacity per competition area you set the maximum number of starters allowed on one area. If a discipline grows beyond that, the draw automatically spreads it across multiple areas. The value serves as the default for new disciplines; individual disciplines may deviate from it. Smaller value = more areas and shorter preliminary rounds, larger value = fewer areas and longer brackets.

Multiple competition areas, final & repechage: For very large categories, the preliminary rounds run separately per tatami; the winners then meet in a shared final. Depending on the rule set, there's additionally a 3rd-place match or a repechage with two bronze medals. Under DJKB, the losers of the tatami finals automatically receive 3rd place. You don't need to worry about these details – the draw builds them to match the chosen rule set.

Seeding: keeping the favourites apart

If the two strongest competitors of a category meet in the very first round, the category is decided long before it has really begun. Seeding (WKF Kumite Art. 3.3) exists precisely against that.

You find it in the participants area: select the discipline, then the "Seeding" button. There you tick up to four starters – and in the order you click them: the first click is seed 1, the second seed 2, and so on. That order is not a formality, it is the actual statement.

When drawing, the platform then distributes them like this:

• Seed 1 goes to the top of the bracket, seed 2 all the way to the bottom – that is, into the other half.
• Seeds 3 and 4 land in the two middle quarters.

This means seeds 1 and 2 can meet no earlier than the final, and all four no earlier than the semi-final. The remaining starters are distributed randomly as usual, still taking club membership into account.

Three things are worth knowing:

• Seeding only takes effect at the next draw. It is a specification, not an intervention in an existing bracket. If you change the seeding after drawing, the notice "Draw outdated" appears – the seeding only really applies once you redraw.
• It only applies with a single competition area. If the discipline is split across several tatami (see "When is a discipline split?"), the preliminaries run separately and the seeding stays out of it.
• It needs a bracket. Pure points-based kata has none, so there is nothing to seed.

Seeds who have been withdrawn in the meantime are quietly skipped when drawing – the others move up into their positions.

Seeding is allowed for owners, tournament admins and co-organizers – the same level as drawing itself.

Changes after publishing

Two things take the worry off your hands here:

• Scored disciplines are protected. As soon as the first score exists in a discipline, its draw can no longer be accidentally overwritten – even "Regenerate draw" leaves it untouched and tells you how many disciplines were skipped because of it. This means ongoing or completed results are never lost. Up to the first score, everything remains freely changeable (including late registrations and absences). If you really need to redraw an already-scored discipline, that's only possible deliberately, with a double confirmation – the existing results are deleted in the process.
• Notify dojos specifically. If something has changed on an already-published draw, you can use the "Notify dojos" button (in the "Draw outdated" notice) to inform the registered dojos via push – without having to redraw.

Moving individual starters within the bracket

Sometimes the draw isn't quite right in small ways: two starters are clearly seeded wrong, or someone belongs in a specific bye. You don't have to redraw the whole discipline for that – that would upend everything already printed and posted.

In the "Draw" tab there's the action "Move starter" for this:

1. Choose the discipline.
2. Click the starter you want to move.
3. Click their target. If the target is occupied, both are swapped; if it's free, the starter is placed there. You don't need to make that distinction yourself.
4. Confirm – both names are shown to you once more in plain text.

The bracket structure remains untouched: no round is added, no match disappears. Moving always happens within one competition area.

Every intervention is logged, and the discipline subsequently appears in the "Tournament book changed" notice – so you only reprint those pages. Moving is allowed for owners, tournament admins and co-organizers.

Public bracket view & tournament book

After the draw is published, the brackets are viewable without login – ideal for sharing or posting up. Via the tournament book/print area you export all brackets bundled as a PDF (tournament book) in the tournament's branding. You adjust the look of the brackets in Settings → Design.

Anyone reported absent as a starter appears struck through in the tournament book with the note "withdrawn" – so the printed sheet at the scoring table is still correct even if someone drops out at short notice.

Attendance list per tatami

Before the first match of a discipline, the scoring table calls up the starters and checks who's present. For this, the tournament book has an attendance list to check off, right before the brackets of each discipline – for split disciplines, a separate list per tatami with exactly the starters of that area.

The list is a portrait sheet with four columns: checkbox, participant number, name and dojo (for international tournaments, the nation appears there instead). It's sorted by participant number, not draw order – numbers are called out at the table. The page header states which tatami it covers and how many starters are expected.

Anyone already reported absent beforehand appears struck through at their number position in the list – without a checkbox, with the note "withdrawn". This way you simply go through the numbers in order as you call them, and still see that no one was forgotten. The header states both figures, for example "24 starters · 6 reported absent". Long lists are split across several sheets, each with its own header.

Final version & reprinting only the changes

Normally you take the complete tournament book to the printer. But after that, something almost always still changes: a late registration, a withdrawal, a corrected draw, a cancellation on competition day. So you don't have to reprint the whole book, the platform remembers which version you printed.

1. After printing, the platform asks you: "Mark tournament book as final version?" Confirm this once the printout is in your hands. With "Later" nothing is locked in – the question comes back the next time you print.
2. If something changes afterward, you immediately see the notice "Tournament book changed" in the tournament dashboard, along with the affected disciplines.
3. Click "Print changes" – you choose between "Changes only" and "Whole book". The change printout contains only the pages of the affected disciplines, with a cover sheet listing which sheets you need to swap in the binder and which you need to remove (if a discipline has been dropped entirely). If a discipline was merged rather than deleted, the cover sheet says so explicitly – including the category its competitors now compete in. In addition, each discipline carries a line saying where the sheets belong: competition area and scheduled time, split into preliminaries and final – for example: Prelims from 16:04 on Pool A, Pool D · Final approx. 17:51 on Pool A. Whoever picks the stack up from the printer sees at once which desk to take it to. If no schedule is maintained, the line is omitted.
4. Afterward the platform asks again whether the reprinted pages are the new final version. If you confirm, exactly these disciplines won't show up again next time.

When the finalists are set

If a discipline runs across several competition areas, the winners then meet in the final across all areas. With hybrid kata (flag preliminaries, then a points final) it's the same pattern on a different sheet. In both cases the final sheet can't carry any names at the first print – they only emerge from the preliminaries. So it goes to the print shop empty.

As soon as the preliminaries are done and the finalists are completely set, three things happen:

1. You're notified immediately – by push on your phone, in the bell at the top and, if you have the tournament dashboard open, as a message right on screen. So you find out even while standing at the competition area.
2. The discipline appears in the "Tournament book changed" notice – like any other change.
3. The reprint carries the names. The final sheet now shows the actual finalists with start number and dojo instead of "Winner Tatami 1". With two competition areas the third-place match fills in as well – it carries the two losers of the area finals.

So you swap just this one sheet in the folder instead of copying the names by hand.

Marking the final version and printing changes is allowed for owners, tournament admins and co-organizers – the same level as printing itself.

Finalists list for the competition desk

The change printout delivers the sheets of one discipline, sorted for the folder. Anyone at the desk who wants to know who has to report for the final block next – across all disciplines – would have to lay several reprints side by side.

For that, the Brackets tab has the Print finalists list button: a single sheet with every finalist of the tournament, grouped by discipline, with start number, name, dojo and a box to tick off – laid out like the attendance lists of the preliminary rounds.

Only disciplines whose finalists are fully determined are listed; with two competition areas the two fighters for third place belong to it. If no complete line-up exists anywhere yet, the platform says so instead of printing an empty sheet. Withdrawn starters appear struck through.

Anyone with scoring access may print it, including the competition desk (scorer) – not just the event management. It shows nothing that is not already visible in the bracket view.

In the Schedule tab you plan the course of competition day: which discipline runs when and on which competition area (tatami)? Complemented by award ceremonies, breaks and free blocks like doors-open.

Generating the schedule automatically

1. Open the Schedule tab and click Generate schedule automatically.
2. The platform distributes all disciplines across the day based on your start times, the number of competition areas, and the participant counts – sorted by age group and bundled: first the preliminary rounds, then the final, then the award ceremony for each group.
3. The estimated duration of each block is based on the number of participants and learned average times – the more tournaments you run, the more accurate the estimates become.

The automatic schedule is conflict-free: a starter competing in multiple disciplines (up to four) is never scheduled on two areas at the same time.

The “Finals at the end (preliminaries first)” strategy moves all finals and award ceremonies behind the last preliminary round of the day. That is the flow many organizers want for the afternoon: fight everything through first, then the final block in one piece. With the other strategies the finals fill the gaps between the preliminaries instead – the plan is then more interlocked.

Multi-day tournaments: which discipline on which day?

If your tournament spans several days, you decide what runs on Saturday and what on Sunday – not the order of calculation. Otherwise the day an age class competes is only settled after generating, and possibly differently on the next run. Families plan their journey around it.

1. Open Manage disciplines. On a multi-day tournament the List | Days switch appears at the top right.
2. In the Days view there is one column per tournament day, preceded by the Automatic column. Each column heading shows the date, the number of disciplines and the total number of starters – so you can see at a glance whether a day is overloaded.
3. Drag a discipline into the column of the day you want. Back into Automatic means: the platform distributes it itself again.
4. Several at once: tick the disciplines and assign the whole selection to a day via the bar at the top. Together with the filters (Kata, Kumite, individual, team) this becomes a single move – filter, select all, drag once.

It also works without dragging: the calendar icon on each card opens a menu with the tournament days. In the discipline form itself there is the Tournament day tile for this.

When generating, the schedule sticks to it: an assigned discipline starts no earlier than the morning of its day, and preliminary round, repechage, final and award ceremony stay together – an award ceremony on the following day would not be a schedule but a mistake. Unassigned disciplines continue to fill the gaps.

Adjusting by hand

• Move: Drag a block via drag-and-drop to a different time or area. You can drop it between two existing blocks: everything that follows on the same area automatically moves back by the same amount – planned breaks and changeover times between blocks are preserved. No hole is left where the block came from: the blocks behind it move up. In a day packed without gaps this means that moving a block by a few minutes swaps it with its neighbour – there simply is no room for "a little later" there. A block that is already running or finished is never moved along automatically; you can still drop something anywhere.
• + Entry: Manually add a discipline/pool (with search by name or ID), an award ceremony, a break, or a free block.
• Placing the final: The Areas button sits on every final block. There you first see how many sub-finals this block contains and which ones – only then is choosing the number of areas a conscious decision. Combined means: all sub-finals one after another on one area that you pick yourself. Split across areas places them in parallel on several fighting areas – this shortens the final block. If a block contains only a single sub-final there is nothing to split; the platform then offers only the change of area.
• Changes only take effect once you Save.

If the platform finds an overlap while saving or generating (the same starter scheduled twice at the same time), a warning appears at the top and the affected blocks are highlighted in yellow. Move them to a different time or a different area.

Two views are available: the pool timeline (columns per area) and the agenda (chronological list). Via Print / PDF you produce a posting for competition day.

Judge planning (demand, staffing, bottlenecks) isn't here, but in its own Judges tab right next to the schedule – see the next chapter.

Publishing: "When am I up?"

Once the schedule is ready, turn on Published at the top. The Schedule button then appears on the public tournament page, opening the view in a new tab.

Participants and coaches simply search there for their participant number or their dojo – and immediately see "Your appearances": which discipline, when, and on which area, including an "Up next" marker.

Anyone who is logged in and taking part in the tournament with their dojo additionally finds two tabs at the top: Overview (the complete timeline with search) and My schedule. The My schedule tab lists, without searching, all of the dojo's own starts chronologically – with an "Up next" marker and a note that a reminder arrives via push and in the tournament chat 30 minutes before each start. It only appears if there's a registration of your own with a published schedule.

If the tournament runs behind, the times move with it. On competition day (and in test mode), all schedule views – public schedule, agenda, pool timeline, live scoring and live ticker – factor in the current state: a discipline running beyond its planned end time shows "running late" with the delay in minutes; blocks not yet started get an estimated start time ("planned 10:00 → est. 10:52"). This way everyone sees the realistic time instead of a long-outdated plan. Before competition day, everything stays at the planned times.

In the Judges tab you plan the officials for competition day. It has two views: Demand (how many judges you need and when) and Staff (who's coming, when, and at which pool).

Staff: creating and inviting judges

Usually you first only know how many are coming – the names follow later:

1. Create your judges in bulk: enter a number and click e.g. "Create 20 judges". Placeholder entries are created ("Judge 1" through "Judge 20").
2. Once the names are known, rename the entries individually – directly in the list. This works as long as the invitation is still open. Once a judge has accepted, the name is locked and comes automatically from their profile.
3. Via the envelope icon you invite a judge by email, optionally with a personal message. Once accepted, their registered name appears automatically. An open invitation can be withdrawn at any time.
4. Entries no longer needed are deleted via the trash-can icon.

Declined invitations stand out in red – so you immediately know you need to plan a replacement.

Arrival and departure

By default, every judge is treated as present all day (the All day checkbox). If someone is only there part of the time, uncheck it and enter arrival and departure– with a date for multi-day tournaments, otherwise just the time.

An invited judge is allowed to change their own times – and only those. This way your plan stays current without you having to chase people by phone.

Pools and head judge

You can assign every judge to a competition area (pool) – manually via the selection list, or with one click on Auto-assign. The assignment is a planning aid, not a requirement: what matters is that enough judges are present at any given time, not who's standing at which area. On competition day, the table crew (scorers) is therefore also allowed to change the pool assignment.

The Head judge checkbox is a qualification ("this person can be head judge"), not a fixed position. There should and may be several qualified people per pool: the role rotates between disciplines among the pool's qualified judges – never during a discipline that's in progress. If a pool has none or only one qualified person, the list flags that, because then rotation isn't possible. In the scoring board, the acting head judge appears with their name and a head-judge marker.

Licenses

Judge licenses matter for international tournaments. The app knows two rule sets and deliberately keeps them separate – nothing is converted:

• DJKB/JKA has one ladder that determines the function at the mat: D side judge, C main judge, B mat chief, A international (plus the JKA class International).
• The WKF issues several licenses side by side, separated by kata and kumite: Kata Judge B/A, Kumite Judge B/A, Kumite Referee B, Karate Referee, Tatami Manager.

In the License column you enter them for each entry – as long as the invitation is open. Once the judge has accepted, the licenses come from their profile, just like the name; the column is then no longer editable. Your colleagues see the level in the list; only the tournament management and the judge themselves see the license number and validity date.

Expired licenses are flagged and no longer count for warnings. They don't prevent anything – on competition day, you decide, not the software.

What the app does with the licenses:

• Head-judge suggestion. If the license covers the mat-chief role (DJKB B or higher, WKF Tatami Manager), the head-judge qualification is set automatically when creating the entry and explained in the list. If coverage is missing, only a note appears next to it.
• Auto-assign distributes the strongest licenses in rotation across different areas, instead of stacking them on one. The arrival time remains the main criterion: someone arriving only at 2pm won't staff the 9am area even with an A license.
• Minimum license per tournament. In the settings, under Minimum judge license, you set what your officials need at least. The requirement is met by anyone reaching one of the selected licenses – the WKF literally requires "Kumite Judge B and/or Kata Judge B". If the selection is empty, there's no requirement. Auto-assign then first puts one qualified judge on every area, and the publish check reports where that doesn't work out.

All license checks are warnings, not blocks – and they stay completely silent as long as there's nothing to check.

Demand: are my judges enough?

The schedule requires a certain number of judges at the same time at any given moment – disciplines run in parallel across multiple areas. The Demand view shows both in one curve: the demand from the schedule and the presence from the arrival and departure times. Wherever demand exceeds presence, there's a bottleneck – it's highlighted and listed with a concrete time window, e.g. "10:20–11:05 – 4 judges missing".

In the same view, you set the target and minimum count per discipline – or take over the tournament default. For Kata, the target count is also the panel size: it determines the number of flags, the scoring columns, and the drop count (how many highest and lowest scores are dropped). That's why only 5 or 7 are possible. For Kumite, the number is purely a planning figure with no effect on scoring.

What an invited judge sees

If someone accepts your invitation, they get their own, streamlined view of your tournament in the dashboard: the tabs Overview, Brackets, Schedule, Judges and Results. In the Judges tab they see the full list with the times and pools of all colleagues – they may only change their own arrival and departure times. Everything else is read-only for them. They see no starter data, no registrations and no payments, and they cannot score.

Judges are automatically notified via push when the schedule or their pool assignment changes – and on the day before the tournament a message reminds them of their start and pool (see chapter "Keeping an eye on notifications").

On competition day, you score matches directly in the app – best on a smartphone or tablet at the competition area.

1. Choose your active tournament and open mobile scoring.
2. You see all disciplines with their status (e.g. not yet drawn, running, partially done, completed).
3. Choose a discipline, start the next match, and enter the score:
   • Kumite: points for both fighters, penalties, end of match. The rules are set up according to the rule set.
   • Kata: flag decision, point score, or – under WKF rules – majority vote of the judges. In the vote decision, you enter for each side which kata was performed (AKA and AO separately, since under WKF each starter chooses their own kata). This entry is optional; if it violates the WKF's round rules – the same kata twice in a row, more than twice overall, or more than five different ones per event (four for U14) – a notice appears. The match can still be scored and ended regardless. Only in the vote decision does the time since the start of the performance also run above the scoring, warning from 5:00 (the time limit of a performance, including Bunkai for teams); you set the disqualification yourself by awarding a score of 0.0. With the flag decision and the point score there is no clock – nothing runs there, neither up nor down. A real match clock with start, pause and gong exists only in Kumite anyway.
   • Team Kumite: the encounter runs as a sequence of individual bouts between the teams; each bout is scored individually. If it's tied at the end, a decider determines the winner.
4. With Refresh you can pull the latest state at any time, in case scoring is happening in parallel on another area.

Every completed match automatically advances the bracket.

The match clock: spacebar and gong

In Kumite, the clock runs on the server – all views show the same time, including the monitor in the hall.

• Spacebar = start and pause. At "Yame" you have to stop within fractions of a second; the spacebar is the grip every stopwatch has. It only takes effect where you're actually scoring – in input fields, on buttons, and with a dialog open it remains a normal spacebar. The Start/Pause button carries the hint Spacebar.
• The gong comes by itself, according to the rule set: the pre-signal sounds at 0:15 remaining under WKF/DKV ("Atoshi Baraku"), and at 0:30 under DJKB/JKA ("Ato-shibaraku"). At the end of the match time, the end signal follows – under DJKB twice and audibly different, as required by the competition rules. Both signals sound only once per period; pausing and resuming doesn't trigger a second pre-signal. After a reset and in overtime, they start over from the beginning. If the match time is shorter than the pre-warning threshold, the pre-signal is skipped.
• The gong changes nothing about the score. It doesn't end a match and doesn't crown a winner – that remains with the head judge.
• Sound on or off: The speaker button next to the clock switches the gong for your competition area – muting area 1 leaves area 2 untouched. In addition, each device can stay muted on its own; that helps when your tablet and the hall monitor are next to each other and would gong twice.
• Does the button say "Enable sound"? Then the browser is still waiting for your permission. One click is enough, and from the next signal onward the sound will play. Browsers only release sound after a click – a keypress isn't always enough for them, especially in Safari.

Overtime (Saishiai): when it's tied after the match time

If it's tied under DJKB/JKA when time runs out and no winner has been set yet, the Overtime (Saishiai) button appears below the scoring.

• A fresh match begins. Points reset to 0:0, and the warnings from regular time are not carried over – as required by the competition rules (WKO B 4.3). The state of regular time isn't lost, though; the app remembers it.
• The clock jumps to 2:00. Overtime always lasts two minutes – even if the match itself was scheduled longer. A final runs up to five minutes, but its overtime is still just two.
• It doesn't start on its own. As at the start of the match, you start it yourself at "Hajime" – via the button or the spacebar.
• "Overtime" is displayed above the clock. That's how you (and the hall via the monitor) can tell that the extra match is running right now, and that nobody accidentally reset the clock.
• The gong starts over: pre-signal at 0:30, and the double end signal again at the end.
• If it's still tied after that, the judges decide by Hantei – you enter that via "Winner + win type". There's no second overtime, so the button only ever appears once.

Who scores at which competition area

At the start of the tournament, staff are assigned to competition areas: once you take over an area, you stay there – even across multiple days. You can't take on a second area at the same time; only tournament management can move or release you. This way nobody accidentally jumps between areas.

• Straight from the schedule: Once you take over an area, scoring starts immediately with what the schedule has planned for it – no additional pool or tatami selection needed. Once all preliminary rounds of a competition area are done, the Start final button appears; if a repechage follows afterward, you get straight into that the same way.
• Several people on one area: You're allowed to share an area (the table crew takes turns, substitutions). At the top of the scoring header it says "At the table: …" with everyone assigned; whoever is currently scoring is highlighted. A colleague takes over via Continue here.
• Overview: In the pool overview you see, per area, who is assigned to it – including for the other areas (view-only). You can't take over other areas; a note shows you which area you're assigned to.
• Tournament management: Owner, co-organizer and tournament admin can release an entire area or remove individual scorers.
• Wrong click? If you accidentally took over the wrong area and haven't scored anything there yet, you can give it back yourself via Leave area. Once the first match has been scored, only tournament management can take it over.

Disqualification (Shikkaku): release by the competition management

If you set a Shikkaku penalty at the mat and end the match, the opponent wins immediately. What's new: a Shikkaku is more than the lost match. It bars the starter from the discipline – no repechage, no placement; under WKF, even from the entire tournament. Because this carries such weight, the ban only becomes effective once competition management confirms it (four-eyes principle).

• Recorded automatically: As soon as you end the match with Shikkaku, the app creates the ban as "awaiting release". The match result (opponent wins and advances) applies immediately.
• "Release pending": A red notice appears above the scoring screen. If someone with management rights (owner, co-organizer, tournament admin) is at the device, they confirm directly with Confirm. If nobody is on-site, a push notification goes to competition management.
• Four eyes: Confirmation must come from someone other than the person who recorded the Shikkaku.
• Only then does the ban take effect: the starter drops out of the repechage and placement (no 3rd place for the tatami-final loser, no medal). Hansoku, by contrast, is only the lost match – the starter stays in the competition as normal and may enter the repechage.

Tie-break kata: when it's tied on points

In DJKB point scoring, the highest and lowest judge scores are dropped and the rest summed. If two starters are then tied, the rule (WKO C 4.1) applies in this order:

1. The lowest dropped score is taken back and counted.
2. If that doesn't help, the highest dropped score is added in as well.
3. If it's still tied, there must be a tie-break: those involved compete again.

The app does this on its own. As soon as everyone has performed and a medal rank is contested, the notice "Tie-break kata required" appears in the scoring view and on the hall monitor, and you get the Score tie-break kata button. Those involved then perform once more, just like a normal appearance; their regular points are preserved — the tie-break kata only determines the order. If it also ends in a tie, there's another tie-break.

Until this is resolved, the discipline counts as not completed: no placement, no medal table, no certificates.

Only medal ranks are tie-broken. Further down, those tied share the place (e.g. two people at 5th place, then 7th place follows).

Under WKF/DKV the same mechanism applies with a different rule: there, nothing is taken back on a tie — taking back dropped scores is a DJKB rule. Under WKF, an equal total score simply means a tie, and on a medal rank it's decided with an extra kata (Art. 5.11). Until then, the discipline likewise counts as not completed; further down, those involved likewise share the place.

If you've assigned people to pools in the Judges tab, the judge cards carry the names of the assigned judges instead of plain numbers; the acting head judge is marked. On smartphones the fields are narrower – there it shows the last name, and you see the full name by tapping the field. If no judges are on file, it stays with the numbered fields – scoring works the same way either way.

Decider match: when a rank is contested in WKF mode

In the WKF round robin (small kumite categories, "everyone against everyone"), several starters can be tied on points for a medal rank, and even the rule cascade (head-to-head, points scored and conceded, Ippon, Waza-ari) doesn't separate them. Then the app schedules a decider match – only once all regular matches have been scored:

• Exactly two tied: one additional match between the two. There's no draw here – if it's still tied at the end, the judges decide via Hantei.
• More than two tied: a mini decider round – each of the tied competitors fights each other once; the table of this extra round determines the order (a draw is allowed here, as in any round-robin round).

The notice "Decider match required" or "Mini decider round" appears with the affected names and the button to schedule it. Until everything is scored, the discipline counts as not completed (no placement), and the hall monitor keeps showing the area instead of "done".

In WKF Kata (scored by judges' votes), a match can end tied on votes due to abstentions. The app then offers an extra kata: both perform again, and a new vote is taken. The winner advances in the bracket. If it's still tied, it's scheduled again.

Via the live ticker, coaches, parents and spectators follow what's happening on the competition areas right now – and above all, when it's their own turn. It needs no login and updates itself automatically.

There's a card for every competition area. Its state is shown at the top: Running, Paused, Waiting or Done.

The current match

For Kumite, match time and score are front and center, along with both fighters and their dojos. The colors match your tournament's rule set: for WKF/DKV, AKA (Red) vs. AO (Blue); for DJKB, AKA (Red) vs. SHIRO (White). They come from the draw, so they're already fixed before the match is called.

Warnings appear directly next to the respective fighter and are colored by severity. If someone is one step away from disqualification, the card specifically flags it.

For Kata, the announced kata is shown prominently on the card. In point mode, a score board appears after every performance: the judges' individual scores, with the highest and lowest struck through, plus the total score. It stays visible until the next starter is up. If a flag decision ends in a tie (Hikiwake), the match is repeated – the card then shows round 2 and the note that a decision must now be made.

Between two matches the card isn't left empty: it shows the next pairing with dojo, or – if the area is done for the day – the placements of the last discipline.

Showing only certain areas

From three competition areas onward, filter chips appear at the top. Tap the areas that interest you – e.g. only Pool A and Pool D. You can select as many as you like; the chip's color also tells you where a match is currently underway.

Your selection is saved even if you close the ticker in between. A note reminds you that a filter is active; Reset shows everything again. If something is happening on a hidden area, the ticker reports it and you can show it again with one click.

When does it continue?

If you've published the schedule, the ticker shows the start time for every upcoming discipline. If an area falls out of sync, it recalculates: it then shows est. and the estimated time instead of the planned one. This way the audience sees when things are really going to start, instead of relying on a plan that's long outdated. Without a published schedule, the times stay hidden.

Results and medal table

The Results tab shows the placements of every completed discipline, alongside the medal table by dojo. The dojo counted is the one someone is registered for; a team medal counts once for the dojo, not once per member. Shared 3rd places are marked.

The tab becomes visible once you've published the draw – before that, a corresponding note appears there.

On the big screen

With Fullscreen, the ticker expands to the whole browser window – handy for a laptop at the stands. For permanently installed screens in the hall, there are the monitors (see the next section).

If there are screens in the hall – at the competition areas, at the competition management table, or facing the stands – you can control them from where you're sitting. You don't need this: if you haven't set up any monitors, nothing changes for you.

Setting up monitors

Open Settings → Monitor and create an entry for each screen:

• Name – how you'll recognize it, e.g. Monitor Pool A or Competition management.
• Assignment – Competition management (shows the overview of all competition areas) and/or individual competition areas. If you assign exactly one area, the monitor shows that area large; if you assign several, it cycles through them.

Every monitor gets its own display URL and a QR code. Scan the code on the TV, tablet, or projector laptop – the display then runs continuously, without login. If you delete a monitor, its URL becomes invalid.

The Tourna Event animation plays briefly at every screen change. Urgent announcements and the "last call" skip it and appear immediately.

What a monitor at the competition area shows on its own

You don't need to control anything there:

• Before the first match, the discipline's starter list scrolls through slowly – participant number, name, dojo. This way starters and coaches see who's been called while attendance is being checked.
• During the competition, the running match or the current kata starter with score.
• If the table crew presses pause, the pause screen appears. "Resume" brings the display back.
• Once the area is done, the monitor shows which discipline runs there next.

Controlling from the competition management table

In the tournament you'll find the Monitors tab. There you see every configured screen with a small preview and can switch it:

• Auto – the normal case (see above).
• Welcome – tournament name, date and location, "Tournament starting soon".
• Pause
• Message – free text with a headline. For common cases there are templates to click: "{Name} please report to competition management", "Lunch break until {time}", "Award ceremony {discipline} is now taking place". You only fill in the blank.
• Starter list and Logo only

Overriding all screens: For announcements everyone should see – say, an award ceremony – you set the same message on all monitors with one click. A red banner reminds you to end it again; on request it ends automatically after a few minutes. When you end it, every monitor returns to the state it was in before – not to Auto by default.

"Last call" – when someone is missing

If a starter is missing at the mat, the monitor at that area doesn't help: the person being sought isn't standing in front of it right now. So the table crew can call them directly from the scoring screen on every screen in the hall.

For this they choose the starter from the list of their own match – you can't send arbitrary text. The call appears immediately and disappears on its own after 45 seconds; they can also end it early once the person has arrived. You see running calls in the Monitors tab and can end them there too.

Controlling individual competition areas

The state is attached to the competition area, not to the screen. In the Monitors tab you'll therefore find a separate Competition areas section – one card per area.

If you switch Pool B → Pause there, every screen displaying Pool B shows the pause: the monitor at Pool B in fullscreen, and in an overview screen the Pool B tile – while Pool A keeps running undisturbed. In the same way you can give a single area a message or its starter list.

Two things trigger the same pause, and that's intentional: the table crew at the mat, and you at the control panel. For the spectators it doesn't matter who paused it.

The screen state overrides the area state: if you set a monitor to Welcome or Logo only, that applies to the whole screen – a welcome message doesn't belong to any single area anyway.

Gong on the monitors

The monitor at the competition area is usually connected to the sound system – that's where the timekeeper's signal belongs. In the Monitors tab, on the competition management card, you use Gong on all monitors to switch the signal for all of the tournament's monitors at once.

This switch sits above the individual competition areas: if it's off, all monitors stay silent. If it's on, each area still decides for itself – via the table crew's speaker button. Scoring devices and the live ticker are unaffected; you're switching the hall speakers, not the timekeeper's own signal at their table.

Something to note during setup: browsers only release sound once someone has touched the page once. A monitor running in kiosk mode is never touched – so it initially stays silent.

A single tap is enough. During setup, tap anywhere on the screen once; you don't need to hit anything in particular. Sound is then enabled for this session. As long as it's missing, the monitor shows a small note at the bottom right, "Sound blocked" – once it disappears, sound is working.

Safari's Auto-Play: Allow All setting does not help here – it applies to video and audio files, not to the tone generated for the gong. The only thing that truly needs no touch at all is Chrome in kiosk mode, started with --autoplay-policy=no-user-gesture-required.

So check the sound during setup, not at the first match.

The main switch is operated by organizers, tournament admins and co-organizers. The table crew is not – they switch the sound of their own competition area.

Who's allowed to do what

• Creating and assigning monitors: organizers and tournament admins.
• Controlling live (announcements, pause, overriding all screens): additionally co-organizers.
• Table crew (scorers): don't control the monitors. They have exactly two levers – the pause button and "last call" – and both only affect their own competition area. "Open monitor" also only offers them their own area.

• As soon as the draw is published and scored, results are generated automatically.
• There's an overview of placements (1st–3rd) per discipline and a medal table by dojo.
• After the tournament, completed tournaments remain accessible so everyone can look up the results.

Showing results publicly – your own switch

Whether your tournament's results are public is your decision. You'll find the switch at the top of the Results tab. New tournaments start without public results; publishing the draw does not release them as well. The two are deliberately separate: the draw is a sporting decision, publication is one about personal data.

When you switch it on, the first and last name, club or nation, and discipline of everyone placed can be accessed on the internet without signing in, and the page becomes findable through search engines. The discipline also reveals age group, gender and grade. A large share of competitors are minors — which is why the platform asks before switching on and names exactly those fields.

You can withdraw the publication at any time. The public results page then becomes unreachable. Two things are worth knowing:

• Search engines may keep the page in their index for a while. Withdrawal does not take effect everywhere immediately.
• Withdrawing is not deletion. Internally everything remains: certificates, the tournament book, the award ceremony list and the data export keep working unchanged, and your internal preview in the Results tab stays complete.

The annual ranking is unaffected by the switch. It only carries medals and points across the season and names no individual tournament; athletes control their visibility there in their own profile.

"Still in competition" – why a discipline is missing

Results show only final standings. A discipline only appears once it's truly finished:

• Point-scored kata: every starter must be scored.
• Kata with flag preliminaries: all finalists must be scored.
• Kumite and knockout: the final must be decided.

As long as that's not the case, the Results tab shows a note like "3 disciplines are still in competition" — the discipline is then deliberately missing from the list and the medal table, and no certificates can be printed for it either. This protects against declaring winners before the last starter has competed.

If a discipline is missing even though it feels like everything has run, it's usually because individual starters are neither scored nor reported absent (see "If someone doesn't show up on competition day").

The Brackets tab, on the other hand, still shows the intermediate state — it's the table crew's working tool. There, starters who haven't competed yet show a "—" instead of a score, and medals only appear once the discipline is completed.

Right next to the results, you'll find the Certificates area in the tournament dashboard. With it you design and print certificates for the placed starters – individually or in bulk. There's exactly one certificate template per tournament, saved for that tournament.

The area has four views:

• Templates: Choose from 30 ready-made, print-friendly templates (federation, classic, Japanese, modern, kids). Clicking Use opens the template in the editor.
• My certificates: Your personal, cross-tournament library. Here are all the certificates you've saved to the editor – they belong to you and can be reused for any tournament. Per card, you can open a certificate (loads it into the editor), rename or delete it.
• Editor: Freely customize the certificate – drag text, lines and images into place, change font, size, color and position, upload your own logo or background image. Via placeholders (e.g. Name, Placement, Discipline, Club, Date) the real participant data is inserted automatically at print time. You have two ways to save: Save for this tournament sets the design as the certificate for this tournament (which your co-organizers and the table crew also print); Save to my library puts a copy in My certificates so you can reopen it for your next tournament.
• Print: Here you see the results list (places 1 through the chosen limit). Select individual rows or all of them and print the certificates via the browser's print dialog – individually or as a batch. Printed certificates are marked automatically; Hide printed hides them, and Reset marks a certificate as unprinted again.

At the award ceremony someone stands at the microphone and calls up the placed athletes. The stack of certificates is poorly suited for that: it's sorted by place ascending, but honours are given from the bottom up, and the dojo isn't on it in reading order.

That's what the Print award ceremony list quick action in the tournament dashboard is for. It gives you one sheet per discipline – in calling order:

• 3rd place first, then 2nd, then 1st. Under DJKB and with WKF repechage there are two third places; both are listed.
• Per place: start number, full name and dojo – at international tournaments the nation instead of the dojo. For teams the team name with the members below it.
• The names are set noticeably larger than in the tournament book: the list is read at arm's length in hall lighting, not at the table from 30 centimetres.
• Before each place there's a tick box, so you can keep track during the ceremony of who has already been on the podium.

One sheet per discipline means: whoever has been honoured gets put aside.

Which disciplines you can choose from

Before printing you choose which award ceremonies you need. Only completed disciplines are available – the same rule as for the results and the certificates (see "Still in competition"). A half-finished list at the microphone would be worse than none: you'd call someone to the podium who is still competing.

If no discipline is finished yet, the platform tells you directly instead of opening an empty selection window.

Lists already printed are unchecked in the selection but can be re-selected – in case a sheet gets lost. If the placement changes afterwards (correction, subsequent disqualification), the discipline automatically counts as not printed again: you shouldn't hold a ceremony based on an outdated sheet.

All the data of your tournament can be downloaded as an archive – for your own records, for the federation, or for further processing in Excel. You will find the button in the tournament dashboard under Overview › Export data.

Only the tournament owner may export. Tournament administrators and co-organizers may not: the archive contains the complete list of participants including the contact details of every registering club.

You receive a ZIP file containing:

• one CSV file per area – registrations.csv, competitors.csv, teams.csv, draw.csv, kata-scores.csv, results.csv, disqualifications.csv. You can open these files directly in Excel.
• tournament.json – the same content, but complete, including the internal draw data (pools, repechage, tie-break kata). For programs that process the data further.
• README.txt – explains what each file contains.

File names and column headers are in English, regardless of the language you are signed in with. A CSV file carries no language, and an archive whose columns are named differently for every user cannot be evaluated. Names of disciplines, clubs and people, by contrast, appear exactly as they were entered in the platform.

Helpful to know when reading the tables:

• competitors.csv contains one row per competitor, even if they are entered in three disciplines. The disciplines are listed in a separate column.
• teams.csv, by contrast, gives each slot its own row – so you can also see a slot that is still unfilled in the middle of a line-up (slot_open = yes).
• A discipline without a final result appears in results.csv with the reason in the pending_reason column (for example: still competing, or an open disqualification).

The export is possible at any time – including while the tournament is still a draft or in the middle of competition; it is then simply a snapshot. If your tournament is running in simulation mode, that is stated in the file name, so a practice data set does not end up sitting next to a real one.

You don't have to do everything alone. You can give other people different rights:

• Scorer: may enter scores on competition day (table crew in the live scoring system).
• Co-organizer: may manage participants and settings.
• Tournament admin: has far-reaching rights for the tournament – settings, disciplines, participants, schedule. Anything to do with money stays with you: invoices, discounts, payment methods, refunds and withdrawing an entry are visible only to the tournament's owner. That is where the addresses and amounts of all dojos go out – not an administrative task you hand on.
• Judge: the official at the mat. They see overview, brackets, schedule, the judges list and the results – all read-only – and can only change their own arrival and departure times. They may not score. They aren't invited here, but in the Judges tab (see chapter "Judges").
• Cashier: the person at the entrance. They scan spectator tickets, let visitors in and sell leftover tickets for cash. They see only the box office app (scanner, ticket list, overview) – not the scoring, not the settings (see chapter "Tickets for spectators").
• Admission: the person at the inner area. They scan participant badges and record attendance. They have nothing to do with money (that's the cashier) and nothing to do with scoring (see chapter "Participant badges").

How to invite someone

1. Open Roles & access on your tournament.
2. Choose the role and enter the email address.
3. The person receives an invitation link (magic link). After clicking it and signing in, they immediately have the matching rights.

At larger tournaments, the hall eventually fills up. So you know how many spectators are coming – and so nobody ends up standing in front of a locked door – you can sell tickets online and check them at the entrance via QR code.

Spectators don't need an account for this. They enter first name, last name and email address, pay, and receive their tickets by email right away.

Turning on ticket sales

1. Open Settings on your tournament and go to the Tickets section.
2. Turn on Sell tickets.
3. Enter Price per ticket and Spectator seats. Optional: Spectator doors-open – this time then appears on the tickets and in the confirmation email.
4. Save. From now on, a tickets area appears on your public tournament page.

What the spectator gets

After payment, an email arrives with one QR code per ticket purchased. Anyone who buys three tickets gets three codes – at the entrance, each person shows their own. The tickets are also available right after purchase on the confirmation page and can be printed individually.

Giving away free tickets

For guests of honor, sponsors or helpers, you hand out free tickets: first name, last name, email – the ticket goes out immediately, with its own QR code and no price shown.

A free ticket that hasn't been redeemed yet can be withdrawn; the code becomes invalid and the seat is freed up again. Anyone already standing in the hall can't be un-invited after the fact.

Leftover tickets for the box office

Shortly before competition day, you print the tickets that are left over so you can sell them for cash at the box office. If 260 of 300 tickets are gone, you print 40 tickets – each with its own QR code, four per A4 sheet with cut marks.

From here it goes on like this: print → cut with scissors → put in the cash box → sell for cash on competition day and scan them at the entrance just like any other ticket. If there's a paper jam, you can reprint the same sheet at any time – this doesn't create new tickets, they're the same codes.

Scanning at the entrance

You open the box office inside the tournament under Overview → Open box office – best done on a phone. The entry appears as soon as ticket sales are active; the address is /box-office/dein-turnier. Anyone invited as cashier lands there directly after signing in.

The app has three tabs: Scanner, Tickets, Overview.

1. Scanner: Allow camera access, hold the QR code within the frame.
2. The result appears full-screen – valid, already redeemed, invalid, wrong tournament, or box office.
3. Only your tap on Confirm entry invalidates the ticket.

Two cases that come up regularly at the entrance:

• "Already redeemed" with a timestamp: someone has already come in with this ticket – usually via the same screenshot. The timestamp is your proof.
• "Box office – not yet paid": a printed leftover ticket. Collect payment first, then confirm. The screen shows the amount prominently and deliberately looks different from "valid", so nobody gets through for free by accident.

Forgot your phone? Search for the person in the Tickets tab by name or email and let them in from there. This works exactly like a scan – the ticket is invalidated afterward, with the note "let in manually".

With a poor connection, the scanner explicitly reports this and assures you that nothing was checked and nothing was invalidated. You can safely scan again.

Keeping track

The Overview tab answers the one question of competition day: Will everyone still fit? A bar shows who's already in, who's still expected, and how many tickets are left at the box office. Alongside that: revenue, sold online, given away, and sold for cash.

In the hall, only those who belong may enter the inner area – no parents, no friends. The solution is analogue and ancient: a name badge on a lanyard, in a transparent holder, around the neck. What is new is only that the platform produces these badges, that they carry a QR code – and that scanning it at the entrance also records attendance. The attendance list that is otherwise kept on paper with a ballpoint pen falls out as a by-product.

There are five kinds of badge: competitor, coach, organising team, referee and guest badges for people without a registration (doctor, press, guests of honour).

Switching badges on

1. Open the settings of your tournament, section Participant badges.
2. Switch on Use participant badges.
3. Decide four things: photo, who prints, what goes next to the name, and colour or black-and-white printing.

Photo on the badge

Three options: no photo, optional (whoever has stored a badge photo gets it printed) and required.

The photo comes from the athlete profile, section Badge photo — and explicitly not from the profile picture shown next to your name in the chat. That is often a holiday snap or a club logo; at the entrance, though, a face is compared against it. Every athlete maintains their own badge photo; it is stored privately and visible only to the organiser of the tournament they are entered in.

Existing registrations stay valid – the rule only applies to new ones. When you switch it on, the platform tells you how many competitors would be affected and asks you to confirm.

On the public tournament page the photo requirement appears before the register button. Anyone who misses it gets it again in the registration wizard, there with the names of those whose picture is missing – including a ready-made message to forward.

Who prints

• We print and hand out at the entrance. Sheets of 10 badges, ready to cut. Participants get their badge when they arrive.
• Participants print their own. Once a registration is paid, an email with all badges as a PDF automatically goes to the registering dojo. Saves paper and work at the entrance – costs the certainty that everyone really has a badge.

For a late entry a second email follows with only the new badges. The first one stays valid; nobody has to cut out twelve badges a second time.

The evening before, that email is often the one from three weeks ago, buried in the inbox. So the same sheet can also be fetched: under My registration there is a Badges as PDF button – the same PDF as in the email, not a second one. A single competitor sees their own QR code there instead of the sheet; they don't need a PDF, they hold their phone up to the scanner. Both only exist if you chose "Participants print their own" above.

Colour or black and white

In black and white the organising team is recognisable from about 5 metres instead of 10. For a hall with one mat that is enough. With four mats and 400 spectators the colour printer pays off. The layout is identical in both versions – a reprint always matches the stack you have already cut.

Printing badges

Open the Participants tab in the tournament dashboard and its Badges sub-tab. Print sheet, self check-in notice and guest badges are together there.

1. Refresh reconciles the badges with the current entries: missing ones are added, changed ones updated, dropped ones withdrawn.
2. Choose who you print for – everything, a single dojo, or only never printed.
3. Before printing you see the first badge at original size. Check before 120 of them land on paper.

The only never printed filter is the normal case on competition morning and is therefore already on that day: only the latecomers. The evening before it is off – that is when the whole stack is printed. It also catches changed badges again: if a competitor number changes, the badge counts as unprinted, because the stack on the table shows something else.

Referee badges

Referees get their badge automatically as soon as you add them in the Referees tab – there is no second place where you have to enter them.

Two differences from the competitor badge:

• Instead of a start number it carries the area the referee is assigned to. Without an assignment the field stays empty; that is not an error but the normal state the evening before. If you assign later, the badge is updated on the next Refresh – with the same code.
• A placeholder such as "Referee 7" also gets a badge, only without a photo: it is not yet a person but a planned position. If somebody later accepts the invitation, their name takes that place and their badge photo comes with it.

The photo requirement from the settings does not apply to referees. It is aimed at registering dojos; the referee team is often only settled the evening before.

Guest badges for doctor, press and guests of honour

A doctor, a mayor, a press photographer has neither a registration nor an account. For them there is the guest badge: only the function is required, the name is not.

A nameless function badge is a regular case, not an error – the ambulance service often doesn't know the evening before whom it will send. Five badges reading "Paramedics", numbered 1 to 5.

The option mark as highly visible gives the badge the large header band like the organiser badge. Switch it on for doctors and paramedics. For guests of honour rather not: whoever stands out gets asked about the schedule all day.

Guest badges are issued by co-organizer and above – issuing one means granting access. Revoked badges stay in the list with the time and the name of whoever revoked them.

Scanning at the entrance

You open admission from the Overview tab via Open admission. It is its own narrow phone view — not a dashboard with locked-off areas. First you see an interim screen with the tournament name; it stays there on purpose, because it is the only place where a helper notices they still have last weekend's app open.

Then:

1. Allow the camera, hold the QR code in the frame.
2. The result covers the screen, with a large picture where a photo exists — matching person to card is the whole point.
3. Only your tap on Confirm attendance records it.

The scanner tells these cases apart: valid · was already here (with the time) · unknown code · wrong tournament · revoked badge · withdrawn, but standing here · a spectator ticket that ended up in the wrong scanner · and no network. Each case has its own symbol and its own word, not just its own colour — in a bright hall, on a phone with a screen protector, colour alone is not enough.

The case "Withdrawn – but standing here" is the most valuable one: the draw was made without this person, and the competition management needs to know. Let them in and pass it on. "Badge revoked", by contrast, is the one case with no way onward – there is no button that lets someone in. That is a relief: you don't have to explain to anyone why you are not making an exception.

Badge left in the car? Below the camera there is Search by name. The result row tells you right away whether the person is already here – with siblings who share a surname, reaching for the wrong row is otherwise the normal case. A second scan on the same day is no mistake, by the way: the first timestamp stays.

Tapped the wrong thing? Right after recording, an Undo stands below the message for 8 seconds. After that the way is through History – your last eight actions. Undone rows stay there greyed out, so you don't go looking for whether you imagined it.

Referees without a name. If the card only says "Referee 7", you will ask for the name anyway. Enter it right there – the main button then reads Add name and let in and does both. Afterwards the name also shows at the scoring table. If it's urgent, Let in without a name stands next to it.

Poor hall Wi-Fi is the normal case, not the exception. Admission deals with it like this:

• Checking happens online only. Without a network nobody knows whether a badge has been revoked – the header then says "Not checked" explicitly, never "valid".
• Recording happens anyway. Attendance is buffered and sent once the network is back; a counter at the top shows how many actions are waiting. Holding up a queue of 40 people because the Wi-Fi is wobbling would be the greater harm.
• Camera blocked? Next to the instructions for allowing it stands Continue without the camera – straight into the name search.

Helpers without an account: the access link

The parent who volunteers at 7 in the morning is not going to set up an account at 7:10. That is what the second button in the Overview is for: Hand admission to a helper.

There you create an access link, give it a label ("North entrance") and hand it over in three ways: QR to photograph, copy link (for a message to the one still sitting in the car) or a printout to put up – for the change of helpers at the door.

The link opens admission without signing in, for exactly this one tournament, and can do exactly what the Admission role can: record and undo attendance. No money, no scoring, no settings. It expires at the end of the competition day at 23:00, and the dialog shows you when it was last used – that is how you spot a forgotten link.

Helpers with an account need no link. For them the Admission role under Roles & access is enough; after signing in they land straight on the admission interim screen. Handing out and revoking access links is for co-organiser and above – whoever scans does not hand out access.

Self check-in without staff at the entrance

Not every organiser can put someone with a device at the entrance. In that case print an A4 notice under Participants › Attendance › Print badges & notice and stick it on the door. Whoever comes in scans it with their own phone and confirms their attendance – signed in for their whole group at once, otherwise via their own badge code.

Who is here?

The Participants tab has an Attendance sub-tab, next to dojos, competitors, teams, categories and registrations. On competition day it comes first, otherwise the dojos. What counts is the date – at 7:30 on tournament morning you need the view, not only once somebody changes the status.

This screen does not answer "how many percent" but can I start mat 2?

At the top: the clearance, one card per mat. Not per category – a mat is what gets started, and that is exactly how the question is put at the table. Each card shows the next call and the one after it, plus the verdict in words: Ready to start or 3 missing. Below that are the names of those missing; one click checks a person in, and at zero the verdict flips. If at least three of them are from one dojo, the card says so explicitly – one call to the coach instead of six searches.

Below: the list by dojo, collapsed. That is how people arrive: as a bus, not as individuals. A strip of small tiles shows green or grey per person – fourteen grey tiles side by side look different from fourteen scattered ones. If a whole group is missing, it moves to the top and brings the coach's phone number with it. All here sets the whole group at once.

On the right: the situation. Instead of a progress bar, the course of arrivals per 10 minutes and one sentence about the next hour. "76 %" is relaxed at 8:00 and a problem at 8:55 – the number alone does not say that.

Checking in is one click. Undoing takes two, and the confirmation stays in the row – next to 180 identical-looking rows nobody should confirm the wrong one. The search (key /) finds someone by name or bib number, Enter checks in the first match.

Referees are counted separately. Every area card has its own line for them, and a separate section lists them all, sorted by area. The reason for keeping them apart is practical: a missing competitor means a call to the dojo, a missing referee a call to the head referee. Two numbers, two calls. Expected is whoever is assigned to the area – you don't have to store a target anywhere. If you have not assigned any referees, the line disappears entirely.

The count is against those in the draw, not those entered: whoever is not in the bracket will not be called today either. If a category has not been drawn yet, that is stated next to the number. Withdrawn competitors never count as missing.

Withdrawn – and here anyway

The most valuable state of the whole screen: somebody cancelled beforehand, the draw was made without them, and now they are standing at the table. That is not an error, but somebody has to decide.

On the right, the Update the draw block collects these cases, sorted by urgency. Two ways:

• Add to draw reverses the withdrawal and puts the person into the existing bracket. Affected other dojos are notified – whoever had a bye until now has an opponent.
• Stays out hides the entry for this morning.

Adding to the draw is done by co-organizer and above. Admission sees the case so they can report it, but does not intervene in a published bracket.

Missing competitors on the hall monitor

Whoever is missing is often in the same building – at the refreshment stand or in the stands. The button Show on hall monitor puts the missing competitors of the next calls on the screens for five minutes, in large type: bib number, name, dojo, sorted by urgency.

On mats where scoring is under way it does not appear – a running score must not be covered. After five minutes the screen frees itself again.

Photos of children

The majority of competitors are minors. A picture goes into the profile, moves onto a printed badge and appears on the phone of an admission helper on the day. That is permissible and the purpose is legitimate – but tell the people concerned. On the single printout the notice is included on the sheet automatically.

Want to inform all registered dojos (e.g. about schedule changes)?

1. Open Send message on your tournament.
2. Write your message.
3. It's sent by email to the registered participants.

Tourna Event has a built-in chat. You can reach it from anywhere via the floating speech bubble at the bottom right — and additionally as the Chat tab in every tournament view. This lets everyone involved coordinate directly in the app, without WhatsApp and shouting across the hall.

The chat bubble — reachable from anywhere

Click the speech bubble, and your contact list opens on the left as a tree. At the very top a search field and a button to add new contacts. Below that, the sections:

• AI — your private AI assistant (see below).
• Direct — your ongoing one-on-one conversations.
• Contacts — your confirmed personal contacts.
• My groups — your own group chats.
• Dojos — the channels of your dojos.
• Tournaments — the channels you have access to, per tournament.

A colored dot next to a person shows their status: online, away or offline.

Personal contacts

Personal contacts apply across tournaments — once connected, you stay in touch, no matter which tournament you're currently taking part in.

• Requests: Via Add contact you search for a person or enter their email. If they don't have an account yet, we send an invitation on your behalf — if they register later, it automatically becomes a contact request.
• Confirming: A connection only comes into being once both agree. You can accept or decline incoming requests.
• Blocking: Anyone bothering you can be blocked — they can then no longer message you. You can unblock them again at any time later.

Private messages & your own groups

• Direct messages: Click a confirmed contact in the contact list to message them directly. These conversations are kept permanently.
• Your own groups: Via New group you create a private group chat and pull in people from your contacts, dojos, or tournaments. The creator is admin and can manage members (add and remove) via the header menu, or delete the group. Any member can leave the group at any time. These groups are completely private — no organizer sees them.

Dojo channels

If you belong to one or more dojos, each one has a fixed "Everyone" channel. All dojo members simultaneously appear as contacts — so you stay in touch even outside a tournament.

The tournament chat

Every tournament has its own channels under Tournaments for those involved on competition day.

Who has access: every member with a role in the tournament — competition management, scorers and judges.

The role channels:

• Everyone — every member.
• Competition management — owner, admins and co-organizers.
• Judges (internal) and Scorers (internal) — only the respective group. Competition management does not read along here; judges can confer undisturbed.
• Judges & management / Scorers & management — for coordinating with management.
• Mat staff — scorers and judges together.
• One group per competition area (e.g. "Tatami 1").

The header of every channel shows who's reading along — so it's always clear how confidential a channel is.

Your dojo within the tournament: If you're registered for a tournament, you automatically get a group with the other people registering from your dojo for that tournament. There you only see the people from your own dojo — not the organization or internal channels.

The big participant chat: The organizer can enable a chat for all participants of a tournament. It's optional — you join it yourself and can leave it again at any time; by default you're not in it. (To enable it: as organizer, under the tournament's chat settings.)

Announcements, attachments & AI

Announcements (management only): Via Announcement you send a notice to everyone. It appears for everyone immediately as a popup, which only disappears once they click "Read", and is additionally sent as a push to their phone. Afterward you see who has read it and who's still missing.

Attachments: In tournament channels you can share images and PDFs (up to 10 MB) — e.g. a photo of a score sheet. Drag the file into the input field or use the paperclip.

AI assistant: Right at the top of the contact list you'll find the AI assistant — a private helper for questions about the tournament, rules and procedures, including creating a tournament from a PDF. Only you see this conversation.

Notifications: New direct messages, group messages and announcements show up in the bell — but only if the relevant chat isn't currently open. A click takes you straight to the conversation.

Besides tournaments, you can also offer seminars.

1. Click Create seminar.
2. Enter title, organizer/host, location and date.
3. Add coaches (with photo and short bio) – coaches you've already added before can be found again via search.
4. Set which grades (e.g. from which kyu/dan) the seminar is intended for.
5. In the Schedule step, enter the training sessions – for each session, the time, target group (grade range from/to), optionally a description (e.g. "Kata training"), and the venue/location.
6. Optionally you can attach the announcement as a PDF.
7. Finally publish – or save as a draft.

Published seminars appear together with tournaments in the overview and can be filtered by location and date.

Seminars with multiple venues

For large seminars, several grade groups train in parallel in different venues at the same time. The announcement's training schedule is then a table of time (rows) and venue (columns), with its own group in each cell.

In this case, enter each cell as its own session: same time, own venue, own grade range. Do not create a combined "all grades" session per time row – that loses exactly the information participants read the schedule for in the first place.

To make this go quickly, Add time slot takes over the time and venue of the most recently entered session of the same day; you then only change venue and grade.

If the seminar spans multiple days, the seminar page shows the schedule as a grid: time as rows, seminar days as columns – and a separate grid per venue. This way a participant sees their whole week at a glance instead of reading five day lists one after another. Every venue keeps all day columns, even if nothing happens there on a given day – only this way can the venues be compared with each other.

Via the toggle at the top right you switch between grid and list; on the phone, the list is the more convenient view. In the list, the schedule for each day is grouped by venue, each venue with its own heading. If a day has only one venue – or none at all – it stays a simple list without a heading. Single-day seminars always show the list: a grid with a single column would just be a frame around it.

The home page lists tournaments, seminars and dojos. The tabs at the top choose what you see; Filter below opens the details.

What you can filter by

• Search field – title, town, country, host. For seminars also the trainer's name: "Pascal Senn" finds the seminar where he is one of eight trainers, not just the one carrying his name in the title.
• Location & radius – set your location and drag the slider. Entries without a stored place cannot be turned into a distance and therefore drop out; how many that is appears right below the slider.
• Status (All / Active / Completed) and period (weekend, 30 days, 3 months) – hidden for dojos, which have no date.
• Tags and style – for all three kinds, dojos included.
• Trainer – for seminars the trainers of the event, in the dojo tab the trainers of the public training times. Only trainers who are actually listed somewhere can be picked. Several trainers form an OR search: one match is enough.
• Mine and Saved – your own and your favourited entries; both can be combined. A dojo counts as "yours" if you own it or hold a role in it.
• Sorting – date ascending, descending, or most recently created.

Paging and view. At the bottom you choose how many entries appear per page (12, 24, 48 or 100) and page through the result. Filters, page and view live in the address: you can link or bookmark a filtered view, and the browser's back button behaves as expected. The map view always shows every match, not just the current page.

Dojos can be saved too. The heart sits on the dojo tile and on the dojo page, and the Saved filter includes dojos in the dojo tab. Reminders exist only for events — a dojo has no date. If a tournament, seminar or dojo is deleted, it disappears from your favourites as well.

You can save interesting tournaments and seminars as a favorite, so you can find them again quickly later and get reminded in time. You need to be logged in for this.

• Tap the heart icon – it appears on event tiles, in the dashboard, and on an event's detail page. Clicking it again removes the favorite.
• Via the Saved filter in the event overview, you show only your favorited events with one click. This filter is independent of the My own filter (which shows events you created yourself) and can be combined with it.
• In the dashboard, under My favorites, you'll find a dedicated view of your saved events. Past events are automatically hidden there.

Reminders: For every saved event you get a timely reminder – as a notification (bell) and by email:

• 5 days before the start of a tournament or seminar,
• 5 days before the registration deadline of a tournament (only for tournaments with registration).

You can turn off the email reminders at any time under Settings → Notifications. The notices in the bell menu aren't affected by that.

At the top of the bar you'll find the bell icon. Important notices collect there, e.g.:

• new registrations for your tournament,
• upcoming tournament starts,
• reminders about saved events (start or registration deadline approaching),
• payouts received,
• responses to your judge invitations (accepted or declined),
• your own invitations as a judge,
• reminders (e.g. draw not yet published).

You can mark notices as read or remove them. Grouped notices (e.g. open payments) can be expanded. You control email notifications for favorites under Settings → Notifications.

Enabling browser notifications (push)

The bell icon only shows notices as long as the page is open. So that important events reach you even with the tab closed – as a real notification from your operating system – enable browser notifications. The main switch decides whether this device receives push at all; it applies per device and browser. Below it you can additionally turn off individual categories – see “Which notifications you receive”.

On iPhone / iPad (iOS)

On iOS, push notifications only work if you've first added the app to the home screen (an Apple requirement, from iOS 16.4).

1. Open the page in Safari (only there does "Add to home screen" work).
2. Tap the share icon and choose "Add to home screen" → Add.
3. Launch the app from the new home-screen icon (no longer from Safari) and sign in.
4. Open Settings → Notifications and turn on browser notifications.
5. Confirm the iOS dialog with Allow.

On Android

1. Open the page in Chrome and sign in. (Optional for an app-like feel: use "Install app" in the ⋮ menu.)
2. Open Settings → Notifications and turn on browser notifications.
3. Confirm the browser dialog with Allow.

On the computer (Chrome, Edge, Firefox, Safari)

1. Open Settings → Notifications and turn on browser notifications.
2. Confirm the browser dialog with Allow.

After that, you'll get a notification, among other things, when a draw is published, a new dojo registers, someone accepts or declines an invitation, or a Stripe payout is on its way. If you're invited as a judge yourself, push messages reach you when the schedule or your pool assignment changes – and on the day before the tournament a reminder with your start and pool.

Which notifications you receive

Below the main switch there are four categories. All of them are on to begin with – you don't have to change anything if that suits you. But if, say, you no longer want announcements on your phone during a tournament, you switch off that one category and keep everything else:

The setting applies to your account, not per device: if you turn announcements off on your phone, they stay off on your computer too. A category you switch off disappears only from the push notifications – in the bell menu and by e-mail the messages still reach you.

The category switches only become usable once the main switch is on. Without a subscription there would be nothing for them to filter.

You can connect AI assistants like Claude, ChatGPT or Cursor directly to Tourna Event. Then you handle tasks in conversation – e.g. "Show me my tournaments" or "Create a new discipline" – without clicking through the menus. You'll find the setup under Settings → AI integration (MCP), and it takes three steps.

Step 1 – Create an access key (API key)

Give the key a name (e.g. "Claude Desktop") and click Create key. The key is shown only once – copy it immediately and keep it safe.

Step 2 – Copy the configuration for your tool

Choose the tab for your program – the format differs by tool:

• Claude Desktop / Cursor (also Cline, Claude Code): standard format.
• VS Code (GitHub Copilot): its own format.
• Windsurf: its own format.

Copy the displayed block into the mentioned configuration file – the matching file path is shown right below it.

{
  "mcpServers": {
    "tourna-event": {
      "type": "http",
      "url": "https://tournaevent.com/api/mcp",
      "headers": {
        "Authorization": "Bearer te_live_••••••••"
      }
    }
  }
}

Step 3 – Restart your tool

Restart your AI program completely once. After that, the Tourna Event features are available directly in the chat. To test it, try asking, e.g.: "Show me my tournaments".

ChatGPT and claude.ai (in the browser)

Here you don't need a configuration block. Just enter the address https://tournaevent.com/api/mcp as a "connector" – sign-in then runs via your regular Tourna Event login. Note: in ChatGPT, write actions are unlocked depending on your plan.

When your dojo registers you for a tournament, you can optionally get your own athlete profile – so you can see for yourself which tournaments you're registered for, even if the registration ran through your dojo.

Taking starters from the dojo

When registering for your dojo, you don't have to type out familiar names: "Take from dojo" above the starter list shows everyone in your dojo. A tap fills the form; details already maintained are then locked, missing ones you add.

The list also includes people without an account — with children, that's the normal case. Two notes may appear under a name:

• No profile — this person doesn't maintain their own data. Not a flaw, just an explanation for why something below might be missing.
• Incomplete: … — these are the mandatory starter details still missing, such as age or gender.

You can take them in either case. Whatever is missing you add in the form. So that it is already there next time, it's worth entering it in the dojo under People as well.

For dojos: adding an email when registering

When creating a starter you can optionally give their email address — at any age. It links the starter to a personal athlete profile and later allows inclusion in the annual ranking. As soon as you enter an email you confirm with a tick that the starter (or their legal guardians) agrees.

For athletes: claiming a profile

Open the "Athlete profile" page and enter the email address your dojo registered you with. You'll receive a sign-in link by email – only after clicking it does your data become visible. This way, nobody can view your registrations using someone else's email address.

After that, under "My tournaments" you'll find all your registrations across every dojo and tournament – each with date, status and participant number.

When and where do I compete?

Once competition management publishes the schedule, every one of your disciplines under "My tournaments" immediately shows start time and area (e.g. "Kata Individual · 10:20 · Tatami 2"). Before that, you only see the discipline.

Beyond that, you're actively notified – via push and the bell menu:

• Schedule is ready: When the schedule is published, you get a message.
• Something is rescheduled: If the start time or area changes, a "Schedule changed" message informs you – only for the affected disciplines.
• 30 minutes before: Shortly before it's your turn, a message reminds you via push and in the tournament chat ("You're up soon – Kata Individual at 10:20 · Tatami 2").

The person who registered you from your dojo and named supervisors also receive these notices, so nobody misses a call on competition day.

Your last exam

If you're a person in a dojo that runs its training operations here, you'll see your last exam in your profile – one line per dojo, with your current grade. Two memberships mean two lines: the exam history belongs to whichever club administered it.

If an exam is missing, you can add it yourself. It's then marked as unconfirmed and does not update your grade in the profile – only your dojo can confirm it. This is deliberate: this date determines the waiting period and observation window for the next exam eligibility, and that shouldn't be a self-declaration.

Privacy: you stay in control

• Opt out of the annual ranking: Via the switch in your profile you can object to being included in the public annual ranking at any time.
• Delete profile: You can fully remove your identity and its link to your registrations. Your dojo's registrations remain unaffected.

Every tournament and every seminar can be added to your own calendar – Apple Calendar, Google Calendar, Outlook. The detail page has a "Add to calendar" button for exactly that.

Download or subscribe – the difference matters

The dialog offers two ways, and they behave differently:

• Download stores the event once. If a start time moves later on, you won't hear about it.
• Subscribe lets your calendar keep itself up to date. You set the address up once – after that it happens on its own. When the organiser changes something, it changes for you.

For a tournament that is still weeks away, subscribing is almost always the right choice.

What fits you

If you are signed in and have filled in date of birth, grade and gender in your profile, the page highlights what fits you: the matching disciplines of a tournament, the matching sessions of a seminar, the matching training times of a dojo.

There are three states to tell apart:

• Fits you – age, gender and grade all match.
• Fits · weight open – everything matches except one detail the platform doesn't have: your body weight isn't in your profile. With weight classes, only you can decide whether the class applies.
• Everything else stays normally visible. Nothing is hidden – missing a start because the page kept quiet about it costs you more than reading one line too many.

If something is missing from your profile, the page tells you which field – instead of merely reporting "profile incomplete".

Your subscription key

So that your calendar receives your events and not just the overall date, the subscription address carries a personal key. You'll find it in your profile under Athlete → Calendar subscription.

• The key is a secret: anyone who knows it can see your events. Don't pass it on.
• Shared it by accident? Generate a new key – the old one becomes invalid immediately. You will have to set up existing subscriptions again afterwards.
• Each device can have its own entry. That way, revoking a lost phone doesn't also cost you the family subscription in Google Calendar.

The dojo calendar

Your dojo's calendar is not public – it can contain internal club events and non-public training times. You subscribe to it in the members' area, not on the public dojo page.

The filters above the calendar affect both – the view and the subscription. What you see is therefore also what ends up in your calendar:

If you pick several, they are added together, not intersected: an event appears as soon as it matches one of the filters. For a trainer who still trains themselves, that is exactly the normal case.

Tournaments and seminars your own dojo hosts appear in the calendar without any further action – for everyone, unfiltered. A tournament run by your own club also concerns those who aren't competing but helping as referees or with the setup.

Besides tournaments, you can also run your dojo's training operations in Tourna Event: weekly schedule, groups, attendance, exams, and a club calendar. You'll find this area via Profile → Dojos → Open dojo. If you also belong to a federation, the navigation entry is called Dojos/Federation and brings both areas together.

Creating a dojo

You create a dojo via Profile → Dojos → Add dojo. Search for the name first — chances are your dojo already exists because someone else added it. Only if nothing matches do you choose Create new dojo.

The form deliberately asks for very little: type the name, search the address, done. Town, country, street, house number, postcode and the coordinates all come from your selection and can still be corrected by hand afterwards.

Whoever creates it, owns it. You do not need to enter anything for that; the dojo belongs to you the moment you save. If someone else runs the club, you hand it over later in the Master data via Transfer ownership — that person gets a notification and takes your place.

Everything else — images, description, website, fees, styles, associations and trainers — you add later in the Master data. None of it is needed to create the dojo, and all of it appears afterwards on your public dojo page.

The overview – what's still missing

The first tab is the Overview. Right at the top sits the Dojo profile card with a percentage: how complete your master data is. Below it, the open items appear as clickable tiles – tapping one jumps straight to the exact section where that field lives. So you don't have to hunt for where "header image" or "VAT ID" lives.

Why this is more than a tidiness gimmick: address, description, images and links flow directly into your public dojo page – and so into what search engines find of you. A dojo with three well-kept photos and a description text gets found; one with just a name doesn't.

What's mandatory for publishing – name, location, the dojo leadership's email and at least one public training time – always sits at the front and carries the Required mark. Everything else is optional and can be filled in in any order, at your own pace. The card only shows 100% once truly nothing is left open.

Below that sit four key figures (people, groups, this week's sessions, open requests), this week's trainings, your Events, and the master data in six short cards – each with its own Edit link that also jumps straight to the matching section.

Master data in six sections

The Master data tab is split into six sections, listed on the left:

Next to each section sits a dot: green if nothing is open there, red if something is missing. You'll find the same completeness value as on the overview again below the navigation – it's the same calculation, not a second one.

Only one section is shown at a time. A bar with Discard and Save sticks to the bottom; it belongs to the section you're currently viewing. If you have unsaved changes and switch sections, the app asks first.

Each section has its own address. The link …/dashboard/dojos/dein-dojo?tab=master&section=ferien leads straight to the holidays – handy when you want to tell someone where to enter something.

Addresses outside Germany

The address fields are not tailored to Germany. You pick the country from a list of all states; it is always displayed in your language, no matter which language it was entered in. There is also an optional State / Region field for a federal state, canton, province or US state — rarely needed for German addresses, but for American or Canadian ones the difference between a complete and an unusable address. The address search fills it in for you.

The postcode is only mandatory where one actually exists. Countries without a postcode system — Qatar, Hong Kong or Ghana, for instance — are blocked neither from the master data nor from tournament registration. Letters are allowed; British and Canadian postcodes contain them.

Billing address

For your dojo to register for a tournament, it needs a billing address: name, street, postcode, city and country. You enter it under Master data → Billing.

It belongs to the dojo, not to whoever happens to be registering. The recipient of the invoice is the club — and if two admins had to maintain it separately, the next tournament would depend on who logs in. Entered once, it applies to every registration the dojo makes.

Usually it is the same address as above, which is why the Same as the dojo address switch is on from the start. It derives the billing address from the dojo address rather than copying it: if the club moves, the document moves with it. If you have a PO box, or your treasurer sits elsewhere, switch it off and enter a separate address.

The same card appears in step 1 of the registration assistant, so you do not have to go anywhere else first. If something is missing you cannot move on, and it says which field it is.

Public address

A published dojo has its own page that anyone can visit — under an address like tournaevent.com/dojo/karate-dojo-koeln. You determine the last part yourself: when creating it and later at any time under Master data → Basics. As you type, the app immediately checks whether the address is still available.

When creating it, it suggests something based on the name and location, as long as you haven't touched the field yourself. For an existing dojo, the address stays put, even if you change the name. This is deliberate: your address is on flyers, on your club page, and in search engines. If it moved with every name correction, all those references would go nowhere. If you change it deliberately, the same applies — the old address stops working afterward.

On the public page, your training times appear in two views, grid and list — the same as in the dashboard, with grid set as default. Below that, a coaches section shows who teaches at your dojo.

There it shows whoever is entered as a coach for a public training time in the weekly schedule — the "coach" role alone isn't enough; the assignment to the training time is what does it. A coach profile is optional: whoever has one is shown with a photo and linked to it; whoever doesn't just appears with their name. A coach profile is something each person creates for themselves in their own profile — the card asks "Do you teach training or seminars?" and means both, not just seminars.

Contact details

Three entries appear on the public page: website, name of the dojo leadership and phone. All three are optional.

The website sits under Master data → Basics, because it belongs to the club — a change of board does not change the address. Name and phone sit under Master data → Team & permissions, with the dojo leadership. For the website www.your-dojo.com is enough; the app adds the https://. Write the phone number the way you would dictate it — +49 221 1234567 or 0221 / 12 34 56, both are fine.

Enter the name of the dojo leadership here even if that person has no account on the platform. Without it, your public page would show an email address with no name beside it.

Description and fees

Under Master data → Profile & appearance you introduce your dojo with a description — style, history, who trains with you. The editor is the same one used for tournaments and seminars: bold, lists, headings and links are all possible. The same section also holds styles and federations, as well as the three images (profile picture, card image and header image).

Under Master data → Basics are two fees, both optional: trial session and membership fee. They are free text, because a club fee is rarely a single number — write "€30 / month, children €20" or "from €25" exactly like that, and a trial session is usually simply "free".

Weekly schedule and rhythm

For each training time, set the weekday, time, age and grade window, and the coaches. Not every time takes place weekly – you can also set "every two weeks" or "every first Wednesday of the month". Weekly times don't need anything special for this: that's the normal case and isn't marked separately.

If you change the rhythm later, it takes effect immediately on sessions not yet touched. Sessions where attendance has already been recorded are preserved and marked as "outside the current rule" – your recorded data never gets lost through a rule change.

You choose the coach. The Coach field lists everyone in your dojo who has an account with a coach or admin role, plus the dojo leadership. Anyone without an account is entered as free text via "Type a name…" – a role, after all, requires an account. The selection is a pure assignment and grants no rights: who's allowed to record attendance or override sessions is still decided via the coach role in the People tab.

Effective from. A newly created training time applies retroactively for one year. If you re-enter your weekly schedule, you can immediately backfill the past season instead of starting from zero. The date is shown as "Effective from" in the dialog and can be changed – e.g. to the day the group actually started. Backdating has no consequences for participation rates: sessions with no recording at all count neither as attended nor as missed.

Gender is optional and has no meaning for training operations — attendance, groups and exams don't need it. It is only needed for tournament registration, where it is a mandatory detail for every starter. Maintain it once here and you won't type it at every registration.

Importing people from a list

When your club is new here, the member list is usually in Excel or in your association's export. Instead of typing it out, upload it: People → Import CSV.

First download the template. It contains the header row and one example row showing how dates and grades are written. Only first name and last name are required — you can leave out everything else. Columns the app doesn't know (membership class, bank details) do no harm; they are ignored.

After choosing the file you first see a preview. Nothing is saved yet. Every row is listed with what will happen to it:

• new — will be created
• already there — skipped, naming who the app found
• error — skipped, with the reason

Faulty rows do not hold up the rest. With four typos in sixty-four rows, the sixty good ones are imported; you correct the four afterwards at your leisure.

At most 500 rows and 1 MB per file. The separator may be a semicolon or a comma — the app detects it itself.

People and members

The People area brings both together in one list: people in the training program and accounts with management roles. Anyone with an account has their roles (supervisor, coach, admin) shown directly in the row. Anyone without one – say, an eight-year-old child – still has a full entry in the roster, because attendance, groups and exams are attached to that row.

Above the list are filters with a counter: All, No account, Coaches, No person row, Inactive > 1 year. The number sits on the pill before you even click – it answers the question that leads to filtering in the first place ("are there any?"). It's always counted across the whole list, not just the page shown; otherwise the number would change as you page through without anything having actually changed.

Every row also shows Last session – the most recent date the person was recorded as present or late. A dash means "never recorded", and that's not the same as "was never there": maybe the group simply was never checked off. This is visible to coaches and dojo leadership, plus each person for themselves.

If members don't yet have a person entry, the list offers you "Take over all". Without a person row, they don't show up in attendance, groups or exams. These accounts are grouped at the start of the first page, not mixed in among the other names.

If a person with a similar name already exists for an account, nothing is created. Instead, the list asks: Link – the existing person then gets the account and keeps their entire history – or Create anyway, if they really are two different people. This happens more often than you'd think: one letter's difference in a surname is enough for the same person to appear twice in the roster.

Merging two entries for the same person

If someone appears twice in the list, merge the two entries via Merge on the person's row. The dialog works in three steps:

1. Pick the second person. Similar names are listed first. Nothing is filtered out – after a marriage or a typo in the first name the names are precisely not similar, and the search will find that entry too.
2. Set the direction and read the preview. You decide which entry stays. The preview shows how many attendance records, exams and groups move over – and which records will be discarded because they exist on both entries (the same training session recorded twice, for instance). The entry that stays always wins there.
3. Confirm. Both names are spelled out in full.

Empty fields on the surviving entry are filled from the other one – date of birth, guardian, account. For the joining date the earlier one wins: joining the dojo is a fact about the person, not about the row. Two notes are appended to one another rather than one being discarded. The data processing consent is not inherited – it belongs to the person, not to the administration.

If both entries have an account, the app refuses. As a rule those are two different people. If one assignment really is wrong, unlink it on the affected person first – then you can merge.

If a person has no account even though the account has long been a member of the dojo, you don't need a merge: the row offers "Link account", which attaches it directly.

Merging and linking are available to owners and dojo admins. Not to coaches – both irreversibly affect another person's training history.

The person dialog has "Member since". The date is more than a note: as long as there's no recorded exam, the period over which participation is calculated starts here. If you're importing existing data, it's worth setting this date correctly.

You pick date of birth and "Member since" in the calendar. Because a birth year can be far in the past, year and month appear as a dropdown above the calendar sheet – so you jump straight to 1974 instead of paging back month by month.

Members can assign themselves to a person via "That's me"; a coach confirms the assignment.

Search and sort. Every person list – here, in attendance, in exams, and in groups – has a search field and a sort order. The default is first name, because nobody in the club calls out "Bremer"; you switch to last name with one click. The display follows the sort order: either "Linda Bremer" or "Bremer, Linda".

Stale entries. If someone hasn't attended any training in over a year, the list suggests deactivating them. The suggestion deliberately does no more than that. What happens beyond that is your decision: on leaving, you enter the departure date and remove the person from the dojo – the person and their history are kept. You can only fully delete someone who has no account at all; a person with an account carries attendance history that isn't yours to remove.

The last 20 sessions are listed below the tab, most recent first, each marked recorded or not recorded. A tap jumps there. When catching up you rarely look for a particular date — usually for the last evening where nothing has been entered yet, and that is exactly what stands here.

Attendance

Recording is built for the phone: pick the session, tap the status for each person, done. Reported absences are pre-filled – they're a suggestion, not a fact, and you can override them at any time.

The layout. On the left is what gets recorded: the day navigation (arrows for yesterday and tomorrow, a date field for a specific day) and, below it, that day's sessions as cards. A green dot on the card means "already recorded". On the right is the recording itself. On the phone, the recording panel moves to the top, right below the day navigation – that's where you're standing, in the hall, while the catch-up list is desk work.

Names appear as tiles, not as one long column anymore: one per row on the phone, several side by side on the computer. Tapping a tile cycles through it – present → absent → excused → late and back to the start. It's deliberately not an on/off switch: "excused" and "late" are their own statements and feed into the participation rate.

At the top right it shows how far along you are – "12 of 31 recorded" with a bar. Whoever has a status is counted; "absent" counts as recorded too. A bar that only showed those present would look like a shortfall for a sick group.

Important: a session for which nothing at all was recorded counts neither as attended nor as missed. A forgotten check-in therefore doesn't hurt anyone's rate. So it doesn't get permanently lost, the app reminds you about it the next day.

Recording retroactively. Via the day navigation on the left you jump to a past day and enter what was left undone – even months back. Today is preselected. If there are several trainings on one day, you choose the right card below. A retroactively entered session is indistinguishable from one recorded the same evening.

The "Not recorded" list below shows past sessions that still have nothing entered – most recent first. Tapping one jumps there. When catching up you rarely look for a particular date, but for the last evening where something is still open, and that's exactly what's shown here. The already-recorded sessions are expandable below it; you need them when you want to correct something on an old evening.

All present and Reset. If the whole group trains, "All present" sets everyone to present in one go – it does not overwrite reported absences, otherwise the quick action would be the easiest way to wipe out a sick note. "Reset" is the way back: it puts all tiles back to "open" as long as nothing has been saved yet. Both buttons step aside as soon as you've typed something into the search – with a filtered list it wouldn't be clear whether they mean the visible entries or all of them.

Sessions in the future are deliberately not selectable. Whoever checks off today who was there next week is inventing data – and that flows into exam eligibility.

A day counts once. Whoever trains lower and middle level back-to-back on Thursday was at training once that day — not twice. This applies to the participation rate and to the printout. If someone was there for the first session and not the second, the day counts as attended. A day only counts as missed if all its sessions are missed.

Adding someone who isn't on the list. If a child is standing in front of you whom the list doesn't know, you don't need to leave the tab: via "+ Person" you create them new, or assign an existing person from your dojo to the group. The list then reloads so you can immediately check them off. Creating new people requires permission to manage people; assigning requires running the group.

Checking in yourself via QR code

Instead of ticking off every name yourself, you can hang a QR code on the hall door. Anyone with an account scans it on arrival and is on the list before training starts.

You'll find the poster under Master data → Location & venues, in the Check-in code card. A click on Print produces an A4 sheet with the code, your dojo's name and a short set of instructions. One code is enough for the whole dojo — which training is meant, the app works out itself.

How it goes for the member: scan the code, sign in briefly if needed, done. If only one of their groups is training, they are entered immediately, without a single click. If two are training at once, the page asks briefly — both answers are then correct.

Check-in opens 90 minutes before training starts and closes when training ends. The lead time is generous, because children get dropped off and some people come straight from work. After training it no longer works: an entry from home would not be a check-in but a claim — that is what you are there for.

In your attendance list you recognise these entries by a small QR mark next to the status. You always have the last word: your own entry is never overwritten, and you can change every self check-in.

Anyone whose account is not yet linked to a person gets a note about that when scanning, instead of an error message. Linking happens via "That's me".

Groups

A group trains at multiple times – and multiple groups can train at one time. That's why training times and members sit side by side in the expanded group, not in separate screens. Dojo leadership assigns times; coaches also maintain members.

My groups. If you're entered as a coach for a training time in the weekly schedule, the groups for that time appear at the top under "My groups", ahead of all others. Out of twenty groups in the club, those are the two that concern you.

Attendance list as PDF. For each group you can print attendance — people in the rows, training days in the columns, a total per person, legend below. The period is limited to one year: the columns grow with the period, and a five-year printout would no longer be readable on paper. The limit is built into the selection itself — the calendar simply won't let you go further back, and if you move the end forward, the start moves with it. Cancelled sessions don't appear, unrecorded days stay blank and don't count as absence. The order and spelling of names match the view you're printing from.

Holidays and closures

Enter your country and state under Master data → Holidays & closures, and the app fetches school holidays automatically. For each training time you decide whether it pauses during the holidays, runs normally, or becomes a special session.

You can also set your own exceptions: "Hall closed" for renovations, or "we're training anyway" for a summer session. Your own entry always takes precedence over the official calendar.

Calendar

The calendar shows everything together in month and week view: trainings, club dates, your own tournaments and seminars. Holidays lie as a colored band over the day. Cancelled trainings are shown struck through instead of hidden — you should see that a session is cancelled instead of wondering about a gap.

Club dates (celebration, championship, exam date …) are initially internal. Only once you explicitly make them public do they appear on the public dojo page.

When a trainer is unavailable

Trainers fall ill, go on holiday, have parents' evenings. Instead of sorting that out in a chat group, there are three ways – and they differ in how loud they are.

Record an absence (quiet). You enter a period: holiday, sick leave or a single date. For holiday and single date, nobody is notified – your sessions show up as open in the duty roster, and other trainers can step in. For sick leave, the affected sessions are put out to all trainers.

That's deliberate: a three-week holiday quickly touches six to nine sessions. If each of them sent a message to every trainer, the feature would be switched off within two weeks. Both defaults can be changed in the form.

Put a substitution out (loud). All trainers are asked whether they can take over. Whoever says yes first gets it – later replies are told the session has already been taken.

Assign a trainer. You propose a specific colleague. They receive a message and have to confirm – until then the session shows as a proposal. An assignment is a request, not an order; if they decline, you can put the session out to everyone with one click.

Duty roster – who is on duty when

The Duty roster tab (trainers and dojo leadership only) answers the question that otherwise only surfaces on the day: where is nobody standing in the hall?

Above the list are the time range (4 weeks to 1 year) and filters with a counter: All, Unstaffed, My duties. "Unstaffed" is preselected – you open the duty roster because you suspect a gap, not to admire a fully staffed week. Below that is the summary: "32 duties in the period · 24 unstaffed".

"My duties" only appears if you yourself are entered as a coach somewhere. A filter that's guaranteed to stay empty wouldn't be a filter.

The sessions sit by calendar week in cards whose header stays fixed while scrolling and tells you how many duties are open that week. Unstaffed sessions are highlighted in red, and any coach can put themselves down there with "I'll take it", without anyone having asked them. If you filter a week empty, it doesn't disappear – instead it says "Everything is staffed this week" – otherwise a well-staffed week would look like one that doesn't exist at all.

Unstaffed means: nobody is assigned to that training time, or everyone responsible is away that day and nobody stepped in. Holidays and cancelled sessions do not count as a gap – nobody is supposed to be there anyway.

Events

What your dojo hosts and where it takes part shows up as the Events card on the Overview – there's no longer a separate tab for it. A club puts on one or two events a year; giving that its own slot among twelve tabs would just have pushed the weekly schedule and attendance further to the right.

The header shows the tally ("2 hosted · 2 participations"). Below that are the events, upcoming first, then the past ones. Your own carry the note "We're hosting" – drafts included, since those are your ongoing preparation, and they're marked as a draft. Other people's drafts don't appear there: they belong to someone else, have neither a fixed date nor open registration, and there'd be nothing you could do with them.

If there are more than the card shows, the number of remaining ones appears below it.

Exams

Under Exams you see, for each person, their current grade, the date of the last exam, training participation, and where they stand toward the next exam. Click a row, and the criteria are shown in plain text — with the current value, the threshold, and, where calculable, the earliest possible date.

Via Quota period you set the span over which participation is calculated: 3, 6, 12 or 24 months. The default is 6 months — the rate is meant to say how regularly someone comes right now; averaged over a whole year, that's exactly what gets blurred. If you've imported older data, a longer period helps. Next to each row it shows the date from which the calculation was actually made.

Two numbers with different periods sit side by side: participation is calculated over the set period, while training sessions is counted since the last exam — otherwise a condition like "50 sessions" could never be reached within a six-month window. "3 of 50 sessions" together with "0% participation" is therefore not a contradiction.

When recording an exam, you pick the date in the calendar — as with attendance, and for the same reason: an exam you enter weeks later, you look up by month, not in three number fields. Future dates aren't selectable.

Three things matter here:

• The list is a suggestion, not a ruling. You can manually approve any person with a justification; the approval stays visible with your name attached.
• "Data missing" is not the same as "not met". If, say, the date of birth is missing, the minimum age can't be checked — that's a follow-up question, not a shortfall.
• You set the conditions yourself (dojo leadership only). On first opening, the app suggests a rule set oriented on DKV/DJKB practice; it's only saved once you save it. An empty field means "not checked" — not "threshold 0".

If a member logs their own exam, it counts as unconfirmed until a coach confirms it. Only then does the app update the grade in the athlete profile — and always only upward. Each person can turn off this sync for their dojo.

Reminders

Two reminders are available:

• Log attendance (default: on) – goes to coaches when nothing was recorded for a session.
• Training today (default: off) – goes to group members with an account, with an adjustable lead time.

Cancelled sessions don't trigger a reminder. You can unsubscribe from both via your general notification settings — there's no second place for it.

Collecting fees

Besides running training, your dojo can collect membership fees monthly by SEPA Direct Debit. You will find the area in the dojo dashboard under Fees.

The treasurer

Fees may be edited by exactly one person per club: the treasurer. Not the board, not the trainers, and not even the owner of the dojo — they may all read along, because the board is liable, but they cannot change anything and cannot approve anything.

The first appointment is made by someone with dojo administration rights. After that only the serving treasurer passes the office on, and the handover only takes effect once the successor accepts it.

If the treasurer drops out or does not answer, the club would otherwise be unable to act. That is why the owner can request a takeover with a 14-day objection period: if the treasurer objects, the request fails. If they do not respond, the office transfers automatically when the period ends.

Two ways to submit the collection

You choose once how the direct debits reach the bank:

• Automatic — Tourna Event collects through a payment provider. No handling during the month, a charge per collection, and the bank details are held by the provider rather than by us.
• Submit yourself — Tourna Event creates a SEPA file (pain.008) that the treasurer uploads in online banking. Free of charge, but every month means download, upload, TAN.

The selection page carries a cost calculator with your member numbers, so that you do not decide on the basis of example figures.

Fee schedule: tariffs, versions, family scale

Under Fee schedule you create the tariffs — for example "Children", "Youth", "Adults", "Passive". Every tariff is versioned: if you raise it, a new version starts from the chosen date, and old bookings keep the amount that applied in their due month. A fee increase therefore never rewrites the past.

Several tariffs can be raised together: tick the tariffs, type the percentage. While you are still typing, next to it you see how many people are affected, how much is added per month, and per tariff the old and the new amount. Rounding happens per tariff — 3 % on €18.00 is €18.54, not a share of your total volume. Only whole percent are possible, and the raise applies at the start of the next month at the earliest: the current month may already have been announced.

You enter the family scale as percentages by rank: "0, 25, 100" means the first child pays in full, the second is 25 % cheaper, from the third it is free. The order follows the fee, descending — the most expensive stays full. The last value applies to all further siblings, so you maintain three numbers instead of eight.

A tariff can be linked to a training group. When someone changes group, they appear in the people list as a proposal: old tariff, new tariff, effect per month. You apply it or confirm the current one — either takes effect at the start of the month.

Payers, people and mandates

A payer is not the same as a person: parents pay for their children, an adult pays for themselves. The payer gets one debit covering the total for their people — not three debits for three children.

Not everyone pays by direct debit. For the honorary member, the coach or the payer abroad, set the payment method to self-payer in the payer view. They then receive an invoice instead of a debit — and no longer show up on the “mandate missing” list, which otherwise can never be worked off.

In the list of people, the conspicuous rows come first: no tariff and no valid mandate. You fix both right there — pick the tariff in the row, create the mandate link per payer. A tariff assignment applies from the first of the month, not from today: a club calculates in months, and a pro-rata amount mid-month only causes surprise.

A mandate is the permission to collect from an account. It comes about in two ways:

• Online: you send the payer a link. They enter their bank details, read the mandate text and confirm. The link is single-use and valid for 30 days.
• On paper: established clubs often have hundreds of signed forms. Those stay valid — a SEPA mandate does not expire because the club changes software. You record them under Mandates with the mandate reference from the paper and the date of signature.

Fee pause

Someone who is injured, studies abroad for a year or goes on parental leave should not be removed — otherwise you lose the mandate, the payer and the history, and you rebuild everything when they come back. Instead record a pause in the people list: from which month, until which month, and why.

During that time nothing is collected for this person; afterwards the fee resumes on its own. Nobody has to remember it in spring. Without an end date the pause lasts indefinitely — that is the way for instructors and honorary members.

If someone comes back earlier, you end the pause. The current month stays free: it may already have been announced as free, and a later debit would be exactly the surprise the advance notice is meant to prevent. A pause that already appears in a run can only be ended, not deleted — it explains why nothing was debited that month.

You write the reason for later: "torn ligament" is worth more in a year than "pause".

The monthly run in three steps

1. Preview. The app calculates the run and shows the total, positions and accounts. More important than the total are the two blocks beside it:

• Skipped people come first, with a reason — no tariff, no mandate, mandate expired. Whoever is skipped pays nothing; that must not happen silently.
• The comparison with the previous month with itemised reasons. If the total deviates by more than 20 %, a warning appears and approval later requires an extra confirmation. That is usually a mistake in the fee schedule, not in the member list.

2. Advance notice. Before every collection the payer receives an email with the amount, due date, Creditor Identifier and mandate reference. This is mandatory, not a service: without timely notice nothing may be collected. The deadline is in your fee rules; 14 calendar days is usual.

3. Approval. Only here is money moved, and the step is deliberately uncomfortable:

• You type the total to confirm.
• With a deviation over 20 % you also tick a box.
• Without a sent advance notice the button stays locked.

With Submit yourself the SEPA file is then ready. Download it, upload it in online banking as a bulk direct debit, authorise with TAN, delete the file.

Then the question is: did the money arrive? On the automatic route the payment provider reports that by itself. When you submit the collection yourself, nobody reports anything — your bank statement is the only source. So next month, upload it as a camt.053 file from your online banking; the app reads from it what went through and what came back.

From the same page the payer downloads their annual statement — one PDF per year listing everything that was actually collected. That takes the load off you in January, when twenty families otherwise ask the same question.

When a payment comes back

A returned debit is normal and costs the club bank charges. Under Returns you see each one with its reason and return code.

• The claim remains — a return settles nothing, it only says that this attempt did not carry.
• You can pass the charge on to the member. It then appears as its own position in the following month, not as a silent increase of the fee. The default is €0 — if you set nothing, you charge nothing.
• After the second return the mandate goes to "under review" and is no longer collected. Once is an unfunded account at the wrong moment; twice is a pattern, and the third time the club pays charges for the third time.
• With reasons such as "account closed" or "mandate revoked" the mandate is ended, not merely paused. A new one is then needed.

If the payer does not react, the platform can follow up twice: first a reminder, then a notice with an optional fee. You switch both on further down this page — it does not happen by itself, because post in the club's name is your decision.

What the payer can do themselves

Every payer gets a login-free link to their page. There they see what will be debited this month, the history of the last twelve months — and they can change their bank details themselves.

That is the most important point on the whole page: every change of bank that the payer cannot handle themselves turns into a returned debit and then into a phone call to the treasurer.

The change only takes effect after a click in the confirmation email sent to the address on file. The portal link alone is not enough: it sits in a mailbox, gets forwarded, printed, opened on other people's computers. Whoever has it may see what is being collected — they must not decide from which account. The confirmation link is valid for 48 hours; after that the payer simply requests the change again.

From the same page the payer downloads their annual statement — one PDF per year listing everything that was actually collected. That takes the load off you in January, when twenty families otherwise ask the same question.

Application form

Instead of printing forms you can offer a public application form. Whoever wants to join enters who is joining and who pays, picks a group and a fee — as far as they know them — and grants the SEPA declaration right away. You switch it on under Applications; the address to pass around is shown there too.

After acceptance a confirmation goes to the payer automatically, with the personal link for the bank details. The platform does not send rejections — whoever declines does so personally.

Taking over existing data

If you are coming from Excel or a legacy program, you import members, tariffs and existing mandates under Import. Nothing is written until after a preview — an import that writes straight away leaves a half-filled database when row 91 fails.

If your file has a column with the fee, the app assigns the tariff from it — but only where it matches one of your tariffs to the cent. €18.50 does not match an €18.00 tariff. Such rows are still created, just without a tariff; the preview states their number beforehand, along with the amounts nothing matches.

What the collection costs

The feature is free until 31 January 2027. After that a free trial month begins, and only then is it billed: €14.99 per month or €149.99 per year, gross including VAT. Nothing is charged without your consent, and a warning goes out before every change.

With "Automatic" the provider's charges per collection come on top. They are stated openly on the subscription page and on every invoice — together with what the other method would cost.

You can cancel at any time in the app, effective at the end of the paid period — no email, no phone call and no reason required.

If you belong to a federation, it has its own area in Tourna Event – built like the dojo dashboard, but with what matters at federation level: people, squad groups, events and master data. You'll find it under Profile → Dojos/Federation → open federation.

The navigation entry in your profile is called "Dojos/Federation" as soon as you belong to a federation or hold the right to create one. Otherwise it is still simply called "Dojos". In either case, only what concerns your own membership is shown there; managing happens in the federation area itself.

Who may do what

There are two roles:

• Administrator – may do everything: maintain master data, invite members, grant the federation right, create squad groups and call up athletes.
• Squad athlete – may only read. They see the other squad athletes, the squad groups and the events, but no open invitations and no edit buttons.

Anyone who is neither gets a "not found" page when opening the address. That is deliberate: a "no access" message would confirm that this federation exists.

Overview

At the top are the key figures: members (of which offices), squad groups, squad athletes (of which confirmed), open invitations and own events.

At the very top sits the Federation profile card with a percentage: how complete your master data is. Below it the open points appear as clickable tiles – tapping one jumps straight to the section the field lives in. So you don't have to hunt for where "header image" or "short name" is kept. Two tiles don't lead into the master data but into another tab: "Invite a second member" goes to People, "Create the first squad" to Squads.

Not every point carries the same weight. Name, nation, town and one way to get in touch count triple; website, street, logo and description count double; the rest counts once. As long as anything is open, the value stays below 100 % — even for a single trifle.

Three entries are mandatory if you want to make the federation public: name, town and a way to get in touch. They stand first and carry the Required badge. Everything else is optional, in any order — the federation works while incomplete too.

Open invitations deliberately sit beside this list and not inside it: an invitation that has gone out is not a shortcoming but something that is under way, and nobody can close it single-handedly.

Below that comes Master data at a glance — grouped by the same five sections, each group with its own Edit that leads straight there.

Calendar

The Calendar tab answers two questions: what the federation runs itself, and when it competes. It contains

• your own events, which you create here — general meeting, squad training camp, board meeting,
• your own tournaments and seminars hosted by the federation,
• tournaments the federation has been invited to as a national team.

The last two appear on their own; only the first kind is created by hand. You can switch between month and week view, and create either from the button at the top or the + on a free day.

There are no training sessions and no school holidays here — those belong to training operations and live in the dojo calendar.

When creating an event you decide its visibility. "Internal" is the default: only federation members see it. "Public" is a note for later — an event marked that way becomes visible once the federation has a public page. The field exists already so that you don't have to guess it retrospectively for every existing event.

Only administrators create, change and delete events. Squad athletes see the calendar, but without any editing options.

Subscribing to the calendar. Subscribe to calendar gives you an address you enter once into your calendar app — after that, new federation events appear there by themselves. It contains all federation events, your own tournaments and seminars, and the tournaments the federation has been invited to.

Every member may do this, squad athletes included. For them it is the real benefit: training-camp dates on the phone, without logging in.

People

The People tab shows everyone in one list: people holding an office and squad athletes, with their squad groups as tags beside them. Anyone who is both appears once.

Unlike in a dojo, in a federation everyone has a real user account. There are no manually created people without an account here, and consequently no later assignment. New people are created solely through an email invitation – as a member via Invite member, as a squad athlete via the Squad groups tab.

A call-up that has been issued but not yet accepted appears as its own row marked "invited" – with the email address instead of a name, because nothing more is known at that point. Open member invitations additionally appear in their own card below and can be withdrawn there.

Coaches

The Coaches tab holds the federation's coaches — with photo, grade and role (“national coach”, “kumite squad lead”). This list appears on the public federation page.

Coaches are the same platform-wide: you pick from the existing list that seminars also draw their coaches from. If someone isn't there yet, you add them here — name, dan grade, biography and photo. They are then available to everyone. That is deliberate: a separate copy per federation would hold the same person twice, and a corrected dan grade would only have been carried over in one place.

The role, by contrast, belongs to the federation. The same coach can be national coach with you and something else elsewhere.

Removing only breaks the link. The coach record stays on the platform, along with every seminar attached to it.

Only an administrator can edit this. Squad athletes see the list.

Squad groups

What is called "groups" in a dojo is called squad groups in a federation – for example "National squad kata" or "Juniors kumite". You create them, name them and call athletes into them.

Calling up works via the email address: the athlete receives an invitation and is only confirmed once they accept it. Until then they are listed as pending in the group. For confirmed athletes the group shows age, grade, gender, nationality and specialization – these details come from the person's athlete profile, not from the federation. If they are empty, the person has to fill them in themselves.

A person can be in several squad groups, for example in kata and kumite.

Events

The Events card on the overview lists what the federation hosts itself and the tournaments it has been invited to as a national team. Upcoming dates come first, then past ones; six rows at most, the remainder is counted.

Drafts are only visible to the administrator – for squad athletes they appear once published.

Master data in five sections

The Master data tab is split into five sections, listed one below the other on the left:

Next to each section sits a dot: green when nothing is open there, otherwise red. The same completeness value as on the overview is shown here below the navigation – it is the same calculation, not a second one.

Only one section is ever shown. A bar sticks to the bottom with Discard and Save; it belongs to the section you are looking at. If you have unsaved changes and switch sections, the app asks first.

Every section has its own address. The link …/dashboard/federations/your-federation?tab=master&section=standort leads straight to the address – handy when you want to tell somebody where to enter something.

The federation type (WKF or JKA) appears as a badge at the top of the header and determines which world-federation family you are listed under. Only a platform maintainer can change it.

Office and contact person stand together under Team & contact, because both answer the same question: who do I reach? Website, phone and email of the office apply to the federation — separate from the contact person beside them. The reason is simple: if the person changes, the federation's number remains reachable. For completeness either one of the two addresses is enough.

Public address. The last part of the address under which the federation is publicly reachable. On creation it is derived from the name; after that it no longer follows the name. That is deliberate — an address that has appeared on a circular must not run into nothing after a name correction. You can change it at any time, but links to the old one stop working.

Billing address. If the federation hosts a tournament, it is the invoice recipient. The switch Same as federation address is on by default and derives the address instead of copying it: if the office moves, the invoice moves with it. If you have a PO box or the treasurer sits elsewhere, switch it off and enter a separate address. It also appears under "Next steps" as long as something is missing.

Venue name. Above the street there is a field of its own for the name — “Zweibrücken sports hall”, “national training centre”. If you enter the address through the address search, it is filled in automatically. On the public page it appears as the first line of the address.

The description can be formatted — paragraphs, bold, lists, just like for a dojo or a seminar.

Images. Besides the logo there are two more: the card (landscape, 2 MB at most) and the header image (landscape, 5 MB at most) — the wide image at the top of the public federation page. A usable photo from the hall quickly exceeds 2 MB, which is why the header image may be larger. Both are saved as soon as they are uploaded; no click on Save is needed. If one is missing, the logo appears in its place.

Publishing the federation

A federation starts as a draft and stays invisible to outsiders — even when every field is filled in. It only goes live once you press Publish at the top. That applies to federations that have been here for a while too: nobody goes online overnight because a new feature arrived.

Only three things are required: name, town and an email address — either the head office's or the contact person's. If something is missing, the message tells you what is missing rather than "incomplete". Images and a description are not required; without them the page looks thin, without contact details it would be useless.

What the page shows: image, name, federation type, description, upcoming events, address with a map and the contact details. Plus a QR code for printed notices.

Published federations also show up in the search on the home page — in the same tab as the dojos, now called "Dojos & federations". A separate tab would be pointless: both are institutions you look up, not appointments.

You can unpublish at any time, without a confirmation. The page then answers "not found" again.

Creating a federation

Anyone holding the federation right may create one – granted by an existing federation administrator or by the platform operator. You'll find the "Create federation" button in your profile under Dojos/Federation. After saving you are automatically the administrator of your federation.

An account belongs to exactly one federation. If you accept an invitation to another one while already in a federation, it is rejected.

The "News" menu item at the top takes you to the posts of all dojos, federations and TournaEvent itself. The page is public – readable without signing in.

At the top you filter by Federations, Dojos and TournaEvent, or pick individual clubs via "Choose publishers". The filter is part of the address, so you can pass on a filtered view. On a phone the filters sit behind the "Filters" button.

On the public page of your dojo and your federation the latest posts also appear as a separate "News" section, with a link to all of them.

See only the clubs you care about

When you're signed in, a further filter sits next to “All”: “Mine”. It shows only posts from publishers you follow.

You'll find the “Follow” button in two places:

• on a dojo's or federation's page, at the top of the “News” section,
• on any post itself, next to the publisher's name.

Clicking again stops it. A club that hasn't published anything yet can't be followed — it doesn't have a “News” section yet.

A notification on your phone? By default “Follow” sends nothing — it is a filter. Turn it on if you want it: Settings → Notifications → News. You then get a push as soon as one of your publishers posts something. If several posts arrive at once — when a feed is first connected, for instance — you still get at most one.

Posts that write themselves

The platform writes some posts about your tournament or seminar itself — you don't have to do anything. They appear as soon as you take the step in question:

You are the publisher, not TournaEvent: the post appears under your federation or your dojo, and whoever follows you sees it under “Mine”. If the tournament belongs to neither a federation nor a dojo, it appears under TournaEvent.

Each of these posts exists exactly once per tournament — even if you withdraw something and publish it again. They are marked “Automatic” and never contain competitors' names, not even for results: only the tournament name appears in them.

On your dojo or federation page they do not appear by default. That page carries what you wrote yourselves — otherwise machine text would crowd out your own posts: the section shows five entries, and one tournament quickly produces ten.

Both can be changed. In the News tab of your dojo or federation, right below the news feed, there are two switches:

• Create automatic posts — off: no new ones are created. Ones already published stay.
• Also show them on my public page — off by default, for the reason above.

Two kinds of post

• Written here: text, image and everything else live with us. A click opens the post right here.
• From your website's feed: we only show the title, the date and a short excerpt. A click leads to the publisher's website – marked by the arrow symbol and the note "Read the original". We deliberately do not take over the full text: it belongs on the club's own page and is maintained there.

Writing a post

Open your dojo (Profile → Dojos → open dojo) or your federation and switch to the "News" tab. There:

1. Click New post.
2. Enter a title and the text; the text can be formatted (bold, lists, links, subheadings). A cover image is optional. Images can be uploaded – in the text via the image icon, for the cover image via the Upload button beside it. JPG, PNG and WebP up to 5 MB are allowed. If your image is already online, just enter its address instead.
3. The summary is optional but worth it: it appears in the list, as the lead paragraph above the text, and in the preview when someone shares the post. About 160 characters – anything beyond that the preview cuts off. Leave it empty and we use the beginning of the text there.
4. Under Publication you choose between immediately and schedule for later. A scheduled post appears only at the chosen time – before that, nobody can find it. The button is then labelled “Schedule”.
5. Save as draft, or Publish right away.

Later you can edit any of your own posts, retract them (they disappear from public view but are kept) or delete them. The same menu also lets you generate the cover image – in the design of the TournaEvent posts, with title and date. If the post already has one, the entry reads Regenerate cover image and only replaces it on that click.

Taking over posts from your website

If your club's website has a news page, we can pick up the posts automatically. You do not need to know anything technical for that.

1. In the News tab, do not type anything under News feed – click "Find feed" instead. (Your website has to be in the master data – that is where we look.)
2. If we find something, we show you the address we found and the three latest posts from there. That is how you tell whether it is the right source.
3. Only Use this feed saves it. Until then it explicitly says "Not saved yet".

From then on we fetch the posts hourly in the background. New ones appear by themselves; nothing is created twice. The first time we take over at most 20 posts and nothing older than a year – otherwise half your archive would suddenly stand in the overview. We do the first fetch right away when you connect – so you can see at once that it works, instead of waiting for the next full hour. We also take over a cover image from the feed. If your image server allows us the copy, it then sits with us; if it refuses, we show the image directly from your site. Freshly connected, we take older posts too, for six hours — after all, whatever stands on your news page you put there yourself. After that the one-year rule applies again.

We look in three places, always in this order:

1. Your site's feed. The best source: one request, and the publication date comes with it.
2. The content index (sitemap). If your site has no feed but a sitemap, we read the posts through it. The date is then “last modified”, not always the publication day.
3. Your news page itself. If your site has no sitemap either, we look for the page that lists your posts and read the addresses of the individual posts from it. Title, teaser and image come, as always, from the details your site provides for link previews.

If we find nothing, that is no problem: you can still write posts by hand. And if you know the feed's address, simply enter it yourself. We check it when saving: if there is no feed at that address – because it is your website's address, for instance – we say so and suggest the right one. If no feed is found, we additionally check whether we can read your posts via your site's content index — that too we propose to you with the latest three titles. The date is then “last modified”, not always the publication day. And if you know the address of your news page, you can enter that one as well — if no posts are listed there, we say so instead of connecting a source that delivers nothing.

Taking over events from your website

If your website lists upcoming events, we can take them into your calendar – for a club just as for a federation. You will find this in the Calendar tab under Event page. Connecting it is allowed for whoever may also maintain the master data: for a federation the federation admin, for a club the dojo management.

1. Click "Search for events" – we look on your website. (The website must be entered in the master data.)
2. If we find something, we show you the address, the number and the next three events including dates. The date is the real proof here: it shows you whether we read your page correctly.
3. Only with Take over is the connection saved – and matched once straight away.

After that we match once a day. We take over title, date and a link to your page – nothing more:

How much we take over depends on how your page is built. We guess nowhere – we only read what is signposted:

The calendar file is the best case: start, end and place are marked-up details there, and we do not have to pick anything out of running text. If your page offers both, we take the calendar file. If it offers neither, no event is created – better no detail than a guessed one.

If you cancel an event, it disappears with us too. If a future event is no longer on your page, we remove it at the next match – otherwise someone would drive to an event that no longer exists. Past events stay; they are history, not a cancellation. Your manually created events we never touch.

Events we take over appear everywhere your own ones appear: in the Calendar tab, on the public page and in the calendar subscriptions. Anyone who has subscribed to the calendar gets them automatically – including the link to your page.

Comments

Under every post — including one from a feed — signed-in users can comment. Anyone can read, even without an account.

The section sits at the bottom of the detail page and starts collapsed with the count. For a feed post, the button to the original stands above it: whoever joins the conversation should be able to read the text first — here we only have the excerpt.

• Replies go one level deep. There is no reply to a reply; on a phone that stops being readable.
• Editing your own comment is possible for 15 minutes — and only as long as nobody has replied. Otherwise the reply would suddenly sit next to a different text than the one it refers to. An edited comment is marked "edited".
• Deleting works at any time. If replies are attached, a placeholder remains without your name and without your text so that the replies of others stay comprehensible.

Reporting and moderating

If a comment is out of line, you can report it from its menu (abuse, spam, misinformation, other). We will look into it. The author is not told who reported, and repeated reports from the same person count once.

If several reports from different people come together, the comment is hidden provisionally until someone has looked at it. Without that, a crude comment would stand online overnight.

As a publisher — dojo leadership or federation administrator — you can hide and unhide comments under your own posts. You cannot delete them: that stays with the author and with us as the operator. Someone else's contribution should not be able to vanish without a trace.

You reach the annual ranking via the "Ranking" menu item at the top — it's public and visible even without signing in. It shows, over a season (the last 365 days), who has gathered the most points — as an athletes' ranking and a dojo ranking (top 100).

The points come from medals won at tournaments:

• Gold = 10 points
• Silver = 6 points
• Bronze = 3 points

Older results automatically drop out again after 365 days. You can search by athlete or dojo, and filter by gender, age class, grade and federation — or click a dojo to see only its members. The rotating podium at the top shows the leaders of various categories (e.g. top women, top youth, top gold collectors).

Via the menu at the top right you can reach:

• Profile: edit name, phone, birthday and dojo. You'll also see your customer number and email here.
• Dojos/Federation: your memberships. A click opens the respective dashboard – you manage things there, not here. Without a federation the entry is simply called "Dojos".
• Judge: your judge licenses (DJKB/JKA and WKF) with license number and validity, plus your JKA/WF membership. This information applies to all tournaments: organizers see your level, the license number stays private. If you're invited as a judge, you can already enter your licenses in the welcome wizard.
• Change password: set a new password at any time (for accounts with email/password). If you've forgotten your password, use "Forgot password" on the sign-in page.
• Two-factor authentication: a second factor on top of your password – see the next section.
• Settings: default values for disciplines, design options for the brackets, and your payout account.
• Delete account: if you want, you can permanently remove your account here (with a security prompt).

Unsaved changes aren't lost — the app asks before you leave.

A second factor protects your account even if someone knows your password. You'll find it under Profile › Security.

Optional for everyone – required only at the payment paths. We offer it to everyone, and if you manage tournaments or a federation, we explicitly recommend it: in these roles you see other clubs' entries, often including children's dates of birth. But nothing is locked without a second factor – onboarding, tournament management and all other functions work as usual.

The second factor is mandatory exactly where money and bank details are involved:

• Connecting, opening or changing your Stripe payout account (this is where you set where the entry fees go),
• Dojo fee collection via the "Submit yourself" path: recording a SEPA mandate with IBAN, importing bank details, or downloading the collection file with the full IBANs.

If you open one of these functions without a factor set up, the app walks you through the setup and afterwards takes you back to where you were headed.

Setting it up

1. Open Profile › Security and click Set up now under "Two-factor authentication".
2. Choose Authenticator app (e.g. Google Authenticator, Microsoft Authenticator, 1Password).
3. Scan the QR code with the app. If your device can't scan, type in the key shown next to it instead.
4. Enter the six-digit code from the app and confirm. Give it a name such as "Ramsey's iPhone" so you can tell several devices apart later.

It takes about two minutes. You can set up several factors – handy if you want a second device as a backup.

Recovery codes

Right after setup you receive ten recovery codes. They are your way back in if you lose your phone.

You can generate new codes at any time under Profile › Security. The old ones become invalid.

Signing in with a second factor

After your password or Google sign-in, the app asks for the six-digit code from your app. If you have several factors, the one you used last is shown at the top; you can pick the others below it.

Lost your phone?

1. Sign in as usual with your password or Google.
2. In the second step, click "I can't access my second factor".
3. Enter one of your recovery codes.

This resets your second factor. You then sign in again and set it up afresh – with new recovery codes.

Changing your payout account

If you want to connect or change your Stripe payout account, the app asks for your second factor again, even if you signed in long ago. This is where you set where the money goes – exactly the places where a hijacked session really hurts. The same applies to the IBAN paths of dojo fee collection. If you haven't set up a factor at all yet, the app has you catch up on it right here.

Program access (API keys)

If you use the AI integration (MCP) or your own scripts: you can only create a new access key once a second factor is set up.

A key itself asks for nothing when used – a script can't type in a code. The hurdle sits at creation, not at use. You can revoke your keys at any time under Settings › MCP.

• If you're stuck, use the support form and briefly describe your issue.
• Many actions (saving a tournament, drawing, scoring) can be tried out risk-free as long as your tournament is still a draft – ideal for practicing.