Live operations

This is the recommended event-day runbook for managers and scrutineers.

This page assumes the setup is done and tested. If you have not yet rehearsed with the real devices in the real hall, do that first: Test run and venue rehearsal.

Pre-open checks (30-60 minutes before)

  1. Open Manager and confirm Problems has no failed tests
  2. Confirm judges can access the judging app and enter their own PIN
  3. Confirm Speaker and Screens are loading event data, and that the projector picture fills the display (see Screens, projectors and venue technology)
  4. Confirm every station device is connected, and check their battery level
  5. Confirm check-in status has been applied
  6. Confirm first rounds have schedule/floor/beat assignments

Running rounds

For each round:

  1. Verify teams are loaded and heat distribution is correct
  2. Press Start judging — the round goes to In progress
  3. Monitor judge completion
  4. Press Close round when judging is complete
  5. Confirm round, then set the advancement targets — Manager warns you if you confirm without any (“No targets have been set from the round result”) and if placements conflict
  6. Publish results online when it should be public

Live controls you will use most

  • Round status controls: Not started → In progress (Start judging) → Closed (Close round) → Confirmed (Confirm round) → Published (Publish results online), plus Previous status to step back
  • Send-through and not-through targets
  • Priority assignment for alternates/group logic
  • Round toolbar utilities (sort/randomize/reverse/heat count)
  • Print actions (heat list, judging sheet, result, diploma)

Audience-facing coordination

During live execution:

  • Use Notifications for official updates (see Notifications)
  • Use Screens for display output
  • Use Speaker for floor-facing presentation flow
  • Validate what is public via Live publish settings

Handling common issues

While a round is In progress, the round page shows a Stuck? link next to the status buttons. It opens Common problems during a round, with a link to each of the three sections below: Judges not finishing, Wrong participants in the round and Schedule running late.

Judges not finishing

  • Confirm the round is In progress
  • Check judge assignments and panel settings. If Start judging refuses, Manager says “Assign a judging panel to this class or round before starting judging.” The warning links to Judges.
  • Confirm network and device state

Wrong teams in round

  • Use round add/copy/clear tools in open or ready state
  • Re-run send-through after correction

Schedule drift

  • Update beat/time planning in schedule and round settings (see Schedule and conflicts)
  • Re-check screen/speaker timeline alignment

End-of-day stabilization

  1. Confirm all intended rounds are published
  2. Run final notifications
  3. Print/export required outputs
  4. Prepare post-event close actions