Help & Manual

Choose presets

In Edit Tournament you can choose from:

• JBN 2025 / JBN 2026 - Standard weight classes according to JBN
• Custom presets - Previously saved configurations
• Manual - Configure categories yourself

Max kg difference (weight within 1 pool)

Determines how judokas are distributed across pools by weight:

Setting	How it works
Max kg = 0 (fixed)	Fixed weight classes like JBN (-24kg, -27kg, etc.). Judokas are classified based on their weight class.
Max kg > 0 (variable)	Pools are composed based on actual weight. Within one pool, the weight difference may not exceed this number. E.g. max kg = 3: a pool can contain 28kg, 29kg and 31kg.

Max age difference (age within 1 pool)

Determines how judokas are distributed across pools by age:

Setting	How it works
V.age = 0 (fixed)	Follows the category age. Judokas are only grouped with peers of the same age within the same category.
V.age > 0 (variable)	Maximum age difference within one pool. E.g. v.age = 1: an 8-year-old and 9-year-old may be in the same pool, but not an 8-year-old and 10-year-old.

Configure per category

• Max age - Highest age in this category
• Gender - Mixed, Boys or Girls
• Belt filter - Optional: up to orange, from green, etc.
• Max kg difference - 0 = fixed weight classes, >0 = variable (max weight difference within 1 pool)
• Max age difference (v.age) - 0 = follow category age, >0 = max age difference within 1 pool
• Match system - Pools, Pennant Tournament, Cross Final or Elimination

Save custom preset

After configuring, you can save the settings as a custom preset for later use.

Coach Portal

Coaches can register judokas themselves via the Coach Portal:

• A URL + PIN is automatically created per club
• Send invitations via the Clubs page
• URL and PIN can also be copied directly for WhatsApp

Payment (optional)

Link your own Mollie account in Tournament Edit. Payments go directly to your account.

• Betaling via iDEAL | Wero, creditcard, etc.
• Automatic confirmation email to coach
• Registration fee per judoka configurable

Manual import

Organizer can also upload CSV/Excel via Judokas > Import.

Import via CSV/Excel

1. Upload file (.csv, .xlsx, .xls)
2. System detects columns automatically
3. Drag & drop to correct column mapping
4. Check preview and click Import

Required fields

• Name
• Birth Year
• Gender (M/F or Boy/Girl)

Optional fields

Club, weight, belt, weight class - system calculates missing values.

Validate judokas (important!)

Validate after the weight changes submission deadline:

• Go to Judokas > Validate
• System checks all data
• QR codes are now generated
• After validation, coaches can no longer make changes

Import problems

For missing data, the club receives a notification and can correct it via the Coach Portal.

Auto-generate

The system works in 3 steps:

1. Categorize - Judoka to category (hard criteria: age, gender, belt)
2. Sort - Within category by priority (age/weight/belt)
3. Create pools - Distribute into pools within kg/age limits

Pool size

Configurable via poule_grootte_voorkeur (e.g. [5, 4, 6, 3]):

• First number = ideal size (e.g. 5 judokas)
• Order = preference for distribution
• Pool size not in list = problematic (red)

Pool title

• Fixed - Title shows the weight category (e.g. "Mini's -27kg")
• Variable - Title shows age range and weight range (e.g. "8-9 years, 25-28 kg")

Adjust manually

• Drag & drop - Drag judokas between pools
• Statistics update automatically (matches, weight range)
• Pool titles are automatically composed

Adjust sorting

In Settings you can adjust the sort priority by dragging: Age, Weight, Belt.

Per category you can choose from four match systems:

System	Suitable for	Characteristics
Pools	Beginners, recreational	Round-robin, lots of match experience
Pennant Tournament	Beginners, points competition	Pools with points tracking across multiple tournaments
Cross Final	Larger groups	Preliminary rounds + final with best judokas
Elimination	Competitive, advanced	Bracket with repechage (IJF: only quarterfinal losers)

Configure

In Edit Tournament > Categories you choose the match system per age group.

Change afterwards

On the Pools page you can change the system per pool via the dropdown (e.g. elimination → pools with too few participants).

In the app

• On the Pools page you configure per cross final how many places advance (1 or 2)
• After completing the preliminary rounds, the system automatically selects the advancing judokas
• Assign a mat to the cross final in the Hall Overview

In the app

• Choose elimination as match system in Edit Tournament > Categories
• Number of bronze medals (1 or 2) configurable in Tournament Settings
• Seeding via drag & drop, only in the A-bracket and before the 1st match starts
• Advance winner by dragging to next round
• Assign medals by dragging winner/loser to medal slots

What are blocks?

A block is a time slot with its own weigh-in time. Purpose:

• Equal distribution of matches throughout the day
• Adjacent weight classes together (for re-pooling)

How it works

1. Click Calculate - system generates 5 variants
2. Review variants (#1-#5) with scores
3. Optionally adjust with drag & drop
4. Click To Hall Overview to save

Pin

• Click pin icon to pin a category
• Pinned categories remain in place when recalculating

Balance slider

Slide between "Equal distribution" and "Weight adjacency" for different optimizations.

Distribute over mats

After block distribution, click To Hall Overview. This saves the block distribution and automatically assigns mats.

• In Hall Overview you can still adjust mats via drag & drop
• Click End Preparation when the mat distribution is final
• Only then are weigh-in cards available with the correct block and mat info
• Weigh-in cards automatically update when block or mat is changed later

What is on a weigh-in card?

• Name and club
• QR code (for scanning at weigh-in)
• Block number + weigh-in times
• Mat number
• Classification (age, weight, belt)

Requirements

Weigh-in cards are only available after:

1. Validate judokas - QR codes generated
2. Block distribution - Blocks assigned
3. Distribute across mats - Mats assigned

Dynamic

Weigh-in cards are generated live and always show current info. Changes in block/mat are immediately visible.

What are coach cards?

Access cards for coaches to stand at the mats in the dojo.

Quantity calculation

Based on the largest block of the club (not total number of judokas):

Max judokas in a block	Cards
1-5	1 card
6-10	2 cards
11-15	3 cards
16-20	4 cards

Formula: ceil(max_judokas_per_block / judokas_per_coach)

Activation (device binding)

1. Coach opens link on phone
2. Enters name and takes photo
3. Card is linked to this device
4. QR code is only visible on the activated device

Transfer

Coach can transfer card to another coach (e.g. morning/afternoon switch). New coach activates with own name + photo.

How does it work?

Volunteers (mat, weigh-in, speaker, dojo) get access via URL + PIN:

1. Organizer creates access via Settings > Organization
2. Volunteer receives URL + PIN (via WhatsApp or email)
3. Opens URL, enters PIN, device is bound
4. After that: device is recognized, goes directly to interface

Tip: The interface can also be installed as an app (PWA) on phone or tablet for a full screen experience.

Manage access

• Create/delete per role
• View device status (bound / waiting)
• Reset device if needed

End of tournament

All device bindings are automatically reset.

Two interfaces

Version	For whom	Function
Weigh-in List	Admin/Head referee	Live overview of all judokas
QR Scanner	Volunteer (PWA)	Scan + enter weight

QR Scanner workflow

1. Scan QR code from weigh-in card OR search by name
2. Enter weight via numpad
3. Click Register

Two weight fields

• Registered weight - From import (for preparation)
• Weighed weight - Weighed on match day

Attendance

• Weighed = automatically present
• Not weighed after weigh-in time closes = absent

When needed?

After weigh-in time closes, judokas may fall outside their weight class or be absent.

Absent judokas

• Automatically removed from pool
• Visible via info icon in pool header

Too heavy/light judokas (fixed weight classes)

• Judokas with deviating weight are marked
• Use Find match to find a suitable pool, or drag directly to another pool

Weight range exceeded (variable weight classes)

• Pool is highlighted orange when the weight range is too large
• Use Find match on the lightest or heaviest judoka to find a better pool, or drag directly

Send to Hall Overview

1. Click → button at the pool
2. Button becomes ✓ (green)
3. Pool is now ready for activation in Hall Overview

Dropout before first match

If a judoka drops out before the first match (e.g. warm-up injury):

1. Set the judoka as absent (here on Match Day Pools)
2. Go to Hall Overview → reset the match schedule (chip back to white)
3. Click the white chip again → new schedule without the absent judoka

The pool assignment (preparation) remains unchanged. Only the match schedule is regenerated.

Chip colors

Color	Meaning	Action
Grey	Not forwarded	Go to Match Day Pools
White	Ready for activation	Check the mat and click to activate
Green	Activated	Matches can begin

Activate

Click on a white chip:

• Match schedule is generated
• Only present judokas are included in the schedule
• Chip turns green

Move pools

Drag pools to other mats if needed.

Two versions

• Admin - Via menu (with navigation)
• Table jury - PWA via URL + PIN (standalone)

Match schedule colors

• Green - Current match (now on the mat)
• Yellow - Next match (get judokas ready)
• Blue - Get ready
• Grey - Not yet up

Select match (click on number)

Selecting:

1. Click a match number → becomes green (now playing)
2. Click the next number → becomes yellow (stand by)
3. Click another number → becomes blue (get ready)

Deselecting (other turns shift up):

• Click blue → blue turns off
• Click yellow → yellow turns off, blue shifts to yellow
• Click green → match cancelled, yellow becomes green, blue becomes yellow

These colors are instantly visible in the public app. This way judokas, coaches and spectators always know which match is playing and who should get ready.

Scoring system

Type	Points
Win points (WP)	Win = 2, Draw = 1, Loss = 0
Ippon	10 judo points
Waza-ari	7 judo points
Yuko	5 judo points

Enter score

Via the matrix (WP and JP columns):

JP input	Meaning	WP result
Blank (empty)	Not played	Blank (no WP)
0	Draw	Both WP = 1
5 (yuko)	Winner	Winner WP = 2, loser WP = 0
7 (waza-ari)	Winner	Winner WP = 2, loser WP = 0
10 (ippon)	Winner	Winner WP = 2, loser WP = 0

Note: Blank JP ≠ 0 JP. Blank = not played, 0 = draw (no judo points scored, but 1 match point).

Injury / Dropout

During a match:

• Opponent wins by ippon (JP = 10)
• Remaining matches: give opponents JP = 10 (ippon by default/fusen-gachi)

Before the first match (e.g. warm-up injury):

1. Match Day Pools → set judoka as absent
2. Hall Overview → reset match schedule (chip back to white)
3. Click white chip again → new schedule without absent judoka

Ranking

1. Highest win points (WP)
2. Highest judo points (JP)
3. Head-to-head match

Complete pool

Click Pool Complete - pool goes to speaker for award ceremony.

Two versions

• Admin - Via menu (with navigation)
• Volunteer - PWA via URL + PIN (standalone)

Queue

Completed pools automatically appear in the queue with:

• Final standings with 1st, 2nd, 3rd place
• Judoka names and clubs
• Category information

Award ceremony

1. Call judokas (1st, 2nd, 3rd)
2. Hand out medals
3. Mark as Awarded

What is it?

QR scanner for access control at the entrance of the dojo (competition area).

Access

Volunteer via URL + PIN + device binding (Settings > Organization > Dojo access).

How it works

1. Scan QR code from coach card
2. System shows photo of coach
3. Volunteer compares photo with person
4. If match: grant access

Transfer history

When a coach card is transferred, the scanner also shows the transfer history (who had the card before).

What is it?

Public page for parents and spectators. Installable as PWA on phone.

Tabs

• Info - Tournament info, schedule
• Participants - Search judokas, mark favorites
• Favorites - Your marked judokas + their pools
• Live Mats - Who is playing now, who needs to get ready
• Results - Final standings per pool

Live Mats display

• Green - Playing now
• Yellow - Get ready

Notifications

For favorites: alerts when judoka is almost up or playing.

What is it?

A continuous points system where judokas save points across multiple tournaments. Each match won earns 1 point. When reaching milestones, the judoka receives a prize.

Score points

• Automatic - As soon as a pool is finished on the mat, points are scored immediately
• Bulk processing - Process unprocessed tournaments at once from the pennant tournament overview
• Manual - Add or subtract points for an individual judoka (e.g. corrections or historical scores)

New judokas

Judokas appearing for the first time get a NEW badge. Check if historical points need to be added. Click Confirmed to remove the badge.

Milestones

• Configure milestones in Settings (e.g. 10, 20, 30 points)
• Per milestone: point threshold + description of the prize
• When reaching a milestone, a notification appears on the overview

Export

Download the full points overview as Excel or CSV from the settings page.