Compusports is a sport event management system designed for South African athletics meets. It allows schools to create events, invite other schools, register participants into activities, assign officials, and capture results — all from a single web-based platform.

The system supports the full lifecycle of an athletics meet:

• Setting up your school profile and participant roster
• Creating multi-day events with scheduled activities and heats
• Inviting participating schools and managing their acceptance
• Assigning officials to activities via secure email invitations
• Capturing scores through the host school or via officials with PIN-based access
• Generating printable event reports including the programme, results, eventsheets, and team totals

Creating an Account

Click Sign Up in the top-right corner. Enter your name, email address, and a password. Once registered, you will be logged in automatically.

Logging In

Click Log In in the top-right corner and enter your email and password. Your session lasts 24 hours with sliding expiration — activity keeps you logged in.

Logging Out

Click Log Out in the top-right corner at any time. This logs out your school manager account only and does not affect any officials who may be capturing scores.

Linking Your School

After logging in you will be taken to the School Overview. If no school is linked to your account yet, click Edit School to add your school details.

School Details

From School Detail you can set:

• School name, province, and school ID (EMIS number)
• Short Code — a brief abbreviation used as the team identifier on all printed reports (e.g. "HPS", "SACS"). Keep this short and unique.
• Contact person, email address, and telephone number
• Physical address

School Emblem

You can upload a PNG or JPG emblem from the School Detail page. The image is automatically resized to 200×200px and stored in the system. The emblem appears on the School Overview page and in the header of all printed reports. Maximum file size is 2MB.

Adding a Participant

Go to Participants in the navigation and click Add Participant. Fill in the athlete's full name, ID type, and ID or passport number. Depending on the ID type selected, age and gender are handled differently:

ID Type — SA ID Number

Select SA ID Number (the default). Enter the 13-digit South African ID number. The system automatically derives the athlete's age and gender from the ID number — these fields will be filled in and marked as read-only. No manual entry is needed.

ID Type — Passport

Select Passport for foreign athletes. Enter the passport number (any length). You must then manually enter the athlete's Gender (Male or Female) and Age, as these cannot be derived from a passport number.

Age Category

Select the appropriate age category from the dropdown (e.g. 13, 14, 15, 16). This is optional but used for grouping athletes in some reports.

Duplicate ID Detection

When you enter an ID or passport number, the system checks for duplicates as soon as you move to the next field:

• Same school duplicate — if the ID already exists for an athlete at your school, the save button is disabled and a red error is shown. You cannot create a duplicate within your own school.
• Cross-school duplicate — if the ID exists at another school, a yellow warning appears asking whether the athlete has transferred. You can confirm the transfer and save, or cancel and correct the ID number.

Eligibility Validation

When registering a participant for an event activity, the system checks whether the athlete is eligible based on the activity's gender and age restrictions. Ineligible activities appear greyed out with a lock icon and a short reason (e.g. "Wrong gender (Female)", "Too old (max age 16)"). Ineligible activities cannot be selected — there is no override, as this is a competition rule.

Bulk Import

To import multiple athletes at once, click Import on the Participants page. Download the Excel template first — it contains the correct column structure and example rows with instructions.

The template columns are:

• Name (required)
• ID Number (required) — SA ID or passport number
• ID Type — enter ID for SA ID numbers or Passport for passports. Defaults to ID if left blank.
• Gender — required for Passport type (Male or Female). Ignored for SA ID (derived automatically).
• Age — required for Passport type. Ignored for SA ID (derived automatically).
• Age Category (optional) — e.g. 13, 16

After uploading, a results page shows each row with one of three statuses:

• Imported — athlete created successfully
• Warning — imported, but the ID number also exists at another school (possible transfer). Review these manually.
• Error — row skipped. The reason is shown (e.g. missing name, invalid ID, duplicate at your school). Fix the row and re-upload if needed.

Registering for Events

Once an event invitation has been accepted, open a participant's profile and select the event from the dropdown. Available activities are shown, with ineligible ones greyed out. Select the activities and click Register for Selected Activities.

Sport activities are the master list of disciplines available in the system (e.g. 100m, Long Jump, Shot Put). These are managed from the Activities page in the navigation.

Activity Properties

• Name — the display name used throughout the system and on reports
• Category — Sprint, Distance, Jump, Throw, or Relay
• Gender — Male, Female, Mixed, or unrestricted
• Age restrictions — optional minimum and maximum age. Athletes outside this range are automatically marked ineligible when registering.

Creating an Event

Go to Events and click New Event. Provide the event name, start date, and end date. Multi-day events are supported — the start and end date can span multiple days. Creating an event costs 1 credit from your school's balance.

Inviting Schools

From the Event Details page, use the Invite School button to invite participating schools. Invited schools appear in a pending state until they accept or decline. A school that has been invited but not yet responded can be removed by the host school.

Adding Activities to an Event

On the Event Details page, add the activities that will take place at this meet. For each activity you can set:

• Item number — the programme order number
• Scheduled date and time — when the activity takes place
• Pit — the field pit assignment (A or B)
• Implement spec — e.g. "3kg" for throws, "68cm" for shot put
• Location — specific field or track location
• Max participants — optional cap on registrations
• Participants per heat — how many athletes fit in one preliminary heat

Registering Participants into an Activity

Open an activity card on the Event Details page. The Add Participants panel on the right shows athletes from your school who are eligible and not yet registered. Click Add next to an athlete's name to register them. You can also search by name using the search box at the top of the list.

Add from Previous Event

If you want to carry top performers over from a previous meet — for example, pulling qualifiers from a local school event into a larger meet — use the Add from Previous Event panel. It appears just below the standard add-participants list inside each activity.

To use it:

1. Click the Add from Previous Event heading to expand the panel.
2. Select a previous event from the dropdown. Only completed events are shown.
3. The system finds the matching activity in the selected event (matched by sport type) and displays your school's athletes from that activity, ordered by rank from best to worst.
4. Click Add next to any athlete to register them in the current activity. Athletes already registered in the current activity are automatically excluded from the list.

Lane Assignment

For track activities (Sprint, Distance, Relay) where a Max Participants value has been set, a Lane dropdown appears next to each athlete in the participants panel. The max participants value defines the number of available lanes for that activity.

Lanes are assigned per heat — the same lane number is available independently in each heat, so Lane 3 in Heat 1 and Lane 3 in Heat 2 are separate slots. To assign a lane, select it from the dropdown next to the athlete's name. To clear an assignment, select the "—" option.

• Lanes already assigned to another athlete in the same heat are shown as disabled with a "(taken)" label — they cannot be selected.
• Lane assignments are optional. Athletes without a lane can coexist with athletes who have one.
• Officials see the assigned lane displayed on their score capture card alongside the heat number.

Setting Up Heats

Once participants are registered for an activity, the system automatically creates preliminary heat assignments based on the participants-per-heat setting. Athletes are distributed as evenly as possible across the minimum number of heats needed.

Semi-Final Heats

When an activity has 2 or more preliminary heats, you can configure semi-final heats. Open the activity, expand the Semi-Finals panel, and enter the number of semi-final heats. Enter 0 to remove semi-finals.

Heat Types

• Preliminary — first-round heats, created automatically based on participant count
• Semi-Final — intermediate round, optional, requires 2+ preliminary heats
• Final — the championship round, created automatically when multiple preliminary heats exist

The Heat Progression feature allows you to manually promote athletes from preliminary heats to semi-finals, and from semi-finals (or preliminaries) to the final. Each event and activity may have its own qualification criteria, so progression is always a manual decision.

Opening the Progression View

On the Event Details page, each activity card has a small Progression button alongside the Eventsheet link. Click it to open the Heat Progression panel for that activity.

Filter Tabs

The progression panel has four filter tabs:

• All — shows every athlete across all heat types
• Heats — shows athletes in preliminary heats only
• Semi-Finals — shows athletes in semi-final heats (tab hidden if no semi-finals are configured)
• Final — shows athletes who have been promoted to the final (read-only)

Promoting an Athlete

Click the Promote button next to an athlete's row. The system moves them to the next stage automatically:

• From a preliminary heat with semi-finals configured → promoted to the semi-final heat that currently has the fewest athletes (auto-balanced)
• From a preliminary heat with no semi-finals → promoted directly to the final
• From a semi-final heat → promoted to the final

Athletes already in the final are shown with a green checkmark and cannot be promoted further.

Cancelling an Event (Host School)

If an event needs to be cancelled, click the Cancel Event button in the top-right of the Event Details page. A confirmation dialog will explain the consequences before anything is changed:

• The event is marked as cancelled — all participant data, activities, and registrations are preserved
• 1 credit is refunded to the host school's balance
• A cancellation email is automatically sent to all confirmed and pending invited schools

A red banner is shown across the event page to indicate the cancelled status.

Reinstating an Event (Host School)

A cancelled event can be reinstated by clicking Reinstate Event on the Event Details page. Reinstatement:

• Requires at least 1 credit in the host school's balance
• Deducts 1 credit (the same cost as creating a new event)
• Restores the event to active status immediately

Cancelling an Activity (Host School)

Individual activities within an event can be cancelled without cancelling the whole event. In the Manage Activities section of the Event Details page, each activity row has a cancel button (red X icon). Cancelling an activity:

• Marks the activity as cancelled and closes it to new registrations
• Retains all athlete registrations and scores
• Does not affect the credit balance

To reinstate a cancelled activity, click the reinstate button (green arrow icon) on the same row. No credit is required.

School Withdrawal (Participating School)

A participating school can withdraw from an event at any time by clicking the Withdraw button in the top-right of the Event Details page. Withdrawing:

• Removes all the school's athletes from all activities in the event
• Marks the school's participation as declined
• Cannot be undone — the school would need to be re-invited by the host school to rejoin

Officials are people authorised to capture scores for a specific activity without needing a system account. The host school manages all officials.

Adding Officials

From the Event Details page, open the Officials panel on any activity. You can add two types of officials:

• School official — belongs to one of the participating schools (e.g. a coach or teacher)
• Third-party official — an independent official such as a Department of Education representative

Assigning Officials to Activities

Once an official is added to the pool, open the activity they will oversee and assign them to it. The system generates a unique PIN and a secure token link for that official and activity combination.

Sending the Invitation Email

Click Assign to dispatch the invitation. The email contains:

• A direct link — clicking it logs the official in immediately
• The PIN — as a fallback if the link does not work
• Instructions to go to the Official Login page and enter their email and PIN

Official Login

Officials access the system at /Official/Login. They enter their email address and PIN to reach the score entry page. This login is completely separate from the school manager login.

Revoking Access

Use the revoke button on an assignment to remove an official's access at any time. Revoked officials cannot log in even with a valid PIN or link. Use the reinstate button to restore their access.

Entering Score Mode

From the Event Details page, open an activity to see the participants list. Click Enter Scores to switch into score entry mode. Each participant row expands to show all available fields.

Score Fields

• Result — the performance value (time in seconds, distance in metres, or a point total)
• Unit — Seconds, Meters, or Points
• Wind — wind speed in m/s (optional, used for sprints and jumps)
• Score — a raw score value if applicable
• Points — competition points awarded (0–8 scale, used for team totals)
• Medal — Gold, Silver, or Bronze
• Draw # — draw number for field events
• NR — tick if the result is a new record
• = — tick if the record was equalled rather than broken
• Record Year — the year the record was set or equalled
• DQ — tick to mark the athlete as Disqualified (see below)

Disqualification (DQ)

Tick the DQ checkbox on an athlete's score row to mark them as disqualified. When saved:

• Competition points are automatically set to zero and the medal is cleared
• The athlete is excluded from automatic ranking — other athletes are not affected
• The recorded performance (time or distance) is retained for audit purposes

On the Results report, disqualified athletes appear after all placed athletes with DQ shown in the Place column. Their performance is still visible but points and medal columns are blank.

Field Attempts

For field events (jumps and throws), each participant has 6 attempt rows. For each attempt you can enter a distance, mark it as a Foul (X), or mark it as a Pass (P). The distance field is disabled when Foul or Pass is ticked.

Saving Scores

Click Save All Scores at the bottom of the participants list. All changes in the current session are saved in one operation. You can save multiple times — each save overwrites the previous values for the modified participants only.

As an Official

After logging in via the link or PIN, the official sees the same score entry interface, limited to their assigned activity. Click Save All Scores to submit.

Score Audit Trail

Every save records who captured the score and when — whether a school manager or an official. This is stored for audit and reporting purposes.

All reports open in a new browser tab as a self-contained print-ready page. Use the browser's Print function (Ctrl+P / Cmd+P) and select Save as PDF to generate a PDF file. No additional software is required.

All reports pull the host school's emblem and short code automatically from the school profile. Make sure these are set up correctly before printing (see Section 3).

Eventsheet

The Eventsheet is a per-activity judging sheet used trackside during competition. Access it by clicking the Eventsheet link on any activity card on the Event Details page.

The sheet contains:

• Header: host school name, meeting name, date and venue, school emblem top-right
• Athlete table with columns for Draw number, Athlete name, Team (short code), three attempts (A1–A3), Best, three more attempts (A4–A6), Performance, and Place — all blank for manual entry at the event
• A result summary grid for places 1–8
• A sign-off row for New Record, Chief Judge, and Referee signatures

If there are more than 23 athletes, the sheet automatically paginates across multiple pages.

Programme

The Programme is a full event schedule listing all activities in order. Access it from the Print Program button in the Event Details header.

The programme shows columns for sequence number, scheduled time, pit, activity name, category, next activity, and implement spec. The title and scoring information appear on the first page only. Headers and page numbers repeat on every page. Activities paginate at 50 rows per page.

Results

The Results report shows all recorded performances grouped by activity. Access it from the Print Results button in the Event Details header.

For each activity, heats and the final are shown as separate sections. Finals appear before heats within each activity group. Columns include Place, Athlete, Team, Performance, Score, Points, Medal, Wind, and Records. The host school emblem appears on both the left and right of the report header.

Team Totals

The Team Totals report shows the overall standings for each gender group, sorted by total competition points. Access it from the Team Totals button in the Event Details header.

A separate table is generated for Boys and Girls (based on the gender of the activities). Columns show Place, School Name, Score, Points, Gold, Silver, and Bronze medal counts. Rows alternate shading for readability.

Event credits control how many events a school can host. Each school is allocated a credit balance. Credits are consumed and refunded as follows:

• Creating a new event — costs 1 credit
• Cancelling an event — refunds 1 credit to your balance
• Reinstating a cancelled event — costs 1 credit (same as creating)

The Credits page shows your current balance and a full transaction history with dates and descriptions. Contact your system administrator to have credits added to your account.

Changing Your Password

Click your name in the top bar to go to the Change Password page. You will need to enter your current password before a new one is accepted.

• New password must be at least 8 characters
• You will see a confirmation message once the change is saved
• Your current session remains active — no need to log in again