There are two sets of spreadsheets:

1. Info Sheets: These are the spreadsheets you privide your tournament information. You can add, edit, adjust, make changes to, or whatever with this information.  It is ONLY a centralized location to compile the information for up to 50+ tournaments.
   
   There is one spreadsheet for each tournament: division (8-10, Junior, etc) and sport (baseball or softball) .  
   
   
2. Recording Models: are the spreadsheets that actually creates the brackets seen when visiting the site.  It is also where you add the nightly game results. There is no automatic connection to any of the Info Sheets. This model has complex subroutines and aspects to automate the bracket creations. Therefore, nearly all aspects are protected to prevent accidental edits. 
   
   There are separate models for each Section (i.e., Section 2, 3, 7 or Shasta, Mission, Valley).

There are really only a few pieces of information needed for a game tournament:

Where it is to be played?
Who will be played?
And, when it will be played?

The Info Sheet collects this information.  You will need to add the following prior to the tournament:

• Host League and District
• Address for the fields
• The Team Draw (who play in games 1, 2, 3, and any ‘bye’ teams)
• The game schedule (what days and times for each game).

During the tournament, you will need to update the Recording Model with the nightly game results.  At some point, it would be nice to add the champion leagues from each District to the Info Sheets.

Please do not.  There are up to 70 tournaments.  Please take the 1-2 minutes to add your game draw and schedule to the spreadsheets.  If you are having difficulty, perhaps one of your staff members (or a friend) can do it for you. 

Add the game schedule for 5 teams.  You can always update it later. 

The other option is create the schedule for both a 4-team and 5-team bracket. Add them BOTH to the spreadsheet. Nothing will be added to the website at this time. When you know, simply delete the one you won’t use later.   

No worries … you are STRONGLY encouraged NOT to wait adding information. Because …. You can always update it later.   If a team drops out … Just re-seed the teams (“re-draw”).  This will result in a new game schedule (two less games).

Go back into the Info Sheets and update the info.   

GOOD: Add the new  draw and game schedule

BETTER: Do GOOD and strike out the old info (example: TEAM 4).  This makes it clear that you updated the tournament.

BEST: Do BETTER  …. wait 7 days, and then email us if you don’t see the change reflected.

Provide as much information, as early as possible, as you can. You can always update it later.   

Some Districts know host sites in January.  Others later.  Some know who has specific teams for a tournament mid March.  You should provide whatever information you can.  The less left forthe last minute, the easier, and less prone to error everything becomes.

The Info sheets are NOT connected automatically to the website’s backend. You can add, change, delete, or make mistakes.  It does not automatically update the website. As long as the info is added to the spreadsheet, you are done.  So, you should feel comfortable providing more or less info.

Don’t worry.  Everything can be changed. The good thing is, you cannot really impact anything.  Most of the spreadsheet is protected. This means, that you can not  edit the contents, or change the formulas.   

Provide as much information, as early as possible, as you can. You can always update it later.   

As soon as you know a District will send a team, you can prepare to seed the tournament (“do the draw”). Try and do this early.  You can ALWAYS add the actual team names later.  Or, even never … at least we know the District’s placement in the brackets.

Basically there is a three-step process:

STEP 1: Add tournament information to the Info Sheet in Google Sheets. Should not take you more than 1 minute to add your info. Maybe 30 seconds if you need to update it.

STEP 2: The information you provided is hand-entered into the Recording Model.   The model is what actually drives the brackets shown on the website. It could take up to 4-7 days to fully update and test the model with this info.

STEP 3: Scores are added to the Reporting Model.  About one week before tournaments, you request access to update scores.  Approval takes 20 seconds to request, should take less than 1 day to be approved.  Adding scores will take 15 seconds – >maybe< 1 minute the first time.