Create a League Part 2: Set up a round robin schedule on OpenSports (Web)

Part II: Create a Round Robin Schedule

Part II: Creating a Round Robin

This article is the second part of a two-part tutorial on getting started with OpenSports leagues. It is assumed that you have already completed Part I and have created a league.

In the article, we’ll walk you step-by-step on how to set up a schedule of round robin matches.

Let’s begin!

0. Before we start

Please confirm you have access to all of the following. If not, please revisit Part I of the tutorial.

A) An existing upcoming league

B) Teams registered

  • The league should have most, if not all, teams registered before you set up the round robin schedule.

1. Navigating Leagues on the web

To start, we thought it’d be helpful to walk through where the Leagues functionality was added to the OpenSports website.

A) League admin views

  • To access the main Leagues/Tournaments section on the OpenSports website, click on your profile picture (or circle with initials) (top right corner of OpenSports webpage)
  • Tap on “Admin Leagues”
  • The Leagues/Tournaments section for admins is organized by each league/tournament. If you are running multiple leagues/tournament, you can switch between them by repeating the process and clicking on Admin Leagues. This is where you will see a list of all your leagues/tournaments

2. Creating a round robin

In this section, we’ll walk through how to set up a round robin for your league.

A) Have teams registered?

In order to create your round robin schedule, at least the min number of teams must have registered (note, if you have a few last minute teams trickling in, you can edit the schedule).

  • View the teams that have registered under Dashboard
  • View players who have registered (and even assign free agents to teams) by tapping on View Players.

B) Assign teams to pools

This step is only required if you have pools in your league/tournament. If so, we must first assign teams to pools.

  • Navigate to the league admin page and select the “League” submenu.
  • Tap on “Manage Pools”. You will see a list of all teams that have registered to-date. From here, you can either tap on “Add All Teams to Pools” (the system will automatically assign all teams across both pools randomly), or manually assign teams to pools, by tapping on the ellipsis (…) to the right of each team name. Don’t worry if you make a mistake, you can always move teams between pools by tapping on the ellipsis (…).
  • Once all your teams are assigned to pools, you are ready to create your round robin schedule!

C) Background and terminology

  • The concept of a “schedule” is one of the core building blocks behind OpenSports’ leagues/tournaments feature. In short, a schedule is simply a series of matches between teams, each with their own locations and times.
  • A schedule can be in one of two states — unpublished or published. A league admin will typically set up an unpublished schedule (which is only visible to league admins), make any match-specific adjustments, review the overall list of matches, and publish it when ready.
  • When a schedule is published, a notification will be sent to all teams/players and match-specific notifications (e.g. reminders) will be begin to be sent out as well. While a published schedule can be unpublished, this is rarely necessary as the admin will still be able to edit individual matches after a schedule is published.
  • Currently, OpenSports only allows for 1 round robin schedule and 1 elimination schedule for every league/tournament.

D) Get started

  • To initiate the creation of a round robin schedule, navigate to the League admin page. Under Round Robin Schedule, tap on “Setup”.
  • In the Match Info page, specify the duration for each match, any breaks between matches, and the number of rounds played by each team.
  • The number of rounds refers to how many times throughout the season the matchups will rotate. For example, in an 8 team league, having 7 rounds means that each team will get to play each other once, since each team has to rotate 7 times to play the other 7 teams. Likewise, 14 rounds would lead to each team playing every other team twice. The number of rounds doesn’t always equal the number of matches a team will play, since leagues with an uneven number of teams will have teams take turns having byes instead of matches in one or more of the rounds.
  • By default, each team will play each other team once.

E) Add available time slots

Based on the number of teams, number of rounds per team, and match durations, the OpenSports system automatically calculates the total number of matches for the round robin. In this step, you need to specify enough available time slots for all these matches so the OpenSports system can automatically assign each match to an available time.

There are two options: specifying available time slots manually or setting up a recurring schedule. For this tutorial, we’ll add a recurring series of time slots.

  • Tap the “Add” button and select “Recurring”
  • Optional — specify a pool if there is a preference for matches for a given pool to be played in a specific location.
  • Specify Facility and Resource(s) — you may need to create a new facility with resources if required. Facilities are created and shared for your entire group.
  • Specify the available time slots and recurrence schedule (e.g. every Tuesday for 7 weeks, every Friday ending on June 1, etc.).
  • Tap on “Create Availabilities for [X] Matches”.
  • Repeat steps 1–5 as necessary until you have created enough available time slots for all your matches.

F) Create schedule

  • Once you’ve created enough availabilities for all the matches in the league, tap on “Create” and you’ll be asked to confirm you want to create the round robin schedule.
  • Tap “Yes”. The schedule will be created in the “unpublished” state.
  • You will be brought back to the Dashboard view where you can see the upcoming scheduled matches.

G) Review and edit matches

One key benefit of the “unpublished” state is admins can review the whole match schedule and make edits. Once the schedule is published, the admin can still make edits to specific matches, but notifications will be automatically sent to players (e.g. if match times are changed).

  • To view the whole list of matches, simply tap on “View All” besides Upcoming Matches in the league admin page.
  • On the Match List page, you’ll see the list of all matches sorted by date. Tap on any given match to view more details.
  • You can click the view all button to view a list of all matches and filter them by pool/division; round robin vs. playoffs, etc.:

OpenSports makes it easy to edit a match:

  • To cancel the match, tap on the ellipsis (…) on the top right corner
  • To replace, switch, or modify teams, tap on the “Pencil” icon to the right of “Teams”
  • To edit match details (location, times, etc.), tap on the “Pencil” icon to the right of “Details”
  • Clicking on the edit pencil beside “Teams” gives you the following options:
  • Clicking on the pencil icon beside “Details” gives you the following match edit form:
  • You can view the players on each team’s roster, as well as if they have RSVP’d for the match, and you can check them in through this Players tab

H) Publish schedule

  • When you’re happy with your schedule of matches, navigate back to the league admin page, and tap “Publish” under Round Robin Schedule.
  • Once the schedule is published, all registered players will receive a notification to check out their new match schedule!
  • When the schedule is published, this is what the players who have registered for a league will see:

And you’re done!

Congratulations on making it to the end!

We hope this tutorial was helpful in getting you started with OpenSports Leagues/Tournaments. There’s a tonne more features that we didn’t cover in this tutorial (RSVPs, checkins, match reminders, score-keeping, elimination schedules, etc.), but we’re working on a comprehensive How-To guide that should be available in the coming weeks! In the meantime, please don’t hesitate to reach our if you have any questions on how the OpenSports Leagues/Tournaments can be set up for your organization.

We’d love to hear your feedback and suggestions for improvement. Please reach out and let us know what you thought of the platform and help us prioritize the feature pipeline for 2021!

Thanks!

The OpenSports Team.