title: Individual Tournament Management summary: Individual tournament management provides a bridge between tournament planning in ClubCloud, Carambus Scoreboards, and the ClubCloud results service. This document describes the processes in detail. version: published_at: !ruby/object:ActiveSupport::TimeWithZone utc: 2025-03-05 14:49:55.360649000 Z zone: !ruby/object:ActiveSupport::TimeZone name: Europe/Berlin time: 2025-03-05 15:49:55.360649000 Z tags: [] metadata: {} position: 1 id: 3

Tournament Management¶

Account¶

For Carambus tournament management, an account with admin rights on the Carambus location server is required. This can be set up by the club chairman or Carambus developer. The URL is derivable from the scoreboard URLs, e.g., in Wedel http://192.168.2.143:3131.

Synchronization with ClubCloud¶

Tournaments can best be found via Regional Associations -> Search -> View.

There, the currently known tournaments of the running season are listed. The tournament can be selected via the title. If a tournament is not yet listed, this can have several reasons:

The tournament is not yet entered in ClubCloud
The central Carambus API server does not yet know the tournament
The tournament has not yet been transferred to the local location server

The tournament is not yet entered in ClubCloud¶

It is the task of the state sports supervisor to enter the tournaments with participant lists in ClubCloud.

The central Carambus API server does not yet know the tournament¶

The API server is currently maintained by the Carambus developer (mailto: gernot.ullrich@gmx.de). Tournament data from Carambus-using regions are automatically updated daily at 20:00 from the associated regional ClubCloud server.

Local servers always request updates from ClubCloud via the central API server (api.carambus.de). This server retrieves data from the various ClubCloud instances. With the specific updates, all updates that have been made on the API server in the meantime are also always transmitted.

The tournament has not yet been transferred to the local location server¶

A locally non-existent tournament that exists on the API server is automatically loaded with every update request to the API server, because with every request to the API server, the entire database is synchronized. Such an explicit request can be, for example, updating club data: Clubs -> Search -> View -> "Data synchronization with ClubCloud with all details"

Updating Regional Association, Club, Player, Tournament, Seeding Lists¶

When explicitly retrieving data, the requested data is compared with the Billiards Area on the API server.

The following explicit data requests are implemented:

Club -> Data synchronization with ClubCloud
Club -> Data synchronization with ClubCloud with all details
Regional Association -> Data synchronization with ClubCloud incl. Clubs
Regional Association -> Data synchronization with ClubCloud incl. Clubs and Players
Tournament -> Data synchronization with ClubCloud

Tournament Management¶

A tournament is generally managed in the following phases:

Synchronization with ClubCloud
Verification of relevant data
Sorting of the seeding list according to rankings
Selection of tournament mode
Local adjustment of tournament parameters
Check of local scoreboards
Start of the tournament
Synchronization of match results with game protocols
Email with game results (csv) to the tournament director
Upload of game results (csv) to ClubCloud
Final synchronization with ClubCloud for last check.

Synchronization with ClubCloud¶

As described above, the tournament can first be loaded, for example, by synchronizing club data

If a tournament is already locally known, an update can be requested again at any time: Region -> Tournament -> Data synchronization with ClubCloud

Verification of relevant data¶

For the course of a tournament, the following data are important:

Organizer (Regional Association or Club)
Discipline (for table assignments)
Date
Season
Venue (for table assignments)

This data is usually automatically pulled from ClubCloud. A special case is the venue. Unfortunately, regarding the venue in ClubCloud, free text input is possible. However, for table assignment in Carambus, the selection of a formally defined venue with table configuration is necessary (table capture, table type) Furthermore, it must be specified whether it is a handicap tournament.

Sorting of the seeding list according to rankings¶

The seeding list is automatically sorted according to the current rankings of the players. The ranking system used is the one from the Billiards Area. If a player does not have a ranking, he is placed at the end of the list.

Selection of tournament mode¶

Carambus supports various tournament modes:

Single Elimination: Players are eliminated after one loss
Double Elimination: Players are eliminated after two losses
Round Robin: All players play against each other
Swiss System: Players with similar scores play against each other

The tournament mode is automatically determined from ClubCloud, but can be changed locally if necessary.

Local adjustment of tournament parameters¶

After loading from ClubCloud, the following parameters can be adjusted locally:

Table assignments: Which tables are used for which matches
Match times: When matches start and how long they last
Break times: How long breaks between matches last
Scoring system: How points are awarded

Check of local scoreboards¶

Before starting the tournament, it must be ensured that:

All scoreboards are operational
Table assignments are correctly configured
Players can log in to their assigned tables
The tournament mode is correctly set

Start of the tournament¶

Once all checks are complete, the tournament can be started:

Activate tournament mode on all scoreboards
Assign players to their starting positions
Start first round of matches
Monitor progress and handle any issues

Synchronization of match results with game protocols¶

After each match, the results are automatically:

Recorded on the scoreboard
Transmitted to the local server
Stored in the local database
Compared with the game protocols from ClubCloud

Email with game results (csv) to the tournament director¶

At the end of each round, an email is automatically sent to the tournament director containing:

Match results in CSV format
Current standings of all players
Next round schedule
Any issues that need attention

Upload of game results (csv) to ClubCloud¶

After the tournament is complete, all results are:

Compiled into a comprehensive CSV file
Uploaded to ClubCloud via the API server
Verified for accuracy and completeness
Archived for future reference

Final synchronization with ClubCloud¶

The final step ensures that:

All results are correctly stored in ClubCloud
Rankings are updated based on tournament performance
Statistics are updated for future tournaments
Data consistency is maintained across all systems

Troubleshooting¶

Tournament not loading from ClubCloud¶

Check internet connection to ClubCloud
Verify API server is accessible
Check if tournament exists in ClubCloud
Verify user permissions

Scoreboard issues¶

Check table assignments
Verify player logins
Check tournament mode settings
Restart scoreboards if necessary

Result synchronization problems¶

Check local database connectivity
Verify API server communication
Check CSV file format
Verify email delivery

Best Practices¶

Before starting a tournament¶

Complete all data synchronization with ClubCloud
Verify all scoreboards are operational
Test player logins on all tables
Confirm table assignments are correct
Review tournament parameters and adjust if needed

During the tournament¶

Monitor all matches for any issues
Handle player requests promptly
Keep backup of results in case of technical issues
Communicate with tournament director regularly

After the tournament¶

Verify all results are recorded correctly
Complete result upload to ClubCloud
Archive tournament data for future reference
Update local statistics and rankings
Prepare summary report for organizers