Competition
Management System

The Competition Management System is a local web-based tournament operations platform designed to support live Taekwondo competition venue operations without depending on Internet access.

System Objectives

• Reduce manual communication between competition staff.
• Provide independent operation for multiple rings.
• Reduce calling mistakes and missed announcements.
• Provide controlled certificate printing.
• Prevent accidental duplicate certificate printing.
• Maintain a central operational record.
• Allow the competition to continue without Internet dependency.

Basic Requirements

• Server laptop or PC running XAMPP.
• PHP and MySQL/MariaDB configured correctly.
• Stable local network covering the competition venue.
• Client phones, tablets or laptops connected to the correct tournament network.
• Certificate counter PCs connected to their assigned printers.
• Regular database and upload backups before the event.

Network Principle

The permission model follows the principle of least privilege: each staff member should only receive the access required for their tournament duty.

Starting the Server

1. Start the tournament server laptop.
2. Open XAMPP Control Panel.
3. Start Apache.
4. Start MySQL.
5. Confirm both services remain running.
6. Connect the tournament routers/mesh network.
7. Test the system from a client device.

Event Management

• Create the event.
• Enter event name and required details.
• Configure the number of rings.
• Set each ring's type.
• Set ring operational status.
• Configure staff access.
• Move the event through its operational lifecycle.

Event Status

Ring Management

• Create required competition rings.
• Assign ring type.
• Generate the ring access information.
• Enable or disable the ring.
• Do not delete a ring that already contains operational records.

Backup

Before and after each event, create a database backup and preserve uploaded files and records. Keep at least one separate backup copy from the server laptop.

The call module provides controlled ring-by-ring athlete calling for live competition.

Call Types

Bout Number

The helper may create a call using only a bout number, such as:

Athlete + Club

Where required, the helper may enter athlete name and club information. Long names should remain readable and must not break the call interface.

Completed Calls

After the caller presses the Called button, the call moves into the completed state. Completed records remain available for operational review and recall where permitted.

Login

The helper receives an event-ring link and a 4-digit PIN. The helper should only operate the assigned ring.

Creating a Call

1. Open the assigned ring helper page.
2. Confirm the event and ring shown on screen.
3. Enter the bout number or athlete information.
4. Select Call or Final Call.
5. Submit the call.
6. Confirm that it appears in the active call list.

Recall

If a completed announcement must be made again, the helper can use Recall according to the configured workflow. The recalled item should return to the appropriate active-call state.

Caller Login

The caller uses the event-ring link and 4-digit PIN assigned to the ring.

Announcement Procedure

1. Watch the active call list.
2. Identify Final Call items first.
3. Read the displayed bout/athlete information clearly.
4. Make the microphone announcement.
5. Press Called immediately after the announcement.
6. Confirm the item moves to completed.

Caller Checklist

• Correct ring displayed
• Active calls visible
• Final Calls identified
• Announcement made
• Called button pressed
• Completed state confirmed

The certificate module is designed for high-volume tournament certificate production, including approximately 1,000 registrations and two simultaneous printing counters.

Certificate Registration

Certificate records can be entered by authorized staff. Parent or coach self-registration may also be provided through a QR-accessible registration form.

Parent / Coach QR Registration

1. Parent or coach scans the event QR code.
2. Registration form opens.
3. Required certificate information is entered.
4. Registration is submitted.
5. Record enters the system for verification.
6. Staff checks the information.
7. Verified records enter the print queue.

Verification

Verification should check:

• Spelling of athlete name.
• English / pinyin name formatting.
• Competition category.
• Result / award information.
• Certificate type.
• Other required certificate fields.

Long Names

The system should automatically handle long English and pinyin names through suitable font sizing, wrapping or layout rules while keeping the certificate professional and readable.

Certificate Workflow Status

Two-Counter Operation

Real-Time Synchronisation

Both counters use the central database so that a certificate processed by one counter does not remain incorrectly available to the other counter.

Printing Procedure

1. Open the assigned counter interface.
2. Check the next verified record.
3. Confirm name and certificate details.
4. Load the correct certificate paper.
5. Print.
6. Inspect the printed certificate.
7. Mark the certificate as printed.
8. When handed over, mark it as collected.

Reprint

Reprint must be controlled to prevent accidental duplicate production. Where audit logging is implemented, the system should record who initiated the reprint and why.

Duplicate Prevention

A verified record should have a unique certificate identity/status so two counters cannot unknowingly print the same certificate as a normal first print.

Printer Checklist

• Printer powered on
• Correct paper loaded
• Correct printer selected
• Printer has no error
• Test print completed
• Certificate alignment confirmed

Setup Day

1. Prepare server laptop and power supply.
2. Start XAMPP.
3. Verify Apache.
4. Verify MySQL.
5. Verify database.
6. Verify uploaded files.
7. Connect tournament routers.
8. Test every ring.
9. Test helper login.
10. Test caller login.
11. Test a complete Call workflow.
12. Test both certificate counters.
13. Test printers and paper alignment.
14. Perform a test certificate.
15. Create a fresh backup.

Pre-Competition

• Confirm event status is READY.
• Distribute correct ring links and PINs.
• Confirm every ring has a helper.
• Confirm every ring has a caller.
• Confirm certificate counters know their assigned printer.
• Confirm QR registration is working if enabled.
• Confirm backup is available.

Competition Start

Admin changes the event to LIVE when the venue is ready. Helpers begin creating calls and callers begin monitoring their assigned rings.

Live Competition

• Helpers manage only their assigned ring.
• Callers prioritise Final Calls.
• Admin monitors system health.
• Admin resolves access and network issues.
• Certificate counters process verified records.
• Avoid unnecessary system changes during LIVE operation.

Competition End

Complete outstanding calls, finish certificate collection, verify records and move the event to COMPLETED only after operations are finished.

Post-Competition

• Back up the database.
• Preserve uploaded files.
• Verify certificate records.
• Preserve operational records.
• Export required reports.
• Securely shut down the server.

Combined System Flow

System Governance Rules

• Do not share Admin credentials.
• Do not use another ring's credentials.
• Do not modify production configuration during LIVE competition unless necessary.
• Do not delete operational records unnecessarily.
• Verify certificate information before printing.
• Control reprints.
• Back up before and after the competition.
• Record and investigate unusual system behaviour.