Publish the rotation and notify the clubs

Publishing turns the draft into a fixed version. It is the version the clubs see in the running order, in the PDFs and in the email. This guide explains what happens when you publish, how versions behave and what to do when something changes afterwards.

Before you start

• Clear the blockers in the Edit tab: exercises not placed, exercises from withdrawn entries and gymnasts on two mats at the same time. Without them you cannot publish. See Adjust the rotation order by dragging.
• Rule warnings do not block publishing. You can publish with warnings.
• If you want, write a note for the clubs. It appears on the public page and in the email.

Step by step

1. Open the Versions tab

In Rotation, choose Versions. The table shows Version, Published, Changes and Files. The Draft row is what you have now. The version in force is marked Current.

2. Check the summary of changes

Select Publish, in Versions or in the header of Edit. The dialogue is titled Publish v followed by the number of the new version. It compares the draft with the previous version and shows Exercises moved, Change time and Clubs affected. The first version has no previous version, so everything appears as new.

3. Write the note

In Note for clubs you can write a text for the clubs. The dialogue suggests sentences with the changes, for example “Adds «…» in …” or “Removes «…».”. You can edit them or delete them.

4. Choose the notices to the clubs

Two boxes are ticked by default:

• Email N clubs: sends an email only to the clubs with exercises in the version. Each email shows that club’s times: bib, division, apparatus and warm-up, without gymnasts’ names, and a link to the running order with its club highlighted. In later versions, it says what changes for that club, or that its times do not change.
• Attach each club’s PDF: attaches the club’s PDF to the email, in the organiser’s language.

5. Check the warnings and publish

Rule warnings are listed under Rule warnings, and the button changes to Publish with N warnings. Warnings do not ask for confirmation. Repeated warnings are grouped with their count, and the list collapses when there are many: select Rule warnings to expand it.

Blockers appear under Cannot publish yet and disable the button. They are exercises not placed, exercises from withdrawn entries and gymnasts on two mats at the same time.

When there are no blockers left, select the publish button in the dialogue.

6. What happens when you publish

• The version is created with its number. A published version cannot be changed or withdrawn: you can only replace it with another.
• The first time, the competition moves to Published rotation.
• Bibs: the first version assigns the bibs still missing, in order of start if the order is the rotation order, and keeps the bibs you edited by hand. From the second version onwards, no bib is renumbered; new entries receive the next free number.
• The public running order page is updated, and the PDFs are generated.

7. Download the PDFs

In the Files column of each version you find two buttons, PDF per session and PDF per club. Each one opens a menu with one PDF per session or per club. While they are being prepared, you see Generating…. If they do not get generated, select Retry PDFs and notices.

The PDFs are generated in the organiser’s language. For another language, choose Download in…. The PDFs per session follow the same rule as the public running order: they only include names if you turned on Names in the running order. The PDF for each club always includes the names of its own gymnasts.

PDFs are deleted 14 days after the competition. When they expire, the version shows them as Expired. Versions and their times are kept.

8. When something changes after publishing

The rotation becomes out of date when the entries or data behind it change: when you approve a late entry, when you approve a substitution, when you withdraw or reject an entry already scheduled, when you change bibs by hand or renumber them, and when you change sessions, mats or divisions. The warning The published rotation is out of date appears, with the link Review the rotation.

To publish the next version:

1. Open Edit. The new exercises appear as not placed. Select Place automatically and drag them wherever you want.
2. Remove the exercises from withdrawn entries with Remove.
3. Check the suggested note, for example “Adds 1 late entry.”, and adjust it if needed.
4. Select Publish and confirm the new version.

Until you publish, the public page and the PDFs still show the previous version. Bibs that already appeared in the previous version do not change.

If something goes wrong

• “Cannot publish yet”: check the blockers shown in the dialogue and clear them in Edit.
• “There are no exercises to publish.”: the draft has no exercises. Generate the rotation before publishing.
• “This version would be the same as the published one. There is nothing to publish.”: the draft has no changes compared with the current version.
• “The rotation changed while you were editing it. Reload to see the latest version.”: someone else has changed the draft. Reload the page before publishing.
• “This PDF has expired. PDFs are deleted 14 days after the competition.”: the PDF is no longer available, although the version stays in the history.

Next step

• Adjust the rotation order by dragging: change the order before publishing.
• Check your club’s running order: how your club sees the published version.
• Assign and check the bibs: how bibs are assigned and kept.
• Accept late entries after the deadline: what to do with an entry approved after the deadline.