6.1.1Number of Teams A Team A Team
6.1.2Competition Name
6.1.3Venue Name
6.1.4Match Date
6.1.5Team Names
6.1.6Team Declarations Members Event Names Names Names
6.1.7Event Declaration
6.1.8Draw Declaration
6.1.9Import Declaration
6.1.10Export Declaration
6.1.11Recall Match
6.1.12Registration Declaration Team Register


Set Up

The particular SET UP menu allows for the base data of the match to be entered. The first four items must be completed in order for program to deal with a match. All the information entered in the fifth item Team declarations is used in some way it is therefore advisable to complete these before dealing with match results.


Number of Teams

The number of teams is the minimum information needed to start for a new match. Selecting the number of teams automatically sets the points for that number of teams. Difficulty will be experienced throughout the entire running of the meeting if this number is wrong.

E.G. Typical selection of the number of team.

Reselecting this option after the number of teams has been set allows for the number of teams or matches to be changed as shown.

See:, B2

Add a Team

The Add A Team item will add another team to the currently displayed match providing there are less than 8 teams in the match. The team will be placed after those already present on the team menu. The match points will also be automatically adjusted resulting in a new match score. Matches involving teams in large divisions teams will have restricted use of this item.

Remove a Team

The Remove A Team item will remove one team from the current match providing that there will be at least 3 teams left in the match. All event results entered will need to be re-entered to account for the removed team. When the team is removed there will be no record of it, its athletes or performances. The match points will also be automatically adjusted resulting in a new match score. Matches involving teams in large divisions teams will have restricted use of this item.

E.G. The team to be removed is selected from the team menu.


Competition Name

Competition Name allows the user to set the league or cup name displayed on the screen and printed on the final results. When the name is selected a timetable will be chosen and the prompters will be set to the default values for the type for the type of meeting. Some examples of the competition names available are shown below.

For large divisions (9, 16 and 25 teams) and non final cup competitions a round index is required to uniquely identify the match from the others with the same competition and round name when running more than one match on one computer.

See: 6.2.8, 4.1, 6, A2


Venue Name

This allows the venue of the meeting to be displayed at the top of the screen and printed on final results. The name can be one of those chosen from the list or can be typed to suit.

E.G. Typical entry of a venue.


Match Date

The Dated feature is primarily intended to set the internal date of a match so that the program prints the correct match date on result printouts after the day of the match. Only valid dates are allowed, the date must be confirmed by the user.

E.G. Typical selection.


Team Names

The Team names item allows setting the team names, their abbreviation and team numbers. Once started all fields must be fully completed, blanks are not allowed. All fields are cross checked to ensure no duplicates occur anywhere. Teams can be entered in any order, but generally tend to be alphabetical as in the league programme.

As you type a drop down selection will appear showing possible club names. Any team numbers that are letters are converted to upper case as are Club abbreviations which will be used throughout the meeting, for working out cumulative points for any previous round and on the final event results.

Typing in the first few letter of the team name will show that team name and associated abbreviation selecting the name will fill the name and abbreviation leaving you to set the team numbers. The up and down arrow keys can then be used to locate a team more closely should this be required.

E.G. Typical entry of team names for league and cup programs.


Team Declarations

Team Declarations presents a menu of the clubs entered in Club Names. All clubs need to be selected to in order to enter paper team declarations, the order of selection and entry is generally not important.

E.G. Typical Team Declaration menu based on club names.

Team Members

The team Members menu breaks each team declaration into several groups. The individual event should be completed as fully and as soon as possible, relays can be left until later in the meeting. Each team declaration given in by team managers should be copied into the appropriate "Names" item, the order of selection and entry is not important.

Any name can be added, removed or changed at any time by re-selection. Blank entries are allowed for incomplete team declarations. The Manager/Official entry can be totally ignored if desired.

Some programs allow for the entry of age groups, but may only accept age groups relevant to the actual competition. The following is the complete list for all programs:

U13, U15, U17, U20, SEN, V35, V40, V45, V50, V55, V60, V65, V70, V75, V80

With any of the "Names" items, any nationality indication should be placed at the end of the name.

SM and SW

SA, KA and JA

See: -

String Event Names

The String Event Names item(s) presents one or two columns of edit fields where athlete names for individual track and field events are entered, blanks are allowed.

E.G. Entry of A and B-string names.

E.G. Entry names for a Knockout match.

See: 6.1.7, 6.1.8, 6.3.1

Relay Names

The Relay Names item displays a column for all relay athlete names. Relay leg names are printed on the final results in the entered leg order, blanks are allowed.

E.G. Initial entry of athlete names in a senior match.

See: 6.3.1

Manager/Official Names

The Manager/Official Names item displays an edit box with seven rows to record the team managers name and up to six official names and their grades, blanks are allowed. These names are only printed when a team declaration is printed.

The official grade indicators are suggested for use with official names supplied. In cases where declarations do not give any grading only the name should be entered.

CS Chief starter
CT Chief timekeeper
TR Track referee
FR Field referee
F1 - F4 Field judge 1 - 4
S1 - S4 Starter grade 1 - 4
T1 - T4 Timekeeper grade 1 - 4
M1 - M4 Marksman grade 1 - 4
PJ Photo finish judge


See: 6.3.1


Event Declaration

Selecting Event Declaration and the subsequent event will allow entry of athletes for all teams in that event listed in the team order. This item is intended to assist the smooth running of the List Prompter early in the match.

E.G. Setting A and B string athlete names for an event in a league program.
    E.G. Setting names in a Knockout program.

E.G. Setting athlete names for a relay events.

See: 6.1.6, 6.3.1, 6.3.2


Draw Declaration

Selecting Event Declaration and the subsequent event will allow entry of athletes for all teams in that event listed by the event draw order. This item is intended to assist the smooth running of the List Prompter early in the match.

E.G. Typical edit box to set the athlete names.

See: 6.1.6, 6.3.1, 6.3.2


Import Declaration

This item allows entry of athlete and officials names direct from a pre-created file. This file would typically be supplied on a USB or floppy drive by a team manager who would have created the file using the team manager program. Using this option allows the user to load parts or all of a team declaration without typing athlete or official names. When selected the user must choose the location of the file.

If more than one declaration is found the user must choose which is to be imported. Then the team menu will be presented, the user should select the team which is to receive the imported declaration.


The selected team is then broken down as it would be for a typical team declaration by A, B, relay and official names. Selecting one or more parts of the names items will import that section of the team declaration in the team managers file into the match declaration. There is no option to undo this process other than using the match backup file.

See:, 6.1.10, 7


Export Declaration

This option allows an entire team declaration to be saved as a file to disk so that it can be read by the team manager program. When selected the user must enter the location of the file and then select the team to export.

E.G. The team is then selected then the location of the file.

See:, 6.1.9, 7


Recall Match

This will reload the selected match file to be the current match. N.B. Any changes made WILL overwrite the existing information.
The user should make the appropriate choice from the menus presented. The menus presented appear in the order Year, League Name, division (Area, Sub-area) and round number (index).

After the round number is chosen the selected meeting effectively becomes the "current match" and all prompters are set to off. Any changes made to the match become permanent in the same way as if it was being used at the match. A recalled meeting should be ended in the normal way using EXIT, End Meeting.

E.G. Typical sequence of menus to recall a match.

See: Appendix D2



This item will not be allowed if the league does not operate a registration scheme. The checking performed is intended to assist the division secretary. Absolute rulings are always the decision of the division Secretary and Registration Officer(s). In order to use this feature a comma separated file (.CSV) is required the location of which must be entered.

Note that some athletes have long hyphenated surnames which may have prevented their full first and surname being entered. The suggested practice is to abbreviate the first part of the surname. If the name is still too long then the first name should be abbreviated as shown.

Christopher Smith-Heatherington The name has 31 characters and will not fit in the space allowed by the program.
Christopher S-Heatherington First surname abbreviated giving 27 characters but is still too large.
C. S-Heatherington First name and first surname abbreviated giving 18 characters.
Smith-Heatherington Another alternative is not to use the first name, 19 characters in this case.
C Smith-Heatherington An ideal solution, 21 characters in this case.

Check Declaration

When a team is selected from the check declaration menu a search is performed in the league registration file for the club abbreviation entered in the Club Names against those in the supplied file. Assuming they all match a menu of team will be shown allowing for each team to be check in turn.

E.G. Typical display showing all possible categorisations of athletes.

See: 6.1.7,

Display Team Register

The Display Team Register item will show all athletes registered for the team but not any on the day registrations. This display may assist in identifying any unusually spelt names.

See: 6.1.7