Tournaments

A tournament is the competition itself: its dates, its venue, which disciplines run, which age groups and events exist, and how draws are made.

Everything a registration form offers an applicant comes from here, so the tournament is always built first. See Registration forms.

You will find it all under Tournaments in the sidebar, split into All Tournaments, Active, Past, Archived, Templates and Defaults. A role with no tournament permission sees “Your role does not include access to tournaments.” instead of the whole section.

Entry fees and capacity are not set here

There is no tournament-level entry fee and no tournament-level capacity. The registration fee and the cap on submissions are both set on the form, at publish time. Season pathways have their own entry fees, which is a different feature. See Payments and fees.

Creating a tournament

Press New Tournament. The button is hidden, not greyed out, for a role without the permission to create tournaments — if you cannot see it, that is why.

The wizard has nine steps, shown in a stepper down the side. Steps appear and disappear depending on which disciplines you turn on.

Step 0 — How would you like to start?

Option	What it does
Start from Defaults	Uses your saved default IWUF configuration as the starting point.
Start from Template	Pre-fills every setting from a tournament template you saved earlier.
Start from Scratch	Builds the configuration from the ground up.

Step 1 — Basic details

• Tournament Name — required, up to 100 characters, with a live counter.
• Start Date and End Date — both required. The start date cannot be in the past and the end date cannot be before the start date.
• Venue — required, up to 200 characters.
• Google Maps link — “Open the venue in Google Maps, tap Share, and paste the link here. Applicants get a one-tap map link on the form and in their approval email.”
• Description (Optional) — up to 500 characters.

From this point the tournament exists as a draft and autosaves about a second and a half after you stop typing. Save as Draft leaves the wizard without publishing, and the indicator beside the final button tells you where the save stands.

Dates lock once the competition has started

When you edit a tournament whose start date has passed, both date fields are read-only and labelled “(locked — tournament has started)”. Everything else stays editable.

Step 2 — Disciplines

Two cards, and at least one must be on:

• Taolu — “Routine-based competition including Optional, Compulsory, Duilian and Group events”.
• Sanda — “Free fighting competition categorized by age group, gender and weight class”.

This choice decides the rest of the wizard. Taolu Routines and Group Events only appear when Taolu is on; Sanda Configuration only when Sanda is on.

Step 3 — Age groups

Taolu and Sanda keep separate age-group lists.

At the top sits Age category reference — “Choose how an athlete’s age is measured. This drives every age-category assignment for the tournament and is shown to applicants on the registration form.”

Option	How age is measured
End of tournament year (31 Dec)	Calendar-year age — the age the athlete turns during the year. Common for IWUF and wushu events.
Tournament start date	The athlete’s actual age on the day the competition begins.
Specific cutoff date	The athlete’s age as of a fixed date you choose. You must pick the Cutoff date before you can continue.

The age reference moves everybody at once

This one setting is the rule behind every age-category assignment in the competition. Change it and an athlete’s category can move — including for people who have already entered. Settle it before you open registration.

Each age group has a label, a minimum age, a maximum age and a separate by gender switch, and can be enabled or disabled.

The wizard blocks Continue and highlights the offenders if:

• an enabled discipline has no enabled age group — at least one is required for each;
• a label is blank or longer than 100 characters;
• two age ranges overlap or duplicate within the same discipline.

You can have up to 30 age groups per discipline.

Step 4 — Taolu routines

Three blocks, each switched on independently:

• Optional routines — bare hand, short weapon and long weapon style lists. If you enable this, you must choose at least one eligible age group and enable at least one style.
• Compulsory routines — the same three families, but each enabled style holds named forms (sets). Every form must be assigned at least one eligible age group, or the save is refused with “Each compulsory form must have at least one eligible age group assigned.” Up to 50 forms per style, names up to 150 characters.
• Duilian — either configured per age group, or in merge mode, where you build pools with a label and a set of age groups.

Step 5 — Group events

Taolu only. Either per age group, or in merge mode with labelled pools. Every enabled group or pool needs a minimum and a maximum number of players, and the minimum cannot exceed the maximum.

If no Taolu routine type at all is enabled — not optional, compulsory, duilian or group — the wizard refuses to go any further.

Step 6 — Sanda configuration

Sanda only. For each enabled Sanda age group you set weight categories per gender: Men and Women, or Combined when the age group is not separated by gender.

Every age group must have at least one enabled weight category for each applicable gender. Missing ones are listed by name, for example “Under 15: missing weight categories for Men, Women”.

Weight ranges may not overlap and labels may not be duplicated within an age group and gender. A label is limited to 20 characters, and you can have up to 50 categories per slot.

Step 7 — Draw settings

Taolu

• Randomize athlete draw order automatically — “Athletes will be assigned a random performance order when the draw is generated”.
• Lock draw on tournament start date — “After this date, new approvals append to the bottom without reshuffling”. You can set your own lock date instead, as long as it is on or before the start date.

Sanda

• Sanda Bracket Format — “Each weight category ends up a different size, so this is normally settled per category once the weigh-in is done.”

• Drawing Lots:

  Option	What happens
  Drawn at a ceremony	Team coaches draw for their own competitors after the weigh-in and the numbers are recorded on screen. The draw cannot be generated until they are.
  Allocated automatically	Lot numbers are assigned by random shuffle. Faster, but no ceremony takes place.

Large Group Threshold — “Split into preliminary groups when entries exceed” a number, minimum 2. With it on, Number of Finalists sets how many top-ranked athletes qualify from the preliminary groups, and cannot exceed the threshold. With it off, the line reads “Disabled — all entries go directly to finals”.

Step 8 — Review and create

Cards summarise the name, dates and venue, the disciplines, the age groups and the Taolu routines, each with an Edit link back to its step. Anything questionable appears under “Configuration warnings — you can still save, but review these items”.

A Save as Template switch with a Template Name box keeps the configuration for next time.

The final button is Publish Tournament, which moves the tournament from Draft to Upcoming. When you are editing an existing tournament it reads Save Changes instead.

Nothing can be drawn while the tournament is a draft

The Taolu and Sanda tabs of a draft tournament show “This tournament hasn’t been opened yet — Draws can be generated once the tournament status is set to Upcoming.” No start list, no result and no print pack exists until you publish it out of draft. See Results and standings.

Creating a tournament can also hit a plan limit. The refusal names the limit you have reached.

Changing a tournament that is already live

Open the tournament and use the Configuration tab, or Tournaments → the row menu → Edit Tournament. It is the same wizard, starting at Basic Details.

Editing needs the permission to update tournaments; without it the control is greyed out with “You do not have permission to edit tournaments.”

Every structural step carries the warning you should take literally:

“Changes here may affect existing registrations. Removing an option that an applicant has already selected will ask them to correct their registration before it can be approved or paid.”

1. Make your changes. A fixed bar appears at the bottom — “You have unsaved changes” — with Discard Changes and Save Changes.
2. Before the save commits, Sqoura shows you the human cost under “Review changes before saving”, listing who is affected. View all opens the full roster.
3. The confirm button reads Save & notify N people, or Save anyway when nobody is affected.
4. You may be asked for a second factor. Accept it and the save is retried automatically.

Removing an option blocks the people who chose it

An applicant whose selection you have just removed is flagged Needs correction, and their entry cannot be approved or paid until they resubmit through their correction link. Nobody on your staff can fix it for them.

Read the impact screen before you confirm. A tidy-up of an unused-looking category on the morning of the competition can freeze a dozen entries. See Reviewing entries.

If a colleague saves the same tournament while you are looking at the impact screen, your save is refused with “This tournament changed while you were reviewing. Save again to see the updated impact.” Save again and read the new figures — they are not the ones you just read.

The tournament list

Tournaments move through five statuses: Draft, Upcoming, Active, Completed and Archived.

Each card shows the date range, the venue, the disciplines and the number of forms. A draft offers Resume draft; anything else offers View.

The row menu holds Edit Tournament, Save as Template, Archive and Delete. Archiving needs the permission to change a tournament’s status — “It will be hidden from the main list and can be restored from the Archived section at any time”.

Delete is shown to everyone, but not everyone can use it

Delete in the row menu is not hidden or greyed out for roles that cannot delete a tournament. Everybody sees it, and anybody without the delete permission is refused with a permission error only after pressing it.

Deleting needs the permission to delete tournaments. If you are not sure you have it, use Archive instead — it takes the tournament out of the main list and can be undone.

The tournament page

Once a tournament is open you get a row of tabs, which appear only when they are relevant: Overview, Qualifiers, Standings, Taolu, Sanda, Weigh-in, Sessions, Check-in, Athletes and Configuration.

The open tab is kept in the address, so you can send a colleague a link that opens on the tab you mean.

Templates

Tournaments → Templates lists your saved configurations, with search, filter and sort.

Each card offers Use Template, which asks only for a Tournament name, Start date, End date and Venue and then drops you into the wizard with everything else pre-filled, plus Edit, Duplicate and Delete.

New Template opens the same wizard in template mode, where you give a name and a description and no dates or venue.

Organisation defaults

Tournaments → Defaults opens Tournament Defaults, and needs the permission to manage defaults. This is the organisation-wide starting point that Start from Defaults copies: disciplines, age groups, the age-reference policy, Taolu events, Sanda configuration, draw settings and large-group handling.

You get Save Changes, Discard and a Reset to IWUF defaults action. The page is version-checked, so if a colleague saved while you were editing you are told “Version conflict — another session saved changes. Reload to get the latest.”

The age-reference policy can be pre-selected here, but a specific cutoff date is always chosen per tournament — new tournaments open on that option with the date left blank.

Limits and rules in one place

Rule	Value
Tournament name	100 characters
Venue	200 characters
Description	500 characters
Age groups per discipline	30, at least 1 enabled per enabled discipline
Age-group and pool labels	100 characters
Compulsory forms per style	50, names up to 150 characters
Sanda weight categories per slot	50, labels 20 characters
Age ranges	May not overlap or duplicate within a discipline
Weight ranges	May not overlap within an age group and gender