Documentation

Getting started#

What Rundplan is#

Rundplan is a management platform for organizations that plan events through an approval chain and publish them to a website, calendar subscriptions and a mobile app. This section explains the basic words, how to sign in, the main screens and the bars around them, and gives a new administrator a checklist for the first 30 minutes.

A federation, a municipality or a cultural institution can use it. It fits any organization where several layers plan events, someone checks them and someone approves them.

The calendar on the first screen is one view of your events. It is not the whole product. Behind it sit your organization chart, your people and their rights, the approval steps, the publishing channels, the posters and the record of every change.

A few words you will meet everywhere:

Your instance#

Your instance has its own address, for example https://yourname.rundplan.com. Everything in it belongs to your organization: the data, the settings and the accounts.

• Staff sign in at that address.
• The public uses the app at the same address with /app at the end.
• Your website reads your published events from the same instance.

An administrator of your organization decides who gets an account and what each account may do. The administrator also shapes the organization chart, the levels and the approval chain. A new instance comes with sensible defaults, so it is usable on day one.

Signing in as staff#

Staff accounts use an e-mail address and a password.

How to sign in#

1. Open your instance address in a browser.
2. Enter your Email and Password.
3. Press Sign in.

If your administrator set a password for you, Rundplan asks you to change it before you continue. The new password needs at least 10 characters.

If your administrator sent you an invitation, the mail contains a link where you set your own password. The link works once and expires after 7 days. If it has expired, ask for a new one.

If your sign-in ends while you work, the next click opens the sign-in page with the line "You were signed out. Sign in again to continue where you were." After you sign in, the page you were on opens again. Changes you had not saved are lost. A link into Rundplan opened while you are signed out works the same way.

How to reset a forgotten password#

1. On the sign-in page, press Forgot password?
2. Enter your e-mail address and press Send link.
3. Open the mail and follow the link. It is valid for 2 hours and works once.
4. Choose a new password and press Save password.

The page always says "If an account exists, an email has been sent", whether or not the address is known. This is deliberate. Nobody can use the sign-in page to find out who has an account.

How to request access#

If you have no account yet, use the Request access link on the sign-in page.

1. Fill in your name, your organization if you know it, your e-mail address and a short message.
2. Send the request.
3. Open the mail you receive and click the link to confirm the request.

An approver of your branch then decides. If they say yes, you receive an invitation. Access requests describes the process from the approver's side.

Signing in as a member of the public#

Persons who use your mobile app have no password. They sign in with a link sent to their e-mail address. See The mobile app for the public.

The main screens#

Staff have three screens, reached from the top bar.

The calendar is the first screen after sign-in. It shows your events in one of four views, with a filter bar above and a legend below. See Calendar and planner.

The Organization page opens with the people icon in the top bar. It shows your organization chart. On sports instances it also holds the players, clubs, rankings, transfers and data checks. See Organizations and the org chart and, for the sport registry, the Sports add-on. You see this page only if you hold the right to manage organizations.

Settings opens with the gear icon. It holds everything an administrator configures, one tab each:

• General: name, country, currency, logos, colors and seasons;
• Structure & approval: the levels, who approves an event, and the rules for changing a published event;
• Divisions, on sports instances;
• Permissions;
• Event types, with their categories;
• Fields;
• Venues and Towns;
• Templates;
• Calendars;
• Conflict rules;
• Registration, where registration is switched on;
• Sponsors & partners;
• Presets;
• System: data checks, usage, Digipart's support access and the full download.

Configuration, presets and seasons covers each tab. You see Settings only if you hold the right to manage configuration. Some tabs show only to administrators.

Two more doors sit in the top bar for those who may use them:

• the Poster Studio, for people who can edit events, on instances with the Studio;
• Circulars, for people who may send them.

The top bar#

From left to right, the top bar carries:

• Your organization's logo.
• The year stepper and a button that jumps to today (hover text "Today"), in the planner views. The button is grayed out when you are already there.
• The month stepper, in Month view. Its label opens a month picker.
• The Year and Season buttons, on instances that keep seasons.
• The view switcher: Plan, Month, Plan with the flip icon, and List. The hover texts tell the two Plan buttons apart: "Plan — months as rows" and "Plan — months as columns".
• Event, with a plus sign, to create an event. When your organization may not file events, the button stays visible but disabled. Its hover text says why.
• The calendar hub.
• On the Organization page instead: its view buttons (see The Organization page).

On the right: the planner (hover text "Go to the planner"), the Organization page, the Poster Studio, circulars, the inbox bell, Settings and your account menu.

On narrower screens, the view switcher, Year / Season and the buttons on the right fold into a menu button. The bar keeps the stepper, Event, the bell, the Poster Studio and the menu. The menu holds everything else, including the dark-mode button.

On a phone, the page's own controls move to a second row under the logo: the year or month stepper on the planner, the view buttons on the Organization page. On a phone, Event shows only its plus sign, and the menu offers only the Month and List views.

The filter bar#

The filter bar sits under the top bar.

• A search box. It matches the event name, the venue, the town and the owning organization.
• Filters for Type & Category, Region, Venue, Town, Organizer and Status. Every filter allows several values at once.
• Type and category share one dropdown with two separate groups: the types and the categories. Ticking a type says nothing about categories.
• A tick means shown. Every filter opens with everything ticked. Untick an entry to hide it. If you untick the last entry left, everything comes back: a filter that shows nothing is not possible.
• A filter over something an event may lack ends with a row such as (no category) or (no venue). It keeps the events without a value in view.
• The type dropdown ends with Internal events, not public, ticked by default, and Other organizations' local events. The second is ticked by default only for people seated at the top organization or with no seat.
• A custom field that an administrator marked as filterable appears as its own filter.
• Views: saved filter combinations. See Saved views.
• Clear all filters.

On narrow screens the bar folds behind a Filters button. The button shows how many filters are active.

The footer#

The footer shows Help, the status chips, the category legend, the magnifier that switches the day lens on, the dark-mode button and a conflict counter. The legend comes from your event types and categories, so it always matches what the grid draws.

On a phone, the footer is one short row: Help, Legend, the dark-mode button and the conflict counter. Legend unfolds the rest.

The Help window. These help pages are built into Rundplan. Three buttons open them:

• Help in the footer, on the calendar, the Organization page and Settings;
• the question mark at the right end of the event form's tabs;
• the question mark at the right end of the strip under the poster in the Poster Studio.

The window opens at the help for the screen behind it: the view, the Settings tab or the event form's tab you are on. Close it with the X or Escape. The event form or the Studio underneath stays open.

• Search the documentation, at the top left under the window's title, finds the sections that contain every word you type. Capitals and accents do not matter. Arrow keys and Enter open a result. Escape clears the search.
• The list on the left holds the pages. The open page lists its sections under its title.
• The arrow button beside the X, with the hover text "Open in new tab", opens the same help as a full page in a browser tab. Its address can be bookmarked or sent to a colleague who has an account.
• On a phone, the text fills the window. All topics at the top brings back the list.

The help follows the language you read the app in. When the help in that language is behind the English pages, the window shows English and says so. The foot of the list names the revision and date of the help pages. They are the pages that came with the version of Rundplan your instance runs.

Asking a question. Only for accounts whose organization's status is Affiliated or Active. The area Ask the assistant stands beside the search, or under it on a narrow screen.

1. Type your question in your own words.
2. Press Ask, or Enter.
3. Read the answer under the two areas. The buttons under it open the help sections it comes from.

The (i) beside Ask the assistant says: "Answers are written by AI from these help pages and can be wrong. Questions and answers are saved." There is a daily limit; near it, the answer says how many questions are left. The full-page help in a browser tab has no question field.

Writing to support. Only for accounts of the top organization. Write to support is a small link under the assistant area, and under an answer as "Still stuck? Write to support". Where the assistant is off, Write to support is a button beside the search. It opens a short form: type your message and press Send. The help page you are on and your last question go along with it. Support replies to your e-mail address.

The account menu#

Your initials or photo on the far right open the account menu:

• Notifications: whether Rundplan mails you about approvals, rejections and changes to published events you created. Messages inside the app arrive either way. Where news is switched on, you also choose here which newly published events you hear about (see News about new events).
• My language: the language you read the app in.
• Change password.
• Sign out.

You cannot change your own name, phone number, photo or seat. An administrator changes them. If one is wrong, ask your administrator.

Language#

Rundplan speaks several languages. An administrator sets your instance's Default language under Settings → General. Everyone who has not chosen their own sees that language, and so do the sign-in pages.

To pick your own, open the account menu and choose My language. It changes the display for you alone, at once, and follows your account to every device. Dates and numbers follow the chosen language.

Notification mails and circulars arrive in your chosen language. Invitations, password resets and access requests arrive in the default language. Members of the public get mail in the language they use in the app.

Your own words are not translated. Level names, your word for categories, event type names and conflict rule names appear exactly as you wrote them.

Dark mode#

The dark-mode button sits in the footer, and in the menu on narrow screens. It applies to the whole app, including the sign-in screen. It is remembered per browser.

Your first 30 minutes#

A checklist for a new administrator. Each step links to the help that explains it.

1. Open Settings → General. Check the name, upload your logo, and set the default language, the time zone and the default currency. Each event can pick another currency. (General)
2. Open Settings → Structure & approval. Under Levels, name your organizational levels. Mark which level is the region and which is the club level. (Levels)
3. On the same tab, under Who approves an event, list the levels that must approve an event. Leave it empty if one approval from above is enough. (The approval chain)
4. Open the Organization page and build the chart: your regional units, your member organizations, your partners. (Organizations and the org chart)
5. Under Settings → Event types, create your event types and categories with colors. (Event types and categories)
6. On sports instances, check the divisions under Settings → Divisions. (Divisions; Sports add-on)
7. Add people to their organizations from the chart, set their rights and send invitations. (People, accounts and permissions)
8. Create a first event, submit it and approve it, so you see the chain at work. (Events; Approval chain, statuses and revisions)
9. Decide what goes public: which event types are internal, and whether the public side is off, in preview or public. (Visibility and authority; The public calendar switch)

Common questions#

How do I get back to the calendar from Settings or the Organization page? Press Back to calendar at the top left, or press the logo.

Why is the Event button grayed out? Your organization may not file events at the moment. Hover over the button: the tooltip names the reason. An administrator controls this per organization. See How to bar an organization from filing events.

Why do I not see Settings or the Organization page? Both need a right your account does not hold. Standard accounts see the calendar only. Ask your administrator if you need more.

Why is the app in the wrong language for me? The instance default applies to everyone who has not chosen otherwise. Open the account menu and pick My language.

Does Rundplan work on a phone? Yes. The staff screens work in a phone browser, and the List view is the one meant for phones; a phone opens on it. The public app is built for phones; see The mobile app for the public.

Can I keep a tab open all day? Yes. The planner, the List and the inbox refresh themselves while the tab is visible, and again whenever you return to it.

Sign-in says "Too many attempts". What now? Wait 15 minutes, then sign in again. If you forgot the password, use Forgot password?. See Signing in.

The screen says "Something went wrong". What now? Press Reload. What was already saved is safe. Changes not yet saved in that screen are lost.

Calendar and planner#

What it is#

The calendar is where you read and move your events, in four views: the year planner, the month grid, the turned planner and a list. It helps you with color by category, conflict marking, drag and drop, filters and saved views you can share, overlays from outside calendars, and a lens for crowded days.

Everything in the grid comes from the same data that the approval chain, the website and the app use. When you move an event here, the record, the feed and the app follow. What each of them shows depends on the event's status; see The seven statuses.

The four views#

Switch views in the top bar.

Plan, the planner. The whole year on one screen. Months are rows and day positions are columns. The columns are aligned by weekday, so every Saturday sits under every other Saturday. Use it to spot free weekends and collisions across a year.

Month. The classic seven-column grid, Monday to Sunday, one month at a time. The month label in the top bar opens a picker with a year stepper, the twelve months in your language and a Today row.

Plan with the flip icon, the turned planner. Day positions are rows and the twelve months are columns. It shows the same data as the planner, turned by ninety degrees. Some people read a year better this way.

List. A table of the events your filters allow, for the same year or season the planner is set to. The List view is the one meant for phones. The next part describes it.

Rundplan remembers your view, your planner mode and the year and month you were looking at, per browser. When you reopen the app, you land where you left off.

On a phone held upright, the menu offers only Month and List. The app opens there on the List, unless you picked Month on that phone.

The List view#

The default columns are:

• Date, with the weekday as a small tag;
• Hour;
• Event;
• Organizer, with its logo and short name;
• Category, with its color dot (an event without a category shows its type here);
• Status, as a pill. Under a Requested pill, a small line reads "waiting for approval: <level>". It is highlighted when your approval is needed;
• one column for every custom field an administrator marked Show in list — amounts in your currency, numbers, yes/no, choices, dates and links;
• Poster, Contact, Tel and Address.

The poster cell is a pill reading No poster, Studio, Uploaded or Out of date. It opens the Poster Studio if you may edit the artwork. A festival frame stands above its days as a grayed parent row with its first and last date.

Click a column header to sort. Click it again to reverse the order. Every column sorts, the custom ones included. The header stays in place while you scroll. A wide table scrolls sideways instead of squeezing its columns.

On a phone the rows become cards, with a sort picker above them and month separators between them.

An empty List says "No events in this range." While filters or a search are on, it adds that Clear all filters in the filter bar shows everything again.

On a wider screen, a thin bar above the table shows the number of events and four small buttons. Hover over a button to see its name.

Print prints the list as you see it (see The current view on paper or as PDF).

Export CSV downloads the list as a spreadsheet file. The file holds exactly the columns you see, in the same order, under the same headings.

Group by chooses how the rows are grouped:

Your grouping choice is kept for the session. It is not saved in a view.

Columns chooses which columns show and in which order:

1. Press Columns.
2. Tick a column to show it. Untick it to hide it. Date and Event always stay.
3. Drag a ticked column by its handle to move it.
4. Press Reset to default to return to the standard columns.

A saved view remembers your columns; see "Saved views" below.

Year or season#

Instances that keep seasons have Year and Season buttons in the top bar.

• Year runs from January to December.
• Season runs from the day after the previous season's closing event to the current season's closing event. That can be eleven to thirteen months.

In Season mode, days outside the season stay blank. A multi-day event that crosses the season boundary is cut at it. Both planner views follow that choice, and the List view shows the same window. Seasons explains how seasons and closing events are set.

Reading the grid#

Color means category. An event pill wears the color of its category. It wears the color of its type when the category has no color of its own, or is set not to color the planner. Color never shows status, organizer or region.

Metal finishes. A category can carry a finish: gold, silver, bronze or platinum. Its pills then wear a metal gradient with dark text instead of a flat color. Drafts, proposals and rejected events keep their own look, shown below.

Flags. An event in a town abroad shows a small flag before its title on every pill. Events at home show none. Venues, towns, templates explains where the country is set.

Status changes the look, not the color:

Multi-day events are one continuous bar across their days, never repeated copies. At a month boundary, the bar is cut into two parts. In Month view it wraps at the end of the week.

Frames (festivals and series) are drawn as a band at the bottom of their day cells, never as a pill. Their color is one setting for the whole instance, under Settings → Event types. Frames never count as conflicts.

Events of the same frame are visually joined in the planner and in Month view.

Overlay bands are entries from outside calendars: public holidays, another federation's fixtures, a personal feed. They sit as thin bands at the bottom of the day cell, in the calendar's own color, with its icon. They look like background on purpose, so you never mistake them for your own events. See External calendars and overlays.

The conflict strip. When a conflict rule fires on a day, the day-number area becomes a colored bar. It takes the color of the rule with the highest priority. Completed events and frames are left out of conflict checks. Internal events and local programs count only for the rules that include them; see Conflict rules.

Today is washed yellow. Weekends are tinted. Days outside the month are muted.

Tooltips. Hover over a pill to see the event name, its status and "waiting for approval: <level>" while it waits in the chain. Overlay bands and frame bands have their own tooltips.

The legend in the footer comes from your event types and categories. The first six show in the footer. The rest fold into a "+N" list that opens upward. On a phone, the legend folds behind Legend.

Working with a day#

One click on a day does the sensible thing:

• No events: the event form opens to create an event on that date.
• One event: that event opens.
• Two or more events: the day overview opens, with the events side by side.

A day that holds only a frame band counts as empty. A click on the band itself opens the frame in the event form, read-only if you may not change it.

Clicking the middle of a multi-day bar opens the day you clicked on, not the event's first day.

Right-click an event for a menu: Full edit, Duplicate, every status change you may make, and Delete. The same menu exists in all three grids and in the List view. Cancelling and reopening an event are only in the event form.

Right-click an empty day for New event — <date>. On a day with events, the menu also offers Open day.

Keyboard. Day cells take focus. Press Enter or Space to open the day. A frame band takes focus too, once per row; Enter or Space opens the frame.

How to move an event to another day#

1. In any grid view, press and hold the event pill.
2. Drag it to the new day and let go.

A multi-day event keeps its length.

A published or completed event stays where it is, and the public keeps seeing the old dates. The new dates become a change waiting for approval, and a message says so, for example "Change saved as a draft. The public sees it only after approval." You send a draft change from the event form; see Changes to published events: revisions. Dragging the event back onto its public dates withdraws the change. Once its details are frozen for a scoring system, the event does not move, and a message says why (see Freeze competition details).

A published local event moves at once, after a warning that asks for a note. An approved event that went through the chain also asks for a note, and goes back to Requested (see Editing an approved event).

The day overview#

The day overview opens on any day with two or more events. It answers "what happens on this day", not only "what conflicts".

• At the top: the overlay chips and frame banners of the day. For each venue that two events share, a line names the venue and its events.
• Below: one card per event, side by side, scrolling sideways. Cards that trip a conflict rule are ringed red. Events that share a venue that day get a fuchsia frame and the chip "Same venue · <venue>". The rest are neutral.

Each card carries:

• a status picker, limited to what you may set;
• a small form for name, parent, dates, type, category, venue, town and region, with its own Save. Venue and Town take typing, and Type offers the same types, as in the event form. On a published event whose changes need approval, a changed field asks first: "This becomes a change waiting for approval". Save and open the event saves the change and opens the event form, where you send it for approval;
• a read-only preview of the last two notes;
• three buttons: the pencil for the full event form, the speech bubble for the Notes tab, and delete.

Event, with a plus sign, in the header creates an event on that date.

The day lens#

The lens magnifies a planner cell without opening anything. It shows the full event names, the name of the conflict rule in its header, and the day's overlay bands. When two events share a venue that day, the header is fuchsia and reads "Same venue". Clicks pass through it: you look with the lens and work underneath it.

To use it, switch on the magnifier in the footer, or hold Alt while you hover.

Filtering#

The filter bar sits under the top bar.

• Search matches the event name, the venue name, the town and the owning organization.
• Type & Category, Region, Venue, Town, Organizer and Status each allow several values.
• A tick means shown. Every dropdown opens with everything ticked. Untick an entry to hide it. The pill says all or, for example, 3 of 7. Show all at the foot of the list ticks everything again.
• In most dropdowns, unticking the last entry left ticks everything again: a filter that shows nothing is not possible.
• Type and category share one dropdown with two groups: the types, and the categories under your own word for them. Each group has its own heading and count. The groups are independent: ticking a type says nothing about categories, so a type without categories still shows its events. A category name that exists under two types shows its type beside it. A group with nothing ticked narrows nothing, and its heading says so.
• The "(no …)" rows. A filter over something an event may lack ends with (no category), (no venue), (no town) or (no organizer), ticked by default. It stands for the events with no value there. So narrowing one filter never hides them by accident. Untick the row to hide exactly those events.
• Two extra entries close the type dropdown. Internal events, not public is ticked by default; untick it to hide the internal events you may see.
• Other organizations' local events decides whether other organizations' local programs show. See Local events.
  • Seated at a region or a club: unticked by default. Tick it to bring the other programs in. Your own organization's program, and those below it, always show.
  • Seated at the top organization, or with no seat: ticked by default, so every club's program shows. Untick it to hide them. Your own organization's program stays.
  • A saved view or a personal feed stores this entry only when it differs from your default. A view that does not store it opens with the default of whoever loads it.
• Custom field filters. A custom field that an administrator marked as filterable appears as its own filter, with its options, Yes/No, or the values in use.
• Clear all filters removes every filter.

Filters are not kept after a reload, on purpose. To keep a combination, save it as a view.

Saved views#

A view stores:

• your filters;
• which overlay calendars are switched on;
• the List view's columns and their order.

Views are stored on your account, not in the browser. A view you save on your computer is also there on your phone. You can keep up to 30 views.

How to save a view#

1. Set the filters, switch on the overlay calendars you want, and arrange the List view's columns if you use them.
2. Open Views in the filter bar and press Save view.
3. Give the view a name and confirm.

The view now appears in the Views picker. Pick it to load it.

How to update or manage a view#

• With a view loaded, changing a filter shows a MODIFIED flag.
• Update current view saves the new state.
• Discard changes returns to the saved state.
• Save as new view keeps both.
• Rename and Delete sit on each view row.
• The pinned Default row clears every filter.

If a view names a type, venue or organization that was deleted since, Rundplan loads it without those entries and tells you how many were ignored.

How to share a view#

You can share a view with everyone on your instance.

1. Open Views.
2. On your own view, press the share icon (Share with everyone).

To stop sharing, press the same icon again (Stop sharing).

Views that other people share appear under Shared by others, marked "shared by <name>". A shared view is read-only for everyone but its owner. You can:

• load it, like your own views;
• press Copy to my views to get your own copy, which you can then change.

Only the owner can rename, update or delete a shared view. You cannot share a view with one organization or one person only; sharing is always with everyone on the instance.

Seasons in the planner#

On instances with seasons, the planner opens in Season mode until you choose otherwise. The season's window comes from the closing events an administrator sets under Settings → General, on the Seasons card. A season ends with its final, and everything after it belongs to the next season. See Seasons.

The event form shows an event's season, worked out from its date. To override it, press change beside it and type a different season.

Rules worth knowing#

• Color is category, never status. If two events look alike, they share a category or, where a category stays out of the planner, a type.
• A conflict is a warning, not a lock. The rules that fire are yours, set under Settings → Conflict rules.
• A shared venue shows only while the same-venue rule is switched on, and only for the events that rule checks. The "Approve event" window warns about it too, without blocking the approval.
• The planner, the List and an open event form read the events again when you come back to the tab, and every 90 seconds while it is visible. New venues and towns from colleagues appear the same way.
• Frames never conflict and never count in the conflict counter.
• The grid draws what your account may see. A colleague at another organization may see fewer or more events on the same day; What staff see, by seat explains why.
• Pill text and band heights grow by themselves on very wide screens. There is no zoom control.
• You can open a day with the keyboard, but you cannot move around the grid with it. There are no global shortcuts and no command palette.
• There is no offline mode.

Common questions#

How do I see the whole year at once? Use Plan, the planner. It has twelve rows, one per month, aligned by weekday.

Why does the planner start in June, not January? Your instance keeps seasons and the planner is in Season mode. Press Year in the top bar to see January to December.

Why does an event show twice at a month boundary? It does not. A multi-day event that crosses the boundary is drawn as two parts of the same bar. Hover over either part: the tooltip names one event.

Why did my filters vanish after a reload? Live filters are not kept, on purpose. Save them as a view.

Can I share a view with a colleague? Yes. Share it with everyone on the instance. Your colleague finds it under Shared by others and can load it or copy it. You cannot share with one person only.

Is my saved view on my phone too? Yes. Views are stored on your account, so they follow you to every device where you sign in.

How do I get the list into a spreadsheet? Open the List view on a wider screen and press Export CSV above the table. The file holds the columns you see, in their order. Exporting covers the other exports.

Why is a day marked red when I see no overlap? A conflict rule fired. Open the day overview: the cards that tripped the rule are ringed, and the lens names the rule.

How do I print the planner or the list? Open Calendars → Export and choose Print, or press Print above the List view. The sheet shows the current view with its filters. See The current view on paper or as PDF.

Can I see two months side by side? Not as a separate mode. The planner shows all twelve months at once.

Events#

What it is#

An event is anything with a date that belongs in your plan, and Rundplan keeps each one in a single record: dates and place, organizer, entry fees and program, credits, files, poster, notes and a protocol of everything that happened to it. This page covers the event form tab by tab, and how to create, duplicate and delete events, frames, files, posters and notes.

One form serves for creating and for editing. Before the first save it shows only what a new event needs.

How to create an event#

1. Press Event in the top bar, or click an empty day, or right-click a day and choose New event — <date>.
2. Type the event's name in the large field at the top.
3. On the Basics tab, choose Event or Frame (Festival). A frame groups other events; see below.
4. Fill in the Type and the category, the dates, the venue and town, the organizer and a contact. Starts is already filled in when you came from a day. The region is filled in from the organizer; you can change it.
5. Press Create.

A short message confirms it, for example "Event created as “Private”." A name, a start date and a type are required; they carry a *. If one is empty, Create takes you to it.

Poster, mentions, notes, files and the protocol open once the event is saved. The form stays open on the same tab.

If you close a new event after typing or picking anything, Rundplan asks "Discard changes?" first, with Back to editing and Discard changes. An untouched form closes at once.

Tip: Under Details, Use template fills in name, type, category, venue, town and region from a template an administrator prepared. See Venues, towns, templates.

The tabs of the event form#

The tabs appear in this order. Some show only when they apply. The question mark at the right end of the tab row opens the help for the tab you are on.

The header holds:

• a small picture of the poster, on events with a Poster tab. Click it to open that tab. Without a poster, it is a dashed frame reading "Poster".
• the event name, in a framed field. Click it and type to rename the event.
• under the name, the status as a colored pill. Click it to choose another status from the list. Only a save stores it; until then, "Not saved yet" shows beside it. If you may not change the status, the pill does not open. One exception: Approved, chosen by someone who may approve, approves at once (see How to approve or reject).
• beside the pill, while the event waits in the chain: "Waiting for approval: <level>". For a waiting change to the live event: "Change waiting for approval: <level>".
• on a published or completed event, for people who may edit it: "Changes need approval". The (i) beside it explains why.
• once a scoring system has taken the event over: "Frozen since <date>". The (i) names the fields you can no longer change. See Freeze competition details.
• on a published event, for people who may cancel it: Cancel event… (see Cancelling an event).

Below the header, a row of notices appears only when there is something to say:

• the event was rejected: who rejected it, when, and why, in red, with Save and resubmit for its creator;
• the event was cancelled: who cancelled it, when, and why, in red, with Reopen event for people who may;
• someone else filed the event for your organization, and you may not edit it: a "Read only" line names who filed it and who can change it;
• the federation took your club's local event off the public pages, with Ask to publish again (see Local events);
• your organization may not file events;
• the poster is out of date and hidden from the website;
• a change to the live event is waiting, with View changes, Discard revision and, for approvers, Reject and Approve (see Changes to published events: revisions);
• "Part of: <frame>";
• "Same day:" chips for overlay entries on that date.

The footer holds:

• one or two save buttons, named for what they do (see the table below);
• Cancel;
• Generate poster or Open in Poster Studio, on instances with the Studio, for people who may edit the event. It saves your changes first, then opens the Studio;
• Duplicate;
• Delete, on the far right.

Which save buttons you see depends on the event and on you. A live event is one that is Published or Completed. A public change is a change the public would see (see What needs a full approval and what needs a light one).

The first button is grayed out while nothing has changed. Two stay active: Save and resubmit, and Submit for approval when a saved draft waits to be sent. After a save, a short message says what happened, for example "Sent for approval. Waiting on Region."

The save buttons save everything you changed, on every tab, the Mentions tab included. Switching tabs asks nothing; your changes wait for the save. A save asks its questions first, such as a note or "Update the posters?". Cancel in any of them saves nothing and keeps your changes.

While the form holds unsaved changes, Cancel, Escape, a click outside, Duplicate and opening another event from the form all ask "Discard changes?" first. Closing or reloading the browser tab gets the browser's own question.

Beneath the footer, a "Created by … · date" line names who created the event and when.

The fields#

Name and subtitle. The name is required; spaces alone do not count. It is kept on one line. The subtitle is optional and appears on posters and in the app.

Dates and times. Starts and Ends, each with a date and a time from 00:00 to 23:59. Leave the end date empty for a one-day event; it then reads "same day". A multi-day event gets an end date after the start. The end can never lie before the start; the form refuses to save that. A typed date the calendar does not have, such as 31.02.2026, is not taken: the field goes back to the last valid date.

Type and category. The type is required. Categories belong to types. Choosing a type offers only its categories. Changing the type clears a category that no longer fits, visibly, instead of keeping an impossible pair. Your instance may use its own word for categories, such as "Tier" or "Class".

Venue, town, region. Venue and Town offer the venues and towns of your instance, and you can type into them. Type any part of a name to narrow the list: "polival" finds "Sala Polivalentă", "brasov" finds "Brașov". Capitals and accents do not matter. To empty the field, choose — No selection — in the list. Deleting the typed text does not clear it; the stored name comes back when you leave the field.

Picking a venue fills in its town. The address comes from the venue and cannot be changed on the event. The region comes from the level your administrator marked as the region level. When the town lies in another country than your federation's, its flag and country name show beside the town. The country belongs to the town, not to the event; it is set once on the town (see Venues, towns, templates).

Organizer. The owning organization. It decides who approves the event and who can see it while it waits in the chain. Most people see their own organization here and cannot change it. People with authority over the whole tree get a list they can type into, like Venue, and can file an event for another organization. An organization that may not file events stays in that list, grayed out, with "No events" after its name. On an event your organization only attends, a second field, Organized by, takes the name of the real organizer; see below.

Contact. A contact person with phone and e-mail. Your administrator decides whether the contact appears on the public side; see What the public sees of an event.

Season. Only on instances that keep seasons. The form shows the season worked out from the start date, with a change link. Press change and type a season to override it. Empty the box to follow the date again.

Registration block. On the Registration tab:

• Registration opens and Registration closes: the dates.
• Max. participants: a whole number; 0 means unlimited.
• The registration link and info.
• Entry fee and Currency; see "Entry fees" below.

Your administrator sets defaults for these under Settings → Registration.

Rules & notes. The fine print a competitor should know: license required, doping tests, when the doors open, photo consent. Up to 4 000 characters; line breaks are kept. It sits under the registration group, goes to the public side, and can be placed on the poster.

Program. The competitions the event is made of, on their own tab; see "The program" below.

Description. On the Content tab. It takes light formatting; see "Formatting the description" below.

Additional information. On the Content tab. A short text for the poster, up to 500 characters, with a live counter.

External event ID. An identifier from another system you use. The form checks it as you type, against the pattern your instance requires and against the IDs already in use. An invalid ID disables the save buttons. An ID that another event already holds, even one you cannot see, is refused on save.

Slot. The competition's place in your federation's season plan, as a scoring system reads it, for example 3 or 1/2. Up to 20 characters: letters, digits, spaces, - and /. A frame has no slot.

Web links. Registration URL and Video URL take a full address starting with http:// or https://. "www.club.ro" alone is refused; type "https://www.club.ro".

Entry fees#

An event has either one entry fee or a fee for each competition. It also has its own currency.

How to set the entry fee#

1. Open the Registration tab.
2. Under Entry fee, choose one of two options:
   • One fee for the whole event: type the amount in the amount field. A live preview shows how it will print. 0 prints as the word "free".
   • A separate fee for each competition: the amount field is replaced by "Set the fee of each competition on the Program tab." Press Go to the Program tab and type each fee on its row.
3. Beside it, pick the Currency.
4. Save.

The currency#

The first entry in the Currency list is your federation's default, shown as "<short name> default (<code>)". It follows the federation's setting. Below it is a fixed list: RON, EUR, HUF, CHF, GBP, USD, BGN, PLN, CZK, DKK, SEK, NOK, RSD, MKD, MDL, UAH and TRY. Your federation's own currency and the event's current currency are always offered too.

Every amount on the event is in the event's currency: the one fee and every program fee.

Switching between one fee and per-competition fees#

Switching the choice never wipes what you typed. An amber line tells you what the next save will drop, for example "The fees entered for each competition will be removed when you save." Switch back before saving to keep them.

What Rundplan does and does not do with fees#

• It stores the amounts and prints them, with the currency, on the public side, on the poster and in the app.
• It never adds amounts together and never converts between currencies.
• It does not take payments.

The program#

The Program tab lists the competitions the event is made of, one row each. The program goes to the public side grouped by day, into the calendar file's description when the event has one, and onto the poster as a table.

Each row has:

• the Day, only on a multi-day event, limited to the event's days;
• the start Time;
• the Competition;
• a Note.

Only when the event charges a separate fee for each competition, a row also has an Entry fee field. Type a number; cents are allowed. The amount is in the event's currency. Leave it blank when no fee is announced. Type 0 for a free competition. When the event has one fee for the whole event, the rows have no fee field.

How to fill the program#

1. Open the Program tab.
2. Press + Add for each competition.
3. Fill in the day, time, competition, note and, in per-competition mode, the fee.
4. Move rows with the up and down arrows, or press Sort by time.
5. Remove a row with its remove button.
6. Save.

An event can have up to 40 rows.

Fees written before the change to amounts#

A row whose fee was once typed as text that is not an amount still shows that text, read-only: "Old text: “…”. Type the amount to replace it." In one-fee mode the line reads "Old fee text: “…”. It is removed when you save; copy it into the note to keep it."

Formatting the description#

The description on the Content tab takes light formatting. It shows the same way on the public side, in the app and on the website.

You do not have to type the marks yourself. The toolbar above the field has Bold, Italic, Heading, Bullet list, Numbered list and Link. The keyboard shortcuts are Ctrl+B, Ctrl+I and Ctrl+K (Cmd on a Mac).

Press Preview to see the result. Press Edit to return to the text.

The description holds up to 10 000 characters. A counter appears near the limit.

People who may not edit the event see the description formatted, not the marks.

Quick-creating a venue or town#

You do not need Settings to add a venue while filing an event.

1. On the Basics tab, type the venue's name into Venue.
2. When it is not in the list, choose ＋ New venue…. It stays at the top of the list while you type. The name you typed is already filled in.
3. Pick the town. If it is missing too, type its name and choose ＋ New town….
4. Add the address and press Add venue.

If a venue of that name already exists in that town, Rundplan selects it instead of making a twin. Quick-create only adds. It never renames, moves or deletes. Settings shows who added each venue and town, so an administrator can tidy up later.

Frames: festivals and series#

A frame groups several events under one name: a festival with a day per event, a series of qualifiers, a championship weekend.

• A frame carries no competition or registration data of its own and never counts as a conflict.
• Its dates follow its events, unless you Pin dates on the frame. Then its events must lie within those dates.
• One level only: a frame holds events, never other frames.
• In the grid, a frame is a band at the bottom of its days, in the frame color set under Settings → Event types. Click the band to open the frame.
• The frame's Basics tab lists its events by date, each with its status. Click one to open it.
• Each event of a frame names it in its Part of field.

How to create a festival#

1. Create a new event and choose Frame (Festival) at the top of the Basics tab.
2. Name it and save.
3. Create the events of the festival and set the frame in their Part of field.

Publishing a frame#

When a frame moves to a more public status, Rundplan offers to take along its events in a less public status. It asks on Save in the event form and in the right-click menu, for example "Also publish the events inside "<frame>"?". Each of those events has a line with its date. Completed events are never listed.

• Every event you may move is ticked. Untick an event to leave it as it is.
• A grayed line cannot be ticked. It says "waiting for approval" or "you cannot change it".
• Publish, Approve or Request moves the frame first, then the ticked events. With nothing ticked, the frame moves alone.

The frame never approves its events: an event that waits for an approval is approved on its own. If the frame's move is refused, no event moves, and the event form stays open with your edits.

Deleting a frame#

Deleting a frame offers three answers: cancel, Keep events (which detaches them), or Delete frame and events.

Events you attend but do not organize#

Some events belong in your plan although somebody else runs them: an international open your players travel to, a partner federation's championship. Your administrator marks such an event type with We attend, we don't organize (see Event types and categories). Every event of that type is an attended event:

• The form says your organization is the Participant. Organized by takes the real organizer's name as free text, up to 200 characters.
• No approval chain. Submitting the event approves it at once.
• No registration block. Its fields are hidden on the form, and nothing already typed is deleted.
• No poster duty, even where your instance requires a current poster to publish.
• No organizer points for your organization.

On the public side the event is marked as attended and names the real organizer. Its program goes out, because it is the host's schedule. Its registration details and Rules & notes do not.

Private drafts and shared work#

A new event starts as Private: your sandbox, visible to you alone. Nobody else sees it, administrators included. Work on it as long as you like.

When it is ready, submit it: click the status pill under the name, choose Requested and save. From then on, the people above your organization in the chain see it and are asked to approve. See The approval chain.

Files and media#

Where the files live:

• Attachments and the Flyer: on the Content tab.
• Poster: on the Poster tab on instances with the Poster Studio (choose Uploaded file), or on the Content tab on instances without it.

The limits:

• Attachments: up to 12 files per event, PDF, PNG, JPEG or WebP, 15 MB each.
• Flyer: one image, up to 15 MB. It does not count against the 12 attachments.
• Poster: one image, at most 8 MB and 40 megapixels. It does not count against the 12 attachments.

How a poster is stored. A poster picture larger than 1 440 pixels on its long side, or larger than 1 MB, is reduced in your browser to a 1 440-pixel JPEG before it is uploaded. Rundplan keeps only that web-size copy. It does not keep a print original, so keep your own print file.

More rules:

• Uploading a new poster or flyer replaces the old one in one step. The public never sees the event without a poster in between.
• Rundplan decides a file's type by looking at its content, not its name. SVG is refused everywhere.
• Logos and badges must be raster images. A PDF is a fine attachment but not a logo.
• Files are never edited in place. To replace one, delete it and upload a new one.
• On a published event, adding or removing an attachment is written into the protocol.

Uploaded poster or Studio poster#

On an instance with the Poster Studio, an event can have both an uploaded poster and a poster made in the Studio. The Studio poster wins: the website shows it instead of the uploaded picture. To show your upload, choose Uploaded file on the Poster tab.

If the event has a Studio poster and you choose Uploaded file, Rundplan asks first. When you confirm, the Studio poster is deleted at once. Cancel on the event form does not bring it back.

Poster out of date#

An uploaded poster goes out of date whenever something public about the event changes. The Poster tab then names the fields that changed: "Out of date: <fields>".

• Press I checked this poster if the image is still right. The confirmation is written into the protocol.
• Or upload a new image; that clears the banner too.

This applies on every instance, with or without the Poster Studio. For posters made in the Studio, see Out-of-date posters.

Notes#

The Notes tab is a thread on the event, oldest first, with names, times and highlighted mentions.

• A note is shared or private. Shared notes are visible to everyone who can see the event. Private notes are yours alone and carry a badge.
• Type @ to mention a colleague. Up to eight people appear, all of whom can see the event. Arrow keys move, Enter or Tab inserts, Escape closes the list.
• A mentioned person with no other authority over the event can read the thread and post shared notes, and is told so. A mention gives access to the thread only: no editing, no status change.
• Removing a name from the text removes the mention.

Rundplan tells the mentioned person in their inbox and, if they chose mail, by mail.

Duplicating#

Duplicate sits in the form's footer and in the right-click menu. The copy is named "DUPLICATE: <original name>", starts as Private and opens for editing. It keeps the original's own mentions, such as co-organizers and sponsors, in the same roles and order. It starts without an External event ID and without a poster. The original does not change.

If the mentions cannot be copied, the copy still exists, and a warning asks you to add them on the Mentions tab.

Deleting#

Delete sits on the far right of the footer and in the right-click menu.

• Deleting a published event requires a written note. If it had not taken place yet, people with a reminder or a wish on it in the public app get a mail that it was cancelled, with your note as the reason. To keep it on the public pages, marked as cancelled, cancel it instead.
• A link to a deleted event, for example in an older mail, says "This event no longer exists. It was deleted."
• A deleted event stays on record for audit: who deleted it, the note, the whole protocol, the shared notes and the list of what was attached. It is never purged. The app has no screen for it; ask your operator to look one up.

The protocol#

The Audit log tab is a record of the event's life that can only grow. It lists:

• created, submitted, approved (with the level that approved), rejected, resubmitted, published, edited (with the changed fields, when saved in the event form), status changed;
• subscribers told it is published, with how many;
• attachments changed, poster written or removed, poster confirmed;
• revision saved, submitted, approved at one level, approved, rejected or discarded;
• the exceptional cases: published without a current poster, imported without a poster, published over open integrity findings.

Every entry names the person and the time. Click a name to see their person card: organization and the organizations above it. Federation administrators also see the e-mail and phone.

Editing at the same time as someone else#

When you open an event that a colleague is editing, the form tells you: "<name> is editing this event (since <time>)". You may continue anyway.

A form you have not typed in follows the newer copy by itself. If both of you save, the second person sees Changed in the meantime, with who saved and when. They choose Load the new version or Keep mine. Loading the new version is the default. Nothing is overwritten without asking.

Keep mine saves only the fields you changed. Every other field keeps your colleague's value. Where you both changed a field, yours stays, and the protocol names that field.

Rules worth knowing#

• Changing a published event never edits the live event directly. See Changes to published events: revisions.
• Color comes from the category, or from the type when the category does not color the planner.
• The venue address belongs to the venue, not the event. Fix it on the venue.
• Invisible control characters pasted from another program are removed on save. In a one-line field, a pasted line break or tab becomes a space.

Common questions#

How do I make a multi-day event? Under Ends on the Basics tab, set a date after the start date. The grid draws one bar across the days.

How do I add a day to an existing festival? Create the new event and choose the festival in its Part of field. The frame's dates follow, unless they are pinned.

Why can I not change the organizer? Your seat is at one organization, and your events belong to it. Only people with authority over the whole tree can file for another organization.

Can an event be priced in euros when our federation uses lei? Yes. Pick the Currency on the event's Registration tab. Every amount on that event is then in that currency.

Why do I see no Entry fee field? Registration is switched off on your instance, or the event's type is one your organization only attends. Both hide the registration block.

Why can I not upload an SVG logo? SVG files can carry scripts, so Rundplan refuses them everywhere. Use PNG, JPEG or WebP.

How do I recover a deleted event? You cannot. There is no undo. The record of the deletion is kept for audit, but the event is not restored. Duplicate a similar event and enter the data again.

Can I have a recurring event, every Tuesday in March? Not yet. Create the events one by one, or duplicate one and change the date.

Why does the form ask for a note when I only moved the date? The event already has an approval. Saving a public change sets it back to Requested, and the note says why. On a published event, moving the date asks for no note: the change becomes a revision, and you can add a note when you submit it. A published local event does ask, because its changes go live at once. See The live-change note.

Approval chain, statuses and revisions#

What it is#

Every event in Rundplan has a status, and every status change is a decision by a named person, recorded with the time and, where it matters, a reason. The approval chain is the ordered list of levels in your hierarchy that must each approve an event, one after the other. Once an event is public, changes to it go through approval again as revisions, so the public never sees a change nobody approved.

Rundplan decides which changes a person may make from their rights and their seat. The form offers only what they may do. There is no way around it.

The seven statuses#

Each change of status needs a right. Proposing, planning, approving, publishing and completing are separate rights; rejecting uses the right to approve. They are described under Rights. A public change to a published event always goes the revision route described below. The right to edit published events lets only internal fields through at once.

While an event waits, the header of the event form shows "Waiting for approval: <level>" beside the status pill. The person who may approve for that level reads "· your approval is needed" after it. In the List view, a small "waiting for approval: <level>" line sits under the Requested pill, with the full sentence as hover text. The inbox and the list's phone cards show "waiting for approval: <level>" inside the status chip.

Completing an event#

Completed is a status a person can set, from the event's last day on. Earlier, Rundplan refuses: "This event has not ended yet. It can be marked as completed from its last day on." An event also reaches it on its own: the day after its last day, an approved or published event becomes completed, so nobody has to remember.

On sports instances, the setting sits under Settings → System, on the Data checks card. It reads "Mark events as completed <days> extra days after they end":

• the switch turns automatic completion off;
• the number adds extra days, if your federation wants time to check first.

Until it completes, an ended event is listed in the Integrity view with the day it will complete. Anyone who may complete events sees a Mark completed button there. An event that did not take place should be deleted or rejected before that day. See Integrity checks.

The automatic change is recorded in the event's protocol like any other, with Rundplan as the person who made it.

The approval chain#

An administrator names the levels that must approve, under Settings → Structure & approval → Who approves an event, nearest level first. An event's chain is those levels that sit strictly above its owning organization. Each level approves in turn. The last approval moves the event to Approved.

• If the list is empty, a simple rule applies: one approval from anyone above the owner who holds the right to approve.
• An event owned by the top organization has nobody above it. Submitting it makes it Approved at once.
• Naming the bottom level does no harm: an event only runs through the levels above its own organization.
• A level that the owner's line never passes through is skipped. For example, an organization placed directly under the top skips the regional level, even if that level is in the chain.

Approval reaches strictly downward. Nobody approves their own organization's work, and nobody approves sideways or upward. The right to approve comes from the seat, not from being an administrator: an administrator seated in a branch still cannot approve that branch's events out of turn. People with authority over the whole tree can approve anywhere.

No step may be skipped. Moving an event to Approved, Published or Completed is refused while a step is open that you cannot approve. The same holds for creating an event in one of these statuses. The right to publish does not change this. Someone who may approve every open step, such as a federation administrator, may move the event straight on. The chain then shows those steps as approved by them.

The chain indicator#

The event form shows the chain: the levels that must approve, in order, with a green check and a name against each approved step.

• The person who can approve the open step reads "your approval is needed".
• Everyone else reads "waiting for approval".
• An event with no chain configured shows nothing.

How to submit an event#

1. Open the event. Click the status pill under its name and choose Requested. Or use Request in the right-click menu.
2. Press Save event details.

A short message confirms it, for example "Sent for approval. Waiting on Region." The chain starts at its first step, and the first approvers are told in their inbox. This holds whatever status the event came from. Creating an event directly as Requested counts as a submission.

How to approve or reject#

From the inbox:

1. Open the bell. The Tasks tab lists Awaiting approval: the events you may approve, with the owning organization and "waiting for approval: <level>". An amber Edited since submission flag marks an event that changed after it was submitted.
2. Press Approve, with a note if you like. Or press Reject and write a reason. The reason is required; the button stays disabled until there is text.

From the event:

1. Open the event, click the status pill under its name and choose Approved.
2. The window "Approve event" opens, the same as in the inbox. Add a note if you like and press Approve.

The approval is stored at once; it does not wait for a save. Other unsaved typing stays in the form. After an early step the pill stays Requested, and the line beside it names the next level.

Either way, a short message says what happened: "Approved. Waiting for approval: <level>." after an early step, "Approved. Status: “Approved”." after the last one.

Your approval counts for your own step. The protocol entry names the level, for example "Region — reason", not just "approved". From the status pill, someone who may approve every open step approves them all with one note. The protocol then names every level, for example "Region, Federation — note".

A rejection sends the event back to its owner with the reason. The owner sees it under Rejected — needs revision in their inbox. The event form shows it too, in a red notice at the top: "Rejected by <name> (<level>) on <date>." and the reason.

How to resubmit#

1. Open the rejected event and fix what was asked.
2. Press Save and resubmit, in the red notice or in the footer. Or press Resubmit in the inbox.

Only the event's creator gets Save and resubmit. Each submit or resubmit opens a new approval round. The approvals of the earlier round no longer count, but they are not deleted. The person who rejected the event is told that the changes landed.

Editing an approved event#

Editing a public field of an event that already carries an approval sets it back to Requested and asks for a note. This holds for every editor. The chain starts again at its first step, and its first approvers are told. Fields the public never sees, such as the external ID, do not count.

• Someone who may approve every step of the chain edits without a reset and without a note.
• An event of the top organization has no step above it and is not reset.
• Moving the event to another organizer opens the new organizer's chain in the same way.
• So does changing the type from one your organization only attends to an ordinary type. The event had no chain before; after the save it walks one from the first step.

This rule is for events that are approved but not yet published. Published events follow the revision rules below.

Publishing#

Publishing needs its own right. Set the status to Published in the form, or choose Publish in the right-click menu. Publishing from the menu asks you to confirm once before the event goes live.

An event is public only if its type allows it. Each event type has an Internal – never public switch under Settings → Event types. When it is on, no event of that type ever reaches the website, the feeds or the app, even when it is published. See Public, internal and private events.

The poster rule#

An administrator can switch on a rule: no publishing without a current poster. While it is on, an event may not be published unless its poster exists and is up to date. The same goes for submitting or approving a change to a live event.

The refusal says why: there is no poster yet, or the poster still shows old values (it names the fields). If somebody already started the artwork, the refusal names who and when, and whether the draft was marked ready. A ready draft is enough for an approval, because approving puts the new artwork live in the same step.

Whoever meets the refusal may override it:

1. Write a reason of at least ten characters.
2. Confirm that the event goes public without a current poster.

The override is written into the protocol with the reason, and the branch administrators are told.

Changes to published events: revisions#

Once an event is Published or Completed, the rule is "public equals approved". Changing a public field no longer edits the live event. The change lands on a revision: a draft the public never sees, which goes live when it is approved.

The header of the event form says "Changes need approval"; the (i) beside it explains. The footer offers Submit for approval and Save as draft, or Save and approve if you may approve the change. Every field the revision touches is ringed amber and marked Revision.

What needs a full approval and what needs a light one#

A light approval never comes from the person who submitted the change. If they sit at that level, the search moves one level up. People with authority over the whole tree can always approve, so no branch is ever stuck. They may also approve their own descriptive changes, if they hold the right to approve.

A structural change is approved by the same people as a new proposal, one step after the other. When a lower level approves, the change is not live yet: the next level gets the task. The change goes live when the last step approves. You may approve your own structural change at a step you could approve for a new proposal.

An administrator can change two settings under Settings → Structure & approval → Changing a published event:

• Approval is needed for: Public information only or Every change;
• Wording changes need only one approval: whether light approval is on.

The defaults are: public information only, and light approval on.

For people who hold the right to edit published events, internal fields — the external ID, the slot, attachments, and custom fields marked internal — save straight to the live event, with a protocol entry and a note.

How to propose a change to a live event#

1. Open the event and edit the field.
2. Press Submit for approval. Rundplan asks "Submit this revision?" and offers a field for a note.
3. Press Submit for approval in the question. The change is saved and sent, and the approvers are told. The live event does not change.

When the change walks the chain step by step, the header then reads "Change waiting for approval: <level>", and the List view "change waiting for approval: <level>". The line moves on as each step approves.

Cancel in the question saves nothing. What you typed stays in the form.

Not finished yet? Press Save as draft instead. The change is kept as a draft, nobody is told, and the window closes. Later, open the event and press Submit for approval to send it.

You can keep working on the draft before you submit it. Typing a field back to its live value withdraws that change. The start and end dates are checked against the change's dates, the ones the form shows, not against the public ones. A revision with no changes left disappears. Editing a revision that was already submitted sends it back to draft when you save; press Submit for approval to send it again.

Who may open a revision: anyone who may edit the event, and also any person seated at the owning organization who holds the right to propose. The owner can always propose a change to their own live event.

Publishing a change at once#

If your approval puts the change live, the footer's main button is Save and approve, in green. For a structural change, that means you may approve every step. It saves the change and approves it in one go. The change goes live at once, with no further approval.

Save as draft beside it keeps the change as a draft instead. Nothing goes live until somebody approves it.

Where a current poster is required to publish, Save and approve checks the poster like any other approval (see "The poster rule" above).

How to approve a change to a live event#

1. Open the event from the inbox, under Changes to live events awaiting your approval. Or open it from the calendar: it carries a Revision pending badge.
2. Press View changes. You see each field with the live value struck through and the new value in bold. For a structural change you also see the conflicts it would create, checked the same way the planner checks them.
3. Press Approve, or Reject with a reason, or leave it for now.

On a structural change, an approval before the last step records your approval only. The message reads "Approval recorded. The public sees the change once the next step approves it too."

Every approval, at every step and with Save and approve, first checks the event as the change would leave it. If the end would lie before the start, or the type or category no longer exists or does not fit, the approval is refused with the same message as a save. Nothing goes live, and the change keeps waiting. The same happens when the change moves a detail that is frozen for a scoring system (see Freeze competition details).

A note you write when approving goes to the person who asked for the change. When the change goes live, it follows the changed field names in their update and their mail, and in the other mails about the change.

The change view spells fees out in words, for example:

• "Entry fee: 25 €"
• "Entry fee: per competition"
• "Currency: FRD default (RON) → EUR"

It shows the program as lines of text, each competition with its fee.

A rejected revision is kept as a draft for rework. Rejecting it, or saving it again, clears the approvals given so far. Discard revision throws it away; the live event is not affected.

Save and approve does both steps at once, for anyone who could approve anyway. An administrator who edits their own top organization's event is their own approver.

Whether you may approve a change you made yourself follows the approval rules above: never for a descriptive change, unless you have authority over the whole tree; yes for a structural change, at a step you could approve for a new proposal.

Quick fixes on the live event#

People who hold the right to edit published events change internal fields on the live event directly, with a note and a protocol entry. A change the public would see still becomes a revision, for them too. If they may approve it, Save and approve puts it live at once.

Cancelling an event#

Cancel a published event that will not take place. It stays on the public pages, in the feeds and in the app, marked as cancelled. Deleting it, or setting it back to Private, takes it off the public side instead.

Only a Published event can be cancelled. A completed event has already taken place.

Rights at the club or region that organizes the event are not enough.

How to cancel an event#

1. Open the published event.
2. Press Cancel event… beside the status pill. While the form holds unsaved changes, the button is grayed: save or discard them first.
3. Write the Reason. It is required, up to 500 characters.
4. Press Cancel the event. Keep the event changes nothing.

The status pill then reads Cancelled. Cancelling also works after the competition details are frozen for a scoring system.

What a cancelled event does#

• The event form shows a red notice: "Cancelled by <name> on <date>.", the reason, and that nothing can change until it is reopened.
• Nothing can be edited, approved or moved to another status. A change that was waiting for approval keeps waiting. It can be approved once the event is reopened.
• It can still be deleted, by the people who may delete a published event.
• The reason stays inside Rundplan. The public sees only that the event is cancelled.
• The creator and the branch administrators get an update. The creator also gets a mail with the reason.
• Before the event's last day, people with a reminder or a wish on it in the public app get a mail "Cancelled: <event>", without the reason.
• Cancelling a frame does not cancel its events. Cancel each one on its own.

Cancelling and reopening are only in the event form, not in the right-click menu.

How to reopen a cancelled event#

1. Open the event and press Reopen event in the red notice.
2. Write what has changed. The note is required.
3. Press Reopen event. Keep it cancelled changes nothing.

The event is Published again. Neither the poster rule nor a hold for open data findings applies, because it never left the public side.

The live-change note#

Saving internal fields straight to a published event, changing its status or deleting it requires a written note. Rundplan always enforces this; the form asks for the note. Leaving Published through the status pill asks for the note instead of failing.

When the move takes the event off the public list, people with a reminder or a wish on it in the public app get a mail. Your note is in it, as the reason. The note window says so.

What the public sees at each stage#

When Rundplan refuses#

Rules worth knowing#

• One approval per step, always by a named person. Only someone who may approve every open step approves them together, and the record names each level.
• Publishing or approving a frame never approves the events in it, whoever does it. An event that waits for an approval stays as it is until it is approved on its own. Sending a frame for approval can take its Private events along. See Publishing a frame.
• Reject in the inbox needs a reason; spaces alone do not count. The reason goes to the owner and into the protocol. Rejected chosen in the status pill asks for none, and the notice then reads "No reason was given."
• A resubmit starts a new round. Old approvals stay in the record but no longer count.
• Nobody approves their own organization's work. Nobody approves their own descriptive change on a revision, except people with authority over the whole tree.
• The public always sees the last approved state. A pending revision changes nothing until it is approved.
• Every workflow action runs through one dialog that names the event and takes a note. The confirm button is red for actions that remove or undo something.
• A person with no authority over an event is offered no status change at all.
• There is no automatic reminder or escalation on the chain yet. An event leaves the chain only by an approver's decision, or when the owner sets it back to Private.
• Revisions are pending changes, not a version history. The protocol says what changed, but you cannot roll back to an earlier version.

Common questions#

Why can I not approve my own event? Approval reaches downward only. Your own organization's events are approved by the levels above you.

Why does the event say "Waiting for approval: Region" when I am the regional administrator? Either your seat is not above the owner, or your account has no right to approve events. Check with the federation administrator. Also, the region only approves events of organizations below it in the chart.

I changed the date of a published event and nothing happened on the website. The change is a revision waiting for approval. Open the event: the notice under the header says where it stands. The website updates when the revision is approved. If you may approve your own change, Save and approve puts it live at once; Save as draft does not.

I may publish events. Why can I not publish a club's event? Its chain still has a step you cannot approve. Each level approves first. Once the last step is approved, you may publish it.

Can I withdraw a submitted event? Yes. Set it back to Private. It disappears from the approvers' tasks.

A published event will not take place. Do I delete it or cancel it? Cancel it. It then stays on the public pages, marked as cancelled. Deleting removes it from every public page. If you may not cancel it, ask your federation.

Why is my colleague asked to approve a change I made, and not me? A descriptive change is never approved by its author, unless the author has authority over the whole tree. The nearest level above with approvers approves it instead. A structural change goes to the same people as a new proposal.

Does changing the entry fee or the currency need the full chain? No. Fees and currency are descriptive. One light approval is enough.

What is the difference between Approved and Published? Approved means every required approval is in. Published means the event is public. Publishing is a separate step with its own right, so an event can be planned internally long before it goes out.

Why was I refused when publishing, with a message about the poster? The poster rule is switched on for your instance. Bring the poster up to date, or override it with a written reason.

Can a completed event be edited? Yes, the same way as a published one: through a revision. Internal fields save directly for someone with the right to edit published events.

Visibility and authority#

What it is#

Two things decide what a person sees and may do in Rundplan: their seat in the organization chart, and the rights their account holds. Rundplan checks both on its own side for every request, so hiding a button is never the only protection. This section explains the rules, so nobody is surprised by what a colleague sees or does not see.

Three audiences#

The public uses the website, the calendar feeds and the mobile app. The public sees published, completed and cancelled events whose type is not internal. Nothing else.

Staff are people with an account. What they see depends on their seat, as described below.

Whole-tree holders are the people seated at the top organization and the people with no seat. They see everything, except other people's private events. A federation administrator seated lower in the chart sees what that seat sees, like any other seat.

Public, internal and private events#

An event has no single "visibility" field. Three things together decide whether it reaches the public:

1. Its status. Only Published, Completed and Cancelled events are public. See The seven statuses.
2. Its type. Each event type has an Internal – never public switch, under Settings → Event types. When it is on, no event of that type appears on the website, the feeds or the app, even when published. Use it for leagues, meetings and anything that belongs on the internal calendar only.
3. The public side switch. Under Settings → Calendars, Who can see it sets the whole public side to Off, Preview or Public. It applies to the whole instance. See The public calendar switch.

An event of an internal type is also narrower inside Rundplan. It is seen by the organization that owns it, by the organizations above it and by whole-tree holders. Staff of other organizations never see it, published or not.

In practice this gives three kinds of events:

A private event is invisible even to administrators. It is in no list, feed or export.

Completed and cancelled events stay public for twelve months after they end, so a full competition year stays readable.

What the public sees of an event#

For a public event, the website, the feeds and the app can show:

• the name, subtitle, dates and times, and the season;
• the type and category, with their colors;
• the venue with its town and street address, and a country flag when the town is abroad;
• the organizer with its logo, and the frame the event belongs to;
• the external ID, when you use one;
• the description, with its formatting;
• the program, with the fee of each competition;
• the registration information and link;
• the entry fee with its currency, and Rules & notes (both not on attended events);
• the video link and the poster;
• custom fields an administrator marked as public;
• the contact block with name, e-mail and phone, when filled in.

The public never sees:

• notes and the protocol;
• attachments and the flyer;
• custom fields that are not marked public;
• who created or approved the event;
• anything about pending revisions.

Tip: Fill the contact fields with the organization's official contact, not a person's private phone. Whatever is in them goes public with the event.

What staff see, by seat#

A staff account sits at one organization in the chart. The rules are:

• Everyone sees the published, completed and cancelled events of the whole instance. Events of an internal type are the exception: they stay inside their own organization and the organizations above it.
• A person sees everything their own organization owns, and everything owned by organizations below it, in every status except Private.
• A person always sees the events they created, in every status.
• People seated at the top organization, and people with no seat, see everything.

So a regional administrator sees the requested and approved events of the whole region, and only the published events of other regions. A club secretary sees their own club's events in the approval chain, and the published calendar of everyone else.

Private notes are visible to their author only. Shared notes are visible to everyone who can see the event.

The "See only own events" restriction#

An administrator can restrict an account with See only own events. The account then sees the events it created and nothing else. Use it for an external helper who files events for one purpose.

What staff see of people and organizations#

The people who manage an organization are the federation administrators and the holders of Manage organizations at that organization or above it. Everyone else does not receive these fields at all, so the windows leave them out.

Authority: who may act#

Rights belong to the account (see Rights). The seat decides how far each right reaches:

• Approving events and approving account requests reach strictly downward: the organizations below your own. Never your own, never sideways, never upward.
• Sending circulars, managing sponsors and managing organizations reach downward, including your own organization.
• Whole-tree authority belongs to federation administrators, the operator, people seated at the top, and people with no seat. It reaches everything.

Administrator is a switch on the account, not a position in the chart. An administrator seated in a branch holds every right, but still cannot approve their own branch's events out of turn.

Published events#

Once an event is published or completed, only a person with Edit published events changes it directly. A change can be proposed as a revision by anyone who may edit the event, and by anyone seated at the owning organization who holds Propose events (see Changes to published events: revisions). Nobody else can change it.

When your organization may not file events#

An organization can be barred from filing events without leaving the chart. Three settings cause it:

In each case the Event button in the top bar stays visible but grayed out, and its hover text gives the reason. The event form shows a banner. Creating an event, filing one on the organization's behalf and importing are all refused. Everything the organization already owns stays untouched. See How to bar an organization from filing events.

Access requests#

The sign-in page has a Request access link. A request goes to the people who may approve account requests for the named organization's branch. A request that names no organization lands in the Independents group. You only see requests inside your own authority; a request outside your branch is invisible to you. Access requests describes the approval.

"Not found", never "forbidden"#

An event, circular, sponsor entry or attachment you may not see answers "not found", not "forbidden". Nobody can use Rundplan to learn whether something exists. Configuration screens are different: they say plainly that you lack the right, because your organization's structure is not a secret.

Local events: an organization's own program#

Clubs live in two worlds. They run a local program: trainings, club league nights, members' evenings. They also take part in the federation's competitions. Rundplan holds both in one calendar.

How a local event works#

• When a person with a seat creates an event, the Basics tab asks for the Scope: Federation or Local. It opens on the scope you chose for your last new event in this browser.
• A local event belongs to the organization alone. It has no approval chain and four statuses: draft, published, completed, cancelled.
• It never appears in the federation's calendar or feeds.
• Anyone seated at the organization who may propose events may publish it.
• Nobody above the organization edits it. Regional and federation administrators see it read-only.
• One exception: a federation administrator can take a public local event off the public pages. It goes back to Private. This needs a written reason, which is recorded in the protocol.
• A federation administrator can also cancel a published local event, with a reason. It stays public, marked as cancelled. See Cancelling an event.

When the federation took a local event down#

The event form shows a red notice at the top: "Taken off the public pages by <name> on <date>." and the reason. The club can no longer publish the event itself. It goes back on the public pages only when a federation administrator publishes it.

1. Open the event and press Ask to publish again in the notice.
2. Write what has changed since it was taken down. The comment is required.
3. Confirm. The federation administrators are told, and the notice shows your request.

The event's creator can ask, and so can anyone seated at the club who may propose events or holds Manage the local program. One request is open at a time.

A federation administrator sees Publish again in the same notice and, while a request is open, Keep it off. Keep it off needs a comment, which the club is told. The club may then ask again.

Until it is published again or deleted, federation administrators keep seeing the event in the planner, the list and the event form. Everyone else sees it as a private event: only its creator.

A club that un-publishes its own event has not been taken down. It publishes the event again itself.

Club types#

Local events use club types. An organization defines its own in the Program tab of its organization window. This needs the Manage the local program right. An organization can also use the club types of an organization above it. Federation types are for federation events only.

An organization without any club type cannot file a local event. For its accounts the new-event form opens on Federation. With Local picked, a line under the empty Type field says why, and points to Federation or to a club administrator.

Where local events show#

• In the planner, with a small dot.
• On the organization's own calendar feed.
• In the mobile app, on the organization's page under Club program.
• On the subscribe page, when Include the organizations' own events is ticked.

People seated at a region or a club do not see other organizations' local events in the planner. To show them, tick Other organizations' local events at the bottom of the Type & Category filter. For people seated at the top organization, or with no seat, the entry starts ticked and every club's local events show. See Filtering.

How to turn a local event into a federation event#

1. Open the local event.
2. Choose Propose to federation.
3. Pick a federation type.
4. The event enters the approval chain like any other proposal. It leaves the local program for good.

An event whose type is marked Internal – never public stays off every public surface, local or not, and is seen only within its own organization and above.

Rules worth knowing#

• Status and type together decide public visibility. Check both when an event is missing from the website.
• Private means invisible to everyone, administrators included.
• The seat decides how far you reach. Your rights decide what you may do. An action needs both.
• Being mentioned in a note lets you read that thread and nothing else.
• Links are checked too. A link to an event you may not see behaves as if the event did not exist.
• The public always sees the last approved state. Pending revisions stay invisible.

Common questions#

Why is a published event not on the website? Its type may be internal, or the public side is off. Check Internal – never public on the type under Settings → Event types. Then check Who can see it under Settings → Calendars.

Why does my colleague in another region not see my requested event? Requested and approved events are visible only within the owning branch and above. Another region is sideways. Your colleague sees the event once it is published.

Why can the administrator not see my draft? Private events are yours alone, by design. Submit it, and it becomes visible in the approval chain.

How do I keep an event off the public side but in the calendar? Give it a type with Internal – never public switched on. Or leave it at Approved and do not publish it. The internal type also hides it from staff outside your own organization.

Can I let an external person file events without seeing our whole calendar? Yes. Give them an account with the See only own events restriction, and set their organization's Events to Proposals only.

Somebody sent me a link and it says "not found". Either you may not see that event, or it was deleted. Rundplan does not say which. Ask the sender.

Does the public see the contact e-mail? Yes, when it is filled in. The phone number too. Use official contacts.

Is the entry fee public? Yes. On a public event, the entry fee, its currency and the fee of each competition in the program are public. An attended event shows no entry fee of its own, because the host sets it.

Organizations and the org chart#

What it is#

The organization chart is the backbone of Rundplan: every event is owned by an organization, every account sits in one, and the chart decides who approves and who sees what. You draw it as your organization really is, with as many levels as you have, and with partners, venue businesses and independents beside your own structure.

Two places matter:

• Settings → Structure & approval is where an administrator names the levels, the rungs of the ladder.
• The Organization page, opened with the people icon in the top bar, is where the organizations themselves are created, edited and moved.

Levels#

A level is a rung: Federation, Region, Club, or whatever you call them. Your instance has one to eight levels, ordered top to bottom. Levels only set depths. The organizations themselves are created on the Organization page.

Two levels carry a mark:

• The level marked in the Region column. Its organizations fill the calendar's region filter, the saved views and the Region field on events.
• The level marked in the Clubs column. Its club-kind organizations are the clubs of the sport registry, and the clubs players can belong to. It is usually the bottom level.

The club level is a mark, not a name. Verein, Club or Organizator all work the same way.

How to name your levels#

1. Open Settings → Structure & approval.
2. Under Levels, type a name for each level. Add level adds one at the bottom.
3. To add a level in the middle, use the buttons on an existing level's row: one inserts a level above it, one below. Only the levels below are renumbered. No organization changes its parent.
4. Mark the region level in the Region column and the club level in the Clubs column.
5. Press Save at the top of the tab.

Renaming and inserting are always safe. The delete button on a row works only while no organization sits on that level. Its hover text says how many do.

Kinds of organizations#

Every organization has a Kind:

Hang each organization where approval should come from. An external organizer under a club has that club above it in the approval chain. One under the top has only the top above it.

On the chart, external organizers, establishments and the independents group appear under their own captions.

The kind of a club, and of the independents group, never changes. An external organizer can be switched to establishment and back.

The Organization page#

The view buttons sit in the top bar, to the left; on a phone, in a second row under the logo. The search box and the filters sit in the band under the top bar.

The views are Chart; on sports instances, Players, Clubs, Rankings and Transfers; for administrators, People and, on sports instances, Integrity and Darts Flux where it is used. The Sports add-on, Club membership and transfers and Darts Flux cover the registry views. What the organization sees covers the People view: the members of the public who use the app.

The Chart shows the whole tree. Each row shows:

• above the name, a small colored pill in capitals with its level, or its kind. The top, the second level and the levels below each have their own color;
• the organization's logo, name and town;
• its short code;
• its status pill, and an events pill when it may not file events;
• the number of sub-organizations;
• the buttons described below.

The rows line up as columns, so the same fact sits in the same place all the way down. An empty cell keeps its place.

Organizations under the same parent are sorted by what they organized in the selected season, then by name. A dormant organization sinks to the bottom. Expand a row to see its people, under the caption "TEAM", and its sub-organizations. Each person's number of rights and login badge show only to the people who manage that organization.

A Season picker sits in the band above the chart. It decides which season the activity numbers count.

The filters are Status, May organize and Kind (club, external, establishment or independents). A level filter appears beside them when there is more than one level to pick. Reset filters clears them all.

Search finds organizations and people. On sports instances it also finds players, by name, nickname or club. A line under the band then names up to five of them, in the order of the Players view, with the full count. Click a name to open the player.

You see the page if you hold the right Manage organizations. Federation administrators and branch administrators hold it. A branch administrator reaches their own organization and everything below it.

The buttons on a row#

Every row in the chart, and every row in the Clubs table, has the same buttons. Each shows a number you can follow, and each opens the same organization window on its own tab:

• People [n]: the seats and the people who hold them. This is also where an administrator adds a user. For everyone else Add user is grayed, and its hover text says why.
• Activity [n]: what the organization organized in the selected season.
• Details: the organization's own form, described below. In the Clubs table, clicking the row opens it too.

A fourth tab, Program, sits beside them for the people who may see it.

The Program tab#

Program holds the organization's own event types: the types of its local program. Each type has a Label, a Short label, a Color, the Internal – never public switch and an optional badge. Own types have no categories.

• A person seated at that organization with Manage the local program edits the list.
• A federation administrator sees the tab read-only.
• Nobody else sees it.

These types never appear under Settings → Event types, which holds the federation's own types. A type that an event still uses cannot be deleted; a notice says so. See Local events.

What an organization organized#

The Activity tab counts events that happened, not events that were planned:

• Only a completed event counts. An event that has ended completes on its own; Completing an event explains when.
• A festival frame counts nothing itself. Its days count for whoever organized them.
• Every event counts for its own organizer. A row higher up also counts everything organized below it, so a region shows the sum of its clubs.

The tab lists the season's events with date, name, category and status. Where the count reaches below, it names the organizer too. Click an event to open it. Open in list sends the same selection to the List view, where you can sort it, narrow it and export it.

Where organizer points are switched on, the Activity button also shows the season's points, and the tab shows what each event earned. See Organizer points.

How to add an organization#

1. On the Chart, find the parent and press Add sub-organization on its row. For a body directly under the top, use the door icon on the top row.
2. In New organization, choose the Kind and the Level. The level must be below the parent's level, but not necessarily the next one down.
3. Fill in Name, Short name and Short code.
4. Optional: Town and Address, Website, Contact and Contact email, Notes, External ID, Seats (max).
5. Save.

The parent opens, with the new organization in it. You can upload the logos once the organization is saved.

The organization's details#

Open Details on a row to edit an organization. To clear a field, empty it and save. The window closes only once the save went through. A refused save keeps it open with what you typed, and a message says why.

Name, short name, short code. The short name appears where space is tight. The short code appears where a code is expected. The boxes stop at 200 characters for the name, 100 for the short name and 32 for the short code. The club window has the same limits.

Town and address. Where the organization is based. The town shows beside the name in the chart and in the Clubs table. For a club with an empty town, the town from its club profile is shown, and the next publish from Darts Flux fills it in.

Level and parent. The level is fixed once saved. You can move an organization to another parent (see below).

Logo, light and dark. Two slots: one logo for light backgrounds, one for dark backgrounds. If only one is uploaded, it is used for both. Changing a logo needs Manage configuration and authority over the organization. For anyone else, upload and remove are grayed, and the hover text says why. The logo appears wherever the organization does: as event organizer, on posters, on the chart and in the app. On posters, the dark-background logo is used on dark grounds by default: in the organizer row, on the organizer badge and in the credits. A designer can force either logo in the Poster Studio (see Logo version: light or dark background).

Logo size. Shown under the logos once the organization has one. Websites that read your feeds size logos automatically, so every logo in a row carries the same visual weight. If this organization's logo still looks too small or too large next to the others, move the control: three steps smaller, Automatic, three steps larger. The preview shows the logo at the chosen size over a dashed frame at the automatic size. The setting applies to both logos, stays when you replace a logo, and is saved with the form. Whoever may edit the organization may change it.

Website, contact, contact e-mail, notes. Internal information. Contact, Contact email and Notes show only to the people who may edit the organization. Clubs also have a public profile; see Clubs.

External ID. For matching with your own systems. It must be unique when set.

Seats (max). How many accounts the organization may hold. The default is 3; an empty field means the default. The chart shows seats used and free. Adding or moving a person into a full organization is refused, for example: "<organization> has no free seat (1 of 1 used). Raise “Seats (max)” in its Details."

Status. The affiliation status: Affiliated, Requested, Paused or Suspended, each with a Since date and a short Reason. Only an affiliated organization may file events. The other three statuses switch filing off and take nothing else away: seats, visibility and everything the organization owns stay as they are. For establishments, external organizers and the independents group, the affiliated state reads Active.

Events. What the organization's own accounts may do with events:

Approvers above the organization are never affected. While the status is not Affiliated, filing is off; the stored setting returns when the status is Affiliated again.

Approval chain. A read-only line under Events, once the organization is saved. It lists who approves this organization's events, nearest first, each level with the organization that holds it. For example: "Region (North) → Federation (FRD)".

• If nobody above needs to approve, it reads "Nobody above needs to approve. A submitted event is approved at once."
• If your instance has no approval chain set up, it reads "One approval from any level above."

Set from above. Seats (max), Status with Since and Reason, Events, Kind and Parent are decided by the organizations above. Someone seated at the organization itself sees them grayed out. The (i) beside most of them says "Set by the organizations above this one. You can see it, but not change it." They are changed by a federation administrator, or by someone with Manage organizations seated above the organization or at the top.

How to move an organization#

1. Open Details on the row.
2. Change the Parent. The list offers only the organizations you may move it under.
3. Save.

In the Chart you can also drag it there with the mouse. Hold the organization's row and drag it onto the new parent's card. The cards that can take it get a dashed outline. Rundplan asks "Move <organization> under <parent>?"; press Move. The new parent opens, with the organization in its place. The top organization cannot be dragged.

A folded card opens while you drag: hold still over it for about half a second. Its fold button turns the accent color first. After the drop, the branches opened this way fold up again, except the one where the organization landed. This does not happen while the search or a filter narrows the chart.

The organization keeps its level. The new parent must be inside your own branch, and the organization must land strictly below it. Its people, events and everything it owns move with it.

How to bar an organization from filing events#

There are two ways, for two reasons:

• For a sanction, or for a body that holds people rather than tournaments: set Events to Cannot create.
• For a membership problem: set the Status to Paused or Suspended, with a date and a reason. Filing stays off until the status is Affiliated again.

Both apply to creating an event, filing one on the organization's behalf, and importing.

How to delete an organization#

1. Open Details on the row.
2. Press Delete.

Deleting is refused while the organization still owns anything: sub-organizations, users, entries in Sponsors & partners, events, players, a club profile, account requests, required lines, event credits, "Shown for" lines, its own event types on the Program tab, or pending transfer requests into or out of it. The refusal names each item with a count, and the window stays open. Move or delete those first; a pending transfer must be approved, rejected or withdrawn. Rundplan never deletes linked items along with the organization. Delete in a club's window works the same way.

The independents group#

The Independents group holds people and players who belong to no club:

• An account request that names no organization lands here.
• A player lands here when his release from a club is approved. He shows as Independent.
• A new player whom Darts Flux lists without any club starts here.
• Results for unknown player numbers, which Rundplan keeps as placeholders, are parked here too.

A player leaves the group only through an approved transfer to a club (see Club membership and transfers).

A new Darts Flux player whose club number matches no organization is not placed here. He has no club and reads Independent. To fix it, give the club the matching External ID; the next check proposes the move as a transfer. See Club changes from Darts Flux.

The group is created when first needed, holds up to 999 seats, and may not file events by default. An administrator can rename or move it like any other organization. There is only ever one.

Breadcrumbs and person cards#

Wherever an organization appears, a line shows its path from the top. For people who can open the Organization page, this line links to the right row of the chart.

Click a person's name anywhere in the app to see their person card: photo, organization and level, the full path from the top, and whether the account is active. Federation administrators also see the e-mail and phone, as links.

Clubs on sports instances#

On an instance with the sport registry, a club-kind organization at the club level also has a club profile. It holds:

• for the administration: the license number and dates, and notes;
• for the public: playing address, play days, founding year, president, club phone and e-mail, website, social links and a description.

The pencil on a club row opens one window with both parts. Clubs describes what of the profile is public. Where your federation defined club fields, the same window holds them too (see Custom fields on players and clubs).

Rules worth knowing#

• Levels are a ladder of depths. Two levels cannot share a rung. If you need pubs beside clubs, use the establishment kind, not a level.
• An organization's level never changes. If you need it on another level, create a new one.
• Moves stay inside your own branch. A federation administrator can move anything.
• Barring an organization changes nothing it already owns.
• A refused delete lists what is in the way. Nothing is deleted along with it.
• The chart is not secret. Configuration screens say plainly when you lack the right.
• Seat limits are checked on every move and every new account.
• Seats, status, events and kind are set from above. An organization's own people cannot change them.

Common questions#

How many levels should I create? As many as approve or own something. A level where nobody sits and nobody approves only adds clicks.

We have two tiers, club and federation. Where do venue businesses go? Beside the clubs, under the top, as establishments. If each club should approve its own pubs, first add a level below Club. Then hang the establishments under the clubs.

Why can I not delete this organization? It still owns something, and the refusal lists what. Move the people, reassign the events, delete the entries, then try again.

Why does the organization show "No events"? Its Events setting is Cannot create, or its status is not Affiliated. Open Details: the reason is on the card.

Can an organization hang directly under the top when a level lies in between? Yes. Its level must be below the parent's, not the next one down. The approval chain skips the levels the path does not pass through.

Who can create organizations? Federation administrators anywhere. Branch administrators inside their own branch.

Where do I set who may approve for an organization? Approval is a right of a person, not a setting of an organization. See Rights.

Why is a player in the Independents group? He has no club: his release was approved, or Darts Flux listed him without a club when he first arrived. He leaves the group through an approved transfer to a club.

Why does the poster show our dark logo? On dark poster backgrounds, Rundplan uses the dark-background logo when you uploaded one. To force the light one, use the Logo version setting in the Poster Studio (see Logo version: light or dark background).

People, accounts and permissions#

What it is#

Two kinds of people use Rundplan: staff with an account, and members of the public who use your mobile app. This section is about staff: their seat in the organization chart, the rights their account holds, the role bundles, the permissions register, access requests, and how a person is added, edited or given a login.

Staff have an account: a name, an e-mail address, a seat in an organization, and a set of rights. They sign in with a password and work in the calendar, on the Organization page and in Settings.

Persons are members of the public who use your mobile app. They have no password and no staff rights. See The mobile app for the public. Administrators find them in the People view of the Organization page.

Accounts#

The login is the person: one identity, no personas. A person can also exist without a login. Such a profile appears in the chart and can be credited, but cannot sign in. An administrator can activate the login later.

Every account has:

• Name, Email, Phone and Photo. Without a photo, the account shows colored initials, so a directory without photos still reads well.
• Organization: the seat. You choose it with a cascading picker, one list per level, with "assign here" at every depth. So a person can sit at a regional body, not only at a club. The full path from the top shows underneath.
• Active or Inactive.
• Login: active or none.
• The Admin switch and a list of rights.

The chart shows a login badge on each person, so you see who can sign in. The badge and the rights show only to the people who manage that person's organization; see What staff see of people and organizations.

How to add a person#

Federation administrators add people. Branch administrators manage organizations, not accounts.

1. On the Organization page, find the organization, open People on its row and press Add user.
2. In Add person, fill in Name and Email. Phone and photo are optional.
3. Check the Organization path. Change it with the cascading picker if the seat should be elsewhere.
4. On the Permissions tab, pick a role. Standard is the default.
5. Save.

You can activate the login once the person is saved. If the organization is full, the save is refused, for example: "<organization> has no free seat (1 of 1 used). Raise “Seats (max)” in its Details." A refused save keeps the window open with everything you typed.

How to give a person a login#

On the person's Profile tab, under Login, choose one of two ways:

• Send invitation: Rundplan e-mails a link where the person sets their own password. The link works once and expires after 7 days. Sending a new one cancels the old one.
• Set password / activate login: you type a password and share it with the person securely. They must change it at their first sign-in. Setting it signs the person out on every device at once. When you set your own password this way, the device you use stays signed in.

Invitations need e-mail to be set up on the instance. Setting a password works everywhere.

How to edit a person#

You can open a person's profile in three ways:

• from the Permissions register in Settings;
• from the person's row in the chart;
• by clicking their name anywhere in the app and pressing edit on the person card.

The Profile tab holds the personal data and the login. The Permissions tab holds the rights.

If you close the window with unsaved changes, Rundplan asks first: Back to editing or Discard changes.

How to move a person to another organization#

1. Open the person's profile.
2. Change the Organization path.
3. Save.

The target organization must have a free seat. The seat limit is checked on every move.

How to deactivate a person#

1. Open the person's profile.
2. Switch Active off.
3. Save.

A message confirms it: "<name> is deactivated and signed out. They cannot sign in until the account is active again." The person is signed out on every device at once. Their next click opens the sign-in page, which tells them their account was deactivated. Their name stays on everything they did.

To undo it, switch Active on and save. The message then reads "<name> is active again and can sign in."

How to delete a person#

Press Delete on the profile. This removes the person and frees their seat. It cannot be undone. If the delete is refused, the window stays open and a message says why.

• You cannot delete yourself.
• You cannot delete the last administrator.
• Nobody can delete or change the operator's account.

Rights#

There are no fixed roles. Each account has an Admin switch and a flat list of rights. The Permissions tab groups the rights like this:

Event workflow

• Propose events: create drafts and submit them.
• Plan events: move an event to Approved.
• Approve events: approve events from organizations below your own.
• Publish events: move an event to Published.
• Complete events: mark an event Completed.
• Approve account requests: decide access requests from organizations below your own.
• Approve player transfers: approve player transfers for clubs below your own, on sports instances. See Who approves.

Editing and deleting

• Edit published events: change a live event directly, without a revision.
• Edit others' events and Delete others' events: act on events you did not create, within your reach.

Visibility and tools

• See only own events: a restriction, not a grant. The account sees the events it created and nothing else.
• Add personal calendars: show calendars of your own on the planner. See External calendars and overlays.
• Send circulars: to your own organization and everything below it. See Circulars.
• Manage sponsors: Settings → Sponsors & partners, for your own organization and those below it. See The Sponsors & partners page.

Administration

• Manage organizations: the Organization page and the chart in your own branch.
• Manage configuration: Settings.
• Manage the local program: your own organization's event types, plus editing and un-publishing every local event it owns. See Local events.

Admin is a separate switch. An administrator holds every right in the instance, whatever the individual rights say. Admin is never part of a bundle.

The seat decides how far each right reaches; Authority: who may act explains it. In short:

• Approving reaches strictly downward.
• Administering reaches downward, including your own organization.
• An administrator reaches everything, but still cannot approve their own branch's events out of turn.

Role bundles#

The Permissions tab offers three bundles, named after your own level names. Rundplan works out which bundle a person is in from their rights; the bundle itself is not stored. So if you remove someone's approval rights, they stop being an approver.

Standard. Propose events and submit them up the chain, notes on their own events, and the published calendar. This is the default for every account.

<Level> — Approvals. Standard, plus deciding what comes up from below, never at their own level. Three switches, granted separately: Approve events from below, Approve account requests from below and Approve player transfers from below. The last one is off when you pick the bundle; switch it on on purpose.

<Level>-Admin. Approvals, plus the Organization page for their own branch. Three more switches:

• Send circulars to their own branch.
• Manage sponsors in their own branch.
• Manage the local program: the organization's own event types in the Program tab, and editing or un-publishing any of its local events. It reaches that one organization, not the ones below it.

User accounts stay with the federation administrators. Settings stays with people who hold Manage configuration.

Custom. Shown when the rights were edited by hand and match no bundle.

Show individual permissions opens the full list of rights in its four groups. It opens by itself for a custom set.

The first-grant confirmation#

When a save would give a person with a Standard account more rights, Rundplan asks once: "<name> currently has a standard account. Saving gives them: …". The list shows exactly what the save grants. Press Grant to confirm.

The Permissions register#

Settings → Permissions is not a user list. It is a register of authority: it lists only people whose rights differ from Standard, in either direction. That means administrators, anyone granted extra rights, and anyone deliberately restricted. Set a person back to Standard and their row disappears. Everyone else is managed from the chart.

Each row names the person, their organization and their rights, or "(all rights)" for administrators. Edit and Delete sit at the end of each row. Your own row has no Delete.

Only federation administrators see this tab.

Access requests#

The sign-in page has a Request access link, so people can ask for an account without writing to you.

1. The person fills in their name, their organization if they know it, their e-mail and a message.
2. They confirm their e-mail address by clicking a link. Only a confirmed request reaches anyone.
3. The request appears under Access requests in the inbox of everyone who holds Approve account requests over that branch. A request that names no organization lands in the Independents group.
4. Approve creates the account with the Standard bundle and e-mails an invitation, in one click. You can add a comment. Reject asks for a reason, which is shared with the person. The reason is required; spaces alone do not count.

The other approvers of the branch are told that the request is dealt with. They see the name and organization, never the e-mail address. When you decide, Rundplan checks again that the address is still free and the organization still has a seat.

Approving needs e-mail on the instance, because the invitation is the point. Rejecting works without it.

You only see requests inside your own branch.

What each person can do for themselves#

From the account menu:

• Notifications: whether Rundplan e-mails them about their events, and, where news is switched on, which newly published events they hear about.
• Change password. Changing your own password signs you out on every other device.

Name, e-mail, seat and rights are changed by an administrator. A person who sees the Organization page can change their own phone and photo: the pencil on their own row opens their profile. On other people's rows, the pencil shows only to administrators.

Sign-in security, as a user sees it#

• A wrong e-mail and a wrong password get the same answer, with the same wording and the same delay. Nobody can find out who has an account.
• Too many failed attempts lock sign-in for 15 minutes. See Signing in.
• Password reset links last 2 hours and work once. Invitation links last 7 days and work once.
• A deactivated account is signed out everywhere at once.
• The last sign-in is recorded and shown on the profile.

Rules worth knowing#

• One person, one seat, one login.
• Standard is the default and needs no register entry.
• Bundles follow from the rights. There is nothing to assign besides rights.
• Branch administrators manage organizations, not accounts.
• Admin grants rights, not reach: an administrator seated in a branch still cannot approve that branch's own events.
• You cannot delete yourself, the last administrator, or the operator.
• Seat limits are checked on creation and on every move.

Common questions#

How do I make someone an approver for their region? Open their profile and go to Permissions. Pick <Region> — Approvals and switch on Approve events from below. Their seat must be at the regional organization. They then approve the events of the organizations below it.

Why can the new approver not approve events of their own club? Approval reaches strictly downward. Their own organization's events are approved by the level above.

Why is a person not in the Permissions register? They have a Standard account. The register lists only people whose rights differ from Standard. Find them in the chart.

Can a branch administrator create accounts? No. Federation administrators create accounts. A branch administrator creates and edits organizations in their branch.

How do I let someone change our settings? Grant Manage configuration on the Permissions tab, or make them an administrator.

A person left. What do I do? Set them Inactive. They are signed out at once, and their name stays on the record. Delete them only if you want the seat freed and the profile gone.

Can two people share one account? No. Every action is recorded under a name. Give each person their own account.

How does someone get a password if we have no e-mail set up? Use Set password / activate login and share the password securely. The person must change it at their first sign-in.

Partners, sponsors and mentions#

What it is#

A mention is a credit on an event: this organization co-organizes it, that ministry is its patron, this company sponsors it. Mentions are the one list of who is credited; they appear on posters and, where your instance shows them, on the public side. They follow settings you make once, instead of being typed on every event.

Two places matter:

• Settings → Sponsors & partners holds every sponsor and partner of your instance, and says for which organizations' events each one is shown.
• The Mentions tab of the event form holds the credits of one event.

The five roles#

Every mention has one role:

The event's Mentions tab#

The Mentions tab of the event form lists every credit on the event, grouped by role. A chip on each credit names where it came from:

• "Federation-wide": shown for the top organization's events, set under Settings → Sponsors & partners.
• "From <organization>": shown for the events of the owning organization or an organization above it.
• "Required (federation)" or "Required (branch)": a required line.
• No chip: added on this event.

A tag says whether the credit is an "Organization" of your chart or a "Sponsor / partner" entry from Sponsors & partners.

Only credits added on this event can be removed here. A required credit shows a lock; its hover text names the line, for example "Required (federation) — Category: 1, 2. It cannot be removed here."

How to credit somebody on an event#

1. Open the event, go to the Mentions tab and press Add mention.
2. Type a name. One search covers the organizations of the chart and the entries of Sponsors & partners. Organizations already credited, and the event's own organizer, are left out.
3. Pick the result and choose the Role.
4. Save the event with the save button in the footer.

If the name is not there yet, Create and add makes a new entry on the spot, with a name, a website and logos. The button stays grayed out until all of them are in. Hover over it, or tap it, to read what is missing. If one with that name already exists, Rundplan offers Use the existing one instead of a near-copy.

Crediting does not count as editing the event. It never asks for a live-change note, never resets an approved event and never goes through approval.

How to change, reorder or remove a credit#

• Drag your own credits to change their order, or pick another role.
• Remove from this event takes away a credit added on the event.
• A credit from Sponsors & partners cannot be removed here. Its chip says where it comes from.
• Without a lock, you can add the same entry on this event in another role. The event's role then wins.

Every change waits on the tab, marked "Not saved". The amber bar above the list reads "Mention changes are not saved yet. They are saved together with the event." Undo this change takes one change back; Discard in the bar drops all mention changes and nothing else.

The footer's save button saves the mentions together with the rest of the event. A form with only mention changes can be saved too; the message then reads "Saved." Switching tabs asks nothing.

If the event details are saved but the mentions are not, the form stays open on this tab: "Event details saved. The mentions were not saved." If someone else changed the event's mentions in the meantime, your mention changes are not saved, and the tab shows the current mentions.

If you may change the event but not its mentions, the tab is read-only and the save sends only the event's fields.

An event can have up to 40 credits added on it. Credits from Sponsors & partners do not count.

The Sponsors & partners page#

Settings → Sponsors & partners is open to federation administrators and to anyone who holds Manage sponsors.

At the top:

• a search box for names and websites;
• a gear button with Require both logo variants, which only people who may manage configuration can switch, and, for people who may set required lines, Add an organization;
• Add, for a new entry;
• Showing, only for people who arrange more than one organization. It picks whose list you see.

Below is one list, grouped by role. Each row shows both logos (an empty tile where one is missing), the name, the role and the Shown for words, for example "ADF · All events · required". Within a role:

• rows from organizations above the one shown come first, dashed and locked;
• then the shown organization's own rows;
• then, under a dashed line, the rows it shows only through a required line.

Two groups close the list: On single events, for entries only added on events, and Not shown anywhere.

On each entry's row, the Active switch turns it on or off, and the pencil opens it.

How to change the order#

1. Drag rows by their handle. You can move rows in several roles and for several organizations.
2. Press Save order in the amber bar. Discard puts everything back.

For the top organization, the order on the page is the order on events and posters. Lower down, an event also mixes in the required lines of every level and its own credits. Leaving Settings with an unsaved order asks first.

Entries#

An entry is a sponsor or partner outside your organization chart: a sports agency, a town hall, a brewery. There is one list per instance, up to 300 entries. A club's administrators see the entries of their own branch and those shown federation-wide.

How to add an entry#

1. Open Settings → Sponsors & partners and press Add.
2. Fill in the Name and the Website. A bare address gets https:// added.
3. Upload Logo (light theme) and Logo (dark theme). PNG, JPEG or WebP are accepted; SVG is not.
4. Check the logos. Rundplan trims the empty margin and shrinks a large file to 800 pixels on its longer side, keeping the format and the transparency. A line under the logo says what it did. Keep original margins undoes the trim.
5. Under Shown for, add a line for each place the entry belongs (see below).
6. Press Save.

Nothing is written until Save, and then all of it at once. One exception: on an existing entry, a new logo is uploaded as soon as you pick it. If the change reaches posters, Rundplan may ask "Update the posters?" first (see below). Closing the window with unsaved changes asks "Discard changes?".

By default, an entry needs both logos before it can be shown anywhere. An administrator can relax this to one logo with Require both logo variants, behind the gear.

Shown for lines#

Each line reads: an organization, as a role, on which events, and a required box.

• All events, not required: the entry is shown on every event of that organization and of the organizations below it, their local programs excepted (see below). At the top organization, that is every federation event in the instance. Organizers cannot remove it, but they can credit the same entry in another role.
• Selected events, or required ticked: a required line. It is locked on the events it reaches, and its role cannot be changed there. Selected events are always required.
• To select events, pick Event type, your category word or Custom field (select fields only), then the values.

Who may set what:

• Required and selected events can only be set for your own seat: the federation for a federation administrator, your own organization for a club or branch administrator. Lines for other organizations are always all events, not required.
• An organization that already has a line is not offered for another one, except your own seat: a second line there is always a required line. When every organization you manage has a line, Add is grayed out.
• Showing an entry at the top organization needs authority over the whole tree.
• A line you may not change shows as text, with an (i), usually "Set by <organization>. Only its own administrators can change it."

An instance holds up to 200 required lines. A new required line needs the same logos as showing the entry.

Local programs#

A local event, part of an organization's own program, shows only:

• what the event itself credits on its Mentions tab;
• the lines of the organization that owns it.

Lines of the organizations above reach it only when they are required and Also on local programs is ticked. The box sits where you choose the line's events. Ticking it makes the line required. Such a line then reads, for example, "All events + local programs". Posters and the public feed follow the same rule.

Logo size#

Websites that read your feeds size logos automatically, so every logo in a row carries the same visual weight. Rundplan measures each logo once, when it is uploaded.

If a logo still looks too small or too large beside the others, open the entry, press More and use Logo size: three steps Smaller, Automatic, three steps Larger. One step is about 12 %. A dashed frame shows the automatic size. Press Save.

The setting belongs to the entry, applies to both of its logos and stays when you replace a logo. Organizations have the same setting (see The organization's details).

Showing an entry on the website#

Websites that read your data can show your partners and sponsors (see The WordPress plugin: Rundplan Connect). Show on the website, under More in the entry, decides this for each entry:

• It is on by default.
• Switch it off to keep an entry on posters but off the public pages.
• An inactive entry is never shown, so the switch is grayed out while Active is off.

An entry reaches the website only through a Shown for line on all events for the federation or a club, or when it is added to a public event. Required lines do not count.

Deactivating and deleting#

Switch Active off on the row or in the entry. A deactivated entry disappears from events, posters and public pages; its Shown for lines are kept.

Delete sits under More in the entry. You cannot delete an entry that is still in use: shown for an organization, added to an event, on a required line, or saved into a poster. The question then lists where it is used and offers Deactivate instead. Where it is used lists every place by name, finished events included.

Crediting an organization of your chart#

An organization of your chart can be credited by a required line too, for example a county board as co-organizer on every cup event.

1. Open the gear on Settings → Sponsors & partners and press Add an organization.
2. Pick the Organization, the Role and the Events.
3. Press Save.

The organization then appears in the required part of your list. Its pencil opens the same small window, with Delete. The line is not shown on the credited organization's own events.

What a required line does to events and posters#

Credits from a required line arrive locked on the event, with the reason, for example "Required (federation)" or "Required (branch)". The organizer cannot remove them.

A change that reaches posters marks them out of date: a line added, changed or removed, a new order, an entry activated or deactivated, or a logo replaced. So nobody publishes artwork that is older than the change. Finished events are never marked.

Where posters are redrawn automatically and the change reaches at least one, Rundplan asks "Update the posters?" before it saves, and lists them. Update selected redraws the ticked Studio posters; Save without updating posters leaves them as they are; Cancel saves nothing and keeps your changes on screen. When only uploaded posters are reached, it offers just Save and Cancel.

A credit without a logo shows the entry's name on the poster instead. A poster never silently drops a credit.

Two kinds of "mention"#

Two different things are called mentions in Rundplan:

• the credits described here, on the Mentions tab;
• the @ in a note, which calls a colleague into the thread. See Notes and Notes and mentions on an event.

They have nothing to do with each other.

Rules worth knowing#

• One search covers organizations and entries. The tag tells them apart.
• An entry needs a logo before it can be shown anywhere; both logos by default.
• An all-events line at the top organization reaches every federation event. A required line can narrow it to selected events. Local programs take only lines marked Also on local programs.
• Required lines exist only at your own seat. Nobody sets them sideways or upward.
• Lines set by other levels show read-only, never hidden. Only writing is restricted.
• A locked credit always explains itself in its hover text.
• Crediting never resets an approved event and never asks for a live-change note.
• An entry in use cannot be deleted; deactivate it instead.
• Limits: 300 entries per instance, 40 credits added on one event, 200 required lines.

Common questions#

How do I put our main sponsor on every poster? Add the sponsor under Settings → Sponsors & partners. Add a Shown for line for the top organization, as Sponsor, on All events. Tick required if events must not credit it in another role.

How do I put a sponsor only on category 1 events? In the entry, add a line for your own organization, as Sponsor, on your category word with the value 1. It is a required line.

Why can I not remove a sponsor from my event? It comes from Sponsors & partners, not from your event. The chip names the source; a lock's hover text names the required line. Ask that level's administrators.

The sponsor's logo looks wrong on the dark poster. First, upload a dark-theme logo in the entry. Then check the poster in the Poster Studio. Each Logo row that follows the event has a Logo version setting under More options: Auto, For light background or For dark background. The Organizer row and the Official badge have the same setting. Auto uses the dark-background logo first, and the light one when there is no dark one. See Logo version: light or dark background.

Why is a sponsor on the poster but not on our website? Its Show on the website switch is off. Or it reaches events only through required lines, or only through a regional body; the website's sponsor list includes neither.

Why is an entry missing from the search on the Mentions tab? It is inactive, or it belongs to another branch and is not shown federation-wide. An administrator can check it in Settings → Sponsors & partners.

Can a club add its own sponsors? Yes, if a person there holds Manage sponsors. Their entries are visible within their branch, and entries shown federation-wide are available to them too. Anyone who may edit an event can also create an entry from its Mentions tab.

Why did all our posters go out of date after I changed a line? The line reaches them, and their artwork is older than the change. Open each Studio poster and save it; it takes the change when it opens. For an uploaded poster, press I checked this poster on the event's Poster tab if the image is still right.

Notifications, tasks and circulars#

What it is#

Rundplan tells the right people what happened to the events they are involved in, and gives them one place to act on it: the Inbox, behind the bell in the top bar, with a Tasks tab for what waits for your decision and an Updates tab for what happened. Every event also has its own note thread, and people with the right can send Circulars to a whole branch of the organization.

Everything in the inbox is written in your own language. Each reader sees the same event described in their language.

The Inbox#

How to open it#

1. Click the bell in the top bar. The Inbox opens in the middle of the screen.
2. Rundplan picks the tab for you: Tasks when something waits for you, otherwise Updates.

The badge on the bell counts tasks first. Open tasks show in amber. When there are none, unread updates show in red.

The Tasks tab#

The Tasks tab shows only the sections that have something in them:

An event edited after it was submitted carries the amber flag Edited since submission. An approver sees at once that the proposal changed.

After you act on a task, Rundplan takes you back to the inbox. So deciding three items needs only one click on the bell. Approving an event, a change or a transfer step also shows a short message: approved, or whose step comes next.

The Updates tab#

Updates is the activity feed. It lists what happened, newest first, 30 rows per page. Load older is at the bottom, Mark all read at the top.

• Click a row to mark it read and open what it is about. A circular opens its reading view. A note or a mention opens the event on its Notes tab. A transfer opens the player on his History tab. Anything else opens the event.
• Times less than six days old read like "3 hours ago". Older ones show a date.
• A row about an event that was later deleted stays, as a record. It reads "This event no longer exists." and opens nothing.
• A row that asked you to approve a transfer reads "Resolved" once the transfer is decided, withdrawn or replaced.
• The feed refreshes each time you come back to the window, and every 90 seconds while the window stays open.

What produces an update#

These people receive an update about an event:

• the event's creator;
• the people whose approval is due now;
• the administrators of the branch the event belongs to;
• the people taking part in the note thread;
• for access requests, everyone who could have decided the request.

The branch administrators are the people with the Admin switch or Manage organizations, seated at the owning organization or above it. They get live changes and poster notices in the app only, without mail.

An approval in the middle of the chain reads, for example, "<name> approved “<event>” for Region. Waiting for approval: Federation." The last one reads "“<event>” was approved by <name>."

When an event is published, its creator and the administrators of the owning organization get an update and a mail. The administrators above get the update only. How the event was published does not matter: the status pill, the menu, or creating it as Published.

• When the person who publishes sits at the owning organization, its administrators get the update only, without mail. The creator is still mailed.
• An internal event is announced in the app only, with no mail to anybody. The update reads "<name> published “<event>”. It is internal: visible in the app only, never public."

You are never notified of your own action. Nobody is told twice about one note: being mentioned counts before taking part in the thread.

An update never reveals an event you may not see. The event's name is saved into the update when it is written, so a later rename or deletion does not change the record.

Notes and mentions on an event#

Every event has a Notes tab. It is the conversation about that event, and it stays with the event.

How to write a note#

1. Open the event and switch to the Notes tab.
2. Type into Add a note….
3. Choose Share to make the note visible to everyone who can see the event, or Private to keep it for yourself.
4. Save. A shared note appears in the thread with a Shared badge.

How to mention somebody#

1. In a shared note, type @ and start typing a name. The list offers only people who can already see this event.
2. Pick the person. They get an update and, if they allow e-mail, an e-mail that takes them to this thread.

If you name someone who cannot see the event, the note is still saved. You then read "Not delivered to <names>: cannot see this event. The note is saved."

Approval and rejection notes go into the same thread, so the whole history of an event reads in one place.

Circulars#

A circular is an announcement with a subject, a message and optional files, sent to a whole part of the organization at once. Digipart switches circulars on per instance. Where they are off, the Circulars button does not appear.

Sending needs the Send circulars right. Branch administrators can hold it for their own branch.

How to send a circular#

1. Click Circulars in the top bar, then New circular.
2. Enter a Subject and the Message. The message is plain text; line breaks are kept.
3. Under Recipients, choose Everyone or one organization. An organization means everyone in it and in every organization below it.
4. Tick Ask for confirmation if recipients must confirm the circular. It then stays in each recipient's Tasks until they confirm.
5. Add files if you need them. Adding a file saves the circular as a draft first. A circular holds up to 12 files.
6. Read the line Reaches {count} people under the recipients. It counts the audience as you choose.
7. Click Send… and confirm. Recipients are told in the app, and by e-mail where e-mail is set up.

How to see who has read it#

1. Open the sent circular from the list.
2. The receipts view lists every recipient: Notified, and, where you asked for confirmation, Confirmed with the date. It also counts how many people still owe a confirmation, and how many joined the audience's organizations after the circular went out. People who cannot sign in yet are not counted as new.
3. One button reaches whoever is missing. On a circular that asks for confirmation it reads Send reminder: it reminds everyone who has not confirmed and reaches the people who joined since. On a circular without confirmation it reads Send to new members.

The button works once per 24 hours, counted from the sending. So the first reminder is possible one day after the circular went out. Until then it says "Available again in ~<hours> h". When nobody is left to reach, the button is not shown.

Recipients never see the receipt list. Only the sender and the administrators of that part of the organization do. Those administrators also find the circular in their own list, with the sender's name first. They can read it and its receipts, but only the sender sends reminders.

How to confirm a circular you received#

1. Open the row in Tasks under Circulars awaiting your confirmation, or click the update.
2. Read it and click Confirm receipt. The first confirmation time is kept, even if you click again later.

E-mail#

E-mail is an extra channel. The in-app update is always written. E-mail goes out as well, and each person can switch it off for themselves.

How to switch your notification e-mails on or off#

1. Open the account menu in the top bar and choose Notifications.
2. Tick or untick Email me about changes to my events. This covers approvals, rejections and changes to published events you created. Updates in the app are not affected.

The same window holds your news choices, where news is switched on; see "News about new events" below.

Who gets which e-mail#

A plain shared note e-mails nobody. An approval in the middle of the approval chain is not a result, and e-mails nobody either.

Every e-mail links straight to what it is about. A mention e-mail opens the Notes tab; a transfer e-mail opens the player. Every e-mail exists in German, English and Romanian, and each recipient gets it in their own language. The sender's name is your federation's full name, or its short name when the full name is empty.

News about new events#

Only where Digipart has switched news on for your instance. People choose which newly published events they hear about. Staff choose here; members of the public choose in the app (see News about new events). Nobody gets news without choosing it.

How to follow new events#

1. Open the account menu and choose Notifications.
2. Under "Notify me when:", tick new events are published. The chip All events appears.
3. To narrow it, press Add and pick organizations or event types. A pick replaces All events, and All events replaces the picks. Up to 20 fit.
4. Leave Email on and choose Right away or Once a day.
5. Press Save.

You hear only about events you can see in the planner. Staff get no push alerts from Rundplan itself. For alerts on a phone, use the public app with the same e-mail address. When no mail can reach you, Email is grayed and its (i) says why.

Until you follow something, the inbox shows a card above its tabs: "Get notified when new events are published", with Set up. It appears at most twice, a week apart.

What arrives#

• Everything published within ten minutes comes as one mail. With Once a day, one mail comes at 18:00, only on days with news. Anything published after 18:00 comes in the next day's mail. The hour follows the Time zone under Settings → General.
• Each event comes once. Publishing it again is not news again.
• An event from a club's own program carries the line "Club program event (the club’s own, not a federation event)".
• Not news: events that are already over, events taken off the list before the mail went out, and imported events.
• Members of the public hear only of public events, and only while the public side is Public. A club's own local events reach them only when they follow that club or a branch above it.
• The event's Audit log records "Subscribers told it is published", with the number of people.

How to stop news#

Every news mail ends with Stop all news. The link opens a page, and nothing changes until you press Stop. All your news stops, but your choices are kept: Turn news back on restores them. Reminders and other mails are not affected. Saving your news choices again also turns news back on.

Rules worth knowing#

• A circular's recipients are fixed at the moment of sending. Later joiners are added only by a reminder. The receipt list is the record of who was told what, and when.
• A sent circular cannot be edited or deleted. To correct it, send a new circular. Drafts are yours alone and can be deleted.
• People in the org chart without a login are part of a circular's first audience. Your organization decided they exist, and the receipt list would understate the reach without them. A reminder reaches them only once they can sign in.
• A person who leaves the audience's organizations after a circular keeps their receipt, but no longer counts as pending.
• Rundplan checks the audience again at the moment of sending. Someone who moved to another organization cannot send to their old branch.
• Every e-mail attempt, whether sent, held back or failed, is recorded. Nobody can erase that record from inside the app.
• A failed notification never undoes the action behind it. If an e-mail cannot go out, the approval still happened.

Common questions#

Why do I not see a task another person sees? Tasks follow authority. An event is in your Awaiting approval only when your approval is the one due now. Earlier and later levels of the chain see it when their turn comes.

How do I know whether somebody has read my circular? Open the sent circular. Without Ask for confirmation, you only see who was notified. With it, you see who confirmed and who has not.

Can I reply to a circular? No. Circulars are one-way. Use the notes on an event, or e-mail the sender.

Why did a mention not send an e-mail? Either the person switched off their notification e-mails, or e-mail is not set up on your instance. The in-app update was written in both cases.

Why does an update still name an event that no longer exists? The name is saved into the update when it is written, so the record stays readable after the event is deleted.

Can I turn off the in-app updates? No. The feed is the record. You can mark everything read with one click, and you can switch off the e-mails.

Somebody wrote a private note. Can an administrator read it? No. A private note is visible to its author only.

Publishing: website, calendar feeds and the public API#

What it is#

A published event reaches the outside world through several doors: your website, calendar apps, downloads, the public mobile app, a read-only data feed for your web agency, and the Rundplan Connect plugin for WordPress. Every door reads the same published copy, and nothing internal ever leaves. This page covers the public switch, what goes out, the feeds, and the WordPress plugin.

The first parts are for the manager who decides what goes public. The parts on the public API and the plugin are for the web agency.

The public calendar switch#

Everything public starts with one choice, Who can see it:

• Off: nobody. Every public address answers as if it did not exist.
• Preview: only people with a preview link, and machines with a preview key. To everyone else the instance looks switched off.
• Public: everybody. Search engines may find it.

The one choice covers every public door: the feeds, the API, the public app, the public files and the app's sign-up pages.

How to publish your calendar to the world#

1. Open Settings → Calendars. You need the right to manage configuration.
2. Find Public calendar feed. Under Who can see it, choose Public.
3. Confirm that the data goes on the open internet. You can switch back at any time.
4. Three addresses appear with copy buttons: Calendar feed (ICS), Data feed (JSON) and Schedule feed (for scoring systems).
5. Click Open the subscribe page to see the page your public will use.

How to show the public side before it is public#

Preview is for the weeks before go-live, while the world sees nothing.

1. Under Who can see it, choose Preview.
2. Under Preview passes, press New link for a person, or New key for a machine such as your website.
3. Give the pass a name and an expiry. A link expires after 14 days by default, 90 at most. A key may run without an expiry. For a key, also choose What the key opens.
4. Copy the link or key at once. It is shown only once.

A link opens the public app in that person's browser, and always opens everything. A key goes into the settings of a website or a scoring system. A key made for The schedule feed only (for a scoring system) opens that feed and nothing else. The choice cannot be changed: revoke the key and make a new one. Revoke stops a pass on its next request. The list tags each key "Everything" or "Schedule feed only", and shows when each pass was last used and how often.

Calendar subscriptions do not work in preview: a calendar app cannot carry a pass. Switch to Public before you hand out feed addresses.

How to keep an event type off the public side#

1. Open Settings → Event types.
2. Open the type and switch on Internal – never public.

Events of this type never reach the website, the feeds or the app, even when published. See Public, internal and private events.

Calendar feeds#

A calendar feed is an address that Google Calendar, Apple Calendar and Outlook read on their own schedule. Once subscribed, the calendar app keeps itself up to date. Feeds and downloaded files keep a cancelled event, marked as cancelled, with "(Cancelled)" before its name.

The public feed#

The public feed is one address for the whole federation calendar. Anybody can subscribe, with no account. Narrow it by adding:

• ?org= with an organization id: that organization and everything below it.
• ?type= with an event type id, or ?tier= with a category id.
• ?season= with a year: that whole season, however old.

These can be combined and repeated. The ids are shown in Settings.

The subscribe page#

The subscribe page lets a visitor choose which part of the calendar to subscribe to. It needs no login. Link to it, or print its QR code, on your website, posters and circulars.

The visitor picks a season, organizations (each brings everything below it), event types and categories. A row left untouched means all of it. The default is everything upcoming, plus the last twelve months.

The buttons Apple Calendar, Google Calendar, Outlook and Copy link follow the choice. A line says in words what the feed contains and how many events that is. A QR code carries the address to a phone.

Only what is public is offered. With organizations picked, a box appears: Include the organizations' own events. Tick it to add their local public events. See Local events.

The same chooser is in the public app under Subscribe.

Personal feeds#

A personal feed turns your current filtered view into a feed for your own calendar app.

1. Open Calendars in the top bar, then the Export tab.
2. Under Sync to your calendar, click Google Calendar, Apple Calendar or Outlook. Or copy the Feed URL by hand.
3. Your feeds are listed under My feeds, with when a calendar app last fetched them.
4. Click Revoke to stop a feed at once.

A personal feed follows your saved filter and your current rights. Each person can hold up to 20 feeds. Each entry gives the venue with its street and town, and links to the event in Rundplan. Requested events show as tentative.

Tip: Calendar apps refresh on their own schedule. Google can take up to a day.

Downloads#

How to download the current view#

Set the filters, open Calendars → Export, and choose Download as .ics or Download as CSV. See Exporting.

A printable season list#

Press Print above the List view. See The current view on paper or as PDF.

What never leaves the house#

• Events under a type switched to Internal – never public.
• Events in any status except published, completed and cancelled, and completed or cancelled events that ended more than twelve months ago.
• The pending revision of a live event.
• Notes, the protocol, the approval chain, attachments, poster drafts, who created or edited an event, and the inside of a credit: who placed it and whether the organizer may remove it.
• The venue's capacity, notes and contact person.
• Custom fields marked Internal or without Show on the website, every E-mail and Phone custom field, and retired custom fields.
• A club's president, phone and e-mail, unless Publish contact people is on.
• An entry under Settings → Sponsors & partners that is inactive or whose Show on the website switch is off.

An event you only attend goes out with its program, but without its registration block, entry fee and Rules & notes. See Events you attend but do not organize.

The public API, for your web agency#

The API is read-only. There is no way to write data through it.

Access#

• While the public side is Public, there is no key and no login.
• While it is Preview, every address answers only to a request with a preview key in its Authorization header (Bearer rpv_…). A schedule-only key opens GET and HEAD of schedule, and nothing else.
• While it is Off, or without a valid key in preview, every address answers "not found".

Every address is rate-limited per caller, so cache what you read. Answers carry cache headers and an entity tag; send the tag back and you get a short "nothing changed" answer. Five minutes is the suggested re-check interval.

The three feed addresses#

All three addresses under Public calendar feed accept ?org=, ?type=, ?tier= and ?season=.

All read addresses#

Every address sits under /api/public/v1/ on your instance and follows the switch above.

players, its results and rankings answer only where the sport registry is switched on.

orgs lists the affiliated organizations of your structure. External organizers, venue businesses and paused clubs are left out. Each organization names its parent, so a website can draw the tree.

sponsors lists an entry only while it is active, Show on the website is on, and it is shown for the federation or a club, or added to a public event. Each place comes with its role.

Contact people#

A club's president, phone and e-mail go out in clubs and orgs only while Publish contact people is on. It is off by default and sits under Settings → Features, which only Digipart reaches.

An organization's own program#

Local events, an organization's own program, are never in the federation feed. Add ?scope=all together with ?org= to include the picked organizations' local public events. Alone, ?scope=all is ignored. The schedule feed never serves local events.

Three keys mark the difference:

• scope: "local" on a local event. A federation event has no scope key.
• ownerOrgId on the type of a local event: the organization the type belongs to.
• localOwners in calendar-facets: one row per organization with public local events, with id, name and depth. Always present, empty when there is nothing.

What the data feed carries#

Every event has a stable public id that is never changed or reused. The federation's own event number rides beside it as the external event id.

Each event carries: the ids, the slot, name, subtitle, start and end date, start and end time as local clock times, status (published, completed or cancelled, with cancelledAt when cancelled), kind (event or envelope), the parent event and festival name for days of a festival, the type and category with their colors, the organizing organization with its logo address, the venue, the country when abroad, the contact person, the description, the program, the registration fields, Rules & notes, the video link, the season, the current poster, the credits, and the public custom fields under their technical key.

A festival is an envelope: a frame around child events, with no venue or classification. Filter on kind to get only real events.

Keys that save a website from working things out:

• Color and finish. The category carries its color and metal finish. Each event also carries the color and finish the planner paints it in.
• Country. An event carries a country code only when its town is abroad. The federation's country is published once, at the top.
• Description. description is the text as typed, with its formatting marks. descriptionHtml is the same text as safe HTML: paragraphs, headings, bold, italic, lists and links.
• Currency. currency is the event's currency; every amount on the event is in it. The federation block at the top names the federation's currency, currencySymbol and currencyPosition, so a website prints money the way Rundplan does.
• Entry fee. fee holds mode (single or perCompetition), amount (a number, 0 = free, null per competition) and currency. The older bare number registration.fee stays for one more release.
• Program. The competitions in the organizer's order: day, time, title, note, and, per competition, feeAmount (in the event's currency; 0 = free). A row written before fees became numbers may carry its old text for one release.
• Attended events. The role participant and the real organizer's name. No fee block, but row amounts still go out.
• Credits. credits is what the poster prints beside the organizer, in the poster's order. Each entry has a role (coOrganizer, auspices, supporter, partner or sponsor), a kind (org or party), the id, the name, and where present shortName (organizations), url (parties), logo and logoDark. It includes what the federation's required lines add and the federation-wide partners; the organizing organization is org, not a credit. A local event carries only its own credits, its owner's lines and lines marked for local programs. An organization appears only while orgs lists it or it is the federation; a party only while it is active and Show on the website is on. The key is missing when there is nothing to print. A credit change changes the event's entity tag.
• Logo size hints. Beside every logo of an organization or a party, up to three keys let a website draw a row of logos at equal visual weight:
  • logoShape: aspect (width ÷ height, as drawn) and density (the share of ink, 0 to 1; missing when it cannot be told). Transparency and a white or near-white ground count as background; a colored or dark opaque ground counts as solid, 1. Measured once, at upload.
  • logoDarkShape: the same for the dark-background logo.
  • logoScale: the Logo size setting, a whole number from −3 to 3. Missing on Automatic.

They ride in events (the federation block, the organizing organization and each credit), clubs, orgs and sponsors. A key is missing when unknown and never present without its logo; a website then keeps its usual box. The recommended rule: give every logo in a row the area T² × 1.9 for a row height T; width = √(area × aspect), height = √(area ÷ aspect); when density is known, multiply by (0.45 ÷ density)^0.25, held between 0.85 and 1.2; multiply by 1.12^logoScale; then hold the height between 0.5 × T and 1.6 × T and the width at 3.4 × T or less. A changed shape or setting changes the entity tag.

A field the event does not have is missing, never null or empty. So are links with a scheme other than http(s), colors other than #rrggbb, and the parent of a non-public festival. The contract only grows: new keys may appear, and existing keys never change meaning.

Players and rankings#

• Each player carries ranks, points and the divisions they play in (divisions).
• divisionList gives your configured divisions with their names per language.
• A player with no club has the status independent, with the Independents group as club. Print the word "Independent", not the group's name.
• Club history: see The club at the time of a result.
• Players and the newest season's rankings are ordered by general rank, then season rank. Unranked players come last, by name.
• A past season's rows are ordered by season place, then name. Where Rundplan kept that season's final Darts Flux ranking (men and women only), the place and the general rank come from it. Otherwise the place is worked out from the points, ties sharing one, and the row carries seasonRankDerived: true.
• players/<id>/results carries seasons: the player's season points, newest first. The current season's come from the scoring system; an earlier season shows only where Rundplan kept its ranking. Rundplan never adds results up.
• Every result there, and every competition cell of rankings, carries divisionPlace beside the scoring system's placement: the place within its division at that competition. Ties share a number and skip the next (1, 2, 2, 4); no place is null. Players the feeds hide still count, so a visitor's list may start at 2.
• A result whose points were annulled carries points: 0 and pointsAnnulled: true; its places stay. The key is missing otherwise. previous and a worked-out past season count it 0. Print the 0.

The technical key of a field#

Every built-in field has a fixed key, listed under Settings → Fields as API key. Custom fields travel under the key their administrator gave them. Keys are permanent; labels can change freely.

Players in players and clubs in clubs and orgs carry fields: their custom fields marked Show on the website, by key, without labels. A choice gives the option ID; yes/no gives true or nothing.

Logos and images#

The feeds name public addresses for organization logos, the federation's logo, player photos, the current poster of a public event, and the logos of listed sponsors and credited parties. Each file opens only while a feed names it; a player photo only while the player is public and the photo current. The poster is a web-size picture of at most 1440 pixels, never a print original. Nothing else is public: no attachments, circular files or venue photos.

The schedule feed for scoring systems#

The schedule feed carries id, external id, name, dates, type, category, season and slot, plus:

• organizer: id, name and, where set, the organization's External ID as externalId. A festival day without its own organizer carries the frame's.
• updatedAt: the event's last change.
• lockedFrom: the moment its key details freeze. Missing while no freeze is set. See Freeze competition details.
• status: "cancelled" and cancelledAt on a cancelled competition only. An active one has no status.

An administrator can narrow it to the categories and types that get scored. Festival frames are left out; their child events are listed. A scoring system that joins mid-season asks for the whole season with ?season=.

Seasons#

An event's season is the value set on the event, or else the season worked out from its date. See Seasons.

The WordPress plugin: Rundplan Connect#

Rundplan Connect puts your Rundplan data on your own WordPress site. This description matches version 0.22.1.

• The plugin copies your instance's public data to your site on a schedule.
• Pages are drawn from that copy. A visitor never causes a call to Rundplan.
• Data is edited in Rundplan only. The copy in WordPress is read-only.

The plugin speaks English, German and Romanian, following your site's language.

What it shows#

• Events as a list, cards or compact lines, and in a month or season view. Visitors switch views, search, filter and pick a season. Long lists come a page at a time with Show more. The next event counts down. Version 0.22.1 shows a cancelled event as an ordinary one, without the mark.
• A page per event: the date with day tiles, the venue with a Map link, a Register button, the poster beside the key facts, the program, About with the formatted description, the fine print, the results per division once stored, and the sponsors.
• Players as portrait cards or rows, with a page each (see The page of a player). No photo shows a neutral silhouette. A player without a club reads "Independent".
• Organisations at every level, each with its own page. A club's page shows its players, sponsors and events.
• Rankings as a table per season and division, or a podium of the first three.
• Partners and sponsors as a grid, a moving band or a still row.

Event lists leave out amateur types and events you only attend, unless a shortcode asks for them.

How to install and connect#

1. Ask Digipart for the plugin's zip file.
2. In WordPress, open Plugins → Add New Plugin → Upload Plugin. Upload the file and activate it.
3. Open Rundplan → Settings. Under Connection, enter the Instance address (it starts with https://) and save.
4. Press Test connection. The plugin says whether your instance answers and how much it holds.
5. Under What to show, tick what to copy: Events, Organisations, Players, Sponsors and partners, Rankings.
6. Put a shortcode on a page.

Warning: Players and rankings carry people's names. They stay off until you tick them.

The Settings screen#

Rundplan → Settings has these groups:

• Connection: the Instance address, and the Preview key while your instance is in preview: a key for Everything on the public side. A saved key is never shown again.
• Scope: an Organisation ID to copy one organization only, and Local events to copy its own program too.
• What to show: per kind, Copy to this site, Give each one its own page, and the Address base (for example events in /events/open-cup-2026/). Rankings add Seasons kept: past seasons copied, three by default.
• Home organisation: see below.
• Removed players: when a player leaves Rundplan, the site deletes the name, data and photo. The old address then says "gone", or sends visitors to a page you choose.
• Deleting the plugin: whether deleting it also removes the copied data. Deactivating never removes anything.

How to set up a club's site#

1. Open Rundplan → Settings → Home organisation.
2. Pick your club or regional body. The list fills once the organizations are copied.
3. Save.

Every shortcode then shows that organization by default: its events, players, sponsors, part of the structure, and its players in the federation ranking. A shortcode that names an organization keeps it. org="all" shows the whole federation in that one place.

How syncing works#

• The plugin syncs every 15 minutes.
• WordPress runs scheduled tasks only when somebody visits, so a quiet site can sync late. A real scheduled job on the server helps.
• Rundplan → Status shows the last sync, what the site holds and recent errors. Sync now syncs at once; Full rebuild fetches everything again.
• When Rundplan cannot be reached, or the preview key stops working, the site keeps everything and the Status screen reports the error.
• When an answer suddenly lists far fewer records, nothing is removed. The Status screen asks first, under Removals that wait for you.
• Pictures arrive a few per sync. A poster the plugin cannot take is named on the Status screen.

The five shortcodes#

Paste a shortcode into a page. In the block editor, use a Shortcode block. A page can hold several.

Rundplan → Shortcodes writes one for you, with a Copy button and a preview on sample data. The screen saves nothing.

Every option is optional. Ids are Rundplan's ids, separated by commas.

Options most shortcodes share#

[rundplan_events]#

Also: order, poster, flags, period, sidelist, tooltip, heading, and id for two independent lists on one page.

Example, the next five events: [rundplan_events count="5" layout="compact"]

[rundplan_players]#

Also: order, photo, heading.

[rundplan_organisations]#

With no option, it shows your top level. A club's contact people appear on its page only when Publish contact people is on in Rundplan and your web agency also allows it in the site's theme.

[rundplan_rankings]#

Visitors search, sort and pick the season and division.

[rundplan_sponsors]#

Also: order, sizing, heading. An empty row prints nothing. An event page shows its own sponsors by itself.

Entry fees on the website#

• One fee for the whole event: the key facts show an Entry fee line, such as "150 RON", "50 €" or "free".
• A fee per competition: each program row shows its fee. The Entry fee line shows the amount when all agree, and "See the program" when they differ.

Your federation's own currency uses its symbol and side from Rundplan, such as "Lei 150". Other currencies print as "€", "£", or their code ("30 CHF"). An old fee written as text prints as typed. A finished event shows no Entry fee line.

The Appearance screen#

The plugin takes your theme's look by default. Rundplan → Appearance changes it without CSS:

• Style: the Default style, Clean or Vivid.
• Colours, Title row and views, More info button, Shape, Spacing, Accent bar, Focus ring.
• Players and Ranking table: their cards and colors.
• Pages: Page background and Content background for event, club and player pages. Each takes a color or a gradient; Content background also takes transparent.

A live preview shows each change. An empty field leaves the choice to your theme. Reset to defaults clears the screen.

Rules worth knowing#

• Completed and cancelled events stay public for twelve months, counted from today, not from the season settings. Website archives and scoring systems keep working.
• Deleting a published event removes it from every public door at once. A cancelled event stays, marked as cancelled; the reason never leaves Rundplan.

Common questions#

A published event is not in the app. Why? Check the choice under Who can see it in Settings → Calendars, the type's Internal – never public switch, and the event's status.

How do I get the calendar onto our website? On WordPress, install Rundplan Connect and put [rundplan_events] on a page. Otherwise, give your web agency the Data feed (JSON) address. Without any website change, link to the subscribe page.

How fast does a change reach the website? Rundplan serves fresh data at most five minutes after a change. Add the website's own re-check interval. With the WordPress plugin, that is its sync interval, 15 minutes by default.

External calendars and overlays#

What it is#

An overlay is a read-only external calendar laid over your own plan: public holidays, another federation's fixtures, a partner's program, or your own personal calendar. Its entries show as colored bands at the bottom of the day cells, styled so they never look like one of your events. Each overlay gets its own conflict rule, so a clash with a public holiday shows in that calendar's color.

There are two kinds:

• Global calendars are chosen by an administrator and offered to everyone.
• My calendars are your own. Only you see them.

The Calendars hub#

Calendars in the top bar opens one dialog with three tabs:

Switching a global calendar off changes only your own view. Which calendars are on is saved with a View, so a view can include "with public holidays".

How to add a calendar from the catalog#

1. Open Calendars → Add.
2. Choose Catalog. The bundled calendars are listed, for example the national public holidays and the sport's international fixtures.
3. Click one. It appears in your list under Show, switched on.

You need the Add personal calendars right to add a calendar for yourself. Administrators add global calendars for everyone under Settings → Calendars.

How to subscribe to a calendar feed#

Any calendar that publishes a calendar-file address can be laid over your plan.

1. Open Calendars → Add and choose Subscribe.
2. Paste the Feed URL. Only secure https:// addresses are accepted.
3. Give the calendar a name, an icon and a band color.

Rundplan fetches the feed at once, then checks it again every hour. Two limits apply, and the screen says when they do:

• Repeating entries are skipped.
• A very long feed is cut at 500 entries.

The entries belong to the feed. You cannot edit them, and the next fetch replaces them. If a fetch fails, the last good copy stays.

An entry with a time lands on the day it falls on in your federation's time zone, set under Settings → General. When the feed gives a time without a time zone, the date stays as the feed writes it.

Each person may hold up to 20 personal calendars; global calendars do not count. Each person may also load up to 20 feeds per hour. Subscribing, changing a calendar's feed address and Refresh now each count as a load. Over a limit, the screen says so and nothing is saved.

How to manage global calendars as an administrator#

1. Open Settings → Calendars.
2. The table lists every global calendar: icon, type, number of entries, color, the Default on switch, and the result of the last fetch.
3. Switch Default on for calendars new users should see without doing anything.
4. Press Refresh now to fetch a subscribed calendar again.
5. Press Load default calendars to add the bundled set in one click. If your federation has no bundled set, the button says so and adds nothing.

The bundled Austrian and Romanian public holidays cover 2026 to 2028. An instance that already holds an older holiday calendar keeps it. To change over, add the new one from the catalog, then delete the old one.

The result of the last fetch reads in plain words: OK, could not reach the feed, feed too large, not a valid calendar, invalid feed URL, or the feed timed out.

Before you delete a global calendar, Rundplan tells you how many people have it switched on.

Icons and colors#

Each overlay has a name, an icon and a band color. The icon can be:

• one of the built-in icons,
• an emoji,
• an uploaded logo,
• or a website's icon. Enter the site's address; Rundplan fetches the icon once and stores it. Your browser never contacts that site.

Rules worth knowing#

• Overlays are read-only. They never create events, never block a save and never change your data. They show, and they flag clashes.
• Every overlay has its own conflict rule under Settings → Conflict rules. You can switch it off or change its color like any other rule. When the calendar is deleted, its rule can be deleted too.
• Fetching is guarded: secure addresses only, no addresses inside private networks, a size limit and a time limit. A feed that breaks these rules is reported, not loaded.
• The Create and Import modes on the Add tab are visible but do not work yet. Use the catalog or a subscription.
• The day lens shows a day's overlay bands together with its events. Open it with the magnifier in the footer, or hold Alt over a day.

Common questions#

Can other people see my personal calendar? No. Only you see it. An administrator sees which global calendars exist and how many people use them, never your personal ones.

Can I overlay my Google Calendar? Yes, if it gives you a secret calendar-file address. Copy that address from your Google Calendar settings, then subscribe under Calendars → Add → Subscribe. Keep the address private: anyone who has it can read that calendar.

Why does a subscribed calendar show old entries? Rundplan checks each feed every hour. For a global calendar, press Refresh now in Settings → Calendars to fetch it at once. A second refresh right after the first is refused for a moment.

A holiday overlaps my event, but the day shows no conflict. Open Settings → Conflict rules. The overlay's rule may be switched off, or a rule higher in the list may decide the day's color. The first matching rule that is switched on sets the color. An internal event or a local program event counts only when the overlay's rule includes it.

Can an overlay entry become a real event? No. To have it on your plan, create the event yourself.

Configuration, presets and seasons#

What it is#

Settings is where an administrator shapes the instance: the organization's name and look, the event types and categories, the extra fields events, players and clubs carry, the levels of the organization, who approves what, when a season starts and ends, the divisions players are ranked in, and which features are on. Settings need the Manage configuration right or an administrator account.

Your organization's own words are data, not translation. Level names, the word for the category axis, category notes, division names and conflict rule labels are typed by you, in your language, and shown as typed.

The tabs General, Structure & approval, Divisions and System each have one Save at the top. It saves every card on that tab. Leaving a tab with unsaved changes asks first. On the other tabs, each item saves on its own. Saving one tab never wipes another.

On a phone, the tabs become a strip across the top that scrolls sideways. Wide tables scroll inside their frame.

General#

Settings → General holds four cards: Organization, Money, Look and Seasons.

Organization, money and look#

1. Open Settings → General.
2. Under Organization, set the Name and the Short name. The short name appears in file names.
3. Set the Country: where your federation is. A flag and country name then appear beside a town only when that town is abroad. Leave it unset and no flags are shown.
4. Pick the Default language: the language of everyone who has not chosen their own, of the pages before sign-in, and of invitation and password mails. Each person picks their own under My language in the account menu.
5. Pick the Time zone: the clock that reminder mails and the daily news mail follow.
6. Only if a scoring system takes over your competitions: set Freeze competition details. See below.
7. Set the Public app title if the public app's header should differ from the organization's name.
8. Under Money, set the Currency: the default currency of your events, as a three-letter code such as EUR or RON. Add an optional Symbol and its Symbol position. Fees show as previews an amount. Leave the currency empty and fees show as bare numbers.
9. Under Look, upload Logo (light theme) and Logo (dark theme).
10. Pick a Background color and an Accent color. They tint the filter bar, the settings page and the sign-in screens, in the light theme only. Use default takes a color back.
11. Press Save.

Every custom field needs a name in the default language. If some fields have none in the language you pick, a line under Default language names them, and Save stays grayed. Add the names under Settings → Fields first.

The time zone also decides what "today" and "tomorrow" mean, and on which day an entry of a subscribed calendar falls. The list shows "Europe" first, then "Other time zones". Each row shows the offset in force today, for example "Vienna (GMT+2)". Until a zone is saved, the field reads "Not set" and Rundplan uses the server's own clock.

Each event can pick another currency on its Registration tab (see Entry fees). A fee in another currency prints with that currency's own sign or code. Your symbol and position apply only to your own currency.

Amounts always print in your federation's format, not the reader's browser settings, so a poster reads the same everywhere. A fee of zero prints as the word "free", never as "0 €".

A logo is prepared in your browser before it is stored:

• The empty margin around the mark is cut off.
• A file larger than 800 pixels on its longer side is brought down to 800.
• The format and the transparency stay as they were.

A line under the logo says what happened, for example "Trimmed 1600×600 → 573×139". Where a margin came off, Keep original margins stores the file with its margins; the 800-pixel limit still applies. The same happens to every logo and badge in Rundplan: organizations, venues, types, categories and sponsors.

Freeze competition details#

A scoring system such as Darts Flux takes over a competition some days before it starts. Freeze competition details sets how many days. From that moment, Rundplan keeps the competition's key details as they are. The scoring system reads the same moment from the schedule feed (see The schedule feed for scoring systems).

• Frozen are the name, start date, end date, organizer, type, category and slot. Start and end times and every other field stay open.
• The freeze starts at midnight of the event's first day, in your Time zone, minus the days set. With 2 days, an event on 14.11.2026 freezes on 12.11.2026 at 00:00.
• Only Published and Completed events freeze. Frames and an organization's own local events never do.
• Nobody can change a frozen detail, federation administrators included. A save or a drag in the calendar that tries it is refused.
• A change waiting for approval that moves a frozen detail can no longer be approved, also not with Save and approve. It keeps waiting.
• Cancelling and reopening an event work before and after the freeze. See Cancelling an event.
• 0 or an empty box switches the freeze off. The highest value is 60.

There is no exception for a single event. A lower number, or 0, applies to every event.

In the event form, a frozen event reads "Frozen since <date>" under its name, and the frozen fields are grayed.

Seasons#

A season in Rundplan ends with an event, usually the final. Everything after that event belongs to the next season.

1. On the Seasons card, switch on This organization has seasons. With it off, the instance has no season field and no Year / Season choice anywhere.
2. The table lists the seasons that have events, plus the previous, current and next one. For each, pick the Closing event. Rundplan suggests an event whose name looks like a final and marks it Suggested.
3. Set the day that applies without a closing event: Without a closing event, the next season starts on a month and day.
4. Press Save.

A season is named by the year it ends in. A season without a closing event reads "Ends on the day below"; for the current season, in amber. When a closing event was deleted, the row turns red and reads "Pick another event".

Removing a closing event asks you to confirm. It changes what the website and the app show, and how championships are counted.

The event's own season stays an override. Leave it alone and the season follows the date. Change it and it wins.

Structure & approval#

Settings → Structure & approval holds the cards Levels, Who approves an event and Changing a published event, and on sports instances Transfers.

Levels#

The ladder of your organization, top to bottom. Examples: Federation → Regional association → Club, or Town hall → Institution → Organizer.

1. Type a name for each level. Add level adds one at the bottom. The buttons on a row insert a level above or below it. Inserting only renumbers the levels below. It never moves an organization to another parent.
2. Deleting a level is refused while organizations sit on it. The delete button's hover text gives the count.
3. In the Region column, mark the level whose organizations fill the region filter, the saved views and the region field on events.
4. In the Clubs column, mark the level of the clubs players can belong to. Usually this is the bottom level.
5. Press Save.

Who approves an event#

This card lists the levels that must approve an event, nearest level first. Add a level with the buttons after Add:. Order the list with the arrows on each row.

An event only runs through the levels above its own organization, so naming the bottom level does no harm. An empty list means one approval from anyone above the owner. See The approval chain.

Transfers#

Sports instances only. Under Who approves a transfer, this card decides who approves a player's change of club.

• Same as events uses the levels of Who approves an event that sit above the clubs. The line below names them: "Needs approval from: …".
• These levels sets a list of its own, in the same way. It starts as a copy of the events' list.
• An empty list reads "Nobody listed: the federation approves on its own."
• The current club must release the player first adds a first step: the club the player leaves approves before the levels.

The card saves with the tab's Save. A change applies to new requests only. See Who approves.

Changing a published event#

• Approval is needed for: Public information only lets internal notes and identifiers save at once. Every change means nothing on a live event changes without an approval.
• Wording changes need only one approval: when on, a change to the wording takes one approval from the level just above the organizer. When off, every change goes through the full chain.
• A current poster is required to publish: events can only be published with a current poster. Approvers may override with a logged reason.

Divisions#

Sports instances only. Settings → Divisions lists the divisions players are ranked in, for example men, women and juniors. Results and players store a short code; everyone sees the name.

1. Open Settings → Divisions.
2. Per row, enter a Code: letters and digits, 1 to 8 characters. Upper and lower case count as the same.
3. Enter the Name in your federation's language; it is required. Translations on the row holds the names in the other languages.
4. Use the arrows to move a row up or down. Use the delete button to remove one.
5. Press Add division for a new row. The list holds up to 32.
6. Press Save. Discard changes throws away what you have not saved.

Rules:

• A saved code cannot be changed. Remove the row and add a new one instead.
• At least one division is needed.
• A code that results or players still hold cannot be removed.
• Until you save a list, the instance runs on built-in divisions: Men, Women and Juniors. The tab then says "Built-in list, not saved yet".

The configured names and order appear in the Players view, the Rankings view, the public app and the website. See Results and rankings.

System#

Settings → System is the last tab. It holds how the instance runs. Each card shows only to the people it concerns.

Data checks#

Sports instances only. The card says when the checks last ran and how many issues are open. Administrators press Check now to run them.

"Mark events as completed <days> extra days after they end" is on by default, with 0 days. The day after its last day, an approved or published event then becomes completed. The activity of every organization then stays true without anyone chasing it. Add days if you need time to check. Switch it off and nothing completes by itself. Completing an event describes what the Integrity view shows meanwhile.

Hold publishing while issues are open, when on, stops an event from being published while open issues point at it. Whoever publishes anyway must give a reason, and the protocol records it.

Both wait for the tab's Save. Where the sports add-on is off, automatic completion still runs as described.

Darts Flux#

Only where Digipart switched on the Darts Flux adapter. Read players, clubs and results from Darts Flux decides whether this instance reads from Darts Flux, the scoring system the Romanian federation uses. The switch saves as soon as you move it. While it is on, After a check sits below it. See Settings for Darts Flux.

Membership history#

Sports instances, administrators only. This card builds every player's club history once, from Rundplan's copies of Darts Flux. See Building the club history from the archive.

Usage#

Administrators see what the instance holds: managed organizations, organizations, accounts, app sign-ups, events, files, posters, and the size of the stored data. Press Refresh to read the numbers again.

Digipart support access#

This card decides whether Digipart staff may see and change the instance's content for support. The switch saves at once. See the common questions under Languages, security and your data.

Download all data#

Administrators download everything the instance stores as one archive, with Download archive. See How to download everything.

Maintenance#

Restore pre-v2 config appears only when a configuration backup from an upgrade exists.

Event types and categories#

1. Open Settings → Event types. Types and their categories sit on one screen.
2. At the top, set the Category label if you want your own word for the categories, for example "Tier", "Wertung" or "Categorie". It appears in the event form, the filter bar, the list and exports. It has its own Save.
3. Per type, set: Label, Short label, Color, Registration (whether events of this type take registrations), Internal – never public, Just for fun (amateur), We attend, we don't organize, and an optional Badge image.
4. Per category, set: Label, Short label, Color (empty means the type's color), Use this color in the planner, a Finish, the type it belongs to, a free-text Category note, and an optional Badge. A preview shows the color and finish.
5. Categories without a type appear in an amber Unassigned categories group. Assign them, so the event form offers the right ones.

Internal – never public keeps every event of this type off the website, the feeds and the app, whatever its status. Inside Rundplan, only the owning organization, the organizations above it and administrators see such events. The hint under the switch says: "Every event of this type is internal. Staff see it; the public never does." See Public, internal and private events.

Just for fun (amateur) marks types that earn no national points. The public app's mug and cup quick filters use it.

We attend, we don't organize is for events your organization takes part in but somebody else runs. Such events show your organization as a participant: no approval chain, no registration, no poster duty, no organizer points. See Events you attend but do not organize.

Use this color in the planner is on by default. Switch it off and the planner paints the category's events in their type's color. The category color still goes to your website and the feeds.

Finish gives a category a metal look: Gold, Silver, Bronze or Platinum. It is a gradient with dark text, in the planner and on the public side. None keeps the flat color.

This screen holds the federation's own list. An organization's own types for its local program live on that organization's Program tab. A hint line here says so. See The Program tab.

Parent events: one color that every festival band wears, in the calendar and in the public app.

Organizer points: where the feature is on, a card at the foot of the screen gives every category its points and sets the Target per season each club is measured against. Pick the season above the card. A season with no rules of its own follows the newest earlier one until you save it. See Organizer points.

A type that still has categories, or that events still use, cannot be deleted. Its Delete is grayed out; hover over it to read why, with the count. Move the events first.

Fields#

Built-in fields#

Settings → Fields lists every built-in event field with its API key, the name the public data feed uses. A key can be reset to its default.

Custom fields#

Custom fields are your own additions to events, players and clubs. Only where the sports add-on is on, a choice at the top of the card says what the list describes: Events, Players or Clubs. Each has its own list, its own count and its own Add field, with up to 40 fields each. Elsewhere the card holds event fields only.

1. Pick Events, Players or Clubs, then click Add field.
2. Enter the Name in your federation's language. Other languages holds the names in the others.
3. Choose the Type: Text, Long text, Number, Amount, Date, Time, Link, E-mail, Phone, Yes / no or Choice.
4. The key fills itself from the name. The pencil beside it lets you type your own. The key is the field's name in the data feed, the import, the export and the poster.
5. Set the switches. They differ for events and for players and clubs; see the table below.
6. For a Choice field, add the Options. An option that is still in use cannot be removed. Retire it instead. A Required field keeps at least one option that is not retired; otherwise the form does not save.
7. Optionally, open More and set a Group heading, for example "Logistics". For an event field, Applies to is there too: nothing ticked means every event and every frame. Or tick specific types, or Frame (festival).
8. Press Save.

The key, the type and what the field describes cannot be changed once saved. Wrong type? Retire the field and create a new one.

Move up and Move down set the order in the form. For event fields, the same order stacks fields on posters. Retire hides a field from forms but keeps its values. Reactivate brings it back. After each of these, the row's buttons stay grayed until the change is saved. A field that events, players or clubs still hold a value for cannot be deleted; retire it instead.

Event fields appear on the event's Custom fields tab, in the spreadsheet import and export under their key, in the filter bar, as a List view column where you asked for one, and as values you can place on posters.

Player fields appear on the player's Profile tab, club fields on the club's Details tab. See Custom fields on players and clubs. A player or club field never appears on an event.

Venues, towns, templates#

• Venues: name, address, town, capacity, contact person, notes, logo. You can also create a venue from the event form with ＋ New venue….
• Towns: with region, country and sort order. New town adds one. A blank country means your federation's own country. Set a country only on towns abroad; their events then show a flag.
• Templates: reusable event outlines, with a count of how often each is used. Pick one under Use template when creating an event.

Deleting a venue or a town that events use asks a second time. It says how many events use it; for a town, also how many venues lie in it. After the delete, those events have no venue or town. A new venue with the same name does not reconnect them.

Conflict rules#

The calendar flags date clashes by rules you control.

1. Open Settings → Conflict rules.
2. Drag rules to reorder them. The order is the priority: the first matching rule that is on sets the day's color.
3. Switch each rule on or off, pick its color and edit its label.

A label or a number of days saves when you leave the box or press Enter. Escape puts the saved text back. A color saves once, when the color picker closes. The same goes for the color of Parent events and of the calendars in Settings → Calendars.

There are five kinds of rule: any date overlap, overlap in the same region, overlap in different regions, same venue, and a minimum gap in days within the same region. Every external calendar adds a rule of its own. Built-in rules can only be switched off. Only rules of deleted overlays can be deleted.

Each rule has two boxes under its description: Include internal events and Include local programs. Both start unticked. While a box is unticked, the rule ignores those events: they never cause a conflict and are never the other side of one.

• An event that is both internal and part of a local program counts only when both boxes are ticked.
• The boxes work the same on overlay rules. A club evening on a public holiday lights the holiday rule only if that rule includes local programs.
• The "Same venue" marking follows the boxes of the same-venue rule.

Registration defaults#

Settings → Registration holds the Default entry fee, how many days before an event registration opens and closes, and the default participant limit (0 means unlimited). These fill in new events. The whole registration feature can be switched off for organizations that take no entries.

Sponsors & partners#

Settings → Sponsors & partners lists every sponsor, partner and patron of the instance, grouped by role. Each entry's Shown for lines decide where it appears:

• Shown for the top organization on all events: on every event and poster.
• Shown for another organization: on the events of that branch.
• Added on one event: on that event only.

A required line, or one on selected events, cannot be removed by organizers. Show on the website decides per entry whether public websites may show it. See Partners, sponsors and mentions.

Features#

Settings → Features lists what this instance may use: e-mail notifications, circulars, the Poster Studio, the manual text override in the Studio, registration, the sport registry, the Darts Flux adapter, Organizer points, the community tier, News and Publish contact people. News lets people choose which newly published events they are told about, by mail or push; it is off by default (see News about new events). Publish contact people lets a club's president, phone and e-mail reach the public feeds; it is off by default (see Contact people).

These are licensing switches set by Digipart, not federation setup. A change applies at once.

Presets#

A preset is a whole configuration in one file: event types and categories, custom fields, organization levels, the region and club markers, the approval chain, conflict rules, registration defaults, currency, the season switch and fallback day, the event id pattern, the API key map, the divisions and feature overrides. It carries no identity, no logos, no colors and no data.

How to save your configuration as a preset#

1. Open Settings → Presets.
2. Under Save this instance as a preset, click Download preset file.

How to start from a ready-made preset#

Three presets ship, each described in every language:

• a darts federation with two levels,
• a darts federation with three levels,
• a municipality with town hall, institutions and organizers: no seasons, registration off, and five ready-made custom fields such as expected audience and permit status.
• Open Settings → Presets.
• Pick a preset under Ready-made presets, or choose a file under Load from a file.
• Press Load into this instance.

Loading is an operator action: ask Digipart. It only works while the instance holds no events, so a preset can never overwrite live data. A preset may not remove a division that results or players still hold, nor a player or club field that players or clubs still hold a value for.

A file that claims to carry an instance's identity, or that comes from a newer version of Rundplan, is refused.

Blank this instance#

Only Digipart can do this, on request. Blank this instance empties the instance completely: every organization, event, person, player, result, file and setting, and every account except the one doing it. It is used to restart after a trial or a test load.

• To confirm, the instance's short name must be typed.
• Digipart keeps a copy of the data and the files first.
• It cannot be undone from the app. Digipart can restore from the copy.

Rules worth knowing#

• Removing an event type, a category, a level, a custom field key, a select option or a division that is still in use is refused, with the blocking row named. Nothing is removed silently along with it.
• An already-broken reference never blocks a save. Old data cannot hold a rename hostage.
• Reordering levels so that a child would outrank its parent is refused.
• A hidden required field never blocks a save. A value under a field that stopped applying is kept.
• A key is used once across events, players and clubs. A player field cannot take the name of a built-in player field, such as town; a club field cannot take a built-in club name, such as president.
• The season closers are not part of a preset. They name events, and a preset carries no data.

Common questions#

How do I rename "Category" to our own word? Open Settings → Event types and set the Category label at the top. The word appears everywhere the axis is named.

We have four levels, the preset has three. What now? Insert a level under Settings → Structure & approval. Inserting never moves an organization. Then place the new organizations on it from the Organization page.

Can two organizations sit on the same level with different names? Levels are a strict ladder. Different kinds of organization, such as clubs, external organizers and establishments, can sit on the same level side by side. See Kinds of organizations.

Where do I switch on registrations? It is a feature switch set by Digipart. Once it is on, Settings → Registration holds the defaults, and every event gets a Registration tab.

Can an event use another currency than ours? Yes. The currency on the Money card of Settings → General is only the default. Each event picks its own on its Registration tab.

How do I add a division, for example Under-18? Open Settings → Divisions, press Add division, enter a code such as U18 and its names, and save.

Why is a field I retired still on old events? Retiring hides the field from forms and keeps its data. Nothing is lost, and Reactivate brings it back.

Our season starts in September. Where do I set that? On the Seasons card of Settings → General, set the day without a closing event to 1 September. Pick a closing event for each season once the final exists. The closing event wins over the fallback.

Why can I not delete the "same region" conflict rule? Built-in rules can only be switched off. Switch it off and it stops coloring days.

Import and export#

What it is#

Rundplan takes a season plan in from a spreadsheet and hands any view back out as a file. The import is a guided wizard with a dry run before anything is saved. The export follows the filters of the view you are looking at.

On sports instances, a second import loads players, clubs, results and rankings from a data file, for federations without a scoring-system feed.

Importing events from a spreadsheet#

The import reads a CSV file, the plain-text spreadsheet format every spreadsheet program can save. You need to be an administrator or hold the right to manage configuration.

How to import#

1. Open Settings → Calendars and find Import events.
2. Read the guide on screen. It explains how event types, categories, regions, venues and organizers are matched, which statuses you may import into, the keys of this instance's custom fields, and the date and time formats.
3. Click Download template. The template is made for this instance: the built-in columns it uses, plus every active custom field under its key, with an example row.
4. Fill in the template in your spreadsheet program and save it as CSV. Commas, semicolons or tabs between columns all work.
5. Under Import as, choose the status the events get. It starts at Private. You can only choose statuses you may create. If you change it after choosing the file, Rundplan checks the file again.
6. Click Choose CSV file. Rundplan checks the whole file at once. Nothing is saved yet.
7. Read the review: notices about the file, a counts line such as "18 of 23 rows will be imported · 3 skipped · 2 with errors", and one line per row with its title, date, result and details.
8. Fix what needs fixing in the spreadsheet and choose the file again. Or click Import {count} events.

The import is all or nothing. Either every importable row is saved, or none is.

What you can import#

Start date, end date or a combined date range, title, subtitle, event type, category, venue, organizer, the real organizer of an attended event, region, town, external event id, description, start time, end time, contact name, phone and e-mail, video link, registration info, registration link, season, status, and every custom field under its key.

• The town column is headed Town in an English template and export, Ort in German and Localitate in Romanian. The import also accepts Location, the older English header, and City, Stadt, Oraș and Oras, in any capitals. It matches the towns under Settings → Towns by name and never creates one.
• The real organizer's column is headed Organized by in an English template and export. The older Organised by still imports. It holds the real organizer of an event your organization only attends, as free text up to 200 characters. It sits beside Organizer, which still names your own organization. See Events you attend but do not organize.
• The Description column holds the description as typed, including its formatting marks (such as **bold** or - for a bullet). It exports and imports back unchanged.

Headers are accepted in English, German and Romanian, and in your own words for the renamable parts, such as your category label and the name of your region level. A file exported from Rundplan imports back without changes.

How rows are matched#

• Event type, category, region, venue and organizer are matched by name against this instance's settings. A name that matches nothing gives a warning and leaves the cell blank. It never refuses the row.
• The organizer column matches organizations by name, short name or short code.
• A matched venue brings its own town. The town column decides only for a row without a matched venue. When both match and disagree, the venue's town wins, and the row says so.
• A town that matches nothing gives a warning, and the town stays blank.
• A status in the file is checked against your rights. A status you may not set gives a warning and falls back to the status chosen under Import as.
• A row that would arrive as Approved, Published or Completed while its organizer's approval chain has a step you cannot approve is an Error: "This status skips an approval that is not yours to give — import the row as Requested or Private". The other rows still import.
• Columns this instance cannot use, such as season on an instance without seasons, are dropped with a notice.
• Unknown columns are reported once for the whole file.
• Duplicate external event ids, inside the file or against events already stored, are skipped and named.
• A registration or video link that does not start with http:// or https:// is left blank, with a warning.

Limits#

A file holds at most 500 rows and one megabyte. Split a larger plan into several files.

What the import cannot do#

• It cannot update existing events. A row whose external id already exists is skipped, not merged.
• It cannot create venues, towns, organizations or event types. Create them first, then import.
• It cannot attach posters or files.
• It cannot import the program or Rules & notes yet. Fill them in the event form.
• It cannot import entry fees or the currency. Set them on the event's Registration tab.

Every imported event gets an entry "Imported from a CSV file" in its protocol. Where a current poster is required to publish, events that arrived public without a poster are marked, so you can find them later.

Importing registry data#

This import is for a federation whose players and results do not come from a scoring system. It loads players, club profiles, competitions with their results, and rankings from one JSON data file. You need to be an administrator, on an instance with the sports add-on.

How to import registry data#

1. Open Settings → Calendars and find Import registry data, below the event import.
2. Click Choose JSON file. The file may be up to 5 MB.
3. Read the preview. For each part (Clubs, Players, Competitions, Results) it counts what is new, changed, unchanged, with warnings, and with errors. Rows with a problem are listed with a message.
4. Click Import. Nothing is saved before this.

Importing the same file again changes nothing. When nothing differs, the screen says so.

Rules#

• The file must follow Rundplan's registry format. Ask Digipart for the format description.
• Clubs must already exist in your organization tree. The import never creates organizations.
• A division code that is not in your division list is accepted with a warning. Add it under Settings → Divisions to give it a name.
• A result that names an event Rundplan cannot find is imported without a link to the event, with a warning.
• The import never moves a known player to another club. When the file names another club, it files a transfer request for the federation to confirm, and the preview says so. See Club membership and transfers.
• Up to 40 imports per hour are allowed for each account, previews included.

Exporting#

The current view as a spreadsheet#

1. Set the filters. The export follows the current view.
2. Open Calendars in the top bar, then Export.
3. Click Download as CSV.

The file uses the import's columns: translated headers, custom fields under their key, the date range split into start and end, and the fixed status names. The List view also has its own Export CSV with exactly the columns you see (see The List view).

Cells a spreadsheet could read as a formula#

A spreadsheet program reads a cell that begins with =, +, - or @ as a formula. So in every CSV file Rundplan writes, such a text cell begins with ', for example '+43 660 1234567. Excel, LibreOffice and Google Sheets show it as text, with the ' visible.

• Number columns keep negative numbers as they are, for example -5.
• The import takes the ' off again. A file exported from Rundplan imports unchanged, phone numbers included.
• Invisible control characters are left out of every export. The import removes them too.

The current view as a calendar file#

In the same place, click Download as .ics. For a calendar app that stays up to date, use a calendar feed instead (see Calendar feeds).

The current view on paper or as PDF#

1. Set the filters. The sheet shows the same events as the screen.
2. Open Calendars → Export and click Print. In the List view, the Print button above the table does the same.
3. In the browser's print window, choose a printer, or save as PDF.

The sheet carries your logo and name, the period, and the filters in effect. A legend of the categories follows. In both planners and the month, each category also gets a letter, which every event prints before its name. The planner and the month print across the page, the list and the turned planner upright. Colors print even when the browser's background graphics are off, and dark mode prints on white.

People who use the public app#

Administrators can export the people who set reminders or joined a wishlist: open the Organization page, then the People view, then Export CSV. The file holds e-mail, name, town, whether the address is verified, whether the person opted out, their wishes, and when they were last seen.

Players and clubs as a spreadsheet#

Only on instances with the sports add-on. On the Organization page, the Players view and the Clubs view each have Export CSV, top right. It downloads the rows on screen, with your search and filters applied, in their order.

• Custom fields are headed by their key. Retired fields are left out.
• The file holds the custom fields that are not on the website too. Treat it as internal.
• A Choice field shows the option's name. A Yes / no field shows yes or stays empty.
• The file is for reading. No import takes it back.

Your configuration#

Settings → Presets → Download preset file exports the whole configuration without data. See Presets.

Posters#

The Poster Studio exports print-ready and screen-size images per event, and a layout file another instance can open. See Export and sharing a layout.

A complete copy of your instance#

A full export of everything an instance holds, including events, organizations, people, files and settings, in a machine-readable form, is one download away. An administrator opens Settings → System, finds Download all data and clicks Download archive (see How to download everything). Your data is yours and leaves with you; the data processing agreement says so.

Rules worth knowing#

• The review shows the result of every row before you import. Read the warnings: a warning means a cell was left blank.
• A CSV saved with semicolons by a German or Romanian spreadsheet program imports correctly; the separator is detected. If the header line arrives as a single column, the review says so and names what it tried.

Common questions#

My spreadsheet has more columns than the template. What happens? Unknown columns are ignored and reported once as a notice. Nothing else changes.

Can I import into "Published" directly? Only if you hold the right to publish: Import as offers only the statuses you may create. A row whose own status you may not set falls back to the Import as choice. For an organizer below the top, you must also be able to approve every step of its chain; the chain then shows those steps as approved by you. Where a current poster is required to publish, the events arrive published and are marked as arrived without a poster.

Why were three rows skipped? Open the review and read the details. The usual reasons: a duplicate external id, a missing title, or an invalid date.

Can I re-import a corrected file? Yes, but rows whose external id already exists are skipped, not updated. Delete the wrong events first, or correct them in the app.

Where is the export of a single organization's events? Filter the calendar by organizer, then download. Every export follows the view.

Can I import entry fees from the spreadsheet? No. Fees and currency are not in the CSV file. Set them in the event form.

We have no scoring system. How do players get in? Prepare a registry data file and load it under Settings → Calendars → Import registry data. Adding a single player on screen is not possible yet.

Can I export the people who registered interest in one event? Not yet. The People view on the Organization page shows per-event counts, but the export always covers all people.

Poster Studio#

What it is#

The Poster Studio makes a poster for one event out of that event's own data: title, date, venue, category, organizer, sponsors and partners land in their places by rules set once. Around that you design freely with photos, shapes, bands, text and layers, then export the poster for print and for screens. The poster is approved together with the event, so the poster on the website never disagrees with the event.

The Studio is licensed per instance. On an instance without it, the Studio and the event's poster design controls are not shown. Uploading a finished poster image to an event works on every instance, with or without the Studio.

One event has one poster. The event is the address; there is no poster library to manage.

Getting in#

There are three ways into the Studio. All of them need the right to edit the event.

• Click Poster Studio in the top bar. A searchable picker lists the events you may edit, upcoming first.
• Open the event and click Generate poster or Open in Poster Studio. The button sits on every tab of the event. It saves your pending edits first.
• Open the event's Poster tab, choose Made in Studio, and press Generate poster or Open in Poster Studio.

Exit takes you back to the calendar, with that event open on its Poster tab.

The screen#

• The canvas in the middle is an A4 portrait poster at 200 dots per inch, fitted to your screen. Click any part of the poster to edit it.
• The right panel, On the poster, lists the layers, front to back.
• The strip under the poster holds the grid and guide controls and undo and redo. The question mark at its right end opens the help for the Studio.
• The left pane holds, top to bottom:

Edit event details opens the event, with its fields, its poster fields and its mentions, on top of the Studio. Close it and you are back on the poster. You never leave the Studio to fix an event field. If you saved a change there that the poster shows, a saved poster is brought up to date when you close the event.

On a phone or a narrow window#

Below 1024 pixels wide, the Studio stacks:

• a top line with Exit and the event's name;
• the poster, in the upper half;
• two tabs under it: Poster and Layers.

The Poster tab scrolls as one column: Poster status with the save buttons and Download first, then the event, then Start over. A tap on the poster selects a layer and opens Layers.

Dragging on the poster is off there. Place a layer with the fields under Exact place, in More options. The grid, the rulers and the guide color are hidden; undo, redo and the help's question mark stay.

Templates and the federation's design#

A new poster starts from a template, or from your federation's own default design when one is set up for your instance. Out of the box a poster shows a colored background, a background photo, header and footer bands, the title, the date and the venue. Every other slot exists but is switched off, ready to be included.

A new poster is a copy of the template. Later changes to the template never reach a poster somebody already made. When you open a poster made on an older template version, the slots it never had arrive switched off. A logo row shows dimmed in the panel, with Add to poster. Other fields go on the poster from the event's Poster tab. Nothing changes until you do that.

A new poster also gets one text slot for every custom field your instance defines that the template does not already cover.

The program and the fine print#

Two slots print what the event form holds under Program and Rules & notes (see The program). Both are off until you move them to On the poster on the event's Poster tab, under Made in Studio.

• The program prints as a table. The start time sits in a narrow column on the left. The competition, its fee and its note sit on the right.
• The fee column shows each competition's amount in the event's currency. A fee of 0 prints as "free". An event with one fee for the whole event shows no fee per row.
• When the event runs over several days, a heading names each day. Day headings, in the program layer's editor, sets how those dates are written.
• When no row has a time, the time column is left out.
• A long program shrinks as one block, never row by row, down to the slot's smallest size. Past that, it cuts the end and shows an ellipsis. Drag the slot taller when a program needs the room.
• Rules & notes is an ordinary text slot. Its line breaks are kept.

A poster made before these slots existed gets them too, switched off, the first time it is opened. Nothing on it changes until you include them.

Layers#

There are eight kinds of layer: Shape, Band, Text, Logo row, Image, QR code, Official badge and Organizer row.

How to work the layer panel#

1. Drag a row by its handle to change the order. The top row is the front of the poster.
2. Click a row to open its settings. The ones you use most come first; the rest sit in More options. Once you open More options, it stays open on every layer until you reload the page.
3. Use the eye to show or hide a layer while you design. A hidden row says "not shown".
4. Press Add to poster on a dimmed logo row to put it back on the poster. The eye cannot do that: being hidden and being off the poster are two different things on purpose.
5. Press Add a shape to add a shape of your own. The bin on a row you added deletes it. Template layers cannot be deleted.
6. Press Reset this layer, at the foot of any open layer, to put that layer back as the template had it.
7. Shift-click on the canvas or in the panel to select several layers. The selection moves as one, with the mouse or the arrow keys.

A slot bound to a field the event leaves empty is not there at all: an empty field prints nothing, no dash, no blank box, no "TBA". The panel does not list it either. Only a logo row stays in the list, dimmed, with "none on this event".

Placing things#

• Drag layers on the canvas, or set From left, From top, Width and Height under Exact place, the last group in More options. The poster is 1654 by 2339 units. Bands and the base color have no Exact place.
• Grid comes in three densities: Large grid — 20 × 28, Medium grid — 40 × 56 and Fine grid — 80 × 112. Each one subdivides the last, so changing density never moves what is already aligned.
• One switch turns on the grid overlay, the rulers, snapping while you drag and the arrow-key step together. The shortcut is G.
• Guide color changes the color of the grid and the selection outline. Guides are never exported.
• Arrow keys nudge by one unit, or by one grid line while the grid is on. Shift multiplies the step.
• Undo and Redo hold 50 steps for the poster on screen: Ctrl+Z, Ctrl+Y or Ctrl+Shift+Z.

Text#

• Pick the Font from 24 typefaces that ship with the Studio. All of them carry the letters of every language your federation writes in. All of them are embedded in the export, so the file matches the preview.
• A text layer opens with Text, Size, Color, Font with its weight beside it, Align and All capitals.
• More options holds Spacing (Between letters, Between lines, Position in its box) and Effects (Shadow, Outline, Label, Box behind the text, Opacity, Mix with the picture).
• Text wraps and shrinks to fit its frame, down to a minimum size. It never runs outside the frame.
• Shadow and Outline each have their own color. The outline is drawn behind the letters, so a wider outline never makes them thinner.
• A layer that follows the event says "Follows the event" beside Text and prints what the event says. The (i) there names the event field. Type over it and it says "Your own text". Follow the event again puts the event's text back.
• Turning a layer into manual text for good needs the manual override license (see Common questions).

Color, shapes and bands#

• Color is One color, Fade or Round fade. Switching between them keeps your colors.
• On the gradient bar: drag a color stop to move it, click it to change its color, click the bar to add a stop. A gradient holds up to five colors.
• Every color is either Event color or Fixed color. Event color follows the event type's color. Darker / lighter shifts it, from −100 % (black) to 100 % (white). A poster built on event colors matches every event without a decision.
• There are six shapes: Rectangle with Corner rounding, Circle, Triangle, Pebble, Bean and Petal.
• A new shape arrives in the event's color. Its Opacity and Mix with the picture sit in More options. The mixing modes are named by their effect: Darken what's under it, Lighten what's under it, Boost the contrast, Tint it gently.
• Opacity reads in percent, from 0 to 100 %.
• A band spans the full width at the top or bottom edge, where the template put it. Set a Height and a Soft edge, from a hard edge to a fade across the whole band.
• Text, image, logo-row, organizer-row and badge layers can carry a Box behind: a painted box that fills the layer's whole frame. Switch it on in More options, and its color controls appear under it.

Images and backgrounds#

• Ready-made backgrounds ship with the Studio and are free to use.
• Your federation can keep its own list instead, under Your backgrounds. Then only those are offered. People who may change the federation's settings add up to 12 with Add a background, and take one out with the x on it. A background taken out stays on the posters that use it.
• Your own photo: tick I have the rights to use this image first, then drop a file. Up to 20 MB. PNG, WebP and SVG keep their format, so transparency survives. The same tick covers Add a background.
• Fit is Fill frame or Fit inside. With Fill frame, Picture position (Left – right, Up – down) chooses which part of the photo stays in view.
• Photo treatment, in More options, is None, Black & white, or Tint in one color. Strength sets how much. Leave the tint on the event color and a club's phone snapshot comes out in the event's colors.
• There is deliberately no brightness, contrast or crop control. Prepare the photo before you upload it if it needs that.
• Trying a ready-made background does not lose your upload. Use this photo brings it back.

Logos, credits, badges and the QR code#

Logo rows#

• A Logo row follows one mention role of the event, such as its sponsors, partners or auspices. It then says "Follows the event" beside Logos, and the (i) there names the role.
• The row lists its credits in the order the poster draws them. Drag to rearrange them.
• A credit without a logo is drawn as a name chip, so a poster is never silently missing a credit. Its chip in the panel says "no logo".
• Logos are sized so each one shows about the same amount of ink. A wide wordmark and a round crest look equally heavy.
• Logo height sets the height of the row.
• Click a logo's chip to open Size adjustment for that logo, between 75 and 125 percent. A logo you adjusted shows its percent on the chip.
• Add a logo sits in More options. Adding a logo by hand stops the row from following the event; it then says "Chosen by hand". Follow the event again puts the binding back.

The organizer row and the badges#

• The Organizer row shows everyone who runs the event, in the federation's order. The order cannot be changed here. Show roles, in More options, writes "Organizer" or "Co-organizer" above each logo or name. A logo's size is adjusted as on a logo row.
• On an event your organization only attends, the organization named under Organized by heads the row.
• An Official badge places the type badge, the category badge, the venue logo or the organizer logo exactly as issued. There is no recoloring and no cropping. A badge without artwork is not offered.

Logo version: light or dark background#

Organizations, sponsors and partners can carry two logos: one made for a light background and one made for a dark background. A Logo row that follows the event, the Organizer row and the organizer's Official badge have a Logo version setting, in More options, that chooses between them.

• If you force a variant that a credit does not have, the other logo is used, so a logo never disappears. A small amber warning icon appears beside that credit, for example "no dark-background version uploaded".
• Auto never shows the warning.
• A logo with only one version always shows that one.
• The venue badge has no Logo version setting. A venue has one logo.

How to give an organization both logos#

1. Open the Organization page and find the organization on the Chart.
2. Open Details on its row.
3. Upload Logo (light theme) and Logo (dark theme). "Dark theme" means the version made for dark backgrounds, usually white on a transparent background.
4. Save.

A sponsor or partner outside your organization chart has the same two slots, in its entry under Settings → Sponsors & partners (see Entries).

How to bring a new logo onto an existing poster#

A saved poster keeps the event details it was saved with. A newly uploaded logo does not appear on it by itself.

1. If you uploaded the logo in another browser tab, reload the Studio page first.
2. Under the event's name in the left pane, press Update data on poster.
3. Save the poster.

Putting a sponsor or an organization on every poster#

1. Open Settings → Sponsors & partners and open the entry with its pencil, or press Add for a new one.
2. Under Shown for, add a line for the top organization, with the role, on All events.
3. Press Save.

For an organization of your chart, use Add an organization behind the gear on the same page. Every poster whose logo row is bound to that role then shows the credit. Partners, sponsors and mentions explains roles and lines in full.

The QR code#

The QR code links to The entry form or to A web address I type. It comes in Bullseye or Squares style, with its own colors.

Dates#

Each date is styled on its own layer. Select a date layer and set its Date style with four switches. The program layer has the same four switches under Day headings, for the heading of each day.

The sample line shows the result on a date range.

• A date layer you never changed keeps the style the poster was made with.
• Month and day names follow the federation's language.

Saving, drafts and approval#

The Studio always works on a draft: a private working copy the public never sees. It saves the draft about a second and a half after your last change.

Poster status, at the foot of the left pane, says where the poster stands:

The heading reads Poster status (2 versions) while the website shows one poster and the screen another.

Under it sit the save buttons:

• On an event that is not live, Save to this event writes the poster to the event at once.
• On a live event, Save for approval marks the draft ready and opens a light revision. The poster goes live at the same moment as the change it belongs to.
• Save and approve saves and approves in one step. It shows on a live event, for anyone who may approve that change anyway.

Both are grayed out while there is nothing to save; the first then reads "Saved". The (i) beside them sums up the rule: an event has one poster, and saving replaces it.

Which fields go on the poster is set on the event's Poster tab. On a live event, a change there waits for approval like any other change. The Studio follows the changed list at once: a field you took off the list is off the poster in the Studio.

More about the poster's data:

• Update data on poster re-reads every field from the event. It shows on a saved poster, which otherwise keeps the details it was saved with.
• Opening a poster whose event changed refreshes the fields that changed by itself, and a message names them: "Updated from the event: Date, Venue".
• When something changed that could not be refreshed by itself, "Event data changed" shows above Update data on poster.
• Changes made elsewhere while the Studio is open, in another tab or on another screen, are not on the poster yet. Saving does not hide them: after the save, "Event data changed" shows, and its (i) names the fields. Press Update data on poster to take them over, then save. Until then, the event keeps the poster marked out of date.
• Leaving with an unfinished draft asks: Keep as draft, Mark ready for approval, Save to event, or cancel.
• Start over → From the default template starts this event's poster again. Rundplan asks first, because undo cannot bring the old one back.

People who may change the federation's settings find two more entries under Start over. Make this the default template sets what new posters start from. Back to the Rundplan standard shows when the instance has a default of its own. Each asks first. Posters already saved do not change.

Out-of-date posters#

A poster goes out of date when a field it prints changes. That can be an event edit, an approved revision, a change to a credit or to a Shown for line, the event's currency, or a sponsor being deactivated. Status changes do not make a poster out of date.

An out-of-date poster shows Poster out of date on the event and names the fields that changed.

To clear it:

• For a Studio poster, open the Studio and save.
• For an uploaded poster image, click I checked this poster on the event's Poster tab. That click is written to the audit log.

When your instance requires a current poster to publish, a missing or out-of-date poster blocks publishing and the approval of a revision. The dialog names what is missing or which fields changed and offers Open Studio. An approver can choose Publish anyway with a written reason. The reason is written to the audit log and reaches the administrators.

Export and sharing a layout#

Download, at the foot of the left pane, opens two parts:

• Image: pick PNG or JPG and a size, then press Download image. Full size (print) is 1654 by 2339 pixels, Web is 800 pixels tall, Thumbnail 400 pixels tall. The file is named after the event.
• Backup file: Download saves the poster's layout as a small file. Open a file loads one. Another person, instance or federation can open it in their own Studio and get the same design.

More rules:

• The image is made in your browser. Images and every font used are built into the file, so it matches the preview. The grid, rulers and selection outlines are never exported.
• A layout file made by a newer version of the Studio is refused rather than half-read.
• A photo you add in the Studio is uploaded to the server as a file of that event. Everyone who may open the poster sees it. While a photo has not gone through, the poster cannot be saved, and the app says so.
• A layout file carries no photos of your own. Opened on another event or another instance, it shows a hatched box in their place, and the app says so. Ready-made backgrounds always come through.

Uploaded posters#

Every instance can take a finished poster image instead of a Studio poster.

• With the Studio: open the event's Poster tab and choose Uploaded file.
• Without the Studio: the poster slot is on the event's Content tab.

Limits: a poster image may be at most 8 MB and 40 megapixels. Rundplan keeps a web-size copy only (see Files and media).

A Studio poster wins over an uploaded image on the website and in the app. If the event has a Studio poster and you choose Uploaded file, Rundplan asks first. When you confirm, the Studio poster is deleted at once.

An uploaded image goes out of date whenever anything public about the event changes. I checked this poster clears the warning and is recorded. Uploading a new image counts as confirming it.

Rules worth knowing#

• The Studio never writes back to the event. Status, approval history, notes and ownership cannot be placed on a poster.
• A layer is linked to a field itself, not to the field's label. Renaming a field or a category never moves or loses a layer.
• The entry fee prints in the event's own currency. A fee of 0 prints as "free".
• When the event charges per competition, the entry-fee line lists the rows, for example "Men doubles 30 € · U14 free". When all rows have the same fee, it prints that one amount.
• Poster storage per instance is limited: a warning at 512 MB, a refusal at 1 GB. An administrator frees room by removing old posters.
• Uploaded SVG files are cleaned of scripts and outside links. An SVG that would need to load pictures from the internet is refused.
• Keyboard: Ctrl+Z undo, Ctrl+Y redo, G grid, arrow keys to nudge, Shift+click to select several, Escape to cancel a drag or close a popover. The font list and the layer list work with the keyboard.

Common questions#

The poster shows the old date. What do I do? Open the Studio. The changed fields are refreshed when the poster opens, and a message names them. Save, and the poster is current again.

Our logo looks wrong on the dark poster. Upload the dark-background version of the logo (Logo (dark theme)) on the organization or the sponsor entry. Then press Update data on poster in the Studio and save. If a row still shows the wrong one, set its Logo version to For dark background.

I uploaded a new logo, but the poster still shows the old one. A saved poster keeps the details it was saved with. Press Update data on poster and save. If you uploaded the logo in another browser tab, reload the Studio page first.

How do I put our main sponsor on every poster? Under Settings → Sponsors & partners, give the sponsor a Shown for line for the top organization on All events. See Shown for lines.

Can I make one poster for the whole festival? Yes. The festival frame can carry a poster of its own, and each day's event has its own. A day's poster can print the festival's name and dates from the Festival name and Festival dates slots.

Where do the sponsor logos come from? From the event's Mentions tab, in the role the logo row is bound to. Add or remove credits there, and switch the layer on in the Studio.

Why is a slot missing from the poster? The event has nothing in that field. Fill in the field on the event, or leave the slot out. Empty fields never print.

Can a designer type their own words over event data? Yes. Typing over a bound layer switches it to "Your own text", and Follow the event again restores the link. With the manual override license, the broken-chain icon on the layer's row detaches it for good, after you confirm with Convert. Only undo reverses that.

Does the print shop get a PDF? No. PDF export is not built. The full-size PNG or JPG is 1654 by 2339 pixels, A4 at 200 dots per inch, which print shops accept for posters.

Where do I change how a date is written? On the layer. Select the date on the poster and set its Date style in the editor. For the program's day headings, use Day headings in the program layer's editor.

The exported file looks slightly different from the preview. Only blending can cause that. The Download menu warns when the poster uses blending. Check the exported file before you send it.

The mobile app for the public#

What it is#

The public app is your organization's own mobile app, with your name and your logo, ready the day the public calendar is switched on. It shows your published events, lets anybody set a reminder or say they want to take part, and sends push alerts to those who ask for them. It runs in the phone's browser and installs on the home screen of Android and iPhone, with nothing to publish in an app store.

On a sports instance the app also carries the rankings, a card per player and a personal player page. The people who use the app are called persons. They are the public, not staff, and they never get a staff account.

The app lives at the address of your instance, under /app. The staff sign-in is a separate page.

Installing on a phone#

1. Open the app's address in the phone's browser.
2. Install it. The app offers Add to home screen for the full app with an Install button. You can also use the browser's own way:
   • On iPhone, in Safari: tap Share, then "Add to Home Screen".
   • On Android: choose "Install app" in the browser menu.
3. The icon on the home screen carries your organization's name and colors.

Installing matters for push alerts on iPhone. iPhone delivers alerts only to installed apps.

The event list#

The list is one timeline of the season, in date order. It opens at today's event, or at the next one. Scroll up to see the events that already took place; they are grayed.

Each card shows the date, the name, the venue with its town, the organizer's logo and the category in its color. An event running today reads "Today". The next event counts down the days. A cancelled event stays in the list, its name struck through, with a "Cancelled" chip.

• Search finds events by name, town, organizer, type or category. Suggestions appear as chips while you type. Active filters stay visible as chips.
• The season pill switches between seasons. On an instance without seasons it switches between years.
• No amateurs and Amateurs only hide amateur events or show only them. They appear only when the federation has marked some event types as amateur.
• Reminders shows only events with my reminder. Wishlist shows only my wishlist events. Both appear once the person has a reminder or a wish.
• A festival's days are bracketed by Starts: and Ends: bars.
• An event in a town abroad shows the country's flag and name first in its info line. At home, nothing is added.

The bar at the bottom leads to Events, Subscribe, Nearby, Rankings, Player and Me. Each shows only where it applies.

The event page#

Tap a card and the event slides open. It shows:

• when the event is, and where, with the street address;
• the event's poster, under the date, when it has one;
• the organizer and the contact person;
• a Details section with the event's description, with its headings, bold text, lists and links as the organizer formatted them;
• the program, grouped by day;
• the registration details, with the entry fee and Rules & notes;
• the Remind me and take-part buttons, and under them Share and Add to calendar.

Share opens the phone's share menu with the event's link. Where the browser has none, the link is copied. The link opens the event for anyone. Add to calendar downloads the event as a calendar file, which the phone's calendar app takes in. The entry carries the venue with its street and town, and a link back to the event page. A past event offers Share only. While the app is in preview, Share is hidden.

A cancelled event shows "Cancelled" and "It will not take place." It offers Share only. The reason for the cancellation is never shown.

Tap the poster to see it full-screen. Tap again, or the X at the top right, to go back. It is the same poster the website shows; see Uploaded posters.

The entry fee prints in the event's own currency. A fee of 0 reads "free". When the event charges a separate fee for each competition, each program row shows its own fee.

On an event the federation only attends, the page names the real organizer and marks your organization as Participant.

Swipe or tap the handle to go back. Previous event and Next event move along the list.

When an event leaves the list#

A link to a deleted event reads "This event was cancelled". A link to an event the organizer took off the list reads "This event is no longer announced". If that event is announced again, the link shows it as before.

When this happens before the event's last day, everyone who tapped Remind me or I want to play on it gets one mail. The mail says which of the two happened, and gives the note written at the time as the reason.

A cancelled event stays in the list. Before its last day, the same people get one mail, "Cancelled: <event>", without a reason.

Reminders and taking part#

Every event carries two buttons: Remind me, and a take-part button. The take-part button reads I want to play on a sports instance and I'm going on any other.

How a person sets a reminder#

1. Tap Remind me. The first time, a small sheet asks for the e-mail address only.
2. Rundplan mails a confirmation, and the sheet says "Check your mail to switch the reminder on". The person opens the mail and clicks Confirm. That one click confirms the address, signs the phone in and offers push alerts.
3. From then on, Remind me is one tap.

The sheet and the mail state what the person gets, and the server keeps to it: one reminder the day before, one on the morning of the event, and nothing after the event.

The times follow the Time zone set under Settings → General, summer and winter time included.

Push alerts follow the same times. A "Tomorrow" alert that has not reached the phone by midnight is dropped.

How a person joins the list for an event#

1. Tap I want to play. The sheet asks for the name and the e-mail address. It says plainly that this is a wishlist, not an entry. The mail says the same.
2. The person confirms the mail, as above.
3. Five days before the event, or earlier when the registration deadline is earlier, Rundplan mails one question: are you playing?
4. The person clicks I'm in or I withdraw on the page the mail opens.
5. An unanswered question gets one short reminder per day, until the answer, the deadline or the event day.
6. A person who answered I'm in gets a confirmation mail and the two reminders. The organizer sees them as confirmed.

The organizer contacts confirmed participants about the official entry. Rundplan's list records interest and confirmation. It is not the entry itself.

What the organization sees#

Administrators open the Organization page → People. It lists every person with:

• e-mail address, name and town;
• whether the address is verified, and whether they opted out;
• their wishes, and when they were last seen.

Export CSV downloads the list as a spreadsheet. Each event shows its counts: reminders, interested and confirmed.

Push notifications#

Push alerts are opt-in, per phone.

• After confirming the first mail, the app asks Turn on alerts on this phone? It explains what comes: a ping the evening before and on the morning of your events, on top of the mail.
• Later, the Account page, under Me, has the switch Alerts on this phone.

A person gets alerts on at most five devices. When a sixth turns them on, the oldest stops. A shared phone or tablet belongs to whoever turned alerts on last.

Push must be enabled for the instance by Digipart. Where it is not, the app never asks.

Signing in on a device#

A person's identity is their e-mail address. There is no password.

1. Open Me in the bottom bar.
2. Enter the e-mail address and tap Send me the sign-in link.
3. Open the mail on the phone that should be signed in, and click Sign me in. The link works once, for one hour.

The screen never says whether an address is known. Every address gets the mail with the link. For an address that is new to the app, signing in also creates the person's account.

A link that was already used, or has expired, offers Send me a new sign-in link. So does a used or expired reminder, wish or confirmation link, on a device that is not signed in.

Once signed in, a device stays signed in for half a year of activity.

The Account page#

Me opens the Account page. It shows the signed-in address, Sign out, Alerts on this phone and, where the federation uses news, "Notify me when:".

Under them, Your data shows what the app stores about the person: the e-mail address, the name, since when the address is verified, the linked player, and how many reminders, wishes, transfer requests and devices with alerts they have.

• Download my data saves all of it as one file (JSON), the news settings included.
• Delete my data first says what goes: reminders, wishes, news settings, the player link and the sign-in on every device. Keep my data stops there. Yes, delete everything removes the person from the app; it can be pressed after a moment.

Below that, a list headed "Coming soon here:" names what is planned: changing and testing the mail address, language, my details and participation history.

News about new events#

Only where the federation has switched news on. A signed-in person chooses which newly published events they hear about.

1. On the Account page, under "Notify me when:", tick new events are published. All events is picked at first.
2. To narrow it, press Add and pick organizations or event types, then Done. An organization includes every organization under it.
3. Under Send by, choose Email, Phone or both.
4. Under How often by email, choose Right away or Once a day. Phone alerts always come right away.
5. Press Save.
6. All events and single picks replace each other. Up to 20 picks fit.
7. Email is grayed when no mail can reach the person. Phone is grayed until one of their phones receives alerts. The (i) beside each says why.
8. Leaving the page with unsaved choices asks first.
9. Unticking the box and saving stops all news.

On the event list, a card "Get notified when new events are published" invites a signed-in person who follows nothing. It shows at most twice, a week apart. Set up opens this section; Not now hides the card. What the news mails contain is described under News about new events.

Opting out and deleting#

• Every mail carries an unsubscribe link. It opens a page with an Unsubscribe button. After that, no more mail is sent to the address. Rundplan keeps to that silently, even if the person taps buttons again.
• A news mail also carries Stop all news. It stops the news only; reminders and other mails keep coming.
• After Unsubscribe, the same page offers Delete my data too. It deletes nothing yet: Rundplan mails the person a deletion link, valid for one hour and good for one use. The link opens a page with Delete my data, and only that button removes the person, their wishes, their devices and their player link. A used or expired link says so, and points to the unsubscribe link in any mail for a new one.
• A signed-in person can also delete themselves on the Account page, under Your data.
• An administrator can delete a person from the People view.

Nearby#

Nearby in the bottom bar shows the federation's clubs and the events, by town. It works by town name, not by location: there are no coordinates and no map.

1. The person picks a town once. The phone remembers it. Each town has one chip, however the clubs and venues spell it: "Tg. Mureș" and "Targu Mures" are one town, and so are "Bucharest" and "București".
2. Two buttons switch between two sides: Clubs, with where and when they play and how to reach them, and Events in that town.
3. Tapping a club opens its own page: its contacts, its description and its events.

Under the federation's events, a club page can show a second block, Club program. It lists the club's own public events, such as the trainings and club nights it runs itself. It appears only when the club has such events. See Local events.

Nearby appears only when the community feature is switched on for the instance and there is something to show: a club with a town, or an event with a town.

What the app never shows#

• Events of a type set to Internal – never public.
• Events in any status other than published, completed or cancelled.
• The reason an event was cancelled.
• Anything internal: notes, the audit log, the approval chain, attachments, drafts.
• A person's private phone number or e-mail. Club pages show the club's official contacts only. The president, club phone and club e-mail show only while Publish contact people is on.
• Suspended players and placeholder players. See What is public about a player.
• Any other person's reminders, wishes or identity.

Rules worth knowing#

• The app belongs to one instance and shows that instance's events only.
• Every mailed link opens a page with a button. Nothing happens until the person clicks. This protects against mail scanners that open links on their own.
• A first tap always needs an e-mail address and a confirmation. Without a confirmed address no reminder can be sent, and the app says so.
• Sign-in requests, first taps and deletion links send mail, so they are limited per e-mail address and per network. This protects strangers' mailboxes. An address gets at most five links a day. On the Account page the form then says "5 links a day for this address. Try again tomorrow." At the other limits it says "Too many tries — please wait a while."
• A person who taps very fast may see "Too many requests. Wait a moment and try again." They stay signed in and on the same screen.
• A person's language is English, German or Romanian, taken from the app's language when they first tap. Every mail to a person is in their language.
• A tap or a sign-in request from a device that is not signed in never changes a known person's name, town or language. Those count only for a new address. A signed-in person changes their own name and town in the tap sheet.
• The person's sign-in is separate from the staff sign-in. A staff member can use the app as a person on the same phone without any conflict.

Common questions#

Do we have to publish the app in the app stores? No. It is a web app that installs from the browser. There is nothing to submit, nothing to review and nothing to update on the phone.

Can a person see who else is coming? No. The lists are visible to the organization's administrators only.

A person says they never got the reminder. Ask them to check their spam folder, and whether they clicked the confirmation link. If the confirmation mail did not arrive, the reminder will not arrive either; the app says so. Changing and testing the address from the Account page is planned, not available yet.

How do I switch the app to our own colors? Open Settings → General and use the Look card. The accent color, the background color and the logos set there are what the app wears, including the icon on the home screen.

Can we turn the app off? Yes. Set Who can see it to Off in Settings → Calendars. The app then says the event list is not published at the moment. Preview keeps it open only for the people you send a preview link to; they see a "Preview" line under the app's top bar. See The public calendar switch.

How does the app show the entry fee? In the event's own currency, as set on the event. When the event charges per competition, each program row shows its fee.

What is the difference between "I want to play" and "I'm going"? Only the wording. A sports instance says play; every other organization says going. They work the same way.

Does the app work in a desktop browser? Yes. It is designed for phones and shows as a narrow column on a desktop.

Sports add-on: players, clubs, results and rankings#

What it is#

The sports add-on turns Rundplan into a federation's registry: the players, their clubs over time, the results of every competition and the rankings built from them. It adds views to the Organization page, shows rankings and player cards in the public app, and can read players and results from a scoring system. It is a licensed feature, Sport registry in Settings → Features, switched on for sports federations and left off for a city or a promoter.

With the add-on off, nothing in this section exists on the instance.

The views sit on the Organization page, beside the org chart: Players, Clubs, Rankings, Transfers and, for administrators, Integrity. How a player changes club is on its own page: Club membership and transfers.

Player, club and results data can come from Darts Flux, a scoring system some federations run their competitions on. Darts Flux describes how Rundplan reads it. Federations without a scoring-system connection load a file instead (see Players without a scoring system).

Divisions#

Players are ranked in divisions, for example Men, Women and Juniors. Each federation sets its own list.

1. Open Settings → Divisions.
2. Each row has a Code and a Name in the federation's language, which is required. The code is short: letters and digits, 1 to 8 characters. Translations on the row holds the names in the other languages.
3. Add division adds a row, up to 32. Move rows up or down to set the order everywhere.
4. Press Save. Discard changes throws away what you have not saved.
5. A saved code cannot be changed. To rename the code, remove the division and add a new one.
6. A division that results or players still use cannot be removed.
7. At least one division is needed.
8. Until you save a list, the instance uses the built-in divisions: Men, Women and Juniors.

Configuration, presets and seasons describes the rest of Settings.

Players#

The Players view#

1. Open the Organization page from the people icon in the top bar, and switch the view to Players.
2. Search by player, nickname or club. Filter by Division, Status and Club. The division filter and the division chips show the names from your division list; the code is in the tooltip.
3. Each row shows the photo, the name, the nickname, the club, the division, the rank and points, and the status.4. The list is ordered by general rank, then by season rank. Unranked players come last, by name.
4. Click a row to open the player. The window has three tabs: Profile, with the fields grouped Management, Identity and Stats; Competitions; and History.

Export CSV, top right, downloads the rows on screen as a spreadsheet file. See Players and clubs as a spreadsheet.

In the org chart, a club with players has a Players (<n>) card under its own card. Open it to see all the club's players. Open in Players view shows them in the Players view, filtered to that club.

The three groups of player fields#

The club is not one of these fields. It shows at the top of Identity and changes only through a transfer (see Club membership and transfers).

The player's division is chosen from your division list.

The throwing hand is chosen too: Not set, Left or Right. Most players have none, and that is fine. It shows in the reader's language everywhere: Left / Right, Links / Rechts, Stânga / Dreapta.

• Darts Flux and the file import read the usual spellings: "Right", "L", "left-handed", "rechts", "stânga", "dreaptă" and similar.
• A value from Darts Flux that cannot be read leaves the hand as it was.
• A file import that sends something else leaves the hand as it was, with a warning.

When an administrator edits an identity or stats field that came from the scoring system, that field on that player gets a Local marker. It means: edited here, no longer updated from the scoring system. Every other field keeps following the scoring system. You can correct anything, and you always see which fields you took over.

Player photos#

A photo can come from the scoring system, or be uploaded by hand.

How to upload a player photo#

1. Open the player in the Players view.
2. Find Photo on the Profile tab.
3. Click Upload, or Replace when a photo is already there. Use a JPEG, PNG or WebP file of at most 5 MB. Rundplan reduces it to 1024 pixels on the long side.
4. To take a photo away, click Remove and confirm.
5. On a Darts Flux player, a photo set by hand carries a Local marker. Its hover text says "Set here. Publishing from Darts Flux will not replace it." Darts Flux never replaces it.
6. Removing a hand-set photo lets the next publish from Darts Flux bring its photo back.
7. A player without any photo shows a neutral silhouette, in the app and on the website.

Who may change a photo: anyone who may manage that player. That is an administrator with authority over the player's club. For a player without a club, it takes authority over the whole federation.

What the player played#

The Competitions tab shows the player's season, one row per competition: the date, the competition, the division, the placement and the points. The newest comes first. The count and the total points are added up underneath. Pick another season above the list.

When the player played a competition for another club than his current one, the row shows that club's short name. Its hover text reads "Played for <club> at the time".

A row whose competition is linked to an event in Rundplan opens that event. Only competitions whose results came from the scoring system or an import are listed; the tab says so.

Status#

How the status is decided:

• A Darts Flux player with no club in Rundplan, or in the Independents group, reads Independent (see The independents group). With a club he reads Registered.
• Darts Flux only proposes a club change. The player keeps his club and his status until a transfer is approved.
• A status set by an administrator always wins.
• A player missing from the newest list from Darts Flux reads Inactive, whatever his club. Nobody has to set it. When Darts Flux sends him again, the status returns to normal.

A person wants their data gone#

A player entry is never deleted. Rundplan has no way to remove a player from the registry.

To take a player off every public place, set the status to Suspended:

1. Open the player in the Players view.
2. On the Profile tab, under Management, set Status to Suspended.
3. Press Save.

The player is then gone from the public app and from the feeds. Your website removes the name, data and photo too (see The Settings screen). The entry and the player's results stay with the federation. Suspended also serves for a sanction; the public sees no reason either way.

Who may do this: an administrator with authority over the player's club. For a player without a club, it takes authority over the whole federation.

The person's own data is a separate matter. In the app they press Delete my data on the Account page. Or they press Delete my data too on the unsubscribe page of any mail, then follow the deletion link Rundplan mails them. That removes the person, their wishes, their devices and their player link. The player entry and the results stay. See Opting out and deleting.

Players without a scoring system#

A federation without a scoring-system connection loads its registry from a file.

1. An administrator opens Settings → Calendars and finds Import registry data, under the event import.
2. Choose the file. It is one JSON file that can hold players, club profiles, and competitions with their results and rankings.
3. Rundplan shows a preview for each part: new, changed, unchanged, warnings and errors.
4. Nothing is saved until you click Import.
5. Importing the same file again changes nothing.
6. The clubs must already exist as organizations. The import never creates organizations.
7. A division code that is not in your division list is accepted, with a warning.
8. A throwing hand the import cannot read is not changed, with a warning.
9. A new player's club history starts on the date the file gives. Without one, it reads "since before our records".
10. When the file names another club for a known player, the import does not move him. It files a transfer request for the federation to confirm, and the preview says so. A request rejected once is not filed again.
11. Importing registry data has more about imports.

Adding a single player by hand on screen is not possible yet. Use the file import, or Darts Flux.

Clubs#

The Clubs view works the same way, with fewer fields. A club is an organization at the club level of your structure, with a club profile on top.

• Activity: players by division, and championship, cup and league results as free text.
• The public profile: Region, Town, Playing address, Play days, Founded, President, Club phone, Club email, Website, social links and a Description.
• Management: license number, licensed from and until, notes. Never public.

The dialog says it plainly: everything in the public profile is published on the website and in the app. Enter the club's official contacts only, never a person's private phone or e-mail. President, Club phone and Club email stay hidden until the federation switches on Publish contact people (see Contact people).

Club profiles can also come from Darts Flux, matched by External ID. A value typed by hand in the profile stays, whatever Darts Flux sends later.

Custom fields on players and clubs#

Your federation can keep its own facts on players and clubs, beyond the built-in fields: a paid fee, a membership number, a shirt size. They are defined under Settings → Fields, with Players or Clubs picked at the top (see Custom fields).

• In the player window, they sit on the Profile tab, in a block "Custom fields" under Management.
• In a club's window, the same block sits on the Details tab, after the administration part and before Identity.
• The block appears only once at least one field is defined.
• It saves with the window's Save, together with everything else.
• A required field left empty, or a value that does not fit the field, keeps the window open. The problem shows under the field.

Club fields belong to clubs: organizations of the club kind at the club level. Other organizations do not show them.

Retiring a field hides it from the block and from the export. The values stay, and Reactivate brings them back.

Organizer points#

Organizer points show how much of the season's program a club actually runs. They are a feature the operator switches on. While it is off, nothing in this part appears.

How to set the points#

1. Open Settings → Event types → Organizer points.
2. Pick the season.
3. Give every category a number of points.
4. Set one target for every club for the season.
5. Save.

A season with no rules of its own follows the newest earlier season until you save it.

How points are earned#

• A completed event earns its category's points for the organization that organized it.
• A custom number field for organizer points on the event overrides that. One event can be worth more or less than its category says.

Where to see them#

• The Activity button on a club row shows the points against the target as a short bar, with a trophy once the target is reached.
• The Clubs table opens sorted by the largest shortfall, so the clubs furthest from their target are at the top. A body with no target has no bar and sits at the bottom.
• Inside, the Activity tab lists the points each event earned and the season's total.

No money is calculated anywhere. Rundplan counts the points and shows how far a club has come. What a federation does with that is its own decision.

Results and rankings#

Results#

Each result is one row per player, per competition, per division. The divisions are the ones set under Settings → Divisions. A division code in the data that is not in the list is kept and shown by its code.

Each row carries the placement and the points. Results are linked to the event in the calendar by the event's external ID. So the competition on the ranking sheet and the event on the plan are one thing.

Results whose player is unknown are kept, not dropped. They create a placeholder: a player known only by a number, held in the Independents group, and inactive from the start. When the scoring system later serves that person, the placeholder becomes a real player. Nothing is ever merged by name.

Results from Darts Flux are written only when an administrator publishes a check. See Darts Flux.

Annulled points#

When a player leaves a competition, the scoring system annuls his points and keeps his placement. Rundplan records the same on its own result. Only federation administrators annul and restore points, and Digipart while support access is on.

1. Open the player and the Competitions tab.
2. Press the button at the right end of the result's row and choose Annul points….
3. Write the reason. It is required.
4. Press Annul points.

The placement does not change. The points count 0 in every total Rundplan adds up, the app and the website included. The stored points show struck through, with the date and the reason as hover text.

To undo it, choose Restore points in the same menu. A publish from Darts Flux never removes the mark.

The Rankings view#

1. Switch the Organization page view to Rankings.
2. Pick the Season and the Division. The divisions are the ones from your list, in its order, plus any unconfigured code found in the results. The view opens on the first division in your list.
3. The sheet has five fixed columns, Pos, Player, Club, General and Season, then one column per competition of the season, in date order.
4. Season is the sum of the stored results of this season; annulled points count 0. General is the overall standing the scoring system reports.

In a past season, Club shows the club the player had in that season. A small dot after the points marks a result won for another club. Its hover text reads "Played for <club> at the time".

A competition not yet played this season shows the previous season's results grayed in its column, so the sheet never has a gap. When the new results arrive, they replace the column.

The rankings in the public app#

The app shows Rankings in the bottom bar when three things are true: the public calendar is on, the sport registry is on, and at least one player is published.

• The list is ordered by general rank, then by season rank. Unranked players come last.
• Each row shows the general rank when there is one, with the name, the club and the points.
• Division chips at the top switch between divisions. They are named and ordered from your division list. All lists everyone. Where that list mixes divisions, each row names the division before the club, for example "Women · <club>". Each division keeps its own ranks. Rows that share a rank stand in the order of your division list, then by name.
• Search finds a player by name, club or town, with or without diacritics.

Tap a row and the player's card opens. It shows:

• the photo, or a neutral silhouette when there is none;
• the name, nickname, club and town. A player without a club reads Independent;
• the division. A player who plays in more than one division has all of them listed;
• the Overall and Season rank and points;
• the profile facts that exist;
• the Results, newest first, with competition, placement and points. A result without a known place shows the points only. A result won for another club reads "for <club>".

On your website#

With the WordPress plugin, a federation's own website can show the players, a page per player, the rankings as a table or a podium of the first three, and the clubs with their players. A player without a club reads "Independent" there too. Players and rankings stay off on the website until they are switched on in the plugin's settings. See The WordPress plugin: Rundplan Connect.

The page of a player#

A player's page on the website has two cards.

Matches, legs, the average and the best checkout stand in a band under the player's card. A player with no results on the site has no season card; his ranks then stand in that band.

• Click another season, and the whole season card changes to it, tiles included.
• In the current season, "General ranking" is today's rank. In a past season, both tiles show the standing at the end of that season.
• A past season's general rank shows only where Rundplan kept that season's final ranking from Darts Flux. Without it, Rundplan works the season place out from the points, and the place reads "(by points)".
• A tile shows only when there is a place to show.
• The graph lists the competitions in date order, with the player's place and points. The season's club moves stand between them on their date: "Transfer · <club> → <club>", "Release · <club> → Independent", or "Registered at <club>" for the first club on record.

What is public about a player#

Public: name, nickname, division, town, club, photo, birth year, throwing hand, darts, playing since, profession, honors, ranks and points, the stats, the results, the clubs he played for, with their dates, and the custom fields marked Show on the website.

Never public: the license number and dates, admin notes, other details, the scoring system's ids, the e-mail address, transfer requests with their notes, and every other custom field.

• Suspended players are not published at all. A sanction is not made public.
• Prospects are not published. They are placeholders.

Connecting a person to their player#

A person in the app and a player in the registry are two different things. A person is an e-mail address with a phone and reminders. A player is a registry entry with results and a rank.

Rundplan never guesses that they are the same, not by e-mail and not by name. The federation confirms every link.

How a player claims their entry#

1. Sign in on the Account page of the app, under Me. For a new address, signing in creates the account.
2. Open Rankings, find yourself, open your card and tap This is me. Add a line that helps the federation confirm it, such as your club and town.
3. Not in the list? Open Player in the bottom bar, tap I'm not in the list, and tell the federation who you are. You can name an event you played.
4. The Player page says Request sent. The federation confirms it. Nothing else is shown until then: no results, no rank. Withdraw takes the request back.
5. After confirmation, the Player page says Connected and shows the card. The person also gets a mail saying they are linked to their player page. After a refusal, it shows the federation's note and Try again.

A person can have one open request at a time. A new request replaces the earlier one.

How the federation confirms a claim#

1. Open the Inbox → Tasks → Player claims. A claim shows the person's address and name, and either the claimed player or Not in the list with the note and the named event.
2. If the claimed player is already connected to another address, an amber line says so. Approving moves the link. This is the normal path for a lost mailbox or a second address.
3. For a claim without a player, pick the player in the picker first.
4. Click Approve, with an optional note, or Reject, with a note the person reads.

Administrators can also link, unlink and merge from the Organization page → People:

• Link player… picks the player directly.
• Unlink player ends a link.
• Merge into… folds one person into another. It moves wishes, devices and the player link, and deletes the duplicate.

One player is connected to one person, and one person to one player. Only an administrator can unlink.

Once connected, a player can ask for a transfer from his own card in the app; see How a player asks for a transfer.

Integrity checks#

The Integrity view, and the Integrity tab of the inbox, list what the data checks found. The checks run after every publish from Darts Flux, every registry import and the membership history build, at start-up, and on demand with Run checks now. A finding never changes data; it points at it.

Findings are Info, Warning or Blocking.

• Acknowledge takes a finding off the open list without changing data. Reopen brings it back.
• Administrators get one update per run that changed something, and a row for each new blocking finding.

Hold publishing while issues are open, under Settings → System → Data checks, stops an event from being published while open warnings or blocking findings concern it or its competition. Whoever publishes anyway writes a reason, and the audit log records it.

Rules worth knowing#

• Matching is by id and by external ID, never by name. A wrong merge is the one mistake a registry must not make.
• A claim shows nothing until it is approved.
• Darts Flux never deletes anything in Rundplan. A player it stops sending reads as inactive. What was never in it stays as it was entered.
• Results from Darts Flux reach Rundplan, and through it your website, only when an administrator publishes a check.
• A player changes club only through an approved transfer. Darts Flux and the registry import only propose one.

Common questions#

A player changed clubs. What do I do? File a transfer: open the player and press Transfer…. See How to request a transfer.

Why does a player read "Independent"? He has no club in Rundplan, or he sits in the Independents group, or an administrator set that status. To give him a club, file a transfer.

Two players in the list are the same person. The integrity check lists same-name pairs. Decide which is right. Merge the persons on the People view if both claimed, and correct the results at the source. Rundplan does not merge players by itself.

A player asks why their rank in the app differs from the sheet. The app ranks by the general table and shows the general rank; the season rank is the second number. The sheet shows both. Check which one they are looking at.

Can we rename a division? Yes, the name. Change it under Settings → Divisions and save. The code cannot be changed once saved.

Can a club see its own players only? A club administrator sees the whole registry but edits only their own club's players. The admin notes, birth year, town and profession of other clubs' players do not reach them; those show empty. Their custom fields do, read-only.

Why is a suspended player missing from the app? On purpose. A sanction is not published. The player stays in the registry with the status Suspended.

Can a player edit their own profile in the app? Not yet. Profile editing from the app is planned. Today the federation edits the registry.

Can I add one player by hand? Not on screen yet. Load players with Import registry data, or read them from Darts Flux.

Somebody claimed a player that is not them. Reject the claim with a note. If the link was already approved, unlink it from the People view. A wrong link shows results to the wrong person until then, so check claims with care.

Languages, security and your data#

What it is#

This section answers the questions a data protection officer, an IT person or a careful manager asks before signing: which languages Rundplan speaks, how sign-in and rights work, where the data lives and how it is backed up. It also covers what is kept on record, and how a person or an organization gets their data out or has it deleted.

It describes what exists today. Where Digipart provides something as a service rather than as a button in the app, it says "available on request".

Languages#

• The whole interface exists in English, German and Romanian. So does the help inside the app; where a language's help is behind the English pages, the app shows the English help until it catches up.
• Default language, under Settings → General, applies to everyone who has not picked their own language, to the pages before sign-in, and to invitation, password-reset and access-request mails.
• Every staff member picks their own under My language in the account menu. It applies at once and follows the account to every device.
• Notification mails and circulars are written in the recipient's own language, or the default when they picked none. A public app user gets the language they first tapped in.
• Custom field labels are stored per language. The spreadsheet import accepts column headers in all three languages. The export writes them in yours.
• Your organization's own words are your data, not translations. Level names, the category axis, category notes, conflict rule labels and taxonomy labels are shown exactly as you typed them.
• Dates and numbers follow the reader's language.
• Money follows your federation's format, so a poster reads the same in every language. An event with its own currency prints fees with that currency's own sign or code.

Security as the user sees it#

Signing in#

• Staff sign in with e-mail and password on the instance's sign-in page. The page shows your logo and colors, and speaks your default language before anyone signs in.
• A new account starts with an invitation mail or a password set by an administrator. Either way, the person must change the password at first sign-in. Nothing else in the app opens until they have.
• A password has at least 10 characters. Change password in the account menu changes it at any time.
• Forgot password? on the sign-in page mails a reset link. The page answers the same way whether or not the address exists, so nobody can find out who has an account.
• Reset and invitation links work once, and expire.
• Five failed sign-ins for one address, from the same connection, lock that address there for 15 minutes.
• Thirty failed sign-ins from one internet connection, whatever the addresses, block every sign-in from it for 15 minutes, a correct password included. People in one office share that count.
• Fifty failed sign-ins for one address, from any connections, lock that address everywhere for 15 minutes, a correct password included. A successful sign-in in between does not reset the count.
• Change password stops for 15 minutes after five wrong current passwords. Signing in still works.
• When very many people sign in at once, some read "The server is busy right now. Please try again in a few seconds." Trying again works.
• A session stays valid for 30 days of activity. It ends when you Sign out, when an administrator deactivates the account, or when an administrator sets a new password for you. If it ends while you work, the next click opens the sign-in page, which says you were signed out, or that the account was deactivated. After you sign in again, the page you were on opens. A deactivated account is also told so plainly at sign-in.

Public app users never have a password. They sign in with a mailed link that works once, for one hour, on the device that opens it.

Rights#

Every right is checked on the server, on every request. The app hides buttons you may not use, but hiding is only a courtesy; the server decides.

When the server refuses something, you get a plain sentence that names the cause, for example "That organization may not file events" or "This is waiting for the approval of another level, not yours."

Rights come in bundles per organization level: Standard, Approvals, Branch admin, or Custom with individual capabilities. The register under Settings → Permissions lists every person whose rights go beyond a standard account. See People, accounts and permissions.

Two people editing the same thing#

• When two people edit the same event or poster, the second one to save sees Changed in the meantime, with who saved and when. They choose Load the new version or Keep mine. On an event, Keep mine saves only the fields that person changed. Nothing is overwritten silently.
• While somebody edits an event or a poster, others see {name} is editing this event. They can Open read-only, Continue anyway, or, as an administrator, Take over.

What the app never does#

• It never shows an error page with technical details. Errors are plain sentences.
• It never lets a browser load a file from an address Rundplan does not control. Calendar feeds and website icons are fetched by the server, with checks.
• It never serves one client's data on another client's address.
• It never accepts a change sent from a web page on another address. Another website, even another Rundplan instance, cannot act for a signed-in person. Reading the public feeds stays open.
• It never writes a spreadsheet cell that a spreadsheet program would run as a formula (see Cells a spreadsheet could read as a formula).

Encryption#

Every instance is served only over an encrypted connection (HTTPS). The certificates renew themselves.

Where your data lives#

• Every client has its own instance: its own data, its own uploaded files, its own configuration, its own web address and its own mail settings. Clients never share a data store.
• Instances are hosted in Germany, in the EU.
• Updates replace the application only. Your data is never touched by an update, and every instance is copied before every update.

Backups#

• Every night, a complete backup of each instance's data is taken. The newest 14 are kept.
• Uploaded files are backed up alongside, every night. The newest seven file backups are kept.
• The hosting provider's server snapshots are not a backup of your data. The instance data lies on an encrypted disk, and those snapshots leave it out.
• Every night, the newest data backup and file backup also go to a separate storage service in Germany, off the server. They are encrypted before they leave the server.
• Each of these off-site copies is locked for 30 days against deletion and overwriting. The lock is lifted early only when a client's data is deliberately removed at the end of a contract. Copies older than 35 days are removed.
• Every night, a check downloads the newest off-site copy, decrypts it and opens it, to prove it can be restored.
• A restore uses a data backup and the matching file backup. Going back to an earlier version of the application is a redeploy of that version.

What is on record#

• Every event has an Audit log tab. It records who did what and when: created, submitted, approved, rejected, resubmitted, published, edited, status changed, attachments changed, poster changed, poster confirmed, revision saved, submitted, approved, rejected or discarded, published without a current poster, and imported. Each entry carries the note where one was written.
• A published event changes through revisions, never by silent overwrite. The audit log records what changed.
• A deleted event leaves a record. The record of deleted events is complete but has no screen yet.
• Every circular keeps its receipt list: the record of who was told what, and when.
• Every mail attempt is logged, whether it was sent, held back or failed.
• Every override of a gate, such as publishing without a current poster or with open integrity findings, is recorded with its reason.
• Every question asked in the Help window is kept with its answer, who asked, their organization and the help page that was open.
• None of these records can be erased from inside the app.

Getting data out#

How to download everything#

1. Sign in as an administrator.
2. Open Settings → System and find Download all data.
3. Click Download archive. The button shows Preparing… while the archive is built.
4. Save the file. It is one archive (.tar.gz).

The archive holds all your records in a machine-readable form (JSON) and every uploaded file. Passwords and sign-in tokens are never included. It is the copy you hand to an auditor, or take with you when you leave.

Only one export runs at a time. If one is already running, try again in a moment.

Deletion#

A person who uses the public app#

• Every mail carries an unsubscribe link. After Unsubscribe, Rundplan sends no more mail to that address, and keeps to that silently.
• The same page then offers Delete my data too. It mails the person a deletion link, valid for one hour and good for one use. Only the button on the page that link opens deletes. It removes the person, their wishes, their devices and their player link. Transfer requests they filed stay, as the registry's record of a club move.
• A signed-in person can delete themselves from the app.
• An administrator can delete a person from the Organization page → People.

A player in the registry#

• A player entry is never deleted. Its results stay with the federation.
• To take a player off the app, the feeds and the website, an administrator sets the status to Suspended. See A person wants their data gone.

A staff account#

• An administrator deletes a person from the org chart with Delete person. This removes the account and frees its seat.
• The last administrator cannot be removed. Nobody can delete themselves.
• Deactivating an account instead keeps its history and ends its sessions.

An organization or an event#

• Deleting an organization is refused while it still owns anything: sub-organizations, users, events, players, a club profile, requests, rules or credits. The refusal names every blocker. Nothing is deleted along with it silently.
• Deleting a published event asks for a note, notifies the officials and removes the event from every public page and feed at once. If it had not taken place yet, people with a reminder or a wish on it get a mail. The record stays.

An instance#

• When a contract ends, the instance is stopped and its data, files and backups are removed. The procedure and its confirmation are part of the data processing agreement, available on request.
• Digipart can also blank an instance on request: every event, organization, person and file is removed, and the instance starts empty. A copy of the data and files is kept on the server first. This is used to restart after a trial or a test load.

Retention#

• Records of events, approvals and circulars are kept for the life of the instance. They are the organization's own history.
• Public competition results are kept. A ranking that forgets its past is worthless.
• Personal data of people who leave is deleted as described above.
• A scheduled clean-up of expired sessions, used links and unconfirmed addresses is available on request, as is a retention schedule tailored to your rules.

What to ask Digipart for#

• The data processing agreement.
• The list of sub-processors: the hosting provider, the mail provider, and the push services of the phone platforms for those who switch alerts on. Where questions in the Help window are switched on, also the AI service that answers them.
• The record of processing activities for your instance.
• A privacy notice for the public app in your language.
• The breach procedure.
• Blanking an instance, or deleting an instance.

Rules worth knowing#

• During a pilot, mail can be limited to named domains. Mail to any other address is held back and logged rather than delivered, and the app behaves as if it had been sent.
• Feature switches, presets and the demo import are operator actions. No federation administrator can change the operator account or reach those settings.
• Uploads are checked by their actual content, not by their file name. SVG files are cleaned. Nothing is stored under a name a user chose.
• An uploaded poster image is kept only as a web-size copy, at most 1440 pixels on its long side. No large originals are stored.

Common questions#

Where exactly is our data? On your own instance, on a server in Germany, with your own data and files. No other client shares it.

Who at Digipart can see our data? The operator account exists on every instance for maintenance. Its actions are logged like everyone else's, and its name reads "(Digipart)" wherever it appears.

Support access is on by default. Any federation administrator can switch it off under Settings → System → Digipart support access. From then on, the operator sees none of your content until an administrator switches it back on. The operator cannot move that switch.

Can we get everything out if we leave? Yes. An administrator downloads the complete archive under Settings → System → Download all data, at any time. Views, configuration, people and posters also export separately. When the contract ends, the instance is deleted.

Can a person ask what you hold about them? Yes. A staff member's data is their profile and their actions on record; it can be provided on request. A public app user's data is their address, their name and town if given, their wishes, their devices, their transfer requests and their news settings. They see it on the app's Account page, download it as a file, and can delete it at any time.

How long are backups kept? Fourteen nightly data backups and seven file backups on the server. The encrypted off-site copies are kept for 35 days.

Do you use cookies? Two session cookies: one for staff and one for public app users. Both are needed for the service to work. There is no tracking, no third-party analytics and no advertising. There is nothing to consent to and no banner.

Is the traffic encrypted? Yes. Every instance is served over an encrypted connection, with certificates that renew themselves.

Who receives our mail? Mail goes out through a transactional mail provider named on the sub-processor list, with your instance's own sender address. The sender name is your federation's full name.

Can we start over after a trial? Yes. Ask Digipart to blank the instance. Everything is removed and the instance starts empty; a copy is kept on the server first.

Club membership and transfers#

What it is#

On a sports instance, a player's club is a record with dates. Every change of club is a transfer: a request with an effective date, approved by the levels above the club, then written into the player's history. This page covers who may ask for a transfer, who approves it, the Transfers view, and how a club shows on results.

Saving the player window never changes the club. Only an approved transfer does.

The club line and the History tab#

Open a player in the Players view. On the Profile tab, the club shows at the top of Identity, with since when. "since before our records" means the club was there before Rundplan kept a history.

• Transfer… beside the club opens a request. It shows only to people who may file one for this player.
• While a request waits, an amber line reads "Transfer pending → <club>, waiting for approval: <step>". Click it to open the Transfers view on that player.

The History tab lists the player's clubs, newest first, each with its dates and how it came about, for example "transfer approved by <name>, <date>". A waiting request heads the list in amber. Requests that were rejected, withdrawn or replaced follow under "Not carried out", with the reason.

Who may request a transfer#

A branch administrator here is a person with Manage organizations. A player has one request at a time.

How to request a transfer#

1. Open the player in the Players view and press Transfer….
2. Under To, choose the new club, or No club (release). The list holds only the clubs you may move the player into.
3. Set the Effective date. It is today by default. It cannot lie in the future, nor before the current club began. When that start is not on record, it cannot lie before the player's first record here: his earliest known club or his first result. A date that is too early is refused with the first day allowed.
4. Add a Note if the approvers need one.
5. Check the line "Needs approval from: …". It names who approves, in order.
6. Press Send request (or Save and approve, see below).

A short message names the first step, for example "Request sent. Waiting for approval: Region." If a request already waits for the player, the window says who filed it. Open shows it.

You can also start from the org chart, with the mouse. Open the club's Players (<n>) card and drag the player onto the new club's card. The clubs you may choose get a dashed outline. A folded region opens when you hold the player still over it for about half a second. The same window opens, with To already set. Nothing is filed until you press its button.

Save and approve#

For a federation administrator, and for a holder of Approve player transfers seated at the top or without a seat, the button reads Save and approve. It files the request, then approves every step you may approve, one after the other. Each approval is recorded under your name.

• You approved every step: the transfer is approved at once, and the player's club changes.
• A step remains that you may not approve: it waits for its approvers, who are notified.
• An approval is refused: the request stays, with the steps already approved, and a message gives the reason.

Everyone else sees Send request.

Who approves#

• The levels that approve sit above the club the player joins. For a release, they sit above the club he leaves. The lowest level approves first.
• Who approves a transfer, under Settings → Structure & approval, decides which levels approve; by default the same as for events (see Transfers). With no level set, or when none of the set levels lies above the club, the federation approves on its own.
• An approver holds Approve player transfers and sits at that level, above the club. A holder seated at the top organization, or without a seat, may approve any step.
• When The current club must release the player first is on, the club he leaves approves first: a branch administrator of that club, or above it. This step is skipped when the player has no club, and when the club or the federation filed the request. Requests from Darts Flux, its archive, the registry import or the player always go through this step.
• Nobody approves a request they filed themselves, unless they reach the whole federation.
• The approvers are fixed when the request is filed. A later change in Settings does not touch a waiting request.

How to approve or reject a transfer#

1. Open the bell. Under Tasks, the Transfers section lists the requests whose next approval is yours. The Transfers view shows the same rows.
2. Press Approve and add a note if you like. When yours is the last approval, the window also shows Effective date. You may correct it, but never to a future day, nor before the current club began or, without that date, the player's first record.
3. To refuse, press Reject and write the reason. The person who filed reads it.

An approval before the last one says where the request goes next, for example "Approved for Region. Waiting for approval: Federation."

After the last approval the player's club changes as of the effective date, and the history gets a new entry. A release places him in the Independents group (see The independents group). A rejection changes nothing on the player.

Whoever filed a request can take it back while it waits, with Withdraw in the Transfers view. The federation can withdraw any waiting request. Rejected and withdrawn requests are final; a change of mind is a new request.

Each step tells these people, in the app:

The person who filed also gets an e-mail with the decision; it opens the player. When the last approver moved the effective date, the message names both days.

The Transfers view#

Switch the Organization page view to Transfers. It opens on Pending.

• Pending, Decided and All choose which requests show. Filed by anyone narrows them by who filed them, Any club by a club the player leaves or joins. The search finds a player or a club.
• When the search or a picker hides every request, the list says so and counts the hidden ones. Clear empties the search and resets both pickers. Pending, Decided or All stays as you picked it.
• Each row shows the player, From → to, Effective, Filed by, Requested and Waiting on. A decided row says how it ended and when; its hover text gives the reason.
• Approve and Reject appear where the next approval is yours, Withdraw where you may take a request back.
• Click a row to open the player's History.

The federation sees every transfer. Others with Manage organizations or Approve player transfers see the transfers to or from a club in their branch. Everyone sees the requests they filed.

How to decide many transfers at once#

Approvers who reach the whole federation get a tick box on each row they may approve.

1. Tick the rows, or the box in the header for all.
2. Press Approve selected (<n>) or Reject selected (<n>).
3. Confirm. A rejection takes one reason, which every requester reads.

Approving covers each row's current step and keeps each row's own effective date. With two approving levels, the rows therefore need two rounds. A row that cannot be decided does not stop the others; the message at the end names it.

How a player asks for a transfer#

Only for a person whose claim on the player was approved (see Connecting a person to their player).

1. In the app, open your own player card and tap Request a transfer.
2. Under New club, choose the club. To leave your club without joining another, choose No club — leave <club>.
3. Set the Effective date: today or earlier, but not before your current club began. A date that is refused says why.
4. Add a note if you like, and tap Send request.

The card then names who approves next, for example "Transfer requested → <club>. Waiting for approval: Region." The line moves on as each step approves. The card also offers Withdraw. The first tap asks again, as Yes, withdraw the request; the second tap withdraws.

The request needs the usual approvals. The person gets an e-mail with the decision, with a link to their player page. After a rejection, the card shows "Not approved on <date>: <reason>" for seven days.

Staff see the request as filed by the player. The person's e-mail address is not shown there.

Requests from Darts Flux and the registry import#

Neither Darts Flux nor the registry import ever moves a player. When either names another club for a known player, Rundplan files a transfer request for the federation to decide. The Transfers view shows who filed it: "Darts Flux", "Flux archive" or "Registry import".

• A player who already has a waiting request gets no second one.
• A suggestion the federation rejected once is not filed again.

See Club changes from Darts Flux and Players without a scoring system.

The club at the time of a result#

A result belongs to the club the player had on the day of the competition, not to his current club.

• In the Rankings view, the Club column of a past season shows the player's club in that season. A small dot after the points marks a result won for another club.
• On the player's Competitions tab, a column names that club when it differs from his current one.
• In the public app, such a result reads "for <club>".

A player without any history shows his current club on every result, until his first transfer. Approving that transfer also writes down the club he was listed at, up to the effective date. His earlier results keep that club. The History tab shows it as "before our records – <date>", "the club listed before the first change". If his club changed between the request and the approval, the approval is refused and nothing is written.

For web agencies: in the data feed, players carries a player's club history as memberships, newest first, each with the club, from and until. Each result in players/<id>/results names the club the player had on that day. In rankings, a row's club is the club of that season, and a cell carries clubOrgId and clubName only when that result was won for another club. Transfers, requests and notes are never in the feed.

Common questions#

A player changed clubs. What do I do? Open the player, press Transfer…, and choose the club and the date. The levels above the club then approve. When Darts Flux shows the change first, the request is already waiting in the Transfers view.

Can I correct a club that was set wrongly? Yes, with a transfer. Its effective date may be the day the wrong club began.

Why can I not see a transfer my colleague sees? Transfers follow the seat. You see those to or from a club in your branch, and the ones you filed. The inbox shows a request only to the people whose approval is due next.

Why does the Transfers view show no tick boxes for me? Deciding many at once is for approvers who reach the whole federation.

Darts Flux#

What it is#

Darts Flux is a scoring system some federations run their competitions on. Rundplan reads its players, clubs and results in two steps: a check shows what would change, and an administrator publishes it. This page covers the Darts Flux view, its settings, and the one-time build of the players' club history from Rundplan's copies of Darts Flux.

On an instance that does not use Darts Flux, nothing on this page appears.

Who sees it#

The Darts Flux view is the last button among the Organization page's views. It shows when all of these hold:

• the instance has the sports add-on;
• Digipart switched on the Darts Flux adapter for the instance;
• Read players, clubs and results from Darts Flux is on, under Settings → System → Darts Flux;
• you are an administrator.

How to check and publish#

1. Open the Organization page and switch the view to Darts Flux.
2. Press Check Flux. Rundplan reads players, clubs, results and the season's ranking files. Nothing changes yet.
3. If an amber card lists competitions, link each one to its event. See Competitions that need their event.
4. Read What will be published.
5. Press Publish. The button says what it writes, for example "Publish 27 results · 207 player updates".

Publish writes exactly what the check showed. A card "Published" then lists what was written, and under "Not published this time" what was left out and why. The integrity checks run afterwards.

Publish also fetches the player photos from Darts Flux. When some are not reached in time, the card says so: "<n> player photos will be fetched at the next publish". Those players keep their earlier photo until then.

The line under the title says when Darts Flux was last checked, by whom, and when the last publish was. When a check finds nothing new, only Check Flux is offered.

Discard throws a check away, after asking. Nothing from it is published.

Competitions that need their event#

Each competition in Darts Flux belongs to an event in Rundplan. When Rundplan cannot tell which, an amber card asks, for example "1 competition needs its event".

1. For each competition, pick the event in the list. Rundplan preselects the one it suggests, when it has one.
2. Press Link to this event. Or choose Decide later: the competition's results then wait for the next check.

Change opens a row again. Publish stays greyed out until every competition has a decision.

On publish, the competition's ID is written into the event's External event ID. The event's protocol records the change under the name of the administrator who published. Nobody is notified.

A competition whose ID does not fit your instance's ID format reads "ID in the wrong format". It cannot be linked here, and its results wait. No screen changes the format; ask Digipart.

What will be published#

How a changed field reads:

• "Rank 14 → 12": the value changes.
• "Town · ours kept (Brașov)": Darts Flux sent nothing, so Rundplan keeps its value.
• "Town · ours kept (Brașov), Flux sends Arad": the field was edited in Rundplan, so its value stays. Rows with only such fields fold under "Kept as edited here" and are not counted.

A club Darts Flux knows and Rundplan does not#

The row reads "New club in Flux:" and the club's name, with two buttons:

• Add as club opens the New organization form, filled in with the club's name and its Darts Flux number as External ID. After you save, Rundplan checks Darts Flux again and keeps the choices you made where they still fit.
• Ignore for now sets the club aside for this check.

A publish never creates a club by itself.

Parts held back#

Rundplan holds a whole part back when the data looks wrong:

• more than 10 players in the results are not in Rundplan;
• Darts Flux sends no results, no players or no clubs, while Rundplan holds some.

An amber line names the reason. Tick Apply anyway on that line to let exactly that part through on Publish. Each part has its own box.

Other notes hold nothing back, for example records that could not be read, or divisions Rundplan does not know.

What a publish changes#

• Nothing is ever deleted. A player Darts Flux stops sending reads as inactive. His record and results stay.
• Each publish clears the ranks and points, general and season, of every player Darts Flux no longer sends. A value edited in Rundplan stays. The check and the "Published" card say "Ranks cleared for <n> players no longer in Darts Flux". These count in the player updates on Publish.
• A player who comes back in Darts Flux gets its current ranks at the next publish. When Darts Flux sends no players at all, no ranks are cleared.
• An empty value from Darts Flux never clears what Rundplan holds. Ranks, points and statistics are the exception: Darts Flux decides them, so an empty one empties Rundplan's too. A 0 counts as a value.
• A field edited in Rundplan (Local marker) keeps its value, ranks and points included.
• A player's club is never written. A different club becomes a transfer request.
• If Rundplan or Darts Flux changed since the check, the publish is refused: "Flux or the events moved since this check. Check again." Press Check Flux.
• A competition whose event is cancelled gets no results. "Not published this time" lists it with "the event is cancelled, so it takes no results". After the event is reopened, the next publish brings them.

Results Darts Flux no longer sends#

Darts Flux removes a result when it annuls the player's points. Rundplan keeps the result, with its points, until you annul them.

After a check, the Competitions group has a folded line, for example "3 results are no longer in Darts Flux, their competitions still are". When the check finds nothing else new, the list shows in a card of its own.

1. Open the line. Each row names the player, the competition with its division, the place and the points.
2. Press Annul points… on a row and write the reason. See Annulled points.

The row then reads "Points annulled", and the next check no longer lists it. A competition Darts Flux dropped as a whole stays under "No longer in Darts Flux".

Club changes from Darts Flux#

When Darts Flux names another club for a player, the Transfers group lists him: "Flux says: <club> → <club>". On publish, Rundplan files a transfer request for the federation to decide. The player keeps his club until it is approved. "no club" in Darts Flux becomes a request to release him.

• A request already waiting for the player holds the suggestion back: "a request is already pending".
• A suggestion the federation rejected once is not filed again, however often Darts Flux repeats it, until a later transfer moves the player again. It reads "rejected on <date>". File again opens the transfer window with that club chosen.
• A club number that matches no organization proposes nothing. Fill in that club's External ID.
• A new player from Darts Flux gets his first club directly, without a request.

See Club membership and transfers.

Competitions Darts Flux no longer serves#

The card "No longer in Darts Flux" at the bottom of the view lists competitions Darts Flux stopped serving. Rundplan keeps their results and standings, in the rankings and on the public side. The green check on each row says so.

• Each row shows the competition, its season, since when it is missing, and the linked event.
• Rundplan notes this each time it reads Darts Flux's results: at every Check Flux, and on its own every six hours.
• A competition that comes back leaves the list.
• The card cannot be dismissed. It is a record.

Settings for Darts Flux#

Under Settings → System → Darts Flux:

• Read players, clubs and results from Darts Flux switches reading on or off. It saves as soon as you move it.
• After a check offers Wait for review and Publish straight away. The (i) beside it says that every check waits for an administrator either way.

The Darts Flux adapter switch under Settings → Features is Digipart's. Switched off, the view and the card disappear; your settings are kept.

Building the club history from the archive#

Rundplan keeps a copy of Darts Flux's lists every six hours. From those copies, an administrator builds every player's club history once, with the Membership history card under Settings → System.

1. Press Preview. Nothing is written. The card shows three numbers, First rows, Transfers to confirm and Disagreements, and which copies and older records it read.
2. Open the lists and read them. A red line means the build cannot run.
3. If there are disagreements, switch on I have read the <n> disagreements — file each as a request to confirm.
4. Press Apply.
5. Each player's first club is the club in the oldest copy that names him. A player no copy names keeps his current club.
6. A player who already has a history is left as he is: nothing is built or filed for him. The preview says "<n> players already have a history (left as they are)". This covers, for example, a player created with a club or brought in by a publish from Darts Flux.
7. A player an administrator placed by hand keeps that club.
8. A player the newest copy no longer lists keeps his first club. The card lists him under "No longer in Darts Flux".
9. A club change in the newest copy is filed as a request for the federation to decide. Nothing moves by itself.
10. A player whose older records contradict what Darts Flux showed around that record's date gets no automatic history. A request to confirm his club is filed instead; none when that club is unknown to Rundplan.
11. If anything changed since the preview, Apply is refused. Press Preview again.
12. The build runs once; a second Apply is refused. Afterwards the card says when and by whom it was built. The count of transfers still to confirm opens the Transfers view.

Common questions#

A competition says "needs event". What do I do? Pick its event in the amber card and press Link to this event. If the event does not exist yet, create it and check again.

Darts Flux shows a club Rundplan does not know. If the club is already an organization, fill in its External ID with the Darts Flux club number and check again. Otherwise press Add as club.

A player's club changed in Darts Flux, but not in Rundplan. On purpose. The change waits as a request in the Transfers view until the federation approves it.

Results are missing after a publish. Read "Not published this time" on the "Published" card. The competition may wait for its event, or a part was held back.