Match Scheduling - User Guide

Overview

The Match Scheduling system allows team captains and owners to coordinate and agree on match times for tournament matches. This system ensures both teams can find mutually convenient times to play their matches while providing tournament owners with optional oversight.

How Match Scheduling Works

1. Proposing a Schedule

Who can propose: Team captains and owners

When: Only for matches that are not yet completed

1. Navigate to your tournament match
2. Click the "Schedule Match" button
3. Fill in the scheduling form:
   • Date: Select the proposed match date
   • Time: Choose the preferred time
   • Timezone: Your local timezone (defaults to Europe/Lisbon)
   • Notes: Optional message to the opposing team
4. Submit the proposal

Important Notes:

• You cannot propose a schedule in the past
• Only one active schedule request can exist per match at a time
• Schedule requests expire after 7 days if not responded to

2. Responding to Schedule Requests

When you receive a schedule request, you have three options:

Accept the Proposal

• The match will be scheduled for the proposed time
• If the tournament requires owner approval, it goes to the tournament owner
• If no approval is required, the match is immediately confirmed

Reject the Proposal

• Provide a reason for rejection (optional but recommended)
• The match returns to unscheduled status
• The proposing team can submit a new request

Counter-Propose

• Suggest an alternative date and time
• Add notes explaining your counter-proposal
• The original proposing team can then accept, reject, or counter your proposal

3. Tournament Owner Approval (if required)

Some tournaments are configured to require owner approval for all schedules:

1. Both teams must first agree on a time
2. The tournament owner receives a notification
3. The owner can approve or reject the agreed schedule
4. Teams are notified of the owner's decision

4. Schedule Status Types

• Unscheduled: No active schedule request
• Requested: A schedule has been proposed, awaiting response
• Scheduled: Teams have agreed, but pending owner approval (if required)
• Confirmed: Match is officially scheduled and confirmed

Step-by-Step Example

Scenario: Team A wants to schedule a match with Team B

1. Team A Captain clicks "Schedule Match" and proposes:

   • Date: December 25, 2024
   • Time: 20:00
   • Notes: "Would this evening work for you?"

2. Team B Captain receives notification and has options:

   • ✅ Accept: Match scheduled for Dec 25 at 20:00
   • ❌ Reject: "We can't play on Christmas"
   • 🔄 Counter-propose: "How about Dec 26 at 19:00?"

3. If Team B counter-proposes, Team A Captain can:

   • ✅ Accept: Match scheduled for Dec 26 at 19:00
   • ❌ Reject: Back to unscheduled
   • 🔄 Counter-propose again: Continue negotiation

4. If tournament requires approval:

   • Tournament Owner gets notification: "Teams agreed on Dec 26 at 19:00"
   • Owner approves → Match confirmed
   • Owner rejects → Back to unscheduled, teams must restart

Notifications

You'll receive notifications for: - New schedule requests for your team's matches - Responses to your schedule proposals - Counter-proposals from opponents - Tournament owner approval/rejection decisions

Tips for Successful Scheduling

For Team Captains/Owners:

• Be specific in notes: "We prefer weekday evenings after 19:00 CET"
• Respond promptly: Requests expire after 7 days
• Be flexible: Consider multiple time options
• Check timezones: Verify the timezone before proposing
• Plan ahead: Don't wait until the last minute

For Tournament Owners:

• Set clear expectations: Communicate if you require approval
• Respond quickly to approval requests: Teams are waiting
• Provide reasons for rejections: Help teams understand constraints

Troubleshooting

Common Issues:

"Cannot propose schedule in the past"

• Check your selected date and time
• Verify your timezone setting

"There is already an active schedule request"

• Wait for the current request to be resolved
• Contact the other team if response is overdue

"Only team captains or owners can respond"

• Ensure you have the correct role in your team
• Contact your team captain/owner to handle scheduling

Schedule request expired

• Submit a new request
• Consider proposing multiple time options

Getting Help:

• Contact your team captain/owner for role-related issues
• Contact the tournament owner for tournament-specific policies
• Use the support system for technical problems

Best Practices

1. Communicate clearly: Use the notes field effectively
2. Be reasonable: Propose realistic times that work for both teams
3. Plan for delays: Schedule matches with buffer time before deadlines
4. Confirm details: Double-check date, time, and timezone before submitting
5. Follow up: If no response after several days, contact the team directly

This scheduling system ensures fair and organized tournament matches while giving teams the flexibility to find mutually convenient times.