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Sports & Games is where the school runs its competitive and recreational sport: the catalogue of sports offered, the houses students belong to, the teams fielded for each sport, the competitions and fixtures played, the results recorded, the awards granted, and the inter-house points leaderboard. A sports coordinator or PE head runs the day-to-day. Teachers who coach a team can record results and update their own team’s fixtures. School leadership oversees it all. Guardians do not record anything; they see a read-only summary of their own children’s team memberships, fixtures, and awards.
Sports & Games is an optional module. A school can enable or disable it under Settings. When the module is off, the whole Sports & Games group disappears from the sidebar and sport notifications stop going out. Turn it back on and everything returns exactly as it was.

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Records you’ll work with

RecordWhat it is
SportA sport the school offers, such as Football or Athletics. Marked Team or Individual, which decides how its results are recorded.
HouseA school house, such as a colour-named house, with a name, colour, and motto. Students belong to a house, and houses collect points.
TeamA squad fielded for one sport in one academic year, with a category (age and gender band), a type (House or School), an optional house, and an optional coach.
Team memberA student on a team’s roster, with an optional position, a captain flag, and the date they joined.
External schoolA rival school the school plays against, used as the opponent on inter-school fixtures.
CompetitionA tournament or league for one sport, with a level, scope, format, dates, and an academic-year and term context.
FixtureA single scheduled match, with a date, venue, the two sides (or a team and an external school), and a status. May belong to a competition.
Match resultThe score for a team fixture: home score, away score, and a derived outcome (Home Win, Away Win, or Draw). One per fixture.
Individual resultOne athlete’s result in an individual-sport fixture: the event, the position, an optional time or distance, and a personal-best flag.
AwardA recognition granted to a student for a sport, such as MVP or Top Scorer, scoped to a term and an optional competition.
House point entryA points row credited to a house, either swept in automatically from a house-level result or recorded by hand for a non-sport category such as Cleanliness or Discipline.

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What you can do

Set up sports and houses

Add the sports the school offers, the houses students belong to, and the rival schools you play.

Build teams

Field a team for a sport, fill the roster, and appoint patrons and house leaders.

Competitions and fixtures

Create a competition, schedule fixtures, and draw a knockout bracket.

Record results

Enter team scores and individual placements, and grant awards.

Inter-house points

Read the automatic sweep on house results, award points by hand, and read the standings.

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Set up sports and houses

Everything else in this module hangs off a sport, a house, or an external school, so set these up first. Open Sports & Games in the sidebar.

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Add a sport

To offer a new sport, add it to the sports catalogue.
1

Open Sports

Go to Sports and click the create action, or go to /sports.
2

Fill in the sport

Enter the Name, pick the Type (Team or Individual), and add an optional Description. Leave Active on so the sport can be picked when building teams and competitions.
3

Save

Save. The Type is what decides how results are recorded later: a Team sport is scored with a home and away score, an Individual sport with per-athlete placements. Pick it carefully, because it changes the result form.
[Insert screenshot: New sport form at /sports/create showing the Name field, the Type selector (Team, Individual), the Description box, and the Active toggle]

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Add a house

Houses are the basis of the inter-house points system. Add each of the school’s houses once.
1

Open Houses

Go to Houses and click the create action, or go to /houses.
2

Fill in the house

Enter the Name, pick a Color, add an optional Motto and Description, and leave Active on.
3

Save

Save. Students are placed into a house from their own profile under Users & Identity; the house is a tag on the student record. Once a house exists, you can assign its patrons and leaders and it starts collecting points.
[Insert screenshot: Houses list at /houses showing the colour swatch, Name, Motto, Students count, and Active columns]

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Assign house patrons and leaders

Each house carries a slate of staff patrons and student leaders for an academic year. Open a house and use its tabs.
  • On the Patrons tab, add a teacher and pick their role (Head Patron or Assistant Patron) for an academic year.
  • On the Leaders tab, add a student (from that house) and pick their role (Captain, Vice Captain, Secretary, or Sports Captain) for an academic year, with the date they were appointed. One student holds each role per house per year.
The Students tab lists the house’s members for reference. The Point Entries tab is covered under Inter-house points.

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Add an external school

Record a rival school once, then pick it as the opponent on any inter-school fixture.
1

Open External Schools

Go to External Schools and click the create action, or go to /external-schools.
2

Fill in the school

Enter the Name, and optionally the County, Town, Contact Person, Phone, Email, and Notes.
3

Save

Save. The school is now selectable as the opponent on inter-school fixtures. You can also add one on the fly from the fixture form without leaving the page.

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Build teams

A team is a squad fielded for one sport in one academic year. Build the team first, then fill its roster.

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Create a team

You will need: at least one Team-type sport marked Active, and, for a house team, the house it belongs to. The Sport picker lists only active team sports, and the House picker lists only active houses.
1

Open Teams

Go to Teams and click the create action, or go to /teams.
2

Fill in the team

Pick the Sport and enter a Name (for example, “Under-16 Football”). Pick the Category (the age and gender band) and the Type (House or School). When you pick House, a House picker appears and is required. Pick the Academic Year. Optionally pick a Coach (a teacher) and add a Description. Leave Active on.
3

Save

Save. The team now exists with an empty roster. The coach you pick can record results and update this team’s fixtures without holding the full sports permission.
[Insert screenshot: New team form at /teams/create showing the Sport, Name, Category, and Type selectors, the conditional House picker, the Coach picker, the Academic Year selector, and the Active toggle]

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Select the roster

Add students to a team from the team’s own Team Roster tab.
You will need: the team to exist, and the students to be admitted under Users & Identity so they appear in the Student picker.
1

Open the team

Open the team from Teams and go to the Team Roster tab.
2

Add a member

Click Add Member. Pick the Student, enter an optional Position, tick Team Captain if they captain the side, and set the Joined On date. A student already on the roster cannot be added twice.
3

Save

Save. The student joins the roster, and their guardians are notified that the child has been selected for the team.
[Insert screenshot: Team Roster tab on a team’s view page showing the student name, Position, Captain, and Joined columns, with the Add Member action]

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Edit a team

Open a team from Teams and click Edit to change any detail, the coach, or the active flag. To take a student off a team, open the Team Roster tab and remove their row. Renaming or deactivating a team does not delete its history; past fixtures and results stay readable.

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Competitions and fixtures

A competition groups fixtures into a tournament or league. A fixture is a single match. You can schedule a one-off friendly fixture without a competition, or create a competition and schedule its fixtures under it.

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Create a competition

You will need: the sport the competition is for, and the academic year it runs in. Years and terms are seeded under Academic Years & Terms and ready to pick.
1

Open Competitions

Go to Competitions and click the create action, or go to /competitions.
2

Fill in the competition

Pick the Sport and enter a Name. Pick the Level (House, School, Sub-County, County, Regional, or National), the Scope (Intra-School or Inter-School), and the Format (League, Knockout, or Group + Knockout). For a knockout or group-and-knockout format, optionally set the Total Rounds. Pick the Academic Year and an optional Term, set the Start Date and an optional End Date, and add an optional Venue and Description.
3

Save

Save. The competition starts as Upcoming. Setting the Level to House is what turns on the automatic inter-house points sweep when its results are recorded (see Inter-house points).

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Schedule a fixture

You will need: the sport, the teams playing (for an intra-school match) or the external school (for an inter-school match). A fixture can stand alone as a friendly, or belong to a competition.
1

Open Fixtures

Go to Fixtures and click the create action, or go to /fixtures.
2

Fill in the fixture

Pick the Sport and an optional Competition. Set the Fixture date and optional Start time and End time. Pick the Scope:
  • Intra-School shows a Home Team and an Away Team picker, both drawn from the chosen sport’s teams.
  • Inter-School shows a Home Team picker and an Opponent School picker for the external school. You can add a new external school here without leaving the form.
For an Individual sport, the team pickers are hidden; you’ll add each athlete’s placement when you record the result. The Opponent School picker still appears for an Inter-School fixture.Enter an optional Venue and Notes. The Status defaults to Scheduled.
3

Save

Save. The fixture is created as Scheduled, and the guardians of the players on both sides are notified that the match is set. When the Events module is on, the fixture also appears on the school calendar.
[Insert screenshot: New fixture form at /fixtures/create showing the Sport and Competition selectors, the date and time fields, the Scope selector, the Home Team and Away Team or Opponent School pickers, and the Status selector defaulting to Scheduled]

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Generate a knockout bracket

You will need: a Knockout or Group + Knockout competition that has no bracket yet, and the teams to seed into it.
For a knockout competition, the system draws the whole bracket for you instead of you scheduling each round by hand.
1

Open the competition

Open the competition from Competitions and find the header actions.
2

Generate the draw

Click Generate Draw. Tick the teams to include. Optionally turn on Apply standard seeding to pair the strongest against the weakest (1 vs N, 2 vs N-1, and so on); leave it off for a random draw.
3

Confirm

Confirm. The system creates one fixture per bracket slot and wires the rounds together so that winning a match advances a team to the next one. If there is an odd team out, that team gets a bye and is advanced automatically. The drawn bracket appears on the competition’s Bracket tab.
You can redraw a bracket with Reset Draw while the competition is still Upcoming; this permanently removes the drawn fixtures and any results, so use it before play begins. A Group + Knockout competition has a separate Generate Knockout Bracket action to seed the qualifying teams into the knockout phase once the group stage is set.

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Record results

A result is recorded straight onto a fixture, from the Record Result action on the Fixtures list. The form matches the sport: team sports take a score, individual sports take per-athlete placements. There is no separate publish step; recording the result is what completes the fixture and triggers notifications and any house-points sweep.

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Record a team result

You will need: a Scheduled or In Progress fixture for a Team sport. The Record Result action is hidden once a fixture is Completed, Postponed, or Cancelled.
1

Open the action

On the Fixtures list, find the fixture and click Record Result.
2

Enter the score

Enter the Home Score and the Away Score. Tick Walkover if the match was awarded without play. Add optional result Notes.
3

Save

Save. The fixture moves to Completed, the outcome (Home Win, Away Win, or Draw) is worked out from the scores, the players’ guardians are notified that the result is recorded, and, in a knockout competition, the winner advances to the next fixture. For a House-level competition, house points are swept in automatically (see Inter-house points).
[Insert screenshot: Record Result modal for a team fixture showing the Home Score and Away Score fields, the Walkover toggle, and the Notes box]

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Record individual results

You will need: a Scheduled or In Progress fixture for an Individual sport, and the athletes admitted under Users & Identity so they appear in the Student picker.
1

Open the action

On the Fixtures list, find the individual-sport fixture and click Record Result.
2

Add each athlete's result

Click Add Result for each athlete. Pick the Student, enter the Event name, the finishing position, an optional time or distance record, and tick Personal Best if it was one.
3

Save

Save. The fixture moves to Completed and the athletes’ guardians are notified. For a House-level competition, the top three placements earn their house 5, 3, and 1 points respectively.
You can also view and adjust individual results on a fixture’s Individual Results tab after the match.

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Grant an award

You will need: the recipient student, the sport the award is for, and the term. An optional competition can be attached.
1

Open Awards

Go to Awards and click the create action, or go to /awards.
2

Fill in the award

Pick the Student, the Sport, and an optional Competition. Pick the Award type (MVP, Best Player, Most Improved, Top Scorer, Sportsmanship, or Custom). For a Custom award, a Custom Title field appears and is required. Pick the Term and Academic Year, and add an optional Citation / Reason.
3

Save

Save. The recipient’s guardians are notified that the award was granted.

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Inter-house points

Houses collect points from two sources: an automatic sweep when a house-level competition result is recorded, and manual entries a coordinator records for non-sport categories. The running leaderboard is shown on the dashboard.

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How the automatic sweep works

When you record a result for a fixture in a competition whose Level is House, the system writes the house points for you, with no extra step:
  • Team results credit the winning team’s house 3 points, and a draw credits each house 1 point. A loss earns nothing.
  • Individual results credit the athlete’s house 5, 3, or 1 points for finishing first, second, or third.
These swept entries carry the Sports category and point back to the result that produced them. If you correct a result, the swept points are recalculated to match; if you delete a result, its swept points are removed. You cannot edit or delete a swept entry by hand, because it is owned by the result.

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Award house points by hand

For categories that are not sport, such as cleanliness or discipline, record the points yourself.
You will need: at least one active house and a term to file the points under. This action is available to staff who hold the award-house-points permission, granted through Roles & permissions.
1

Open Award House Points

Go to Award House Points under Sports & Games.
2

Fill in the entry

Pick the Category (Cleanliness, Academics, Discipline, Co-Curricular, Sports, or Other), set the Date, write a Description, and pick the Term. Enter the points for each house in the same step; leave a house blank or at zero to skip it.
3

Submit

Submit. One entry is created per house you gave points to, and the standings update. You can also add a single manual entry from a house’s Point Entries tab.
[Insert screenshot: Award House Points page showing the Category selector, Date, Description, and Term fields, and a points input per house]

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Read the standings

The House Leaderboard on the leadership dashboard shows each house’s total points for the current term, ordered highest first. A house’s own Point Entries tab lists every entry behind its total, with the date, category, points, and whether each came from a result or was recorded by hand.

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Statuses and lifecycle

Sports & Games has two records that move through a real lifecycle: fixtures and competitions. Teams, sports, and houses do not carry a lifecycle status; they have an Active flag that simply controls whether they can be picked on new records, which is described under Build teams and Set up sports and houses.

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Fixture statuses

StatusWhat it meansWho can actWhat they can do
ScheduledThe fixture is set but not yet played. New fixtures start here.Coordinator, the teams’ coaches, leadershipRecord the result, or mark the fixture In Progress, Postponed, or Cancelled by editing it.
In ProgressThe match is underway.Coordinator, coaches, leadershipRecord the result, or mark it Postponed or Cancelled.
CompletedThe result has been recorded.(none)Read the result. The result can still be corrected on the fixture.
PostponedThe match was deferred. The affected players’ guardians are notified.Coordinator, coaches, leadershipReschedule it back to Scheduled, or cancel it.
CancelledThe match was called off. The affected players’ guardians are notified. Also set in bulk when the parent competition is cancelled.(none)Read the fixture.
Recording a result moves a fixture straight to Completed. The other moves are made by editing the fixture and changing its Status.

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Competition statuses

A competition’s status is maintained for you, by date, except for cancellation, which is a manual choice.
StatusWhat it meansWho can actWhat they can do
UpcomingCreated but not yet started. New competitions start here. A knockout bracket can only be drawn or reset while the competition is Upcoming.Coordinator, leadershipSchedule fixtures, draw or reset a knockout bracket, or cancel the competition.
In ProgressThe start date has been reached.Coordinator, leadershipRecord results; cancel the competition.
CompletedThe end date has passed and no fixtures are left outstanding.(none)Read the competition and its results.
CancelledThe competition was called off. Every still-scheduled fixture in it is cancelled too.(none)Read the competition.
The move from Upcoming to In Progress and from In Progress to Completed happens on its own as the dates pass. Cancelling is the only status a staff member sets by hand, and it cascades to the competition’s scheduled fixtures.

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Categorical values used on forms

These are not lifecycles. They appear on form pickers when setting up sports records.
  • Sport type: Team or Individual. Set on the sport; decides whether results are a score or per-athlete placements.
  • Team category: the age and gender band a team competes in (U-14 Boys, U-14 Girls, U-16 Boys, U-16 Girls, U-19 Boys, U-19 Girls, Open Boys, Open Girls, or Mixed).
  • Team type: House (the team belongs to a house) or School (the team represents the whole school).
  • Competition level: House, School, Sub-County, County, Regional, or National. The House level is what turns on the automatic inter-house points sweep.
  • Competition scope: Intra-School (within the school) or Inter-School (against another school, using an external school as the opponent).
  • Competition format: League, Knockout (a single-elimination bracket), or Group + Knockout.
  • Match outcome: Home Win, Away Win, or Draw. Worked out from the scores, not entered.
  • Award type: MVP, Best Player, Most Improved, Top Scorer, Sportsmanship, or Custom (which uses a free-text title).
  • House patron role: Head Patron or Assistant Patron.
  • House leader role: Captain, Vice Captain, Secretary, or Sports Captain.
  • House point category: Sports, Cleanliness, Academics, Discipline, Co-Curricular, or Other.

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How records relate

A few user-visible relationships are worth keeping in mind:
  • A sport is the root of its teams, competitions, and fixtures. A team belongs to one sport and one academic year, and a house team also belongs to a house.
  • A team’s roster is its students. A student can be on more than one team, across different sports.
  • A fixture is for one sport and is played between two teams, or between a team and an external school. It may belong to a competition, or stand alone as a friendly.
  • A team fixture has one match result; an individual fixture has one result per athlete.
  • An award belongs to one student and one sport, scoped to a term and an optional competition.
  • A house collects points from house-level results (swept in automatically) and from manual entries. The student’s house is set on the student record under Users & Identity.
  • A student’s per-term sports participation, teams, fixtures, and awards, also appears as a summary on their report card under Assessments & Report Cards when both modules are in use.

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Reports and analytics

Sports & Games surfaces its analytics as dashboard widgets rather than downloadable files. On the leadership dashboard, staff who can view sports see:
WidgetWhat it shows
SportsHeadline counts for the current term: upcoming fixtures, fixtures played, wins, and awards.
House LeaderboardEach house’s total points for the current term, ordered highest first.
Recent ResultsThe latest recorded match results.
Top PerformersThe students with the most awards this term, by sport.
A house’s Point Entries tab is the per-house breakdown behind the leaderboard total.

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What guardians see

Guardians sign in to the same tenant subdomain as staff. Their account holds the locked Guardian role, which is read-only and scoped to their own children. In this area, a guardian sees the Sports & Games widget on their dashboard, which summarises, per child, for the current term:
  • The child’s number of active team memberships.
  • The number of fixtures the child played this term.
  • The number of awards the child received this term.
Guardians also receive notifications, whether or not they log in, when a child is selected for a team, when a fixture for the child is scheduled, postponed, or cancelled, when a match result for the child is recorded, and when the child is granted an award. The Guardian role does not see the Sports, Teams, Fixtures, Competitions, Awards, External Schools, or Houses pages, nor the Award House Points page. Every recording action, creating a team, selecting a roster, scheduling a fixture, recording a result, granting an award, awarding house points, is staff-only and never exposed to a guardian.

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FAQs and troubleshooting

Open the fixture and update its match result, or, for an individual sport, adjust the rows on the Individual Results tab. The outcome is recalculated from the corrected scores, and if the fixture is in a house-level competition the swept house points are recalculated to match. There is no separate publish step to undo.
It only appears while a fixture is Scheduled or In Progress. A Completed, Postponed, or Cancelled fixture does not show it. If the fixture is already Completed and you need to change the score, open it and edit the result directly rather than recording a new one.
They are swept in automatically when you record a result for a fixture in a competition whose Level is House. A team win earns the winning team’s house 3 points and a draw earns each house 1; an individual first, second, or third place earns the athlete’s house 5, 3, or 1 points. Points for other categories, such as cleanliness or discipline, are recorded by hand on the Award House Points page. If your house standings are not changing after a match, check that the competition’s Level is set to House and that the teams or athletes are assigned to a house.
Yes. A student can be on several teams across different sports. Within a single team’s roster, the same student cannot be added twice.
Create the competition with a Knockout format while it is still Upcoming, open it, and click Generate Draw. Pick the teams, optionally apply standard seeding, and confirm. The system builds the full bracket and advances winners automatically as results come in. To redraw, use Reset Draw, which is available only while the competition is still Upcoming.
Cancelling a competition cancels every fixture in it that is still Scheduled. Fixtures that were already completed keep their results. The affected players’ guardians are notified that their fixtures were cancelled.
Set the competition or fixture Scope to Inter-School, then pick the rival from the Opponent School picker. Add the rival under External Schools first, or create it inline from the fixture form. Record the result the same way you would for any team fixture.