Auto-scheduling for Tournaments

After draws are created for the events in a tournament, you will be able to use the new auto-scheduling feature to schedule the tournament.  If you wish to schedule matches manually, follow the Scheduling Matches in Tournament Desk Overview guide for more information on the other options for scheduling. To learn about auto-scheduling, please click here to watch a video tutorial or follow the step-by-step guide below.

Setting up your Tournament for Auto-scheduling

How to Auto-schedule in Tournament Desk

Setting up your Tournament for Auto-scheduling

Prior to beginning the auto-scheduling process, you may need to review the settings below:

• Manage facilities:  If you have not done so prior, you will want to configure courts at the facilities your tournament will be held. When doing auto-scheduling, it will follow the times and days set here. For more information, follow the Configure Courts at a Facility for a Tournament guide.
• Match Settings:  Default match times and rest times between matches are set as recommended by USTA. This can be adjusted if needed by following the steps below:
  • In the Schedules tab, click Match Settings.  

• Select the auto-scheduling period:  5, 10, 15, 20 or 30 minutes
• Choose the expected average match time for each event.

• Click Save. 
   

Note- Rest times between events will be related to the event that precedes that rest time. This cannot be edited at this time but will be added as a feature soon.
 

How to Auto-schedule in Tournament Desk
 

Once your tournament settings have been adjusted, please follow the steps below to use the auto-scheduling feature.

Before using the Auto-scheduler it's important to note the following: 

• Auto-scheduler uses Garman formula on 30 minute slots, this can be adjusted to 15 using the Scheduling Period drop down.
• All previously scheduled matches will be ignored by the auto-scheduler. To reschedule all matches you must clear the schedule. 
• Completed matches will not be cleared.

Once your tournament settings have been adjusted and the above has been noted, please follow the steps below to use the auto-scheduling feature.

• Launch Tournament Desk
  • Navigate to Tournament Desk by clicking Launch Tournament Desk on the tournament menu.

• Access the Schedule tab.

• Turn on Auto-scheduling.
  • In the schedule tab, click Scheduling and select Auto schedule from the drop-down.
    • Each day of the tournament will be listed here. When you click on each day, you can choose which facility to use for scheduling. This is set in the Manage facilities-Court availability guide described in the Setting up your Tournament for Auto-scheduling section.   

• Begin Auto-scheduling
  • Starting with the first day of the tournament for the first facility, click Add Round to start auto-scheduling.

• Add rounds to be scheduled.
  • Select the rounds you would like to be played on the selected day and facility. Click Confirm to add the events to the schedule.
    • You can use filters to view by event, format, or round.

• Manage the scheduled rounds.
  • The events and rounds selected will now show under the appropriate facility as selected. If you want to adjust the schedule, you can drag and drop to reorder rounds if needed. 
    • Rounds that are scheduled on the top will be prioritized for earlier play time.
  • You can click on the icons on the right to split the round into halves or quarters, move them to a different facility or date, or delete the scheduled round.

• Schedule the remaining rounds.
  • Repeat the above steps for each day of the tournament and for each facility available on each day.
    • Auto Scheduling can be done in full or partially by only auto-scheduling particular rounds. For example: you can schedule the first 2 rounds at once and then come back to schedule the remaining rounds.
    • When you have finished, you can use the Conflict Report to see if you have any conflicts. For more information, refer to the How to Use Conflict Reports in Tournament Desk guide.