Jump to:1 · Your Role 2 · Annual Cycle 3 · Pre-Season Setup 4 · Rankings 5 · AP Placements 6 · Data Entry Period 7 · Conflict Resolution 8 · Pick Day 9 · Post-Pick Day 10 · Quick Reference

TSCA_PICK_MANAGER & SUPER_ADMINTexas Sporting Clays AssociationAnnual Pick Day System

1

Your Role as Pick Manager

What You Are Responsible For

Managing the entire annual shoot date scheduling cycle
Setting and enforcing data entry deadlines for all clubs
Reviewing and approving AP Placement applications
Uploading and maintaining club rankings from NSCA data
Overseeing conflict detection and leading resolution
Running the official Pick Day selection process
Locking and publishing the final schedule
Monitoring the audit trail for data integrity

Pages You Use Most

AP Placement Management — review & approve applications
Rankings Management — upload and manage pick order
Upload Rankings — import NSCA CSV data
Conflict Resolution — detect and resolve date conflicts
System Settings — set all deadlines and current phase
Clubs — manage club directory and activate/deactivate
Audit Trail — verify data integrity and track changes
Pick Manager (AP) — directly award AP placements

Absolute Data Integrity Rule

Never delete or modify user-entered club data without first checking the Audit Trail to verify the original submission. Club workspace entries represent legitimate submissions — treat them as sacred. Always query the audit log before any changes to shoots, AP placements, or date selections.

2

The Annual Pick Day Cycle

Phase 1

Pre-Season Setup

Set deadlines, upload rankings, configure major tournaments

Phase 2

AP Submissions

Clubs apply for AP status; Pick Manager reviews & awards

Phase 3

Data Entry

All clubs submit 1st/2nd/3rd choice dates before deadline

Phase 4

Conflict Resolution

Detect conflicts, coordinate clubs, resolve via algorithms

Phase 5

Finalization

Lock schedule, publish calendar, notify all clubs

System Phase Control

The current phase is set in System Settings → Current System Phase. This controls which features are available to clubs. Always advance the phase deliberately — clubs cannot submit dates once you move past DATA_ENTRY, and AP submissions close once you move past the AP deadline.

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Pre-Season Setup

Set System Deadlines

1

Navigate to System Settings

Sidebar → System Settings (admin only)

2

Set AP Submission Deadline

Last date clubs can submit AP placement applications. After this date the AP form locks automatically.

3

Set Regular Shoot Deadline

Last date clubs can submit their 3-choice date preferences. Must be after the AP deadline.

4

Set Pick Day Date & Start Time

The official date the sequential pick process occurs.

5

Set Phase to DATA_ENTRY

Opens the system for club submissions. Clubs cannot submit until this phase is active.

Configure Major Tournaments

1

Navigate to Major Tournament Management

Sidebar → Major Tournament Management

2

Add or update tournaments

National Championship, US Open, World Championship, and Texas-specific events for the upcoming year.

3

Set tournament dates and regions

These block out calendar dates first — no club shoot may be scheduled within 100 miles on these dates.

4

Lock confirmed tournaments

Locked tournaments cannot be moved. Use the lock icon once dates are final.

Verify Club Directory

Check Active Clubs

Confirm all current TSCA member clubs are marked active
Deactivate any clubs that have left the association
Verify NSCA club IDs match your rankings data

Update Contact Info

Ensure each club has a valid registrar email
Update phone and contact names as needed
Confirm region assignments (WEST/EAST/NORTH/SOUTH/CENTRAL/SOUTHERN)

Geographic Data

Use "Update Coordinates" on Clubs page for any new clubs
Verify Distance Matrix looks correct for neighboring clubs
100-mile conflict detection relies on accurate coordinates

4

Uploading & Managing Club Rankings

Rankings Determine Pick Order

A club's ranking is based on its previous year's registered target count from NSCA. Higher target count = higher ranking = picks earlier on Pick Day. This must be uploaded before the data entry period opens so clubs can see their position.

CSV Upload Process

1

Prepare your CSV file

TSCA 3-column format: Club Name, NSCA ID, Target Count. First row must be the header row.

2

Navigate to Upload Rankings

Sidebar → Upload Rankings

3

Upload the CSV file

Drag and drop or browse for your file. The system will parse it and show a preview.

4

Review the preview

Confirm club names match the system records. Green rows = matched. Yellow rows = club not found in system.

5

Confirm and import

Click "Import Rankings." The system assigns pick order 1–N from highest to lowest target count.

After Upload — Verification

1

Review Rankings Management page

Confirm pick order looks correct. Rank #1 picks first, rank #N picks last.

2

Check for unmatched clubs

Any club in your CSV that didn't match a system club will need manual assignment. Check NSCA IDs.

3

Verify tie-breaking

Clubs with identical target counts are ranked alphabetically. Confirm this is acceptable or adjust manually.

4

Notify clubs of their rank

Clubs can see their own rank in their workspace once rankings are imported.

5

AP Placement Management

AP Placement Rules

Qualification Criteria

Tournament with 200+ participants previous year
Must re-qualify annually — no automatic carry-overs
Same tournament type, similar dates as prior year
Registered NSCA event with national/regional significance

Limitations

Maximum 2 AP placements per club per year
AP placements count as the club's 1st and 2nd picks
Cannot exceed previous year's shoot duration
AP shoots are placed before regular pick process

Your Responsibilities

Review every application before the AP deadline
Approve, deny, or request revisions from the club
Award the placement in the system once approved
Ensure no two AP shoots conflict geographically

Reviewing AP Applications

1

Go to AP Placement Management

Sidebar → AP Placement Management. Shows all pending, approved, and denied applications.

2

Review each pending application

Check club qualifications: prior year participation count, tournament type, justification narrative.

3

Make a decision

Approve if criteria met. Request Revision if more info needed. Deny if not qualified.

4

Award placement upon approval

Use AP Placement Management or Pick Manager page to formally award the placement in the system.

Common AP Pitfalls to Avoid

Don't approve without verifying participation count — clubs must have had 200+ participants. Ask for documentation if needed.
Don't let AP shoots conflict with each other — check the 100-mile matrix before awarding overlapping dates to nearby clubs.
Don't create test AP placements in production — any placement in the live system is real and visible to all clubs.
Don't modify AP placement dates without club consent — check the audit log first; dates were submitted by the club for a reason.
Don't miss the AP deadline — after the deadline, clubs can no longer apply, but you can still review and award from existing applications.

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Overseeing the Data Entry Period

When Data Entry Opens

Once you set the system phase to DATA_ENTRY and the AP deadline has not yet passed, clubs can submit their 1st, 2nd, and 3rd choice dates from their Club Workspace. All dates must be weekends (Friday–Sunday). The system automatically blocks dates that conflict with major tournaments.

Your Tasks During Data Entry

1

Monitor submission progress

Check the Calendar Dashboard periodically to see which clubs have submitted and which haven't.

2

Remind non-submitting clubs

Clubs that miss the deadline forfeit their pick priority. Notify them with enough time to submit.

3

Handle change requests

If a club needs to change submitted dates before the deadline, they can request it. Review and approve or deny through their workspace.

4

Watch for conflicts forming

The Conflict Resolution page will begin showing detected conflicts as clubs submit. You don't need to resolve them yet — just monitor.

5

Close data entry at deadline

After the deadline, set the phase to PICK_DAY. New submissions will be blocked automatically once the deadline passes.

Anti-Cheating System

The system enforces fair play automatically. As Pick Manager, you should understand how these locks work.

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Priority Lock

Once a club submits, their ranking is locked. They cannot change their position in the pick order.

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Date Choice Lock

Submitted date preferences are locked. A club can only change them via an approved change request through you.

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AP Date Lock

Clubs that have been awarded AP placements have those dates locked. They can select their remaining shoot dates normally.

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Deadline Enforcement

Once the submission deadline passes, no new dates can be entered by clubs unless you enable the "Allow late submissions" override in System Settings.

7

Conflict Resolution

What is a Conflict

A conflict exists when two clubs within 100 driving miles of each other have the same date in any of their 1st, 2nd, or 3rd choice selections. The system uses the official TSCA driving distance matrix first, then falls back to the Haversine straight-line formula. Conflicts must be resolved before the schedule can be finalized.

Three-Phase Conflict Resolution Process

Phase 1 — Detection & Review

1

Open Conflict Resolution page

Sidebar → Conflict Resolution. Review the full list of detected conflicts.

2

Identify affected clubs

For each conflict, note both clubs, their ranking positions, and which of their choices are conflicting.

3

Verify the distance

Confirm the two clubs are actually within 100 miles using the Distance Matrix page.

Phase 2 — Voluntary Resolution

1

Contact affected clubs

Reach out to both clubs and explain the conflict. Ask if either is willing to move to their 2nd or 3rd choice date voluntarily.

2

Facilitate negotiation

Sometimes clubs can swap dates with each other. Use ranking position as guidance — higher rank has priority.

3

Update the system

Once clubs agree, update their selections in the system via the conflict resolution interface.

Phase 3 — Automated Resolution

1

Use Snake Algorithm

For unresolved conflicts, apply the snake algorithm: higher-ranked club keeps 1st choice; lower-ranked club moves to their next available choice.

2

Apply Left-Shift if needed

If the snake algorithm still leaves conflicts, apply the left-shift rotation as backup.

3

Verify zero conflicts remain

Check the conflict list again. All conflicts must be resolved before proceeding to Pick Day.

Tiebreaker Rules

When two clubs have the same ranking: the club that submitted their dates first gets priority. If submissions were simultaneous, you as Pick Manager use discretion — or call a board vote. Document your decision in the system notes.

8

Running Pick Day

Before Pick Day Begins

All conflicts must be resolved, all AP placements must be awarded and locked, and the system phase must be set to PICK_DAY. Notify all clubs of their pick position and the start time at least 48 hours in advance.

Pick Day Step-by-Step

Pre

Day-before checklist

Confirm zero conflicts remain. Confirm all AP placements are awarded. Set phase to PICK_DAY in System Settings. Send pick order list to all club contacts.

1

Open the Calendar Dashboard

This is your primary view during Pick Day. You can see all submitted dates, AP placements, and the calendar filling in as picks are made.

2

Call each club in rank order

Starting with rank #1, call or contact each club. They confirm their 1st choice date (or fall to their 2nd/3rd if 1st is taken by a conflict with a same-or-higher-ranked club).

3

Confirm or adjust selections

If a club's 1st choice is still available and no geographic conflict exists, it is confirmed. If a conflict exists with a higher-ranked club that already picked that date, move to 2nd choice.

4

Document each pick

The system logs every selection automatically in the audit trail. If you make a manual override, add a note explaining the reason.

5

Handle no-shows

If a club cannot be reached during their pick window, move on to the next club. Come back to no-shows at the end with whatever dates remain.

6

Verify calendar at completion

Once all clubs have picked, review the Calendar Dashboard to confirm there are no remaining conflicts and all clubs have a confirmed date.

Pick Day Ground Rules

Higher-ranked club always has priority on any date. If rank #5 and rank #22 both want the same date, rank #5 gets it — rank #22 must use their 2nd choice. If a club has no usable choices left (all 3 conflicted), you must work with them live to find an available date. No club leaves Pick Day without a date.

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Post-Pick Day Finalization

Finalization Checklist

1

Final conflict check

Run one last conflict scan on the finalized schedule. Confirm the list shows zero conflicts.

2

Set phase to COMPLETE

System Settings → Current Phase → COMPLETE. This signals to clubs that scheduling is done.

3

Lock the schedule

Set phase to LOCKED. This prevents any further changes to the schedule by anyone.

4

Notify all clubs

Send confirmation emails with each club's confirmed date, or direct them to view the Calendar Dashboard.

5

Export the final schedule

Use Clubs → Export CSV/Excel to produce the official schedule file for distribution and record-keeping.

6

Request a backup

Go to Backup Management → Request Backup. Label it "Post-Pick Day Final Schedule." This creates a permanent record.

After the Season — Audit & Records

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Review the Audit Trail

Check for any anomalies — unexpected changes, late modifications, or anything that needs a note for next year's reference.

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Document any exceptions granted

If you approved late submissions, override decisions, or conflict exceptions, make sure they're noted in the system.

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Prepare notes for next year

Any rule changes or process improvements should be captured now while the details are fresh, not next October.

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Reset for next cycle

Next year's cycle begins with a new rankings upload. The system retains all historical data for reference.

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Quick Reference

Rules at a Glance

Rule	What It Means	Your Action
100-Mile Rule	No two clubs within 100 driving miles may hold a registered shoot on the same date	Use Conflict Resolution page to detect and resolve; verify with Distance Matrix
Weekend Only	All registered shoots must be scheduled on Friday, Saturday, or Sunday	System enforces automatically — clubs cannot select weekday dates
Pick Order	Clubs pick in order of their ranking (previous year's target count); highest rank picks first	Upload rankings before data entry opens; verify tie-breaking is correct
AP Priority	AP shoot dates are placed before regular club picks and count as 1st/2nd picks	Award all AP placements before Pick Day begins
Maximum AP	No club may have more than 2 AP placements per year	System enforces; verify manually when awarding
Deadline Enforcement	No date changes after the regular shoot deadline	Use "Allow late submissions" override only with board approval
Tiebreaker	Equal-ranked clubs: earlier submission date wins; simultaneous: Pick Manager discretion	Document any tiebreaker decisions in the audit trail

System Phase Sequence

Phase	What It Enables
`DATA_ENTRY`	Clubs can submit date preferences; AP applications open
`PICK_DAY`	Data entry closed; Pick Day process runs
`REVIEW`	Final schedule review; minor adjustments possible
`COMPLETE`	Schedule done; clubs notified
`LOCKED`	No further changes by anyone

AP Placement Status Flow

Status	Meaning
Awaiting Date Selection	Placement awarded; club has not yet chosen dates
Pending TSCA Approval	Club submitted application; you need to review
Approved	Application approved and placement awarded
Denied	Application did not meet criteria
Alternate Requested	You requested the club revise their application

All Pick Manager Pages — Direct Links