Automatic Team Sync
How the Team Sync feature on archeris.net works — how the system automatically groups archers into teams based on clubs and qualifying scores.
What is Team Sync?
Team Synchronization is a feature on the committee dashboard that automatically forms official teams for the team elimination round based on:
- Club membership of each archer
- Recorded individual qualifying scores
- Category type (team of 3 people or mixed 2 people)
This process replaces manual team formation which is error-prone and time-consuming, especially at events with dozens of categories.
Formation-Team Conditions
For the system to form a team, several conditions must be met:
| Terms | Description |
|---|---|
| Payment Status | Participants must be paid off or waiting for acc |
| Qualification Score | Archers must have a qualifying score entered |
| Club Membership | Archers must be registered with a club (not independent) |
| Quota Per Club | One club requires a minimum of 3 archers (standard) or 1 man + 1 woman (mixed) to form one team |
If one of the conditions is not met, the club will not produce a team — but other clubs that meet the requirements will still be processed.
Team Type: Standard vs Mixed
archeris.net supports two types of team categories:
| Type | Members | Formation Method |
|---|---|---|
| Standard Team | 3 archers from the same club (same gender) | 3 archers with the highest scores per group are drawn (top 3 group, 4–6 group, etc.) |
| Mixed Team | 1 boy + 1 girl from the same club | The best male and female archers are paired per ranking from each club |
How Grouping Works
The team sync algorithm works as follows:
- Take all participants from the appropriate individual category (same division, age group, and gender as the team category).
- Calculate the qualifying score for each participant from the
qualification_end_scorestable. - Group by club and order from highest to lowest score.
- Divide into groups of n archers (n = team size). The first group is the best team, the second group is the second team, etc.
- Groups that do not meet the quota (less than n scored archers) are ignored.
- Create a team entry in the database, complete with team name, ranking, total score, and member list.
Individual & Team Category
In an archery event, a division usually has two separate categories: an individual category and a team category.
Example: The Men's U-13 Compound Team category will look for participants from the Individual Men's U-13 Compound category at the same event.
Team Estimates vs Sync Results
Before running sync, the Bracket Creation page displays two numbers:
- Team Estimates Estimations — estimates of the number of teams that will form, calculated directly from current qualifying data without actually creating teams. Useful for deciding the bracket size before syncing.
- Synchronized Teams Auto — the number of teams that were actually created and saved in the database after the sync was executed.
If there are already synchronized teams, this number is used as a basis for bracket size recommendations. If it doesn't exist yet, the system uses the estimate as a reference.
When is Manual Sync Needed?
While Auto Sync handles most needs, there are situations where organizers need to edit or create teams manually:
- Archers from outside the club who wish to join as a team (independent archers)
- Changes in composition due to archers being injured or withdrawing
- A special event format that does not follow standard grouping rules
Use the Manual Add Team or Edit Team Details button on the Team Management page for those cases.
Troubleshooting (Error Message)
The following are several error messages that may appear during the synchronization process and an explanation of their causes:
"Category pair son/daughter (Individual) not found..."
Case: Mixed Team Sync.
Cause: The system could not find an Individual category with the same division and age group to pull qualifying scores from.
Solution: Make sure you have created Men's Individual AND Women's Individual categories for the division. The system requires scores from both categories to form a mixed team.
"Sync does not generate teams"
Cause: There are participants, there are categories, but the quota per club is not sufficient to form a single team.
Solution:
- Check participant qualification scores: Participants without scores will not be counted by the sync system.
- Check the number of participants per club: Standard team requires a minimum of 3 people, Mixed requires a minimum of 1 male & 1 female from the same club.
"Event not found"
Cause: Problems synchronizing URLs or cache data in the browser.
Solution: Refresh your dashboard page and try running the sync process again.
"Failed to calculate team ranking" / "Failed to calculate mixed team ranking"
Cause: There was an inconsistency in the score data in the database for one of the participants.
Solution: Check the qualification leaderboard again. If there is a score that looks unnatural or has an error, reset and re-enter the score for that participant.
"Failed to save synchronization results" / "Failed to start transaction"
Cause: Connection interruption to the database server or timeout when processing large amounts of data.
Solution: Wait a while and repeat the process. If the problem persists, contact the Archeris support team to check the server status.