W.A.L.E.S Solutions

Event Settings



(Figure 1)


– Forward: This would be the most critical part of the “Eisteddfod”. Get this right and the rest is easy.

NB: If you are using a spreadsheet to populate your data all this can be set up there.

– Show Settings: These settings are for competitions that have timed events such as “Eisteddfod’s

(Figure 1)

– Start Date: This is the Date the Competition Commences.

– Doors Open: The time the General Public can attend.

– Sessions Begin: Time of the first Session. These times will vary according to the competition.

– Session Length: Coming later when “Manage Sessions” is complete.

– Event Timing in Minutes: These are usually set prior to the competition and are best setup in the “Spreadsheet”. If you are not using a spreadsheet to do the setup you can set up      times here.

– Default Prep Time: This relates to time required on stage prior to commencement of the competition. Choirs, Bands, etc.

– Default Stage Time: Time allowed for the competitor to perform.

– Default Judging Time: This is the time the Judge requires to Judge the contestant.

– Default Judge Summary Time: This is the time allowed for the Judge to finalise the event and give results etc.

– Time Between Events: This is time required for stage preparation or to get Choirs, Bands etc. off and on the stage.

– Automatic Event Timing: Coming later when “Manage Sessions” is complete.



Please Note: When importing files you must First Set the Defaults. If you realise that you need to make change in the default. Make your changes then re import your files.


Event Settings



(Figure 2)


– Minimum Contestants for 1st: This is the number of competitors required to run an event. You need at least “X” amount of   contestant to run an “Event” this can be set here. The events

– Minimum Contestants for 2nd: This is the number of contestants to be able to offer a second prize.

– Minimum Contestants for 3rd:  This is the number of contestants to be able to offer a Third prize.

– Default Judging Type: Choice of Highest or Lowest Score. If you are Judging purely on 1st, 2nd and 3rd you would select Lowest Score. Same if the event was a timed event. Swimming, Cycling etc. If you are using a scored event and the place getters are determined by Highest Score you would use “Highest Score”. If you have a mix of scoring types you will need to work out the most highest or Lowest Scores and use that as a default. You would then change the “Default Judging Type” in the “Event - Event Settings - Judging Type”.

– Use Persistent Competitor Numbers: Tick this box if you would like your contestants to known by a number rather than their name: Particularly useful when printing labels for competitors as the item to be judged will not identify the “Competitor” by name only number.

– Allow Multipule Entries: Where the competition allows multipule entires such as Agricultural Shows - Knitting a competitor may enter 1 or several garments in a class. If this is not selected a warning will show that the Competitor has already entered the event. The default is set to allow only “One” entry per competitor.

– Age Cut-off Date: Set this for Date of Birth of competitor for age competitions. Most competitions have a cut-off date for their Competitions. Useful when doing entries to check that the competitor is in the correct class.

– Default Event Entry Fee: This is if the event has consistent entry fee across all events.

– Entry Fee Show: This is the Entry Fee to the Event by the General Public.


Manage Users

– All User Accounts:
This is where your security is set for each of your users. You can have as many or few Users as you like with different passwords and allow them to access different parts of the program. (Figure 3)


(Figure 3)


There are 3 levels of “User” 1. Super User. 2. User. and 3. Judge. You can tell which level is logged in by going to “– Show Name: This shows the active show.”
1. Super User can edit any part of the Program. Can add Users and create passwords.

2. User can add contestants, do entries and Judging

3. Judging can do “Judging” only.


All Users in the “All User Accounts can be set up but need to migrate across to “Can Edit This Show” by clicking on the Blue .

– Manage Users: Once you have migrated your user across to “Can Edit This Show” you can change the detail for that user. (Figure 4) by selecting “Manage Users” tab.

(Figure 4)

– Login Details: This is where you set up the “Users” Privilege Set” to “Peter Brown” above by clicking on the Pencil Icon. (Figure 5)



 (Figure 5)


– Privilege Set: This is where you determine the Users access to the program, as per “Manage Users” above. Simply click on the Button you wish to use for your User. You then need to type in a User name for your User. It can be the same as their name or title of the position they hold within the organisation.

Remember!! That it is important to make the “Username” and “Password” difficult for others to access the program. So once you have the “Username” and “Privilege Set” organised it is then time to set the password. (Figure 6)


(Figure 6)


(Figure 7)


Next enter the “Password Details” (Figure 8) DO NOT USE PASSWORD OR 111111 OR 123456. As this leaves your system vulnerable to be hacked. This is a 2 step password as the unauthourised user must work out the “User Name and Password”. If the administrator thinks there is a breach the best thing to do is to remove the User from the “Can Edit This Show” or change the password.

To return to the main window Click Manage Users (Figure 4)


Figure 8)


– Add another User: Simply Click on the “Edit Users” button and then the  add a User and so on.

To delete a user just use the Garbage Bin (Figure 4) Do not use the Garbage Bin (Figure 3). This is for Deleting shows.


Manage Stages


Gives an overview of number of Competitors in the Events. Second layer is coming soon.





– Placings Certificates: Currently the certificate layout is for A6 or 4 out of an A4. The Setup for this size certificate is quite simple

1. First select the tab that you want the Certificate to propagate. Click in the window to activate the square

2. You can either drag and drop a copy of the certificate onto the window. The file must be a PNG or PDF formatt.

3. Or go to Insert on the main menu(Mac) line - select Picture and link to the prize card (Figure 8a) Windows (Figure 8b)


(Figure 8a)


(Figure 8b)



Once a event has been judged go Print from the “Judging Menu”

If you need to align the text you need to adjust the print to suit your certificate you will need to edit the layout. (Figure 9) Changes can only be made by “Super User”

NB_1 It pays to have all the certificate details in the same spot - otherwise you need to do each individual certificate.

NB_2 Currently you are unable to print Champion Certificates.





In figure 10 you can see that the second line and bottom line are too high



(Figure 10)


– Change the layout: First select the Certificate you need to edit by clicking the arrows  to cycle through the windows or you can use the slider to slide to the correct Certificate. Click the “Exit Preview” Button (Figure 9) This button will change into “Edit Layout” Click “Edit layout” (Figure 11)



This will open up the below window (Figure 12) DO NOT DELETE ANY FIELDS OR TEXT BOXES. If you don’t need the boxes drag them off to the Grey area (Right Side) (Figure 12)  if you cannot see the gray area drag the window wider. In the Top row you will see an arrow tool select this to move any boxes.


(Figure 12)


–Description of fields in the Certificate Box:

1. ::Name Full: The Winners Name

2. ::Zdisp_CertificateForPrint: is the name of the certificate

3. ::Name. Description of the Event

4. ::Name. In box on Right Hand Side refers to Stage or Section.

5. ::EventNumber. Refers to Event Number

6.  ::CompetitorNumber. Refers to Entry Number in Class.

Depending on the information on your certificate you can add or delete or move to your desired location.

If you need more information please contact us.

Once you have made your changes you then click “Exit Layout” you will then be prompted to save the changes. This will then take you back to the certificate and you can see the changes before printing.

If you have made a change and you would like to undo the change if you go back and “Edit Layout” before you move to another section you can go “Edit Undo Move”.

NB: If you do not require a field do not delete then just drag them to the gray area to the right, off the area.


Import Data


This is where you import your spreadsheet. We have included a sample template for you to Set Up your data for import into “Eisteddfod”.  (Figure 13) Included also is a column ID that you need to set up your data


(Figure 13)


If you have an existing list of contacts you can also set them up and import them in to “Eisteddfod”. using the “Import Contestants” Template.



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