⌛Sessions
Learn what a sessions are and what they’re used for.
Overview
Sessions are time slots within schedules. Each session has a list of rotations (or groups of athletes) which decide where everyone will start competing. Sessions also include a timeline to describe where and when the athletes arrive, warm up and compete. Finally, each session has a section where you can manage which and how many judges will be judging at each apparatus.
This guide will provide a high-level overview of what sessions are and how they work. Each topic has a dedicated guide that goes more into depth.
What are sessions?
Sessions are designated sections of time for athletes to compete in the venue. Sessions in Gym Art Meets provide you control over which athletes are in which rotations, a descriptive timeline, and which and how many judges are at each table for each rotation.
Sessions are made up of three different main components:
Rotations (the groups of athletes)
The timeline
Judging tables
Below is an interactive visual guide to help you understand how sessions work in Gym Art Meets.
Creating sessions
Create sessions from the Schedule page of your meet. When you're creating your session you can set the name, day, starting time, and which athletes will be in the session. Gym Art Meets provides a powerful tool that, upon creation of your session, will automatically assign the athletes to the rotations while grouping them both by team and by category (competition level).
Adding athletes to a session is how judges can to enter scores using Judge's Companion.
We go much more into depth about how to create sessions in this dedicated guide:
Adding athletes
The most important part of a session is the athletes. For this reason, we've included multiple tools that will help you organize your athletes in your session easily and efficiently. You can add athletes to your session both when you create your session, or afterwards from the session's dashboard.
To add athletes to rotations, you must add the subdivisions of the competitions they're in. When you first create your session you'll be prompted to select which subdivisions of athletes to add to your session. The athletes of those subdivisions will then automatically be assigned into rotations in such a way that they are grouped by team and by category. You can always make changes to the rotations afterwards.
Only one subdivision from each competition (and category) can be added to a session. You can, however, add multiple sessions from different competitions and categories.
Filtering of competitions
Subdivisions of competitions are intended to be assigned to sessions. For this reason, Gym Art Meets will filter the subdivisions you can add in the following ways:
It will remove any subdivision that has already been assigned to another session in the schedule
It will only allow you to add one subdivision from the same competition and category
For example, if you've already assigned Subdivision 1 of Level 3 to Session 1, it will not be available to add to any other sessions. You also won't be able to add Subdivision 2 of Level 3 to Session 1.
Rotations
Rotations are the final puzzle piece of a gymnastics schedule. They are small groups of athletes that travel around the apparatus and perform routines with each other. The way the athletes are grouped into rotations is one of the most important details you have to take care of as an organizer. It involves making sure coaches aren't split across apparatus and that judges aren't constantly changing between competition rules.
To address the complexity of rotations, Gym Art Meets comes with lots of tools to help you create and analyze your session's rotations. For a much more in-depth guide on rotations check out this guide:
Timeline
A session's timeline acts as directions for coaches, parents, judges, and anyone else attending the event. Each timeline consists of sections (e.g. Arrival, Warmup, Competition etc.) which determine the session's start and end time as well as duration.
A timeline is for communication purposes only and does not affect scoring or access to the session.
Creating a timeline
When you create your session you can select templates that will help speed up the organizational process. You can modify this timeline either directly from the session's tile or from the session's dashboard.
There must be at least one section in each session's timeline.
To learn more about the timeline, you can consult this guide:
Judging tables
From a session, you're able to control how many and which judges are at each of the apparatuses. For each apparatus, you can toggle which judge roles (D1, E1, ... E7, Video Recorder) are available to select from as a judge. The judges select from these roles after signing into Judge's Companion.
Judge's Companion is mobile and web application created to streamline the judging process. You can learn more about it from its dedicated documentation.
We've created a dedicated guide for judging tables in sessions:
Example
We come back to our example schedule from the World Championships ~ WAG Senior meet. In this scenario, we will consider the first two sessions of the gymnastics meet.
Session 1
Name: Session 1 ~ Senior | Subdiv. 1
Date and times: October 14th, 2023, 08:00-11:00
Sections:
Arrival: 08:00 - 08:05
Warm-up: 08:10 - 08:40
March in: 08:40 - 09:00
Competition: 09:00 - 11:00
Subdivisions:
Subdivision 1 from the Senior Qualifications competition (14 athletes)
Subdivision 1 from the Junior Qualifications competition (12 athletes)
Session 2
Name: Session 2 ~ Senior | Subdiv. 2
Date and times: October 14th, 2023, 12:00-15:00
Sections:
Arrival: 12:00 - 12:05
Warm-up: 12:10 - 12:40
March in: 12:40 - 13:00
Competition: 13:00 - 17:00
Competitions: Subdivision 2 from our WAG Senior competition (25 athletes)
Rotations and judge's tables are omitted, see their guides for examples.
Upon creating the first session all subdivisions of the competition will be available to add. When adding a subdivision to the next session all subdivisions minus the one we've added are available.
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