Organiser launch guide

1. Design the event before configuring it

Write down the format, eligibility, team size, registration window, qualifier period, bracket structure, map-pool sizes, match best-of rules, picks/bans sequence, timeout and replay rules, schedule, staffing plan, streams, appeals process and prize responsibility. BeatKhana can enforce and present many of these decisions, but it cannot decide them for you.

Read the general regulations, tournament regulations, staff regulations, player regulations, terms, and privacy policy before opening registration.

2. Create the TournamentAssistant tournament

For a structured tournament, create the real tournament in TournamentAssistant first. Configure the TA server and tournament/qualifier names that your players will use. TA is the source of live game-room state and score telemetry; BeatKhana adds tournament management, coordination and presentation around it.

TA is recommended for structured tournaments because the coordinator and overlay runtime can resolve participants by platform ID, observe maps and scores, and support live picks/bans and result workflows. Native Quest-only or manual formats require more manual operations and may not support every live feature.

3. Create the BeatKhana draft

Sign in, open Management, choose Create your own tournament, accept the tournament regulations and terms, and create the record. New tournaments start private. Use a stable shareable identifier: it appears in public and operational URLs and should not be treated as a display label.

Configure these areas before requesting visibility:

• General: name, lifecycle status, description, rules, artwork, banner, Discord, Twitch and website.
• Tournament pages: decide which public tabs are visible.
• Registration: dates, accepted platform, country and email-domain filters, linked-account requirements, registration types and team limits.
• Qualifiers: TA server/qualifier, player cutoff, scoring algorithm, exclusions and score-selection rules.
• Pooling: public suggestions, voting threshold, internal-use gate, recommendation visibility and archive behavior.
• Brackets and matches: divisions, brackets, matches, pools and result propagation.
• Match flows: the exact ordered pick, ban and tiebreak sequence.
• Overlays: canvas, scenes and role capabilities.
• Timeline: public milestones in chronological order.
• Permissions: invite staff and give the minimum role needed.

4. Build a match flow

A match flow is not cosmetic. It defines the sequence the coordinator panel advances through. Create at least one flow, give it an intended pool size, and add every pick, ban and tiebreak step in the exact rulebook order. Without a flow, automated picks/bans and coordinated match progression have no sequence to execute.

5. Staff the event

The organiser owns policy, structure and final authority. A head coordinator prepares matches and coverage. Coordinators run match state. Referees supervise gameplay, incidents and score integrity. Head poolers control pooling configuration and final pools; poolers suggest and review. Stream hosts operate broadcast outputs and casters commentate.

Permissions are additive and role-aware. Do not use broad organiser access as a substitute for the coordinator, referee, pooler, caster or host roles. Overlay capabilities are configured separately per overlay.

6. Create brackets, matches and pools

Create divisions first, brackets inside their division, then matches inside brackets. Either build matches manually or generate single-elimination, double-elimination, round-robin or Swiss structures. Assign teams/seeds, map pools, match numbers and types; then verify winner and loser destinations.

Pooling should happen privately. Configure flairs and target slots, gather internal or public suggestions, discuss and vote, draft a pool, validate maps, then publish only when players should see it.

7. Test the whole match

1. Open the head coordinator view and create/select a match.
2. Confirm the assigned coordinator and referee can see it.
3. Connect to TA and verify players resolve to the selected BeatKhana match.
4. Execute every pick, ban and tiebreak step.
5. Start gameplay, observe scores, test a replay call and submit the result.
6. Declare a winner and verify bracket propagation if enabled.
7. Load every overlay scene in its real output mode and resolution.

8. Request visibility

Status and visibility are independent. Set the truthful lifecycle, then request visibility from Tournament settings → General. BeatKhana staff review the details. approved permits public discovery when lifecycle also allows listing; it does not mean the event is running.

9. Operate and conclude

During the event, the head coordinator watches schedule and coverage; coordinators and referees own individual matches; hosts own outputs; the organiser handles disputes. Document manual overrides. After the final, verify declared winners, standings, VOD links and brackets; distribute prizes yourself; collect feedback; mark the tournament completed; and verify pool archival.