TennisDirector
 
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How do I?  
Overview & Requirements

TennisDirector Ladder Management System runs entirely on the Internet cloud.

To use the system, players and clubs alike need a device with Internet connection. PC's, laptops and tablets are perfectly adequate devices. The smartphone software is also crytical and the player's tool of choice.

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Setup divisions

You need to setup divisiond before you are able to setup a new ladder

From your main menu click "Tournaments, leagues and Ladders" and then click "Divisions". This page will show:

Start building as many divisions as you need by giving each to each one a different name and then combining:

  1. Age (Above or under)
  2. NTRP (From/to).
  3. Gender (Male, female or all)
  4. Player format (Singles, doubles or mixed doubles).

Click "Submit" for every entry and use the "(Upd)" and "(Cancel)" links to change or delete divisions. Please note that the system does not allow delete divisions tat have been used already in leagues, ladders or tournaments

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Setup a new ladder or change an existing one

From your main menu click "Tournaments, Leagues and Ladders" followed by "Ladders". and then click "Ladder setup" and this page will show:

Click "Setup a new ladder" button if you are creating a new ladder or check one of the radio boxes if you are changing the setup of and exiting one. REemember that you start with "Ladder info" but once it's done you have to allocate divisions to your ladder. This page will show:

Enter all required information paying special attention to the following:

  1. Closing date is the last date that the system will accept online reservations.
  2. Ladder director information is very important since it provides contact information to players and also is printed on every email that TennisDirector sends to players (registration, confirmation...).
  3. Players must play a match every... If this parameter is NOT set to "No mandatory play" the system will penalize every player that fails to meet this requirement with a drop of one position in the ladder.
  4. Penalty for unplayed matches We can establish that if a challenge is posted and accepted, there is a maximum period within each the match must be played or both players will suffer a downgrade in their ladder positions. In the example above, the moment that a challenge is accepted both players have 2 weeks to play the match or both with go down 1 position in the ladder.
  5. Maximum challenges per player To avoid congestion, ladder organizers may limit the maximum amount of challenges that each player may have created and remain unanswered.
  6. Challenge range percentage. What percentage of the total ladder players can a player challenge above or below his/her position. Example, if a ladder has 20 players an the range percentage is 30%, players may challenge 6 players immediately above or below their position.
  7. Manual seeding? Although TennisDirector attributes ranking points to players when the ladder is closed, in the beginning, club players will all start at zero. The ladder director may however seed player manually if required.
  8. In case of default... What happens when a player defaults? Ladder organizers may simply decide that a default is treated like a match win or they can be more elaborated by specifically defining the positions gained by the winner (if any) and the positions lost by the loser (if any).
  9. Automatic default Ladder organizers may opt by not allowing challenger to go for more than a certain amount of time without a response. If this feature is enacted, players have this period to accept a challenge or they will automatically default and incur in the default penalties.
  10. Marketing description. This information will show online to players searching for competitive envents on TennisDirector and, therefore, it should contain enough information to lead players into registration.
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Prepare to accept online payments

From your main menu click "Rules and Policies" under Business Environment section. Locate the following information in the middle of the page:

Make sure that on the "Tournaments" line box "Payment mandatory" is checked and the choose between two formats of handling payments:

  1. Paypal advanced. Clubs must establish a Paypal advanced account with Paypal (small fee is charged by Paypal). Upon Paypal approval, a "Login" and "Partner" are issued to the club by Paypal. Check the Paypal Advanced checkbox and enter the Login and Partner received and payments will be fully processed including automatic registration.
  2. Authorize.net. Authorize.net has the advantages over Paypal of being considerably less expensive and the fact that maneys received go directly to the clunb's bankl account. When signing up with Authorize.net, the Login and Transaction key are supplied and, from that moment on, you may receive payments online (or on site).
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Ladder Control Center

From your main menu click "Tournaments, leagues & ladders" followed by "Ladders". On the ladder Menu, click "Manage Ladders" and the Ladder control center will appear. Select the ladder to manage.

And the Ladder Control Center page will show:

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Extend online registrations

From the Ladder FControl Center:.

 
  1. Registration status states if the online registrations are open or closed. In the case of the figure, registrations are opened. After the registration due date (see "Setup new ladder") this line will automatically show "Closed".
  2. Temporarily extend registrations allow the Ladder Director to extend online registrations beyond registration closing date established when the ladder was setup. Clicking this box will show as the figure.
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Setup doubles teams

From the Ladder control center, locate the "Build matching paiers for doubles" section depicted on the figure.

On "Build matching pairs for doubles" select the division that you want to work with. If there is more than one doubles division, it will show on the drop-down menu. The next page will appear.

  1. Check number of players. Number of players must be even so, in case that it is not, one player must be excluded. Make your choice and click on the RED CIRCLE located on the left of the player's name to be excluded. Player's line will be dimmed and the red circle replaced by a blue square that you will click if you want to re-instate this player.
  2. Match players teams. Check two players at the time using the checkboxes on the left of their names and click "Submit". Note that players registering online may indicate a partner preference that will show on this page. The match will be processed and will show on the bottom of the page. Match all players until there is nobody left. Only then the processing of draws for this doubles division will be allowed.
  3. Cancel a team. At any given point in time, doubles matching can be cancelled by clicking the link "(Cancel)" in front of the team as shown on the figure below.
  4. Restart. If due to the circumstances, you want to discard all the work done to a certain point and re-start all over again from scratch, use the red "Restart" button on top of the page.
  5. Notify players. After all matches are completed, click the "Notify" button on the top left of the page and an email or text message will be sent to all matched players so they can have a confirmation about who the are teaming with. A report of all notifications sent can be viewed (and printed) clicking on the "Notify report" button on the top left of the page.

Once all double matching are complete and players are notified, click the "control center" button.

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Registered players, seeding and change division

From the Ladder control center, locate the Registered players` list line depicted on the figure.

On "Registered players` list " click the checkbox. The next page will appear.

Check the circle in front of the division that you want to check and all registered players will be listed below.

To seed players, just enter their seed position in the appropriate box and click "Submit"

To move one player from one division to another, just change the division in the "Change division" column. The change will be immediate.

Once the first match results are entered, seeding is no longer possible:

NOTE: Check section "How to communicate with players" to see how you can easily call, send emails or text messages to any player from this page.

 

Communicate with players

  1. By phone. If you have Skype on your computer you may click on the phone number depicted in the figure above and immediately start taking with the player.
  2. By email. Click on the email shown in the figure above and the page on the right shows. You may enter a subject, a message and click submit and the email will be sent to the player.
  3. By text message. Works exactly the same way as emails. Click on the "Text" link in the figure above and an identical page as shown for emails will appear. Enter your subject, message and click "Submit" and your message will be texted to the player. This feature only works when players have their cell phone and carrier on file.
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Add players to a ladder

From the Ladder control center, locate "Add players to this ladder" line as depicted on the figure.

On "Add players to this ladder" click the checkbox. The next page will appear.

 

Add a new player

Click "Create new player" red button.

  1. Email As a way to identify and communicate with the player. If the system says that the email "already exists" the player is probably already registered. Search the player using first or last name.
  2. Fist and last names and ZIP code further identify the player.
  3. Date of birth is required for all players. Player younger than 14 cannot play in adult ladders and all junior ladders are age related.
  4. Gender validates gender related divisions.
  5. Cell number and carrier is optional but required if the player wants to be notified via text message.

Select division

Whether you found the players by searching, enter the number or creating a new one, the system now requests that you specify a registration division and the following page is shown:

Only divisions that comply with player's age and gender will be listed. You may now select the division and indicate the payment status:

  1. Paid. A typical selection if you are adding Paypal missing records or if you are registering the player at the ladder and receiving payment at that moment.
  2. Not paid. A registration that you receive over the phone is a good example of this case..
  3. Free. If you decide that a specific player should not pay.
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Accept payments and delete players

From the Ladder control center, locate "Accept payments and delete players" line as depicted on the figure.

On "Accept payments and delete players" click the checkbox. The next page will appear.

Locate the player and division that you want to delete and check one of two boxes:

  1. Refund If you intend to refund the player with the registration fee.
  2. No refund if player is not entitled to a refund.

Note that the same player may appear several times in the list for different divisions. If you wish to cancel the player for all divisions you must reopeat thsi process as many times as it is required

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Merge players of two divisions and create a new one

From the Ladder control center, locate the Merge players of two divisions line as depicted on the figure.

On "Merge players of two divisions" click the checkbox. The next page will appear.

The result of this operation will be a new division containing all players registered in two existing division that will then disappear. Please note that singles division cannot be merged into doubles divisions. To accomplish this:

  1. Merge division. First division to be merged.
  2. WIDTH division. Second division to be merged.
  3. New division. Enter information required the same way as you did when setting up this ladder (see "Setup a new ladder" on the help menu).
  4. Enter your password. To avoid mistakes.

Click "Submit" and you are done.

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Cancel a division

From the Ladder control center, locate the Cancel a division line as depicted on the figure.

On "Cancel a division" click the checkbox. The next page will appear.

Check the circle box in front of the division that you want to cancel, enter your password and click "Submit".

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Close a ladder

Once ladder is finished and all results are posted we need to close the ladder. This will tell the system that this ladder cannot be processed, changed or deleted anymore and prepare the information to produce the ladder final report.

From your main menu click "Manage ladders" under "Operations" section. Next, click "Close ladder" and the following page will show:

In this page:

  1. Select ladder to close. The system will show all open ladders. Select the one that you are about to close.
  2. Password. To avoid unauthorized closings.

Click "Submit" and your ladder is closed.

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Start all over again

You may find at any point that all work done up to a certain point is not valid and you want to restart your ladder from the beginning. Typical situation could be a delay in starting the ladder for lack of players or the need to create additional divions. In any case:

NOTE that RESET will delete all challenges and match results but it will NOT delete registered players and doubles matching.

From your Ladder menu click "Reset ladder". A warning message:

will show just to make sure that you didn't click on the option by mistake. Click OK and the following page will show:

  1. Select ladder to reset. The system will show all open ladders. Select the one that you are about to reset.
  2. Password. To avoid unauthorized resets.

Click "Submit", your ladder is reset and you can start all over again.

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Cancel a ladder

If you decide not to go through with a ladder you may simply cancel it. Cancelled ladders won't show anymore in the system and all players registered will be notified. Credits for online payments need to be processed MANUALLY.

From your Ladder menu click "Cancel ladder". A warning message:

will show just to make sure that you didn't click on the option by mistake. Click OK and the following page will show:

Click "Submit", your ladder is cancelled.

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Ladder report

Now that the ladder is over, what are the operational and financial results?.

From your Ladder menu click "Ladder report" and the following page will show:

Once the report was selected, the following page will show:

The report shows a list of all players reporting for each player the participated divisions, payments due (received or nor) and the activiry in terms of challenges handlede and matcxhes played. Players that participated but didn't pay will show in the column "Not paid". If the player was made a gift of participation, the word "Free" will show in red.

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Send emails requesting players to challenge

To keep the ladder active it is sometimes required to remind and encourage players to challenge other players. This is ccomplished here by sending every player that is has no challenges pending and are not number 1 in their division.

From your Ladder menu click "Send emails requesting players to challenge" and the following page will show:

Once the report was selected, the following page will show:

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Send emails requesting players to answer challenges

Challenges that stay unresponded may discourage players from further participation. This tool allows to send players and email or text message.

From your Ladder menu click "Send emails requesting players to challenge" and the following page will show:

Once the report was selected, the following page will show:

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Send emails to all players

From the Ladder control center, locate the "Ladder news" section on the right side of the page as depicted on the figure.

Fill in the subject line and the message body and click "Submit"

The message is now posted online on the Ladder Board. If you want to send and email to all players with the message, click the email link.

At any time, we may also delete messages or update and resend them as often as required.

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Manage challenges and results

From the Ladder control center, locate the ladder divisions and players on the bottom of the page as depicted on the figure.

The figure shows the complete ladder for one division with the following columns:

  1. Ladder position.
  2. Ladder previous position.
  3. Player name.
  4. Original seed.
  5. Number of matches played.
  6. Number of challenges accepted and waiting for matches.
  7. Challenges in wait.
    Number of challenges made by this player yet waiting for an answer.
  8. Challenges to reply.
    Challenges received from other players and waitinh reply.
  9. Link to player activity and enter results.

Clicking on the info link (i):

We can see on the right side a list of all activity for this player including all matches played, challenges received and challenges sent.

On the left side, a depiction of the ladder. To enter a match result just clcik on the name of the other player. Let's say that we click on play Robert Fernandez in position 8"

The system assumes that the player we clcik on originally is the winner but, if that is not the case, by clicking on the word "defeats" we may swap positions:.

We may now enter the results. Match results are always entered in the winner point of view. Results may virtually be entered in any of the conventional ways: 6-2, 6:2 or simply 62 are acceptable entries.

Finally, we indicate how the match ended:

  1. Match completed
  2. Loser retired before the match ended
  3. Loser defaulted by not showing up or showing up later than the ladder rules allow.

Clicking "Go"

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