TennisDirector
 
Help
 
How do I?  
Overview & Requirements

TennisDirector Tournament 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. Smart phones will also work but, of course, the size of their screen makes it somewhat impractical. During the next few months, a series of mobile oriented applications will be released that will make phones a lot more efficient.

So, what is required to run a tournament with TennisDirector?

There are two ways depending on if a reliable WiFi connection is available or not at the tournament site.

With a WiFi connection

It's the ideal situation. With an Internet connected device located at the tournament site, draws can be adjusted last moment to take on players that register. Schedules and results can be entered real time and the system auto-scheduling power can be used to it's full. Also, since results are entered in real time mode, people interested in the tournament results (parents, spouses, friends) can follow tournament activities and results real time from anywhere in the world.

Without a WiFi connection

Although some features are not available, it is perfectly feasible to run TennisDirector tournaments without a WiFi connection at the tournament site. For maximum efficiency:

  1. Finish draws while you have access to a printer. Either the day before or early in the morning on tournament day.
  2. Print draw and score sheets. See "Print draw and score sheets" on the help menu under "Run a tournament" section. This will give you all the tools to manually record schedules and results.
  3. Post results into the system as often as possible. If you have access to an Internet connected device not too far from the tournament site, try to use a break to post results into the system and re-print draw and score sheets.
(back to the top)
Setup a new tournament or change an existing one

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Tournament setup" and this page will show:

Click "Setup a new tournament" button if you are creating a new tournament or check one of the radio boxes if you are changing the setup of and exiting one. 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. Registration fees can be set separately by division (see division below). In this case just check the "Price divisions individually" box (fees will be entered when creating divisions). You can also set a fee for the first division registered (e.g. $45) and another fee for any additional division (e.g. $20). If additional divisions are free, leave zero on "Additional divisions".
  3. Prizes can be set in cash or in any other format. If cash, specify the amount but always enter a description for every prize. If no prizes are set, leave these fields zero or blanks.
  4. Tournament 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, match notifications...).
  5. If you check the free registration box, the system will give a chance to qualifying players to register online for free. This can be used, for example, to allow club members to register for free while non member pay a registration amount.
  6. Round robin format is only relevant if you are running at least one division in round robin format. If decides if round robin winners are decided by (1) simple differential of games won and lost or (2) by number of matches won first and game differential second.
  7. Court reservations will physically reserve these courts for the tournament and will not allow any online reservations. If you are not using TennisDirector court reservation system leave these boxes unchecked.

On the bottom of the page we setup the divisions:

  1. Division can currently be set by (1) age (for juniors); these divisions start with the word "Junior" and is followed bt the maximum age that the play have to participate. (2) Adults levels A, B and C is a way for clubs to define skill levels required for each tournament. Clubs can, for example, define that Level A applies to NTRP 5.0 and 5.5 players; Level B for 4.0 and 4.5 and level C for 3.0 and 3.5. These definitions will have to be explained on teh trournament promotion. (3) NTRP where players are required to register according to their NTRP rating. And finally (4) the open division where every player can register but usually reserved to the best players.
  2. Adult age limit constrains adults ("Adult" and "NTRP" divisions) registration to a minimum age level to participate.
  3. Gender, match and format are self explanatory.
  4. Consolation draws only apply to elimination type tournaments.
  5. Maximum players will limit the number of online registrations to the maximum specified.
  6. Prize column indicates the divisions that will benefit from the prizes entered above.
  7. Registration is the column where we enter individual registration fees per division as discussed above under "Registration fees".

Once all the information is entered, click the "Check it..." button to update and check the result or click "I am done!" if you feel that you are finished.

(back to the top)
Prepare to accept online Paypal 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 boxes "Payment mandatory" or "Payment optional" are checked and the choose between two formats of handling payments with Paypal:

  1. Paypal Basic. By clicking this checkbox and entering your Paypal account email address, it will allow players to pay online at the Paypal server.
    Warning: Paypal basic does not insure that the payment process is returned to TennisDirector so, in most cases, TennisDirector will NOT receive a payment confirmation and, therefore, will not register the player. The tournament Director will have to manually enter players into the tournament based on the confirmation emails received from Paypal (see "Add players to the Tournament"). The way around this problem is...
  2. 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.
(back to the top)
Close or extend online registrations

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. On top of the control center we see the information on the figure.

 
  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 tournament") this line will automatically show "Closed".
  2. Temporarily extend registrations allow the Tournament Director to extend online registrations beyond registration closing date established when the tournament was setup. Clicking this box will show as the figure on the right.
  3. Close registrations will close online registration before that were temporarily extended.
  4. Start draws (lock registrations) will close online registrations (see "Build draws") and allow draws to be built. This operation is only reversible by resetting the tournament (see "Start all over again" under "Housekeeping").
(back to the top)
Allocate courts to a tournament

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center the courts allocation section depicted on the figure.

This feature has no impact on the reservation system. It exists solely to help the Tournament Director to manage court allocation to players when running the tournament. In the beginning, the Tournament Director will check all the courts required for the first draws. As the tournament progresses, fewer courts may be required, so the Tournament Director comes back here and readjust the courts. Court allocation to players process is described in "Send players to the courts" under "Run a tournament". Once all required courts are checked, click "Submit".

(back to the top)
Setup doubles teams

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center the courts allocation 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.

(back to the top)
Print blank draw sheets

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center the Print blank elimination draw sheets section depicted on the figure.

On "Print blank elimination draw sheets" enter a title for teh draw sheet and. on the drop-down menu indicate the size of the draw. The next page will appear.

(back to the top)
Find what players are registered

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center 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.

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.
(back to the top)
Add players to a tournament

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center the Add players to this tournament line as depicted on the figure.

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

Add an existing player

  1. Search by name You may enter one or more characters of the player's first or last name and the computer will list all registered players whose names (first or last) start with these characters.
  2. Search by ZIP code Enter a ZIP code and the system will list all registered players living in that ZIP code.
  3. Enter with player number (Paypal) Designed specifically for Paypal Basic missing entries this feature allows you to enter the player number reported on the Paypal confirmation email (After "PL" in the figure below). In this case, the process will immediately continue in the division selection described below.

    To interpret the division code (A35MS in the figure) use the following rules:

    1. First character
      1. "U" - Juniors
      2. "A" - Adults (all ages)
      3. "B" - Adults (30 and above)
      4. "C" - Adults (40 and above)
      5. "D" - Adults (50 and above)
      6. "E" - Adults (60 and above)
    2. Second and third characters
      1. "OP" - Open
      2. Two digit number (Juniors) - Age limit
      3. Two digit number (Adults) - NTRP rating
      4. "DA", "DB" or "DC" - Adults levels A, B or C
    3. Fourth character
      1. "M" - Male
      2. "F" - Female
      3. "A" - All genders
    4. Fifth character
      1. "S" - Singles
      2. "D" - Doubles
      3. "M" - Mixed doubles

So, accordingly, the code "A35MS" in the figure above would mean: Adults (all ages), NTRP 3.5, Men, Singles.

As a result of a name or ZIP code search, the following page is displayed:

Find the player that you wish to register and click the "Select" link shown for that player.

 

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 tournaments and all junior tournaments 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 tournament 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.
(back to the top)
Delete players from a tournament

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center the Delete players from this tournament line as depicted on the figure.

On "Delete players from this tournament" 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

(back to the top)
Merge players of two divisions and create a new one

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center 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 tournament (see "Setup a new tournament" on the help menu).
  4. Enter your password. To avoid mistakes.

Click "Submit" and you are done.

(back to the top)
Cancel a division

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center 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".

(back to the top)
Build elimination draws

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear.

First thing that needs to be done (if not done yet) is to lock online reservations. For this, locate "Start draws (lock registrations)" on the control center:

And check the box. On the tight side of your screen the following table will appear:

Note how the consolation draw schedule for one division is showing with the remark "Players not defined yet". In fact, consolation players will only surface after the first round of main draw results are posted. At that time, the Tournament Director will come back to the control panel and build the consolation draws.

Check the box in front of the division that you are going to process and the following page will show:

In this page you will define players, set their positions in the main draw. We can see that the system automatically selected a draw of 16 since 12 players were registered and randomly attributed BYES for some players in order to fill in the gaps.

These are the processes that you may execute:

  1. Excluding players. On the left side there is a list of players. In any player cancelled last minute, you may exclude him/her by clicking on the red circle on the left of the player's name. The red circle will become a blue square and player's line will turn gray. By clicking on the blue square, you can reinstate the player.
  2. Set players' positions in the main draw. By checking 2 boxes for 2 players (in the draw area) and clicking "Submit" the system will swap the positions of the marked players.
  3. Change consolation draw. On the top left, the line "Consolation draw?" with two boxes (yes/no). The box checked correspond to what was originally decided when the tournament was set (see "Create tournaments" on the help menu). You may now change this and introduce or eliminate consolation draws by checking the appropriate box.
  4. Change elimination into round robin. If you realize that the number of registered players does not conduce to a meaningful elimination tournament, you may switch it to a round robin by clicking the big blue button on the bottom left marked as "Change into a round robin".
  5. Restart all over. Sometimes too many changes make the result confusing and the Tournament Director may just want to start all over, let the system build the draws again, and re-start the process. For this to happen, just click the red button on the top left marked as "Rebuild draw".

Once you are finished press the green button marked "Done". Without it, the system won't know that you have finished and won't let you proceed to schedules and results.

(back to the top)
Build round robin draws

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear.

First thing that needs to be done (if not done yet) is to lock online reservations. For this, locate "Start draws (lock registrations)" on the control center:

And check the box. On the tight side of your screen the following table will appear:

Check the box in front of the division that you about to process and the following page will show:

Before we proceed, we need to define the size of the round robin draws. In the example above we have a single draw of 8 that will result in 7 rounds and 28 matches! In order to make it more manageable, we may want to split into two 4 player draws by changing "Maximum draw size" from 8 to 4. This will automatically rebuild the draws and the result will be:

This done, you can now define players and set their positions in the draws.

These are the processes that you may execute:

  1. Excluding players. On the left side there is a list of players. In any player cancelled last minute, you may exclude him/her by clicking on the red circle on the left of the player's name. The red circle will become a blue square and player's line will turn gray. By clicking on the blue square, you can reinstate the player.
  2. Swap players' between draws. By checking 2 boxes for 2 players in different draws (in the draw area) and clicking "Submit" the system will swap the positions of the marked players.
  3. Final format. How do we determine who wins the round robin? In this example, there are two draws. Will the winner be determined by a "Final match" between the winners of each draw or shall we run a "Playoff" between the top two of each draw? The Tournament Director will decide by setting the right format using the drop-down menu in the "Final format" line. Note: If a "Playoff" final is decided, it will result in an elimination type contest between four players.
  4. Change round robin into elimination. If you realize that the number of registered players is too high for a manageable round robin tournament, you may switch it to an elimination by clicking the big blue button on the bottom left marked as "Change into an elimination".
  5. Restart all over. Sometimes too many changes make the result confusing and the Tournament Director may just want to start all over, let the system build the draws again, and re-start the process. For this to happen, just click the red button on the top left marked as "Rebuild draw". The size of the draws will not be changed.

Once you are finished press the green button marked "Done". Without it, the system won't know that you have finished and won't let you proceed to schedules and results.

(back to the top)
Check players in

From your main menu click "Manage tournaments" under operations section. On the tournament Menu, click "Manage Tournaments" and the Tournament control center will appear. Locate on the control center the Check in line as depicted on the figure.

On "Check in" click the checkbox. The next page will appear.

The following can now be done.

  1. Check players in. On the right most of every player information there is a check box. Once the player shows up at the tournament, acknowledge the presence by checking that box that will then be replaced by a check mark and the link "Uncheck". Click this link if the check was made by mistake. Please note that if payment for participation had not been received, checking in a player assumes that payment has been settled by the amount mentioned. If that money is not to be collected, replace the amount shown by the option "Free" on the drop down menu.
  2. Change divisions. A player may request or be requested to change divisions. The drop down menu where registered division is shown will allow that process to take place.
  3. Refund tournament fees. If for any reason, a player is entitled to a fee refund, just click the link "refund" and it will be automatically processed.
(back to the top)
Schedule matches

From the tournament control center click the black button market "Schedules & Results" located on the top right of the page. The following page will appear.

First step, mainly for elimination format tournaments, we are going to schedule date and time for the matches and notify the players of that timing.

  1. Set date and time. On top of the page, set the date and the time for the matches that you are about to schedule.
  2. Schedule matches. Check the "sch" check box for every match that is to be played at the date and time set above and click any of the red "Update" buttons distributed throughout the page.
  3. Repeat the process until all required scheduling is done. Change date and time again and check some more matches until all matches that you wish to schedule are processed.
  4. Notify players. Click the blue "Notify" button on the top left of the page and all players participating in scheduled matches will be notified via email or text message.
  5. Notify reports. By clicking the gray "Notify report" button on the top right of the page you may produce a list of all notifications sent and to what emails or cell phones.
(back to the top)
Send players to the courts

From the tournament control center click the black button market "Schedules & Results" located on the top right ofthe page.

Once all scheduling is done and all scheduled players ready to play it is now time to allocate a court to each match and send the players to the courts.

Note that we reserved 5 courts to start this tournament (see "Allocate courts to a tournament" on the help menu) and that is what the system shows us, on top of the page, that we have available.

Color code: Note that the system displays in yellow all matches where players are not committed with other matches and, therefore, available to play. In the case of the figure below:"

we can see part of the round robin second draw and all draws for the elimination. On the elimination, we can see that 2 quarter-final matches are in yellow; this means that the players involved had BYES on the round of 16 and are available to play the quarter-finals any time the Tournament Director is willing to schedule them.

To allocate courts, just go to the drop-down boxes marked "ct" for every match that you want to start and allocate a different court for each one of them. Click a red "Update" button.

The system will now show (on top of the page) all the matches in progress and the courts list is shaded in gray, indicating that these courts are occupied.

(back to the top)
Enter results

From the tournament control center click the black button market "Schedules & Results" located on the top right of the page.

METHOD 1 - Results for matches in progress.

If you allocated courts to players and have a "Matches in progress" table on top of the page, you can now enter results directly on that table:

And click the yellow "Update" key to confirm.

METHOD 2 - Results for matches not marked "In progress".

If a court was not allocate in the system for a specific match, there will be no mention of the match in the "Matches in progress box.

In this case, click the blue "Results" button on the top right of the page:

and the following version of the same page will be displayed:

Where you can also enter results and click the red "Update" key to confirm. To go back to scheduling and court allocation, click the blue "Schedules" button on the right to of the page.

Rules to enter results

For either method (1 or 2) the following rules apply:

  1. Indicate the winner. Indicate the winner by checking one of the two round check boxes located next to the player's name.
  2. Choose the match outcome. Match outcome is specified by checking one of the round check boxes on the right (method 1) or above (method 2) of the results.
    1. Click "Compl" box if the match normally played to the end
    2. Click "Retir" box if one player retired during the match
    3. Click "Deflt" box if one player didn't show up and, therefore, defaulted
  3. Enter results for up to 3 sets (one in each box).

    Due to the variety of possible scoring structures, just about any score will be accepted. However, there are some basic rules that always apply:

    1. Result is always entered in the match winners perspective. Example: 60 63 is a valid entry while 62 26 46 is not.
    2. When entering results, you may separate number of games won and lost using any character but it is not necessary. Example: If the set result was 6-2, you may enter 62, 6-2, 6.2 or 6 2; they are all valid entries.
    3. If a set goes to a tie breaker, enter the tie breaker loser number of games after a left parentheses. Example: if the result was 7-6(3), you may enter 76(3 or 76(3) or 7-6(3 ...

After results are posted played matches will show in gray and, for elimination consolation draws, the consolation status is shown on the bottom of the main draw"

(back to the top)
Print draws & Score sheets

From the tournament control center click the black button market "Schedules & Results" located on the top right of the page.

At any moment in time, the Tournament Director may want to look at updated draws in a graphic format or print score sheets as a backup against system failures.

Draws

To perform this task, look for the link "(Print draw)" next to the division title located in the beginning of each division:

The result will be:

For elimination draws:

For round robins

Score sheets

To perform this task, search for the button "Print score sheets" on the top left of the page:

and click it. The system will display score sheets for all divisions. These sheets show results posted up to that moment and empty boxes to record future results. They may be printed and used to manually record results.

(back to the top)
Setup consolation draws

In an elimination draw with consolation, when all players played at least once, the composition of the consolation draw becomes known and the system acknowledges this fact by stating it in the schedule/results page:

At that moment, click the black "Control center" button located on the top left of the page:

You can now see on the divisions table that the consolation division draw is now ready to be built.

Click the round check box and follow the same procedures that you followed for the main draws and described in "Building draws" is this document (see help menu).

Once you are done with the consolation draws, click the black "Schedules & Results" button and you will see the consolation structured to start accepting results:

(back to the top)
Send messages to all players

During the course of the tournament, it may be necessary to send messages to all participants with information such as weather delays, changes in schedules or simply clarifications of the rules.

To accomplish this, go to the Control center and, in the bottom of the page you will see:

Enter the subject and text (as shown above) of your information and click "Submit".

As such, the message is now published to the tournament page (where players register online for the tournament) but is is not sent yet to any players. To do so, we see on the bottom of the message box the message that was sent with three options:

  1. Delete. Click here to delete the message.
  2. Change. Click here to change the message and republish again.
  3. Email all players. Click here to email this message to all players.
(back to the top)
Close a tournament

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

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

In this page:

  1. Select tournament to close. The system will show all open tournaments. Select the one that you are about to close.
  2. Force closing with incomplete matches? This is a protection against closing unfinished tournaments.
    1. No will control is results for all matches have been posted and reject the closing if not.
    2. Yes Will close the tournament regardless if all results are in and cancels all outstanding matches.
  3. Password. To avoid unauthorized closings.

Click "Submit" and your tournament is closed.

(back to the top)
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 tournament from the beginning. Typical situations could be a considerable amount of new players showing up last minute, a drastic change in the divisions or addition of new divisions. In this case:

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

From your main menu click "Manage tournaments" under "Operations" section. Next, click "Reset tournament". 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 tournament to reset. The system will show all open tournaments. Select the one that you are about to reset.
  2. Password. To avoid unauthorized closings.

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

(back to the top)
Cancel a tournament

If you decide not to go through with a tournament you may simply cancel it. Cancelled tournaments 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 main menu click "Manage tournaments" under "Operations" section. Next, click "Cancel tournament". 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 tournament is cancelled.

(back to the top)
Tournament financial report

Now that the tournament is over, what are the financial results (revenues and financial expenses)?.

From your main menu click "Manage tournaments" under "Operations" section. Next, click "Tournament report" and the following page will show:

If the report you want to see has not been closed before, it will show on top of the page. To see the report, just click the "(Print)" link in front of it.

If the report you want to see was closed before, enter the tournament's month and year and click submit. A list of tournaments that took place during the selected month will show. To see the report, just click the "(Print)" link in front of it.

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

Players list

On the left side of the report you can see a list of all players reporting for each player the participated divisions and the payment received. 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.

Tournament summary

On the right side of the report you can see a tournament summary showing:

  1. Online payments. Total payments received online.
  2. Onsite payments. Total payments received in cash or credit card but not processed online.
  3. Cash receipts. Total payments received (online and onsite).
  4. Unpaid fees. Players that did not pay online or onsite.
  5. Gross revenue. Includes cash receipts and unpaid fees.
  6. Financial expenses (Online). Financial expenses charged by the financial institution (e.g. Paypal) processing online payments.
  7. Net revenue. Gross revenue minus online financil expenses.

Once you are done checking, click the black "Close" button on the op right of the page and the tournament will now be stored in archive.

(back to the top)