Complete workflow
From empty calendar to archived tournament
A role-aware sequence that keeps organizers, players, coaches, parents, and table staff aligned.
1. Build the competition before inviting anyone
- 01Manager Desktop
Sign in and choose the organization
Manager loads the organizations available to the signed-in operator. Select the organization that will own the tournament.
- 02Manager Desktop
Create the tournament
Set the name, sport, time zone, dates, and venue. Keep it in Draft while the structure is still changing.
- 03Manager Desktop
Define events and formats
Add singles, doubles, team, or other event definitions supported by your competition. Use templates where they fit; use the custom format editor only when the rules truly differ.
- 04People
Review capacity and eligibility
Check age groups, ratings or classifications, event capacity, registration window, and payment expectations before publishing.
2. Publish and collect entries
- 01Manager Desktop
Publish, then open registration
Move the tournament from Draft to Published and then to Registration Open. This keeps the public page separate from the moment entries are accepted.
- 02Manager Desktop
Open the self-serve gate
Setting the status is not enough. In Settings → Registration, open the self-serve gate — closed, open, or open with review. The tournament page shows a Register button only once that gate is open.
Outcome A registration link that actually accepts entries - 03Portal
Share the Portal link or QR
The public entry route, /e/ followed by the tournament id, is designed to be the destination of posters and printed QR codes. Older /r/ links still redirect to it.
- 04Portal
Verify contact and choose events
The registrant enters a name, verifies the offered phone or email channel with a six-digit code, and selects open events. Phone is the default path; email appears only when the backend enables it.
- 05Portal
Handle payment honestly
When accountless payment is available, Portal redirects to Stripe-hosted Checkout. If a fee cannot be collected on the self-serve path, Portal tells the player to contact the organizer.
- 06Manager Desktop
Monitor entries
The organizer reviews entry status and follows up on duplicates, eligibility questions, or partner issues before the deadline.
3. Turn registrations into a playable plan
- 01Manager Desktop
Close registration
Close the registration window before final seeding. Record late exceptions deliberately instead of leaving the public flow open.
- 02Manager Desktop
Check in
Use Check-in Desk to mark arrivals and identify withdrawals or no-shows. The tournament lifecycle can use a dedicated Check-in state when the event requires it.
- 03Manager Desktop
Seed and draw
Generate or adjust seeds, publish the draw, and verify round-robin grids or bracket trees before scheduling.
- 04Manager Desktop
Fill and publish the schedule
Run Auto-schedule for each session block on the Schedule tab, adjust placements by move or swap, validate the schedule transition, and publish only when the floor is operationally ready.
- 05People
Brief players and families
Ask everyone to re-check Portal for their event, draw, and schedule. Coaches should identify overlaps; parents should confirm transport and venue arrival time.
4. Run the live floor
- 01Manager Desktop
Work the Live tab
The Live tab is a board of table cards. Call or start matches from the table they are scheduled on, submit results, certify outcomes, and record a walkover, retirement, or disqualification.
- 02Manager Mobile
Pair table devices
Use Live → Table devices to mint a pairing code or QR for a table. On the iPad, enter Table mode and scan or type the code.
- 03Manager Mobile
Keep the queue honest
A paired pad shows only the queue assigned to its table, along with Connected, Connecting, or Reconnecting status. Use Call operator when the table needs intervention.
- 04Manager Desktop
Record and certify results
Submit and certify from the desk. If a submitted score is wrong, record it as not approved at certification so it cannot advance the bracket, then re-submit the corrected result.
- 05Portal
Let participants follow
Portal keeps the public tournament context in one place with Overview, Draws, Schedule, and match details when available.
5. Finish cleanly
- Confirm every terminal match and resolve disputes before completing the event.
- Review final standings from certified results—not a handwritten side list.
- Run the required federation export, and take a full tournament backup before archiving.
- Review the activity feed and the seeding, draw, and export audit history when a decision may be questioned. Result corrections and withdrawals are not carried in the audit trail, so record those decisions yourself.
- Archive only after participants have had a final opportunity to report a result discrepancy.