Step-By-Step Tournament Setup

This is a step-by-step guide to setting a tournament up. It covers the primary options and their options.

1. Request tournament setup via email tto info@tpbtms.com . Once the initial tournament and ids created, you can proceed with #2.  You are also welcome to include a draft of your tournament flyer and/or registration form with the pertinent information and we'll do a first stab at setting everything up. You can then tweak the events and parameters to your choosing (add/change/delete).

      For tournament setup, please provide the following information:

• Tournament Name
• Tournament Logo (.jpg)
• Tournament Dates (start and end dates)
• Location
  • Name
  • Address, City, State, Zipcode
  • Tournament Contact (name, phone, email)
• Club Information
  • Name
  • Web address
• Other information
  • Timezone (eastern, central, mountain, pacific)
  • Members only?
  • Sanctioning?
• Number of user-ids needed for the tournament?  Users may be authorized for multiple tournaments, BUT privileges apply to ALL tournaments for the specified user-id.
  • User names, phone numbers, email address, and functions (registration, desk, handling funds)
  • Individual user authorizations
    • First and last name
    • Userid and password
    • Email Address
    • Mailing Address
    • Phone Numbers
• Menu access. Access via primary menu choices:
  • Admin
  • Desk
  • Events
  • Funds
  • Players
  • Registrations
  • Volunteers
• Internal Privledges
  • Download player information
  • Email players
  • Player Events/Payments

• Age Date - the date used to compute the player's age.
• Show Events on Tournament Page - Set to No until you are ready to display player lists or brackets on the tournament page or allow use of Public Pages. Used in conjunction with Public Events Page shows: and Other Public Pages options below.
• Skill Levels - whether skill levels are involved - Yes
• Funds Mgmt - whether you will use the system to track player fees and payments - Yes
• List All in db not just Players - If "no", only players with events/items will be listed under "Registrations". Commonly used when players are imported from another tournament and you may or may not want to view all players regardless of status.
• Display Eligible events only - Yes, then event entry whether manual or online will only show events the player should have based on age and sex. If No, all events will be listed.
• Waiver - If the tournament has a waiver - Yes
• Membership Exp. Date - date used for validating membership expiration date.
• Check Membership Numbers - Yes - only players with valid membership numbers and expiration date will be allowed to register. Warn - only warns players if their number is invalid or out of date.
• Colors - colors used for public pages (other than standard white and yellow). These are HTML names or values:
  • HTxt - Heading text color
  • HBack - Heading background color
  • Title - Title color
• Public Events Page Shows:
  • Events - player lists
  • Charts - Brackets if available
• Other Public Pages
  • Seeds - Seeding list
  • Player List -
  • Schedule - event schedule based on event dates and start times. A pdf page may be uploaded instead.
  • NoPartner - No Partner button on tournament information page.
• Friends - Parts of web URL to control access to public pages. Example: www.site.com then "site.com" would allow access to public pages via any url with "site.com" in it.
• Skill Levels - list of valid skill levels in order from highest to lowest separated by commas. Should be a subset of "5.0,4.5,4.0,3.5,3.0,2.5,2.0,1.5,1.0"
• Default skill level - default skill level value if player does not have a skill level.

• Primary Set - The primary set of charts to use for the tournament.
• Use Small Set when - when to use the "small set", ie. 4 for 4 or less players.
• Small Set - set of charts to use for small groups (example round robin for 4 or less).
• Tournament Name on charts - Yes (checked) to place tournament name on charts.
• Chart Style - Numeric - use numeric numbers for match numbers. "alpha" uses alphabetic strings (A, B, C, ...).
• Font Name - chart font
• Font Weight - bold
• Line Weight - Medium
• Chart Title Size - Large
• Chart Max Width - Yes - Chart should fill the entire width of the page.
• Match Comments - strings to be placed on chart for each type of match. The match format (Normal, Loser, Bronze, etc..) is specified in the chart definition.
  • Normal - format for matches on winning side of bracket (2/3 to 11)
  • Loser - format for matches on loser's side (1 to 15)
  • Bronze - silver bronze match (Medal: 2/3 to 11). Anything may be used prior to the colon. This will appear on the score sheet.
  • Gold - gold medal match. (Gold: 2/3 to 11).
  • Consolation - format of matches for losers of a splitter group.
  • C/Loser - format of loser's matches for losers of a splitter group.
  • Round Robin - round robin matches (1 to 21 win by 1)
  • Splitter - splitter matches (2/3 to 11)

• Listing Start and Listing End: dates when tournament appears on tournament listing for public users.
• Registration Open - Yes - allow online registration.
• Registration Start - first date of online registration
• Early Registration Deadline - Date when early registration ends.
• Final Registration Deadline - Final online registration date.
• Cancellation Deadline - Final date for allowing only cancellation.
• Online Waiver - Yes to show waiver online and allow player to use online waiver.
• Flyer URL - web url of general tournament flyer. pdf file may be uploaded using field to the right.
• Waiver URL - web url of waiver.
• Registration URL - web url of blank registration form.
• Schedule URL - web url of tournament schedule. If "Show standard" is checked, Public Pages Schedule will be shown.
• State Resident Required - online registration only allows players whose primary address or secondary address contains state of tournament.
• Allow No Partner - Yes, allow registration without partners.
• Checks payable to - name to place on players checks.
• Message Text - Click the button and provide the text:
  • Mailing Instructions - name and address of place to mail registration, waiver, or payment
  • Registration Info - general registration information to be display for tournament prior and during registration.
  • Waiver - waiver text
  • Confirmation - Confirmation text for email confirmations
  • Cancellation - Cancellation policy text.

• Name - Main: abbreviation for venue
• Full Name - full venue name
• Courts - list of courts delimited by commas (01,02,03,04,05). Use leading zeros to keep list alphabetical.
• Description - freeform text for venue description. May be driving instructions or anything else.

• Email Logging - Yes: keep record of all emails to players

• Checkin Items - Yes if check-in desk used and check-in items should be checked.
• Result Posting sheets - Yes, print posting sheets after result entry.
• Medal Result sheets - Yes, print gold, silver, bronze winners after entry of gold medal match results

• Title - Item name (Men's Doubles)
• Event Code - Abbreviation for item (MD)
• Registration Form (Code and Desc) - abbreviation and description to be used on printed registration form. Handy when Pickleball is an event in larger tournament and you want "Pickleball - Men's Doubles" instead of just "Men's Doubles" on registration form.
• Type: Registration Item Type
  • Ceremony - non-competitive event
  • Contribution - dollar contribution
  • Doubles - competition doubles event
  • Early Registration - early registration item and price. Date that controls usage of this during online registration is under Registration Parameters.
  • Late Fee - Item to be added after specified deadline.
  • Multi-choice - Item with choices and different prices to choose from.
  • Quantity - Simple item choice with a quantity allowed
  • Registration - Primary registration item and fee. It is recommended that you charge a separate registration fee from the per event fee and not a registration fee that includes the first event. This can be handled by setting the regisration fee as only the admin portion (without the event fee) and setting the Minimum fee for the tournament to the registration fee and first event fee. The player will then be charged the minimum regardless of any competition event.
  • Singles - competition singles event
  • T-Shirt - T-shirt item with sizes. If zero price, this is included when registering online and prior to any specified deadline date.
• Price - Item price
• Player Sex - sex of player allowed to choose this item
  • Male - only males
  • Female - only females
  • Mixed - for doubles events, one male and one female
  • Open - for doubles events, any sex combintation
• Check-In Item - for non-competition items (t-shirt, etc), these items are given at check-in. Be sure to set Check-In to Yes in Desk Parameters if using Desk check-in at tournament.
• Age Group - use one of the specified age groupings or "Other" to specify a custom set of age groups. Hint: Choose a standard group first, then click other and edit the age groupings in the Other field.
• Over-rides - Allow age or skill level overrides during online and manual registration.
• Play Dates - Beginning and ending dates for this competition event.
• Time - Start time for this event
• Location/Venue - venue for this event.
• Event Grouped By: Primary grouping for this event (Skill Level for skill events, Older Age to use older partner's age).
• Listing Sequence - alphabetic field to control sort order of items during online registration or during manual entry.
• Registration Deadline - deadline for online registration of this item
• Registrations Full:
  • Warning - Warn online registration user that event is full.
  • Frozen - prohibit online registration user to select this event.
• Description - Event description and other information.