Organizer Handbook

A1 · Accounts & player profile

Every person — organizer, volunteer, or player — has one free account, managed in Account Settings.

1. Sign up with name, email, and password (min 10 characters).
2. In Account Settings set phone, gender, dominant hand, and a self-rated skill level (2.0–6.5).
3. Link a DUPR rating (F2), set notification preferences, and view payment history.
4. Toggle public stats on/off — basic profile is visible to logged-in players; detailed stats are private by default.

A2 · Create a community / club

Your community is your public home page — events, members and payments all hang off it.

1. Account menu → My Communities → Create a Community.
2. Enter the name and pick a Type: Facility (you run courts) or Association (a club/league body).
3. Add a description and location (auto-mapped), then upload a square logo and wide banner (max 5 MB each).
4. Tap Create to publish.

A3 · Roles — owners, admins, moderators

Add a helper: Manage → Members → "Add admin by email" → Add admin.

A4 · The management dashboard (Overview)

Your at-a-glance home for a community, with a left sidebar to every management area.

1. Open a community you own/admin and click Manage — you land on Overview.
2. The sidebar links to: Overview, Events, Open Play, Courts, Posts, Members, Invites, Email Blast, Join Fields, Coaches, Memberships, Transactions, Shop, Promo Codes, Reports, Settings.
3. Overview shows Followers, Events, Registrations, Active Subscribers, and Monthly Recurring Revenue, plus upcoming events and recent posts.

B1 · Create a league

A recurring, multi-week competition in the format you choose.

1. Sidebar → Events → Create event, then pick a format: Doubles Scramble / Round Robin, King of the Court, Mixed, Gender Doubles, Singles, or Team League.
2. Basics: League Name and the community to post it under.
3. Schedule & Venue: venue, city, start date/time, and number of Weeks (1 for a one-off).
4. Format: Number of Courts, plus game rules — Game To (11), win-by-2 or hard cap, and ranking metric (Wins or Win %).
5. Registration: enable it, set Max Players, open date, minimum registrants, deadlines, waitlist, auto-approve.
6. Payment (optional): price & currency (needs Stripe — Part D). Tap Create League.

B2 · Run a league night (organizer side)

Each week: create a session, check players in, generate games, score, finish.

1. On League Home, in Sessions, tap + Create Session (set a date).
2. Manage → Check-In → mark present → Save Check-In.
3. Tap Generate Games (needs 4+ checked-in players; 2+ for singles).
4. Enter each game's two scores and Save. Standings update automatically.
5. When all games are scored, Complete Session. See a summary under Session Recap.

B3 · Create & run a ladder

An ongoing, ranked event where players move up and down courts by results each session.

1. Create event → Ladder (Doubles, Team Play, or Singles).
2. Set name, Number of Courts, and Players Per Court (e.g. 2 courts × 4 = 8 players); set game rules; optionally enable Scramble Seeding for Week 1.
3. Each session: + Create New Session → Check-In → Generate Games → enter scores → Complete Session & Update Rankings.

Movement: Week 1 (if scramble) is a mixer that sets starting ranks; from Week 2 courts fill by rank (Court 1 = top), and completing a session promotes the top of each court and relegates the bottom. A Provisional section holds players who haven't met a minimum number of nights.

B4 · Open play sessions

Drop-in sessions with flexible check-in and live standings — no season-long ranking.

1. Sidebar → Open Play → + Create session. Set name, times, courts, max players, skill level, price. Toggle recurring to repeat weekly.
2. On the day, find the session → Manage.
3. Check people in manually, or share the Public Check-in Link so players check themselves in.
4. Start Session, run rounds (Next Round), enter scores, view Standings, then Complete.

B5 · Volunteer & player share links

Durable links that let helpers run a night, or let players score their own games — without your login.

1. On League/Ladder Home, find the Share Links card.
2. Toggle on the Volunteer setup link → Copy → send to one trusted helper (check in, generate, score).
3. Toggle on the Player score link → Copy → safe for all players (they score their own games; opponent confirms).
4. Toggle off, or Disable all share links, anytime.

A full volunteer walkthrough lives in the Volunteer Guide.

B6 · Edit, cancel & re-open

• Edit settings: League/Ladder Home → Settings (gear) → change and Save.
• Edit a session: Edit Session to change its number/date.
• Delete a session: at the bottom of the session page — removes its games and scores; can't undo.
• Reopen a completed session from the admin view (on a ladder this undoes that night's rank movement).
• Archive vs delete the whole event: Archive keeps history and can be reopened; Delete is permanent.

C1 · Create a tournament

A single- or multi-day bracket/pool competition with divisions.

1. Create event → Tournament, then pick a format: Single/Double Elimination, Pool Play, Pools → Bracket, Skinny Singles, MLP Team, or Level Team Rally.
2. Fill basics: Name, date, location, courts, points target (11/15/21).
3. Add Divisions (e.g. "Men's 3.5") — each can have its own format and cap.
4. Set registration: price, deadline, minimum registrants, max per division, and optional Find-a-Partner.
5. Connect Stripe if paid (Part D), then Create Tournament.

C2 · Run a tournament day

1. (Optional) Check-In — tick players present or share the Player Self Check-In Link/QR → Save Check-In.
2. Generate Matches — creates and seeds the bracket/pools.
3. Manage Courts → Auto Assign All Matches → Save.
4. Start Day — status flips to In Progress.
5. Enter Scores per match (winners advance automatically); mark a Forfeit for no-shows.
6. Start Next Block to release the next round; when all matches are scored the tournament auto-completes.

C3 · Divisions & registration

• Organizer: add divisions in tournament settings (name, optional cap, optional DUPR range); each can have its own format/schedule.
• Player: on the tournament page, tap Register, choose a division, enter name (and partner for doubles — or check Find me a partner), then pay if paid.
• Manual add: organizers add participants under Add Participants and run Run Partner Matching to pair solo entrants.

C4 · Team leagues

Season-long team competition with rosters, captains, weekly lineups, and team standings.

1. Create event → Team League. Set number of teams, roster size, rounds/courts per matchup, score target, unique-partner rule.
2. Manage Teams → Add Team → open each team → Add Player to fill rosters.
3. Generate Schedule (double round-robin; playoffs if enabled).
4. Captains Set Lineups → Submit Lineup by the deadline; organizer enters each round's players and scores.

C5 · Team tournaments

A one-event team competition using match "slots" (MLP) or skill "levels" (Level Rally).

1. Create event → MLP Team or Level Team Rally.
2. Define slots (e.g. Men's Doubles, Mixed, Dreambreaker) or levels (3.0/3.5/4.0), and the win condition (majority or first-to-N).
3. Optionally enable Pool Play.
4. Manage Teams → add teams and fill each slot/level (plus subs).
5. Generate matches, Start Day, then Enter Scores per sub-match; the team winner is calculated automatically.

C6 · Printing & exporting

• Blank score sheets: Score Sheets on the tournament page (PDF).
• Pool standings: Download Standings after pool play (PDF).
• Brackets & schedules: open the view and print to PDF from your browser.
• Transactions: Export CSV on the Transactions page (D4).

D1 · Connect Stripe (accept payments)

1. Account Settings → Payments & Payouts → Connect Stripe Account.
2. Complete Stripe's business/bank verification, then return — it shows Connected when ready.
3. Now any event, program, membership, or shop item with a price can be paid online.

D2 · Paid registration & refund policies

On the event form, set the Price and pick a Refund Policy: No refund · Full refund until a cutoff · Full minus admin fee · Tiered · Custom text. Players see the price and policy at registration.

D3 · Promo codes

1. Manage → Promo Codes → Create Code.
2. Set the code, Percentage or Flat $, value, what it applies to, max total uses, max per user, minimum order, and start/expiry dates.
3. Players type it at checkout. Deactivate pauses a code without deleting it.

D4 · Transactions & issuing refunds

1. Manage → Transactions. Summary cards show Gross Revenue, Platform Fees, Refunded, Net to You, Pending.
2. Filter by search, type, status, and timeframe; tap Export CSV for records.
3. To refund: open the transaction → Issue Refund → confirm. It reverses the charge and removes the player from the event.

D5 · Memberships / subscription tiers

1. Manage → Memberships → Add Tier.
2. Set name, description, monthly price (optional annual/quarterly), color, visibility, max subscribers, perks.
3. Members subscribe from your public page and auto-renew; see everyone under Subscribers.

D6 · Community shop / marketplace

1. Manage → Shop → Add Listing.
2. Set title, category, type (Sale or Rental), description, price, quantity, condition, photos, size/color.
3. Tap List Item. Buyers pay via Stripe; quantity decrements and shows Sold when gone.

D7 · Programs (clinics & lessons)

1. Open Programs → Create Program.
2. Set title, category, location, date range, days of week, session count, capacity, price.
3. Set registration open/close, waitlist (grace hours), members-only.
4. Save as a Draft, then Publish; manage sign-ups under Registrations.

D8 · Reporting

Manage → Reports shows this-month and 6-month revenue, MRR, active members, revenue-by-month by source, court utilization, membership growth, peak hours, and promo-code performance.

E1 · Members & join requests

1. Manage → Members. Pending requests appear at the top — Approve or Deny.
2. Add helpers with "Add admin by email" → Add admin; Remove to revoke.
3. Promote a follower to Mod, or Demote a moderator.

E2 · Invites

1. Manage → Invites.
2. Invite code: set optional label, max uses, expiry → Generate Code → Copy link. Reusable and anonymous.
3. Direct invite: enter an email → Send Invite. Tracked per-person.

E3 · Posts / announcements

1. Manage → Posts → New post.
2. Enter a title and body; optionally Pin to top; tap Publish post.

E4 · Email blasts

1. Manage → Email Blast. Write a Subject and message (rich text).
2. Pick the audience (all members / admins / moderators / members-only) — it estimates the count.
3. Tap Send Blast. Past blasts appear in the history below.

E5 · Notifications

Members get automatic alerts via the bell icon and a full inbox at /notifications, plus push if enabled — triggered by match results, reminders, new posts, mentions, chat, and friend activity.

E6 · Event chat & polls

• Open the event → Chat. Post messages, @mention people, and create polls (2–8 options, single/multi-vote, optional 24h auto-close).
• Organizers can Mute their own notifications or turn Chat off for everyone, and can moderate messages.

E7 · Friends & direct messages

• Open Friends → search a player → Add Friend; they accept in Requests.
• See a friend's upcoming events (overlaps highlighted) and tap Message to chat one-on-one.

E8 · Custom join fields

1. Manage → Join Fields → add a field with a label, placeholder, and optional Required.
2. Members answer these when joining; answers show on the Members page.

E9 · Community settings

• Manage → Settings: name, type, description, location, logo/banner, website & socials.
• Visibility: Public (anyone joins), Gated (listed, invite to join), or Private (hidden, invite-only).
• Toggle chat, members-only events, DUPR club link, and (facilities) court booking.

F1 · Coaches directory & profiles

• Coach: Account → Coaching Settings → fill tagline, bio, certifications, specialties, rate, skill levels, services, photo, location → Update Profile → set weekly availability → mark Active.
• Player: open Coaches, filter, open a profile, and tap Book a lesson → pick date/time/duration.

F2 · DUPR ratings

• Player: Account Settings → DUPR → Login with DUPR (pop-up). Ratings sync; use Sync Rating to refresh.
• Organizer: mark an event DUPR-rated, optionally require DUPR+/verified, or restrict by rating range. Results auto-submit when eligible.

F3 · Courts & smart-lock access

• Manage → Courts → Add court (name, surface, indoor/outdoor, notes) → set availability.
• Under Access Control, choose RemoteLock or Brivo and enter the device/lock ID. Players who book get a PIN that works only during their slot.
• CourtReserve can sync courts/bookings via admin-level API setup.

F4 · CRM (partnerships & sponsors)

• Open Admin → CRM. Add or import contacts; set status (Prospect → Contacted → Negotiating → Active), partnership type, priority, deal value, follow-up dates.
• The dashboard shows pipeline value and upcoming/overdue follow-ups; export to CSV.

F5 · Blog / SEO content

• Open Admin → Blog → New post → title, content, excerpt, tags, meta description, featured image.
• Save as draft or Publish; live posts appear at /blog. Coaches can draft posts for admin approval.

Print / download this handbook (PDF)