Run an Event Night (and Cancel Safely)

Open the event from Events → Open Play. One big button carries you through the night:

• Open Registration — the draft goes live and players can register.

• Generate Matches — Round 1 matchups and courts appear for you to check. Nothing has started yet and players get no notification. To switch two players, tap one, then the other; swaps carry through every round. Undo and Reset lineup take them back.

• Start Round 1 — the round begins, every player gets their court and matchup, and anyone still on the waitlist is released and told. You can still add a walk-in after this.

• Next Round — scores in, next round’s matchups out. Skip Round drops unfinished matches and keeps completed scores.

• Complete Event — finalizes standings and awards trophies (standalone nights only — league weeks and series nights feed the season leaderboard instead of per-night trophies). This one can’t be undone.

The night starts when you tap the button, not before. Players get a “starts soon” push about an hour ahead, and if the start time passes, you and your staff get a reminder to start, then another ten minutes later.

Players see their court and who they’re playing in their own app each round, so you don’t announce anything.

Watch for this: Round Robin nights and tournament brackets finish themselves once every match is scored, so correct any wrong score before the last one goes in.

Cancelling — what happens to the money

• Cancel Event (open play or league night): everyone registered, waitlisted, or mid-payment gets a push and an email. When anyone paid online, the cancel screen asks How should players get it back? — choose Club credit (the money stays at your club) or Refund to card (entry fee plus service fee, back on the card in 5–10 business days). Guests always get the card refund. Entries taken by Tap to Pay go back to the card. Entries you collected at the desk show as Settle $X at the desk — you hand that cash back yourself.

• Cancel Session (one clinic session): every paid enrollee gets a full refund to their card, service fee included, and everyone including the waitlist gets a push.

• Remove one player before the night starts: card payments come back as club credit, or back to the card for a guest; desk cash you hand back. After Start Round 1, settle up at the desk.

• Delete Event: for drafts and already-cancelled events. Once registration is open, use Cancel Event instead.

Good to know: the app tells members for you. Cancelling an event sends a push and an email with the refund spelled out; cancelling a clinic session sends a push.

If club credit is switched off, online card payments go straight back to the card when you cancel or remove a player. Desk cash is still yours to hand back. Cancelling cannot be undone.

Waitlists run themselves

When a night fills, new registrants join a waitlist automatically. When a spot opens, the first in line gets it — free events register them instantly, and paid events hold the spot for 30 minutes while they pay. There’s nothing you have to manage — though on the web you can hand a spot to a specific waitlisted player.

Editing after people have signed up

Edit Event only appears while an event is in Draft or Registration. Once it is active it is locked, to protect people who have already paid. While editable you can change the name, description, times, courts, format and prizes. The sport is fixed once the event exists — create a new event to change it.

Nobody is notified when you change something. If you move the time, use Message Players — it sends push and email to everyone registered.

Closing sign-ups early

To stop sign-ups on a night, start the event. A night nobody has paid for yet can also go back to Draft, which hides it from players until you open registration again.