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.

• Start Event — registration closes and Round 1 matchups and courts appear. Anyone still on the waitlist is released and told. You can still add a walk-in from the Roster tab 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.

Don’t worry about being late to the button: at the scheduled start time the night starts itself (as long as you’ve hit minimum players), and players get a “starts soon” push about an hour before.

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. Entries paid by card come back to the player automatically as club credit at your club. Entries you collected at the desk you hand 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; desk cash you hand back. After Start Event, 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, no money moves automatically. Players are told the club will be in touch — so you will be settling those by hand. 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, sport, format and prizes.

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

There is no close-registration button. You can move an event back to Draft, but only if nobody has paid yet. Once there is money in it, the way to stop sign-ups is to start the event.