Step 5: Manage your Event

Once your event has been created, you can view the event homepage, manage and export your player list, message players, extend registration, or edit your event information. Here's a quick video describing these steps, but if you prefer to read about them instead, just skip to the sections below!

Withdrawing and Refunding Players

By going to your event page and clicking on the “Players” tab, you can view all the players registered for your event, as well as withdraw and/or refund players as needed. Click the three dots next to a player's payment status for a dropdown menu from which you can withdraw the player or refund entry fees:

Once you click “Withdraw,” you'll have the option to withdraw with or without refunding the player:

Refunds include both the Tournament Director’s and UTR’s split, as well as the payment processing fees. Note that withdrawing a player will remove them from all divisions for which they were registered (ex. singles and doubles). They can then re-register afterward if they would only like to play in one division.  Click here for more details on withdrawing and refunding players.

Determining Which Player Registered and Paid for Doubles Teams

In doubles, when you've set registration to be completed as teams, rather than individually, you can check to see which partner registered and paid for the event by clicking the "Players" tab on your event page. Then, choose your doubles division from the dropdown (if there's more than one division).  You'll see the list of teams currently registered, and the player listed first (at the top of each team card) is the one who registered and paid for the team. For example, Luna and Roxy registered and paid for their teams here:

So, if you were to refund these two teams, Luna and Roxy would receive money back, because Ron and Cho didn't pay. 

Download/Export Player List

From your event page, you can export your player list as a sortable spreadsheet that includes player contact information, UTR information, as well as any additional questions you asked players to answer during registration. You can also use this list to view registration times, which is helpful when adding players to a waitlist. To download your player list, click Export Players:

Message Players

As an organizer, you can message all the players in your event at once. This allows you to keep players updated with any tournament information they need to know. Message your players when there are major changes to the event, draws are posted, or to update players during the event. To send a message, click Message Players on your event homepage:

Hint: When you use the Message Players tool, the players are able to receive a message but they can't respond to messages sent this way. If you want a response from players, the best option is to Download/Export your Player List and message your players through e-mail. 

Editing Event Details and Re-Opening Registration

If at any time you'd like to edit any part of the event, you can do so by clicking Edit Event and selecting which step you'd like to change:

If you'd ever like to re-open registration, you can do so by changing the registration end-date to a future date by following these steps:

1. Click the Edit Event button on the event page and select "Step 2: Schedule."

2. Edit the registration dates to open registration and save your changes.

3. Once all the players have registered, click the Edit Event button on the event page once again, go back to "Step 2: Schedule," and adjust the registration dates to close registration. 

Hint: If you'd only like to open registration for specific players, add a PIN to your event and only share it with those players.

CLICK HERE to move on to Step 6: Creating Draws

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