1. In the Administration Users module, remove the checkmarks in the modules to suspend access next to the appropriate user.
2. Click the Edit button in the Action column.
All posts by gerardmclean
Give someone access to the modules
1. In the Administration Users module, enter a name in the Name text box under the Name column and a password in the Password text box under the Pwd column.
2. Place a checkmark in each of the module check boxes that the user will be granted access.
3. Click the Add button in the Action column.
Change my password
1. In the Administration Users module, make change the password in the Pwd column next to the appropriate user.
2. Click the Edit button in the Action column.
As the SuperUser, you may not delete yourself. To transfer SuperUser administration to someone else, call Rivershark, Inc. There may be only one SuperUser per tournament event.
Export a referee schedule
1. Select ‘referee schedule for download’ from the action menu in the referee module.
2. Click on ‘Go’.
3. Click on the ‘here’ link at the top of the page.
4. Complete the download.
Schedule referees
1. Select ‘Assign Referees’ from the action menu in the reffree Module.
2. Select the Day, and Field or Venue.
3. Click on ‘Go’.
4. Select the referees from the drop downs.
5. Click on ‘update referees schedule’.
Delete a referee
1. In the Referee Module, select Build a Referee Listing from the Action drop down menu.
2. Select filter criteria if known.
3. Click on the application name to be modified from the Referee column.
4. Click on the Go! button.
5. Make necessary changes to the application information.
6. Click the Modify Application button.
Accept a referee
1. In the Referee Module, select Build a Referee Listing from the Action drop down menu.
2. Select filter criteria if known.
3. Click on the Go! button.
4. Click on the link to the referee to be accepted in the Referee column.
5. Place a checkmark in the Active check box.
6. Click on the Modify Application button.
Modify a referee application
1. In the Referee Module, select Build a Referee Listing from the Action drop down menu.
2. Select filter criteria if known.
3. Click on the application name to be modified from the Referee column.
4. Click on the Go! button.
5. Make necessary changes to the application information.
6. Click the Modify Application button.
View a referee application
1. In the Referee Module, select Build a Referee Listing from the Action drop down menu.
2. Select filter criteria if known.
3. Click on the application name to be viewed from the Referee column.
4. Click on the Go! button.
Send a message to current referees
1. In the Referee Module, select Build a Referee Listing from the Action drop down menu.
2. Select filter criteria if known.
3. Click on the Go! button.
4. Place a checkmark in the Select All check box.
5. Select the return email address from the Return Email drop down menu that is to appear in the message.
6. Enter a subject in the Subject text box.
7. Enter the message in the Message text box.
8. Click the Send Message button.
Send a marketing message to last years referees
1. In the Referee Module, select Build a Referee Listing from the Action drop down menu.
2. Select filter criteria if known.
3. Place a checkmark in the check box next to the referee’s name or the ‘Select All’ box.
4. Select the return email address from the Return Email drop down menu that is to appear in the message.
5. Enter a subject in the Subject text box.
6. Enter the message in the Message text box.
7. Click the Send Email Message button.
Print schedules for my program/posting
To print, make sure your “Print Backgrounds” is turned on if you want the shading to appear.
Ctrl-P to print. Print to PDF if you want to place them in a program layout file.
Note: Video has no sound.
In the Scheduling Module:
– Select the Division
– Check the data parts you want to appear
– Click on PROGRAM LAYOUT (not Go!)
– Select Print
– On a Mac, print to the PDF in the video. On Windows, select the Acrobat print driver
– Name your PDF file as the division
– Click Back
– Repeat for each division
Many page layout programs do not deal well with multiple-page PDF files. But IF they do or if you can split the pages, click here for the quick tutorial on making a multi-page file.
Print game cards on envelopes
1. Select Build game cards(1 per page) from the action menu in the Scheduling module.
2. Fill in filters if known.
3. Click on ‘Go’.
Make game cards
1. Select Build game cards(3up) from the action menu in the Scheduling module.
2. Fill in filters if known.
3. Click on ‘Go’.
Export a schedule
1. Select the Division from the filter by division drop down, or select the all box.
2. Select the if you want the game no., division, teams, clubs, and refs. to be shown on the schedule.
3. Click on XLS Export File.
4. Click on the ‘here’ link at the top of the page.
5. Complete the download.
Determine how many games each team has
In the Scheduling module, click on the Game count link.
Find game conflicts
1. Select ‘Schedule grid’ from the action menu in the scheduling module.
2. Select a day in the By day drop down.
3. Click on ‘Go’.
4. The blocks that show up red are conflict games.
5. Click on the box and edit or delete the game.
Adding Venues and maps
1. Select add a new venue/ complex map from the drop down in the the web site maintenance module.
2. Click on ‘go’.
3. Select if it is active and if it is the main venue.
4. Type in the complex code. This is usually a three letter code close to the park name. Max. eight characters.
5. Enter the Latitude and Longitude if known.
6. Enter the address. A link to Yahoo! maps will be built.
7. Enter driving directions and park info.
8. Click on ‘Add Map’
Mark an application’s travel permit or roster received
1. In the Team Applications Module, select filter criteria, if known (Ex: Boys 10).
2. Click on the Go! button.
3. Click on the team name in the Team column to view the application.
4. Select Received from the Travel Permit or Roster drop down menu.
5. Click the Modify Application button.
How do I display the sanctioning/hosting form link
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Select ‘Display’ from the drop down next to Display sanctioning/hosting form link.
4. Click on ‘save changes’ at the bottom of the page.
How do I upload forms for registration and general use
1. Select ‘Add/Edit/Upload forms for registration and general use’ from the action menu in the Web site maintenance module.
2. Click on ‘Go’
3. Enter the form name
4. Select the Type of file
5. Select its code(ad sale, t-shirt, sanction, etc)
6. Click on ‘add’
If the file is a PDF (if html, skip to the bottom)
7. To upload the file click on the UP blue arrow on the left
8. Click on ‘choose file’ from the new window
9. Select the file.
10. Click on upload. Refresh the screen
11. To review your file and see what is installed, click on the the DOWN blue arrow. The icon will either bring you to the HTML page or download the PDF that is installed for that form.
If the “form” points to an html page
7. Enter the link in the field. Click Edit
Attaching PDFs to outgoing emails
You technically don’t attach PDFs to outgoing emails. You upload the PDF to the FORMS center and then provide a link to the PDF. This accomplishes a few things:
– Keeps your emails from ending up in more spam filters
– Keeps the emails small and speedy, especially on mobile devices
– Keeps your PDF available for the teams to be able to download again if they lose or delete the email.
– The PDF will also be available in the list of documents your teams will need for registration.
1. Upload your PDF using the directions above
2. Copy the file name and put your tournament URL in front of it like so.
http://www.yourtournament.com/pdf/TEST463.pdf
3. Paste this into a web browser to MAKE SURE it is correct and your PDF displays properly BEFORE SENDING.
4. Past this where you need to in your email.
5. Send the email.
If the PDF is also part of an advertisers package and they have a DEALS ad, you should also upload it as a flyer to display in the listing.
How do I display the description for the college-bound products
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. At the bottom of the page in the College profile settings, enter the descriptions in the description text box.
3. Click on ‘save changes’.
How do I set the prices for the College-Bound Products
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. At the bottom of the page in the College profile settings, enter the dates and the prices of the college bound products.
3. Click on ‘save changes’.
How do I display the College-Bound Products
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. At the bottom of the page in the College profile settings, click on the box next to the college bound products you are offering.
3. Click on ‘save changes’.
How do I allow profile photo uploads
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. At the bottom of the page in the College profile settings, select ‘Allow upload’ from drop down on the Profile photos line.
3. Click on ‘save changes’.
How do I display the team names as entered by the teams
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. Select ‘Display as entered by the teams’ from the drop down on the ALLCAPS on the Schedules/team lists line.
3. Click on ‘save changes’.
How do I display the team names in all CAPS
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. Select ‘Display in ALL CAPS’ from the drop down on the ALLCAPS on the Schedules/team lists line.
3. Click on ‘save changes’.
How do I change the front page to display photos
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. Select ‘Photos’ from the drop down on the Front page sponsor ads or photo line.
3. Click on ‘save changes’
How do I change the front page to display sponsor ads
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. Select ‘Sponsor Ads’ from the drop down on the Front page sponsor ads or photo line.
3. Click on ‘save changes’
How do I change the bottom footer address
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. Edit the address in the Bottom footer text box.
3. Edit the phone number in the Bottom footer phone text box.
4. Click on ‘save changes’.
How do I display the address for the fees to be sent to
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. Enter the organization the fees are payable to in the Fees payable to box.
3. Enter the address in the send fees to text box.
4. Click on ‘Save changes’.
How do I set up the web site to accept credit cards
1. Set up a paypal account.
2. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
3. Enter your paypal account email OR Business Account Number on the PayPal account line.
4. Select if you will accept credit cards for applications or other items.
5. Click on the ‘save changes’ button.
How do I set the bond
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Enter the bond about in the Bond text box and select the age groups it applies to.
How do I set the fees
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Enter the 1st amount in the Fees 1 text box.
4. Select the age groups which that fee amount applies to.
5. Enter a second fee amount if needed.
6. Click on ‘save changes’ at the bottom of the page.
How do I display the date of the tournament on the front page
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Enter the date in the ‘When’ text box.
4. Click on ‘save changes’ at the bottom of the page.
How do I display the location on the front page
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Type in the location in the Location text box.
4. Click on ‘save changes’ at the bottom of the page.
How do I create a T-shirt Pre-order deadline
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Type in the date in the T-shirt pre-order deadline text box.
4. Click on ‘save changes’ at the bottom of the page.
How do I display the T-shirt button
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Select ‘Display’ from the drop down next to Display T-shirt button,
4. Click on ‘save changes’ at the bottom of the page.
How do I display the registration button
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Select ‘Display’ from the drop down next to Display registration forms button.
4. Click on ‘save changes’ at the bottom of the page.
How do I display the clubs who applied
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Select ‘Display’ from the drop down next to Display Clubs applied to date.
4. Click on ‘save changes’ at the bottom of the page.
How do I display the front page log-in
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Select ‘Display’ from the drop down next to Display front page log-in.
4. Click on ‘save changes’ at the bottom of the page.
How do I stop a countdown date
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Select ‘Tournament is in Progress’ or ‘Tournament has Concluded’ from the Suspend countdown drop down.
4. Click on ‘save changes’ at the bottom of the page.
How do I start a countdown date
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Enter the date in the Countdown date text box.
4. Select ‘Resume Countdown’ from the Suspend countdown drop down.
5. Click on ‘save changes’ at the bottom of the page.
How do I edit the application modify deadline
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Edit the date in the application modify deadline text box.
4. Click on ‘save changes’ at the bottom of the page.
Edit the application deadline
1. Select ‘Edit the web site variables’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Edit the date in the application deadline text box.
4. Click on ‘save changes’ at the bottom of the page.
Edit Weather Page
1. Select ‘Edit the Weather Page’ from the action menu in the web site maintenance module.
2. Click on ‘Go’.
3. Make the corrections in the text box.
4. Click on ‘Save the weather page edits’.
Edit the Intro Application/Register Page
1. Select ‘Edit the Intro Application Page’ from the drop down in the Web Site Maintenance Module.
2. Click on ‘Go’.
3. Make any corrections in the text box.
4. Click on ‘Save the Register Page Edits’.
Edit About Page
1. Select ‘Edit the About Page’ from the drop down in the Web Site Maintenance Module.
2. Click on ‘Go’
3. Add or edit any typing in the box text box.
Be brief and specific with details. Don’t copy others. Be unique!
4. Click on ‘Save the About Page Edits’
Adding Venues and maps
1. Select add a new venue/ complex map from the drop down in the the web site maintenance module.
2. Click on ‘go’.
3. Select if it is active and if it is the main venue.
4. Type in the complex code. This is usually a three letter code close to the park name. Max. eight characters.
5. Enter the Latitude and Longitude if known.
6. Enter the address. A link to Yahoo! maps will be built.
7. Enter driving directions and park info.
8. Click on ‘Add Map’
Change the Fees, Bond amounts
1. In the Web Site Maintenance Module, select Edit the Web Site Variables from the drop down menu.
2. Click the Go! button.
3. Edit the Fees 1, Fees 2 and/or Fees3 fields, entering the fees and selecting the appropriate age group for the fee. You may have up to three fees levels.
4. Enter the bond amount, if appropriate and select the age group for which you would like the bond to apply. If you do not require a bond, leave this 0.00
5. If you need to communicate something special about the payment, enter it in the extra Message field.
6. Click the Save Changes button.
An example of the payment coupon and where the values appear for the guest team is pasted below:
Edit the front page news?
1. In the Web Site Maintenance Module, select Edit the Latest News/Front Page from the Action drop down menu. Click GO!
2. Click the “Add a new item” link to the immediate right of the headline.
3. Complete the details in the form. Make Sticky will keep the news at the top of the list, regardless of the dates of subsequent news items (within the Start/Expire Dates) Make Quick News will place the news in the middle of the front page, with the style selected from the drop down menu.(again, within the Start/Expire dates) You should only select one sticky and one quick news item.
4. Click the Add news item button.
To edit an exiting news item, click on the Headline in the listing and modify the details.
Claim a Lost and Found Item
1. In the Web Site Maintenance Module, select Add/Edit Lost and Found Items from the drop down menu.
2. Click the Go! button.
3. Click on the Claimed button in the Action column to the right of the item to be claimed.
4. Click the Claimed button. TournamentTrak will remove the item from the Lost and Found inventory.
Add a Lost and Found Item
1. In the Web Site Maintenance Module, select Add/Edit Lost and Found Items from the drop down menu.
2. Click the Go! button.
3. Enter a description of the item lost in the Item Lost column.
4. Enter the location where the item was lost or found in the Lost At column.
5. Click the Add button.
Make a FAQ visible/invisible
1. In the Web Site Maintenance Module, select Edit/List Existing FAQs from the drop down menu.
2. Click the Go! button.
3. Place a checkmark in the Visible check box if the FAQ will be visible.
4. Unselect the checkmark in the Visible check box if the FAQ will be invisible.
5. Click on the Edit FAQ button.
Edit a FAQ
1. In the Web Site Maintenance Module, select “Edit/List Existing FAQs” from the drop down menu.
2. Click the “Go!” button.
3. Click on the FAQ to be changed in the “Question” column.
4. Make the necessary changes.
5. Check for typographical errors.
6. Click on the “Edit FAQ” button.
Add a Frequently Asked Question (FAQ)
1. In the Web Site Maintenance Module, select Add a FAQ from the drop down menu.
2. Click the Go! button.
3. Place a checkmark in the Visible check box if the FAQ will be visible.
4. Enter the Question and Answer in the respective text boxes.
5. Click the Add FAQ button.
DOB Year
This is the basis for the division age calculation. Typically, it is set for August 1. You are not able to change this from the admin screen. Rivershark will set this when renewing your agreement for a new year.
Schedule Year
The schedule year is the year for which you wish to display the schedule and accepted teams. This will be last year’s schedule UNTIL your application deadline for the current year. You are not able to change this setting from the admin screen. Rivershark will change this once your deadline has been reached.
Current Year
The current year is the year for which you are accepting applications. You are not able to change this setting from the admin screen. Please contact Rivershark for help with this.
Set up reservation dates for hotels
1. Select ‘Manage Reservation Dates’ from the Action menu in the Hotel Module.
2. Click on ‘Go’.
3. Select the Month.
4. Select the Day.
5. Click on ‘Add’.
Expand a hotel listing
1. In the Hotel Module, select Edit/List Existing Hotels from the “Action” drop down box.
2. Click on highlighted hotel requiring updating.
3. Click the box to the right of “Expand Listing” field.
4. Click “Edit Hotel Property”.
Mark a hotel “Sold Out”
1. In the Hotel Module, select Edit/List Existing Hotels from the “Action” drop down box.
2. Click on highlighted hotel requiring updating.
3. Scroll towards the bottom of the form to the “Status” field.
4. Select “Sold Out” from the “Status” drop down box.
5. Click “Edit Hotel Property”.
Modify the hotel amenities
1. In the Hotel Module, select Edit/List Existing Hotels from the “Action” drop down box.
2. Click on highlighted hotel requiring updating.
3. Modify the hotel’s amenities in the fields as required.
4. Click “Edit Hotel Property” when complete.
Modify a hotel
1. In the Hotel Module, select Edit/List Existing Hotels from the “Action” drop down box.
2. Click on highlighted hotel requiring updating.
3. Modify the hotel’s information in the fields as required.
4. Click “Edit Hotel Property” when complete.
Add a hotel
1. In the Hotel Module, select Add a Hotel from the “Action” drop down box.
2. Enter the hotel’s information in the fields as shown.
3. Click “Add Hotel Property” when complete.
How do I change the front page to display my current year design
Step One: Upload your design
1. Select ‘Upload the shirt design’ from the action menu in the Web site maintenance module.
2. Click on the ‘Upload the Shirt Design,’ navigate to your prepared graphic file (.jpg only, not larger than 300k, sized to 600px at 72dpi, RGB… NOT CMYK)
3. Click on ‘Upload’
4. Refresh and close the upload window. Make sure your design shows on the page.
Step Two; Turn on the design to the front page.
The design will override the photos or sponsor ads. Make sure you have not sold front page display ads to any sponsors or they won’t see them, even if they are in the Advertising Module.
1. Select ‘Edit web site variables’ from the action menu in the Web site maintenance module.
2. Scroll to the option ‘Front Page Sponsor Ads, Photo Design’ Roll over the words ‘Display Graphic’ If your shirt design has been properly installed above, you will see it pop up in a window.
3. Check the box next to ‘Display Graphic’
4. Click on ‘Save Changes’
5. Verify your design is now on the front page by clicking on the ‘Home’ icon in the Main Menu. Refresh if needed.
Getting reports for ad visits
1. Select ‘REPORT- ad visits by category’ from the drop down in the Advertising and Vendor Module.
2. Click on ‘Go’
Getting reports for ads sold
1. Select ‘REPORT- ads sold’ from the drop down in the Advertising and Vendor Module.
2. Click on ‘Go’, and you should see a screen like the one below.
There is another other optional way to look at the ads sold. The first is as a simple text file, for this select ‘REPORT- sold ads as textfile’ from the action menu.
You should se a list of the ads as a text, you can either copy/paste the text or print it off.
Edit the Sponsorship page
1. Select Edit the sponsorship page from the drop down in the Advertising and Vendor Module.
2. Type the corrections in the text box.
3. Click on ‘Save sponsor page Edits’
The text you type on this page will be the text the shows up on the page when people click on the Sponsors tab in the navigation bar. Also the active options from advertising product inventory descriptions will show up along with the prices. Highlighted below.
Web Traffic/Advertising Terms
Deals: That listing you get when you click on the Deals button on the upper rigth side of the web site
Page View: One web page.. i.e., the home page is a page view, a look at the BU12 scores is a page view, etc.
Hits: HUGE number, but almost entirely meaningless. A hit is a download of a file to the browser. The home page might have 12 hits (header graphics, photo, 3 scripts that produce the about data, etc, etc while the scores might only have 5 hits…)
Unique Visitor: You will get asked this a lot. This is what advertisers like, because it is generally a lower number and they want to based their CPM on this number. You want them to based their CPM on page views. It is an attempt to measure how many unique people visit the site, rather than the number of pages. It is unmeasurable for all sorts of reasons I won’t even begin to go into. But, they will ask and we will tell. However, the high number of page views to unique visitor ratio suggests that many people visit again and again and again…. we have stickiness. (An average tournament will get 6,000-9,000 unique visitors)
Stickiness: The ability of a web site to attract a loyal audience, measured through repeat visits.
Expanded Listing: A listing in the Deals section. This is named such because you can elect to just list the business name, address and phone number OR “expand” out their listing to include a logo, maps, and an offer. Each expanded listing will be billed at $10 per on your final invoice, no matter how much you charge the company.
Mark an advertising sale paid
1. In the Advertising/Vendor Module, select Edit/List Existing Companies from the “Action” drop down box.
2. Click on the dollar symbol next to the highlighted company name requiring updating.
3. Select the type of sale from the “Placement” drop down box.
4. Select the status of the artwork from the “Artwork” drop down box.
5. Enter the date (yyyy-mm-dd) the sale was paid in the “Date Paid” box.
6. Select the team in the “Credit Team Sold By” drop down box.
7. Click the Add button.
Edit the advertising products inventory
1. In the Advertising/Vendor Module, select Edit/List Advertising Products from the drop down menu.
2. Click the Go! button.
3. Enter Codes (example: Fullpage or halfpage).
4. Enter the description (ex. Full page in program).
5. Enter the Price
6. Click the Add button to the right of the edited field.
Add to the advertising products inventory
1. In the Advertising/Vendor Module, select Edit/List Advertising Products from the drop down menu.
2. Click the Go! button.
3. Enter the Short Description, Description and Price information in the fields provided.
4. Click the Add button.
Add a company logo/DEALS
1. In the Advertising Module, select Add A Company from the drop down menu.
2. Click the Go! button.
3. Enter the company information in the fields as shown.
4. Click on the check box next to DEALS to add a checkmark.
5. Click the Add button to add the company to the database OR if you have more companies to enter, click the Add This One And Add Another button. TournamentTrak will then present a blank form to add the next company.
To add a company logo, first insert the record in the database from above. Go back to the listing of companies and you will see four images on the left hand columns. You want to click on the first icon, as highlighted below.
When you click on the icon an new window will appear asking you to select a file from your computer.
***NOTICE only .jpgs and .gif files will be selected. ALSO do not have any spaces or goofy characters in the images name (e.g a ‘,/”;:()&%$#@!&^\}{][-_+=`~>
Add a major sponsor
1. In the Advertising/Vendor Module, select Add A Company from the drop down menu.
2. Click the Go! button.
3. Enter the company information in the fields as shown.
4. Click on the check box next to Major Sponsor to add a checkmark.
5. Click the Add button to add the company to the database OR if you have more companies to enter, click the Add This One And Add Another button. TournamentTrak will then present a blank form to add the next company.
Modify a company
1. In the Advertising/Vendor Module, select Edit/List Existing Companies from the drop down menu.
2. Click the Go! button.
3. From the list presented, click on the company to be edited. Each company name on the list will appear in bold and be underlined.
4. Change the information as needed.
5. Click the Edit Company button to add the changes to the database OR if you have more changes to make to other companies, click the Edit Company And Return To Listing button. TournamentTrak will again present the list of companies to edit.
Add a company to the travel/advertising database
1. In the Advertising/Vendor Module, select Add A Company from the drop down menu.
2. Click the Go! button.
3. Enter the company information in the fields as shown.
4. Click the Add button to add the company to the database OR if you have more companies to enter, click the Add This One And Add Another button. TournamentTrak will then present a blank form to add the next company.
Download data for mailing labels
1. In the Team/Club/Association Marketing Module, choose Edit/List Organizations from the Action drop down menu.
2. Select desired filters OR keep the filter drop down menus blank to select all teams.
3. Click on the “Mailing Labels” button.
4. From the browser toolbar, click File, then Save As.
5. Select the file type to save Text to your desktop.
6. Open Excel, Access or your favorite database program.
7. Import as a Delimited File.
8. Directions for Excel Only
9. Open Excel.
10. File>Open your text file that you saved in step 3 above.
11. Select Delimited; Click on Next.
12. Select other (input the character ^ or |, depending on which works You’ll see the data line up in columns for the character the works).
13. Click on Next.
14. Click on Finish.
15. Save or use just as any other Excel file.
Edit a marketing contact
1. In the Team/Club/Association Marketing Module, select Edit/List Organizations from the Action drop down menu.
2. Click the Go! button.
3. From the list presented, click on the contact to be edited. Each company name on the list will appear in bold and be underlined in the Team/Organizationí column.
4. Change the information as needed.
5. Click the Save Edits button to add the changes to the database.
Enter a marketing contact
1. In the Team/Club/Association Marketing Module, select Add an Organization from the drop down menu.
2. Click the Go! button.
3. Enter the contact information in the fields as shown.
4. Click the Add Contact button to add the contact to the database.
Download a text file for Excel or other database
1. In the Team Applications Module, select desired filters OR keep the filter drop down menus blank for all teams.
2. Click on the ‘XLS Export File’ button.
3. Right click the ‘here’ link to download the excel file
* Any changes made in this file can not be re-uploaded onto site. Make all changes on website.
– LiteView: This will build just a list of contact information for the teams you selected.
-Include placeholders: This list will include placeholder teams.
View an application
1. In the Team Applications Module, select filter criteria, if known (Ex: Boys 10).
2. Click on the Go! button.
3. Click on the team name in the Team column to view the application.
Note: Clicking on the Go! Button without selecting any filter criteria will result in a list of all applications stored in the database.
Modify an application
1. In the Team Applications Module, select filter criteria, if known (Ex: Boys 10).
2. Click on the Go! button.
3. Click on the team name in the Team column to view the application.
4. Make all modifications to the application.
5. Click the Modify Application button.
Delete an application
1. In the Team Applications Module, select filter criteria, if known (Ex: Boys 10).
2. Click on the Go! button.
3. Select the “Delete (no undo!!) from the drop down menu at the top of the listing
4. Check the checkboxes next to the team(s) you wish to delete
5. Click the Mark Checked Records button at the end of the listing.
Note: Deleting an application IS PERMANENT AND IMMEDIATE. Before deleting an application, make sure this is what needs to be done.
Exporting Team Roster Data
In order to get a listing of the of the team rosters go to the Team Applications Module, and select the Team List (Roster) Data option from the Action Menu, as shown above. If you just want a listing the click on the “Go!” button, but you can also download it as an XLS file if you click in the “XLS Export File” button.
Setting up PayPal
If you choose to set up credit cards on your site, we support the PayPal API standard on our Premier and Elite packages.
1. Set up an account with PayPal. Make sure that your bank accounts are all connected. We can’t help specifically with this, but the folks at PayPal will be happy to answer any questions you may have.
2. Once you have a PayPal account, you should enter that email address in your Web Maint Module>Variables>Go! and update them. (Box 1) Then, check whether you want to take credit cards for applications, other items on the site such as apparel or both. Update the page again.
3. Then drop an email to helpdesk@tourneycentral.com We will verify that the email address OR the Business PayPal Account (recommended) is working and the PayPal connecion is made before we turn on the credit card option.
“Convenience Fees”
Many states have laws that prohibit the addition of “service fees” for credit card use, setting minimum purchase amounts or giving discounts for cash. Since TourneyCentral services tournaments nationwide, we avoid writing support for fees like this in our software. There are exceptions, but you should check with your own legal team to make sure you are operating within the your state and local laws.
We are aware a lot of merchants do it and a lot of consumers pay the additional fee without knowledge of prevailing laws. That is not a conversation we wish to engage. However, if you feel strongly about “convenience fees,” we do have a custom credit card option at the Elite level, where we will integrate your chosen processor at which time you can set handling fees, etc. as you see fit.
Barring the selection of the Elite level for your tournament, you should look at setting the team fees to offset the expense of taking credit cards, as other businesses do, as a cost of sales. For planning purposes, on average, tournaments we see that give teams a choice to pay by credit card run about 10-12% of their volume, usually near or after the application deadline.
For tournaments that offer credit cards for apparel purchases pre-sale, we don’t see additional lift. But, for events that offer credit card at the point of sale, we hear anecdotal evidence at about 40% lift.
Teams step-by-step to Paypal
This is the current PayPal step-by-step for teams who are unfamiliar with PayPal.
1. Log in using your TeamID from the front page.
2. If your team has not yet paid for the tournament, you will see a PayPal payment button. (This may look slightly different due to button upgrades, etc, but it functions the same)
3. Click on the button to go to the PayPal screen
4. PayPal wants you to use your PayPal account primarily, but if you want to use a credit card, look over to the right, and down for this. Click on it.
You may need to create a PayPal Account, but if you never link your bank info, it will only be used for confirmation emails, etc.
5. You will then be able to pay with a credit card.
You may get several confirmations, depending on your credit card policies. The tournament will then mark your application paid once it confirms your payment has been received and the Pay Now button on your team profile will be removed.
Using Invoices (Square, Stripe, Quickbooks, PayPal) for credit card payments
PayPal is our officially supported integrated processor. We recommend you set up and use a BUSINESS PayPal account should you wish to accept credit card payments for all teams.
We recognize that you may wish to use other processors that support credit card and ACH payments from other processors such as Stripe, Square, Quickbooks, etc and we have a supported method to do that.
- You should first set up an account at these services, link them to your bank, verify your account and sign up to use invoices. Due to the differences in these services, we can’t provide direction here to set up you account, so you should consult with the online manuals for their procedures. (a Square example follows at the bottom of this page)
- Decide whether you wish to provide access to invoices for all teams or just have the option on a per-team request. If you want to accept invoices for all teams and you want the credit card icons to display on the front page, about, application pages, contact TourneyCentral first to set this up in your global config. If you want to provide credit card payment on request only, you should leave the PayPal merchant number field BLANK in your WebMaintModule>Variables>GO! screen so the icons do not display.
You can still set up using PayPal AND invoices, but when you enter an invoice link, it will override the buttons to PayPal. You may find this useful when a club wants to pay for all their teams with one transaction.
Set up an invoice for a team to pay
- A team must first apply to the tournament.
- Log in and get the team information — team name, loginID, email of the primary and the amount owed.
- Create the invoice in your processor dashboard.
- At this point, you may choose to simply send via email, copy/past the link or both. In any case, you should copy the invoice link and past it into the team record at the top of the team detail screen. Be sure to click on the “Modify Application” to save the link to the team record.
- When the team logs in with their TeamID, the credit card pay button will be replaced by the Pay Invoice link if you have activated PayPal for all teams OR the link will be available just for that single team if you are only providing credit card payments on request.
- When you receive the credit card payment, you should mark the team PAID as you normally would and the link will disappear.
What this looks like on the admin end
When you have added an invoice link to a team, a clickable icon will appear in the team listing near the fees. Once it is marked paid, the link will drop away.
You can also see all the invoices in a minimal listing by filtering on Fees>Pending and click on the Invoices button in the Team Applications Module. The clickable icon will display.
Sample for creating a Square Invoice
This is a set of screenshots at Square, current as of Jan 21, 2021. They may have changed the screens slightly since, but the procedures should be similar. Please consult the online manuals for other services. (This assumes you have activated invoices for your account.)
Log into your Square account and, navigate to the Send an Invoice button.
Copy/paste the team name and loginID (so you can track payment back easily) into the field. Select to make a new customer.
Complete the customer set up for as much information you you want. Only the name, email address is necessary.
Select to send either manually or email. If you elect to send via email, Square will send it out automatically and the team can pay directly from the email. We recommend even if you send via email, you also copy/past the link into the team file so you can easily see which team received an invoice. This will also help you manage the team should your Square invoice go to their spam folder.
Enter in the Tournament Fees qty and amount. You will also need to customize to remove the tax if you have not set this product up in your product catalog. If you have, you may need to adjust the fees amount if you have not set up multiple fees levels.
Click to make the invoice at the top right and copy the link to enter it into the team record.
The invoice will look like the screen shot below, though yours may appear differently depending on the options you selected in your Square Account when you set up invoices.
Setting up your TeamApp to work with TourneyCentral
We do not have a dedicated app, but that doesn’t mean you can’t have an app for your soccer tournament event. Our endorsed solution for a soccer tournament app is to use TeamApp. As with everything TourneyCentral, if you would like us to set up your app, just call or email us and we’d be happy to do it. Once the app is set up, you take ownership of it and become the admin. (we will send you an email and you should take ownership within 10 days. If not, we’ll assume you changed your mind and will delete your tournament from the app.)
Read this for our position on apps for tournaments.
To set up your tournament to work with TeamApp:
- Make sure you have a tournament logo in a SQUARE format, with a transparent background. PNG format works best. Just make sure it is clean and sharp. A logo that is at least 300x300px will work best.
- Set up an account with TeamApp
- When you have verified your email, etc. go to the MyTeams option and create a team app
- Follow the screen shots below and activate only the buttons that are shown. The format for the Scores and Deals are http://xxxxx.tourneycentral.com/m/?deals=1 and http://xxxxx.tourneycentral.com/m/?divscores=1 where the xxxxx is replaced by your TourneyCentral account you can find in your original set up document or by clicking on the mobile icon in your left rail.
- Caveat: You CAN activate the built-in scores, standings, schedules buttons on the TeamApp, but you will have to enter all the data twice, including all updates and scores; once in your website and again in the app. When you link to the scores, deals you only need enter them in your admin area and the app will display them in the app.
- All other features in this app, we’ve found are simply not used by the teams. They appear to be really cool, but you are just asking for more work that users will not appreciate. All of the photos, social media sharing, etc are done in their own private facebook, instagram, twitter and snapchat accounts, shared within their own micro-networks. (There is more about this in our book, The Game Through Glass)
Next steps
Once you have your TemApp all set up, as an admin, you will need to decide how you want your tournament teams to sign up to receive notifications, etc. Keep in mind, all this information is already available through a browser on their phones. The only real features they will be gaining is: 1) Keeping all their tournaments in one place and 2) Notifications.
The default group is Players and Officials. You can set up more if you’d like, but we find it starts to become burdensome administration.
Download the app to your smartphone, iOS or Android.
Search for your event and add yourself. As an admin, you can send out notifications from your phone, approve folks who sign up (or set to automatically accept them without approval… you decide how you want to handle this.) You can even add users in bulk, though they will not get the notifications if they do not have to app on their phone.
Sending out notifications and keeping in synch with your website news
Unfortunately, there is no “enter once, display everywhere” feature for notifications and news. (We’re working on it, though!) Also, assume that most teams will not download an app until they figure out that if they download the TeamApp, they can keep track of multiple events in one place. At that point, they will find it wicked cool and easy to just add and turn off/on events they go to.
So, given that, we recommend that for news you update your front page news in the Website Maintenance Module FIRST, then copy/paste the news into the Notifications/News feature of the app and send it out.
Be sure to also update your other social channels, such as Facebook and Twitter as the teams may be following you there for news. Update everywhere for critical information such as lightning warnings.
Promote the app on your front page
A few years ago, teams were eager to download an event app. Now, not so much as it is an additional step, some won’t have space on their phone… a whole host of reasons. If you want to use an app, you will need to market it aggressively. See this event for an example. If you would like to feature the app on your Suggested Mobile Apps Page (the link below the mobile icons in your left rail) we can install one for you.
You can explore additional features of TeamApp (there are many) but this tutorial will get you up and running with the basics, integrated with your TourneyCentral Scoring/Standings module.
Years Definitions
DOB Year
This is the basis for the division age calculation. Typically, it is set for August 1. You are not able to change this from the admin screen. Rivershark will set this when renewing your agreement for a new year.
Schedule Year
The schedule year is the year for which you wish to display the schedule and accepted teams. This will be last year’s schedule UNTIL your application deadline for the current year. You are not able to change this setting from the admin screen. Rivershark will change this once your deadline has been reached.
Current Year
The current year is the year for which you are accepting applications. You are not able to change this setting from the admin screen. Please contact Rivershark for help with this.
What is the Accept/Confirm Process?
It is important that you do these tasks IN THE ORDER presented. If you do things out of order, you will get email and phone calls saying that the web site is “broken”. There are many teams and only one of you, so the ratio is upside down. However, if you do everything below IN ORDER and COMPLETELY, things will go SOOOOO smooth and save you a TON of work.
APPLICATION PROCESS CLOSED
– When the deadline has passed, teams may still submit applications, but they will be flagged as Waiting, in green, on your team applications listing.
– The register.html page will also say that the application process is CLOSED, but invite them to apply and that they will be contacted by the tournament if there is an opening.
– The tournament director should change the front page message to reflect the registration status. Also, the quick news should be changed as well as the crawler. The quick news is a great place to highlight any divisions that need more teams, example: We are looking for 3 more Boys 10 teams to round out our division. Click on REGISTER above to apply.
– When the deadline is past, the teams WILL NOT be able to modify ANY part of their application themselves. However, they will be able to see the STATUS of their fees, acceptance, etc.
FORMS, ACCEPTANCE, CONFIRMATION
WEB MAINTENANCE MODULE
– By the deadline, you should have updated ALL the forms necessary for registration. IT IS IMPORTANT THAT THESE LINKS ARE AVAILABLE AND ACTIVE BEFORE YOU ACCEPT TEAMS. Things happen VERY fast on the Internet.
– WRITE the acceptance and rejection email. (samples in the Help Module… PLEASE customize it to the Tournament Development Event Invitational) Stage this and be ready to send.
DO NOT ASSUME ANYTHING!! Write a Step-by-step process, going through the confirmation process yourself to make sure anyone can confirm following your directions.
TEAM APPLICATIONS MODULE
– Click on Go!, select Accept from the drop down menu, check the teams to accept and click on Mark Checked Applications.
– Then do the same for the Unaccepted teams, except select Not Accept.
– IMPORTANT Click on the Build Team Menus button. This makes the drop down menus along the left side of the web site. (You should “refresh” the menus each time you accept or drop a team, just to make sure the latest team list will be built.)
– Now filter on ACCEPTED teams and click Go! Select All. Type in a Subject and paste your ACCEPTED message into the message field.
– Send.
– Then do the same for the Rejected teams, except filter on Not Accepted and paste the Rejected message into the box.
– Double, triple, quadruple check that the team is marked accepted and non accepted BEFORE clicking on that Send button. Computer make very fast, very accurate mistakes… there is not recovery from sending the wrong message, so slow down, unplug the phone, shut the door and just really make REALLY SURE you are sending the right message to the right group.
– Change your front page message saying that all accepted teams have been notified via email.
CONFIRMATION
– Almost before you are done sending the message, teams will confirm. It is explained in the email message, but basically they need to log in using their TEAM ID NUMBER (we put it on EVERY email sent through the broadcast tool), click on the Confirm Attendance button and download all the forms you updated in the Web Maintenacne Module. After a team confirms, the confirm button will change to Duplicate Forms button. This is so they can go back and download the files again if needed.
SCHEDULING
TEAM APPLICATIONS MODULE
– Seed your teams (see tips in the newsletter)
SCHEDULING MODULE
– Set up/edit your maps
– Set up your fields
– Set up game dates and times.
– Set up your divisions.
– Set up your winner placeholders (Winner A vs Winner B in BU10). There is a one button “Make Placeholder Teams” that will build Winner A, Winner B for each division, so make sure ALL the divisions you are using have been entered and are named correctly before you build winner placeholders.
– Start scheduling.. Only ACCEPTED TEAMS will appear on the drop downs, sorted by Division and Bracket
– Publish schedule when done.
– If you add or change ANY game, be sure to re-publish.
Send emails… make sure you check ONLY accepted teams….
Sample Not Accept Email
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RIVERSHARK CYA DISCLAIMER
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The following snippet of text is merely a ‘serving suggestion’ for you to edit to fit your event. You are STRONGLY urged to read and re-read the copy and edit as necessary. PLEASE DO NOT MERELY CUT AND PASTE AND SEND OUT IN A BROADCAST.
Use at your own risk; provided AS IS. You should ALWAYS assume that you will find something that is inaccurate or just plain wrong in the following copy. Don’t blame us if you fail to read and/or edit for mistakes, typos, test the links or anything else contained herein.
——————————————–
We regret to inform you we were NOT ABLE TO ACCEPT your team for the Tournament Development Event Invitational. We received applications from many more teams than could be accommodated by the limited number of fields and referees.
In reviewing all applications, participants were selected using the following criteria:
– Geographical mixture;
– Level of league play;
– Tournament participation, and
– Competitive team history.
Please understand that our inability to accept your team into this year’s tournament is by no means a slight against your team. We simply could not accept all the teams that showed interest and had to use the above criteria to sort through all the applications.
Let the teams know how and when they will get their money back.
We are returning your original check for your tournament application fee.
We hope to continue to increase the number of teams in next year’s tournament and hope you re-apply when registration forms are available on our web site after DATE. In the meantime, we wish your team the best of luck during the upcoming season and thank you for considering the Tournament Development Event Invitational.
The Selection Committee
Sample Broadcasts Snippets
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RIVERSHARK CYA DISCLAIMER
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The following snippets of text are merely ‘serving suggestions’ for you to edit to fit your event. You are STRONGLY urged to read and re-read the copy and edit as necessary. PLEASE DO NOT MERELY CUT AND PASTE AND SEND OUT IN A BROADCAST.
Use at your own risk; provided AS IS. You should ALWAYS assume that you will find something that is inaccurate or just plain wrong in the following copy. Don’t blame us if you fail to read and/or edit for mistakes, typos, test the links or anything else contained herein.
These snippets are designed to be cut and pasted to make complete broadcasts, depanding on the topic. You should send them out as they are appropriate for your event.
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Place at the top of each broadcast. Keep it rolling by removing deadlines that have already passed. COACHES RESPOND TO THINGS THAT SAY DEADLINE!
DEADLINES:
Monday, XX/XX/XXXX: T-shirt and pin Pre-orders
Saturday, XX/XX/XXXX: Something
Thursday, XX/XX/XXXX: Something else
TWITTER
Now you can get scores update notices on Twitter. Just follow @tourneycentral (http://twitter.com/tourneycentral) (or search for #EVENT.) Each time the scores are updated, we will send a tweet out with the division(s) that are updated along with a link to the tournament site. Using Twitter is best from a Web-enabled smart phone such as iPhone or Blackberry, but you can configure your Twitter account to send you text messages when we update.
You can also use Twitter to post up a spirit message. Just send the tweet to @tourneycentral and be sure to use the tag #EVENT If the player or fan is also on Twitter, be sure to include their Twitter account as well so it shows up in their stream.
Wondering how to use Twitter? Check out this video (http://www.youtube.com/watch?v=ddO9idmax0o). If you don’t have an account, the soccer tournament is a perfect excuse to get on Twitter. It’s free!
CHANGES TO YOUR APPLICATION
Please take a moment to verify that all the information on your application is correct. Using your TEAM ID NUMBER posted above, please visit the web address below to make edits to your application, if needed. Any changes to application can be made online until XX/XX/XXXX
http://www.thegameofsoccer.com
COLLEGE COACHES
Again this year, we will invite college coaches to attend the Tournament Development Event Invitational. Last year, we had 38 college coaches attend to watch players. Your players will be given an opportunity to complete a profile and have this available for the coaches who attend. As the event draws nearer, we will have more information about the college profiles.
COLLEGE COACHES PROFILES
U14 and older only, please!
COACHES: Please log into your team application page and enter your TEAM LIST, including player names, position and jersey number. Once you enter this information for your team, you can use the Team List to send an email with a password to each player. Each player can then complete their detailed profile so college coaches can search the profiles.
HOTELS
Have you reserved your hotel rooms yet? Some hotels are already full and many are receiving requests daily for rooms. Don’t get caught up in the mad scramble to book a room at the last minute. Visit the hotel area on our web site today to request rooms.
http://www.thegameofsoccer.com/tavel.html
RESTAURANTS AND TOURNAMENT DEALS
We are beginning to post up restaurant and tournament deals as receive them from our sponsors. Many of these are good discounts for meals and entertainment. We encourage you and your parents to check the web site often and search the travel database.
http://www.thegameofsoccer.com/cgi-bin/seq.cgi?fnc=coupon&anchor=A
TOURNAMENT DEALS
Tournament deals are available from local businesses. Please visit the deals page and encourage your team and parents to support the businesses who help make the Tournament Development Event Invitational possible. You can also visit the Tournament Deals by clicking on the red coupon along the left side of any page on the web site.
http://www.thegameofsoccer.com/cgi-bin/seq.cgi?fnc=coupon&anchor=A
TOURNAMENT DEALS
Have you made your lunch and dinner plans while you will be at the tournament yet? Why not “stroll” on over to our Tournament Deals button on the left side of every page to check out what local restaurants are featuring. We’re adding new deals all the time!
http://www.thegameofsoccer.com/cgi-bin/seq.cgi?fnc=coupon&anchor=A
COUPONS AND SPECIAL DEALS
Be sure to check out the travel section by clicking on the Tournament Deals! Button in the left rail on any page of the web site.
http://www.thegameofsoccer.com/cgi-bin/seq.cgi?fnc=coupon&anchor=A
T-SHIRTS AND PINS
Has your team ordered t-shirts yet? Get a great pre-tournament price on orders placed now. Last year, we ran out of pins due to a heavy amount of pre-orders. We ordered more this year, but don’t run the risk of not getting your pin because of a late order. See the design and download the order form on the web site.
http://www.thegameofsoccer.com/shirt.html
SCHEDULES
The schedules are expected on or about xx/xx/xxxx. Please do not email asking when they will be available. When the schedules are available on the web site, we will send an email to the primary and alternate email address(es) used when you applied. It is very important that you notify us of an email change by using the form at http://www.thegameofsoccer.com/contact.html (Please DO NOT EMAIL as this may cause a delay in making the change.) As with the acceptance packets, we will NOT be mailing (USPS) the schedules. If there is a change to a schedule, you will be sent an email notifying you of this. Updating the web site is the fastest, most efficient way for us to communicate a change, so please double check your schedule on the web site.
SCHEUDLES
The schedules are now available on line. Please check your schedule by selecting your division in the drop down menu in the upper left corner of any web page, under the GAME SCHEDULES
http://www.thegameofsoccer.com/games.html
REGISTRATION
Check and double check that you have all the form necessary for registration. If a player is missing a form, they will not be allowed to play. *All guest players outside STATE MUST BE VALIDATED by their STATE ASSOCIATION. There will be no exceptions to this rule.*
Your registration requirements may vary, but the important thing is to MAKE A LIST. The list below is a SAMPLE ONLY.
REGISTRATION
Check and double check that you have all the form necessary for registration. If a player is missing a form, they will not be allowed to play. *All guest players outside STATE MUST BE VALIDATED by their STATE ASSOCIATION. There will be no exceptions to this rule.*
What you need for team registration…
If registering under USYS, you will need to provide�the following:
1. Original State Approved Roster and one copy of that roster to leave with the tournament
2. Validated Player Pass Cards..both rostered players and guest players
3. Validated Coaches Pass Card..one for each coach, if applicable. Maximum of 3
4. Medical Release Forms..one for each player. You may use your teams own forms.
5. Tournament Liability Form which must be signed by all players and a parent or guardian
6. Travel Permit if outside of STATE
7. Guest Player Roster approved and validated by the state in which the player is registered
US Club Soccer Requirements
If registering under US Club Soccer affiliation, you will need to provide the following:
1. Approved Official Roster
2. Medical Release Form for each player. You may use your own team form if you already have one.
3. Validated Player Pass for each player
4. Validated Coaches Pass for each coach..maximum of 3 coaches
5. Tournament Liability Release Form signed by all players and a parent or guardian
*Players over the age of 18 may sign their own forms
Sample Accept Email
——————————————-
RIVERSHARK CYA DISCLAIMER
——————————————-
The following snippet of text is merely a ‘serving suggestion’ for you to edit to fit your event. You are STRONGLY urged to read and re-read the copy and edit as necessary. PLEASE DO NOT MERELY CUT AND PASTE AND SEND OUT IN A BROADCAST.
Use at your own risk; provided AS IS. You should ALWAYS assume that you will find something that is inaccurate or just plain wrong in the following copy. Don’t blame us if you fail to read and/or edit for mistakes, typos, test the links or anything else contained herein.
——————————————–
Please read this entire document first before clicking on any of the links. (If the links do not appear in your email, you should copy/paste the web addresses into your browser.) You may wish to print this email. It will save you time and frustration in the next few weeks.
TEAM ACCEPTANCE:
We are pleased to ACCEPT YOUR TEAM LISTED ABOVE as a participant in the Tournament Development Event Invitational.
ACCEPTANCE PACKAGE:
We are distributing the acceptance materials via our web site. IMPORTANT: THIS WILL BE THE ONLY METHOD OF ANNOUNCING AND CONFIRMING THAT YOU HAVE BEEN ACCEPTED. You must confirm first to receive the materials. Please read the procedure below:
CONFIRM ACCEPTANCE:
by following these steps:
1. Go to the web address: HOME PAGE
2. Enter your TEAM ID NUMBER at http://www.thegameofsoccer.com/login.html
3. Click on the LOG IN button
4. You will be sent to a page with your team information.
5. Click on the link that says “Confirm Attendence”
6. You will then be sent to a page that lists all the forms you will need for registration
***READ, PLEASE***
To get DUPLICATE forms at some date in the future, simply log in again using your TEAM ID NUMBER. The link will then say “Click here to get duplicate forms” When all the teams have confirmed, we will post a quick button on the front page that leads to the duplicate forms.
TOURNAMENT DEALS
Tournament deals are available from local businesses. Please visit the deals page and encourage your team and parents to support the businesses who help make the Tournament Development Event Invitational possible. You can also visit the Tournament Deals by clicking on the red coupon at the top of any page on the web site.
http://www.thegameofsoccer.com/cgi-bin/deals.pl
PHOTOS
Make your photos part of the game action! Write up your photo program, if any.
TWITTER
Now you can get scores update notices on Twitter. Just follow @tourneycentral (http://twitter.com/tourneycentral) (or search for #EVENT.) Each time the scores are updated, we will send a tweet out with the division(s) that are updated along with a link to the tournament site. Using Twitter is best from a Web-enabled smart phone such as iPhone or Blackberry, but you can configure your Twitter account to send you text messages when we update.
Wondering how to use Twitter? Check out this video (http://www.youtube.com/watch?v=ddO9idmax0o). If you don’t have an account, the soccer tournament is a perfect excuse to get on Twitter. It’s free!
ANNOUNCEMENTS
ALL SIGNIFICANT ANNOUNCEMENTS REGARDING THE Tournament Development Event Invitational WILL BE SENT TO THE PRIMARY EMAIL ADDRESS YOU SUPPLIED ON YOUR APPLICATION. All changes will be posted to the Web site as they occur, so please check often.
SCHEDULES
Schedules will be posted soon. When they are available, you will be sent an email AND they will be available from the drop down menu at the upper left corner of any page on the web site.
SCORES
Scores will be posted on the web site during the event. We strive to post the scores in real time so families who are in other parts of the country, the world or must remain home can still watch the action.
http://www.thegameofsoccer.com/games.html
Good luck and welcome to the Tournament Development Event Invitational.
Rules Template
Use this rules template as an EXAMPLE ONLY! Please review them carefully before using.
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Rules for the Tournament
Tournament Headquarters
FILL IN MAIN ADDRESS
Tournament Director: FILL IN TOURNAMENT DIRECTOR
Registration and Team Eligibility
Registration Check-In: FILL IN REGISTRATION SITE
Coaches must bring Travel permits (if outside STATE), signed medical liability release forms, approved roster lists, and player passes.
All games are played at:
INSERT VENUES HERE
Final Matches are played at VENUE HERE unless field conditions warrant moving the games. The Tournament will be played on FILL IN DATES HERE.
Coaches should bring player passes and medical release forms to every game.
A. TEAMS FROM THE UNITED STATES � For teams from the United States:
1. The Players must present picture identification cards issued by the team’s Federation Organization Member (USYS, AYSO, other)
2. Teams must provide proof of approval of the team’s participation from the team’s Federation Organization Member.
3. Teams from outside the State Association where the tournament is located must provide proof of permission to travel. Teams must be in good standing with their Federation Organization.
B. FOREIGN TEAMS For a team coming from a CONCACAF nation:
1. Players must present passports at registration or, if from a nation that the United States does not require a passport, proof of entry into the United States that is required by the United States.
2. Teams are required to have and present player picture identification cards.
3. Teams must have a completed form from its Provincial or National Association approving the team’s participation in the tournament.
Player Age and Eligibility
Boys and Girls teams in separate divisions
U-19 born after 7-31-86; U-18 born after 7-31-87; U-17 born after 7-31-88;
U-16 born after 7-31-89; U-15 born after 7-31-90; U-14 born after 7-31-91
U-13 born after 7-31-92; U-12 born after 7-31-93; U-11 born after 7-31-94;
U-10 born after 7-31-95; U-09 born after 7-31-96; U-08 born after 7-31-97
U-08 and U-10 teams will play an 8 v 8 format. U-11-19 age groups will play 11 v 11. Top division is the GOLD division. Lower division is known as RED.
Team rosters will be limited to 18 players for teams playing the 11 v 11 format. Team rosters will be limited to 14 players for teams playing the 8 v 8 format. The Roster submitted at Tournament Registration will be the official Roster for the Tournament and may not be altered. A player may only play for one team.
Four (4) guest players will be allowed per team. Guest player Rosters (yours or ours) should be validated by your state association/country federation (if required by your association). Prior to the start of each game the Field Marshal shall check that each team have the following; current Federation player and coaches passes, Medical Release Forms, and approved guest roster ( if applicable).
Teams
The first team listed in the tournament program (and website) is the home team. A maximum of 3 coaches are permitted on the coaches’ side of the field. All coaches will remain within 20 yards of the centerline on their half of the field, on the side opposite of both team’s spectators. Field marshals will communicate which side is the coaches’ side if questions arise. Spectators are not permitted behind the goals.
Player Credentials and Uniforms
1. Player picture identification cards are to be present and available at all matches.
2. Identification cards are required to be checked by the field marshal prior to each match
3. All shirt numbers of each player must be different.
Laws of the Game
All matches must be played in accordance with FIFA Laws of the Game in effect on January 1st of the year that the tournament is held, except as specifically modified for youth play by USSF and US Youth Soccer with certain Amendments as follows:
a. Substitution Time: Substitutes must be at the midfield line. Unlimited substitutions for all age groups will be allowed with the consent of the referee;
1. before a throw-in in your favor. The team in possession of the ball for a throw-in may substitute. If the team in possession of the ball for a throw-in substitutes players, the opposing team may substitute any number of players at the same time.
2. before a goal-kick.
3. after a score by either team.
4. at half time.
5. After an injury, by either team, when the referee stops play.
6. After a caution, one for one by both teams, if the cautioned player is substituted.
b. Match Lengths: Preliminary Games will consist of two halves of equal length.
– U-09 and U-10 play 25 minutes each half; – U-11 through U-14 play 30 minutes each half;
– U-15 through U-19 and adults will play 35 minutes each half.
Semi-Final and Final Games will consist of two halves of equal length.
– U-09 and U-10 play 2×25 minutes per half, with 2×5 minute overtime periods;
– U-11 and U-12 play 2×30 minutes per half, with 2×5 minute overtime periods;
– U-13 and U-14 play 2×35 minutes per half, with 2×5 minute overtime periods;
– U-15 and U-16 play 2×40 minutes per half, with 2×10 minute overtime periods;
– U-17 through Adults play 2×45 minutes per half, with 2×10 minute overtime periods;
The Directors reserve the right to adjust game length for conditions beyond their control. See Weather/Reschedule section below.
c. The game clock will not be stopped because of injury to any player, except if deemed necessary by the referee. Due to the time allowed for the completion of all games, the clock should run continuously.
d. It is the intent of the Tournament Development Event Invitational to provide a three person referee system for all tournament matches; however, if deemed necessary, matches may be conducted with club linesmen.
e. A coach may coach more than one team during the tournament.
Specific Laws of the Game
1. No overtime will be played during preliminary games.
2. Red cards will be administered as per FIFA laws of the game.
3. A player or coach sent off for a second caution will not be allowed to play for the remainder of that game and their next game.
4. Un-served Red cards and game report will be forwarded to their appropriate State or National organizations.
Game Balls
The Tournament will supply the game balls for all games. Balls used must be FIFA Approved.
The game ball size for U-09 through U-12 is Size 4 and the game ball size for U-13 and above is Size 5.
Player Equipment
1. Shin guards are mandatory and must be covered by a sock.
2. Shirt/jerseys will be tucked into players shorts at all times.
3. In the event of a color conflict, the home team (first team listed on schedule) will change color.
4. Hard casts are not permitted. Soft casts will only be allowed upon approval of the game referee.
5. The home team will be responsible for using an alternate color uniform if necessary.
6. The Tournament staff will provide an adidas Game ball for all matches
Tournament Format
For all age groups the Tournament format calls for three preliminary round games (round robin) with Semi and Final Matches in each division. Divisions with 6 teams will play their Final on Sunday PM. (Some divisions may have Quarter Final Matches depending on the number of teams in the division). Divisions with 5 teams will play 4 preliminary games and the top 2 teams in that group will play in the Finals.
A wild card team will not be assigned to play the winner of its own group in a quarter final or semi-final match. Example; if the wild card team comes from the A group the wild card won’t be scheduled to play the A group winner.
Match Schedules
Each team will play a minimum of 3 games. A maximum of 2 matches will be played on any one day.
Referees will be USSF certified.
Forfeits
Failure to complete a match, or a team leaving the field during play, will result in forfeiture. No team that has forfeited a game will be declared a group or wild card winner. The team winning by forfeit will be awarded the average number of goals they score in their other games, rounded down to the nearest integer, (with a minimum score of 1-0). The opponent’s score will be zero. This score will be the official score in case goal differential is necessary. The Tournament officials reserve the right to decide all matters concerning a forfeit. In no case will a team which has forfeited a game be declared a group winner or wild card. If a team arrives more than 15 minutes late for a match the Tournament Committee, at their discretion, may declare the game to be a forfeit depending upon the situation. A team failing to field the proper number of players at the scheduled time, or at any time during the match, will forfeit the game. 8v8 teams must field five (5) players. 11v11 teams must field seven (7) players. The scores of forfeit games in this manner will be scored as described above in this paragraph.
Procedures for Determining a Winner
Coaches and game referee will sign the game card certifying the final score which will then be delivered to the HQ tent at each site. Site scorer will be responsible for updating score board and website at: $WWW. Posted scores will reflect a maximum goal difference of 3. Bracket standings, leading to championship play, will be determined on the following basis:
Standings and Tie-breakers
No overtime periods will be played for Preliminary games. Each team will be awarded three points for a win, one point for a tie, and no points for a loss. In the event of ties in the group standing, the following procedure will determine the group winner:
1. Team with the most wins (if tied go to step 2).
2. Winner of the game played between the tied teams. (If three or more teams are tied for the group lead, Step 2 is by-passed, go to Step 3)
3. Highest number of total NET goals (goal differential). Maximum goal differential per game is three (3). (i.e. For a score of 4-1, goal differential is 3 for the winner and -3 for the loser. For a score of 6-2, goal differential is also 3 and -3 as above).
4. Fewer total goals allowed (gross).
5. Penalty kicks (FIFA laws of the game). If both teams advance, the Tournament Director will decide the opponents at the next level of play.
The selection of a wild card team, if required, shall be determined by:
1. Non-group winner with the most total points.
2. Non-group winner with the most wins.
3. Winner of the game, if applicable, played between the tied teams.
4. Goal Differential (See #3 in Standings Paragraph above)
5. Fewer total goals allowed (gross).
6. Penalty kicks (FIFA laws of the game, see definition below). If both teams advance, the Tournament Co-Director will decide the opponents at the next level of play.
(Placement of the Wild Card teams is at the discretion of the Tournament Committee)
Penalty Kick Elimination
When Semi-Final and Final matches are still tied after overtime (see overtime times in the Laws of the Game above) the FIFA laws of the game for Penalty Kicks apply. Only players on the field at the end of the second overtime period are eligible for penalty kicks. Coin flip will determine who will go first (visiting team calls). Five penalty kickers per team. The most goals scored after five kicks for each team wins the game. If the score remains tied, teams will alternate shooters until there is an unmatched goal between the teams. After all eligible players on the field of play have taken kicks; teams will start with their first kickers again and in the same order.
Games interrupted in the first half:
1) If the first half has not been completed and the game is stopped, every effort will be made to complete the game, or play to completion of at least the first half and record the score as final.
2) Games shall be considered completed if the first half has concluded. The score at the stoppage of play will be the final game score.
Games interrupted after the completion of the first half:
Will continue if time permits or, if time or other issues, as determined by the tournament, does not permit the game to continue, the current score at the time when the game is terminated will be the final score.
Note: if necessary, game lengths may be shortened to accommodate scheduling requirements. It is the responsibility of each coach to check Tournament Headquarters for any reschedule information.
For more information regarding schedule changes consult the website at $WWW
However, in the event that rescheduling is not possible, and game cancellation creates a situation where teams within the division are unable to play an equal number of qualifying games, the group winner will be determined on the basis of awarding the average tournament points earned in the other games, to the teams that were unable to complete an official game, followed by the tie breaking procedure if necessary. The team with the highest average points will be declared the winner of the group. In the event there is a tie which cannot be resolved by point averaging, the advancing team will be determined by a coin toss, or penalty kicks, per FIFA as directed by the Tournament Directors.
Match and Score Reporting
Scores will be posted as quickly as possible. Coaches should report any discrepancies to Headquarters prior to their next game. If wild cards need to be determined, coaches need to report their score immediately after their Sunday morning games. Wild cards will be determined at the site as indicated on that division’s schedule.
Protests and Disputes
Protests must be presented in writing to the tournament site Headquarters (one will be located at each site) within 30 minutes of completion of the game and must be accompanied by a fee of $100 in cash. Referee judgment will NOT be a basis for protest. Coaches wishing to file a protest shall notify the referee of this intention as soon as possible but not later than 5 minutes after the conclusion of the game in question. The Protest Committee’s decision is final.
Standards of Conduct and Discipline
Disciplinary action taken against a coach will be levied in the next game in which he/she coaches the team playing at the time of the original infraction, or to the next game coached if the violation occurred during the last game for that team. If additional behavior problems occur, the Directors reserve the right to levy additional discipline up to and including expulsion from the Tournament.
a. All participants in the Tournament Development Event Invitational will be expected to maintain high standards of conduct during their stay in the Dayton area. These standards are expected of players, referees, and other guests in the hotels and motels; keeping noise in the hallways to a minimum, refraining from kicking soccer balls inside any of the buildings, and being respectful of the property of others. Should it come to the attention of the Tournament Directors that a person (or persons) has failed to observe these guidelines; the Director reserves the right to take remedial action. Said action, depending upon the circumstances, may range from a warning, a reduction in points in the standings, or banning that team and/or all teams in its club from future participation in the tournament.
b. There shall be no dissent between players and/or coaches and the referee. Questioning a referee is considered dissent. All coaches are responsible for the actions of his or her spectators, specifically verbal abuse of referees. Such abuse will not be tolerated! Violation may result in forfeiture of the game and/or expulsion from further play.
c. Any player or coach ejected from a game will be ineligible to participate in the next scheduled game (a minimum of one game suspension depending upon the severity of the offense). The player/coach pass is to be turned in to the referee headquarters immediately following the initial suspension game. If dismissed in the last game, card will be returned to the appropriate state association.
d. Any player or coach who receives an accumulation of three (3) yellow cards must sit out the next game.
e. All coaches will remain within 20 yards of the centerline on their half of the field, on the side opposite of both team’s spectators.
f. Spectators may be ejected from the park for improper conduct, at the discretion of the tournament officials. Artificial noise makers are not permitted.
g. If field condition is such that there is a problem with interference by an outside agent; such as a tree overhanging the field for instance, the play will be restarted with a drop ball. Fields # 3, 6, 8 at Cloud Park may have some interference from trees. If the ball hits the trees and goes directly out of touch the play will resume with a throw-in.
h. Not permitted at our tournament includes: alcoholic beverages, smoking, and verbal abuse.
i. PETS are allowed at the Cloud Park Tournament Site ONLY as stipulated in the Montgomery County Park Rules.
Persons ejected due to any of the above situations must leave the site immediately.
Report of Disciplinary action taken against any team will be reported to that team’s provincial or:
A. For United States teams, the procedure for notifying the Federation Organization Member of that team of disciplinary action taken or required will be followed.
B. For CONCACAF teams, the tournament committee will notify the US Soccer Federation guidelines of disciplinary action taken, and that the Federation will transmit national association.
Awards
All U-09 through U-19 will receive first and second place team and individual trophies will be awarded in each Division winner and runner-up after the final game at the Finals site.
Inclement Weather Procedures
The Tournament Committee and/or Director reserve the right to delay the start of a game, reduce the length of the game, or terminate a game. All teams must abide by the tournament weather/field conditions policy. Head coaches only may come to the Tournament HQ only after the weather delay for further information.
Cancellations
If the Tournament is cancelled due to events beyond the control of the Tournament Committee, the Tournament will not be required to make any financial remuneration.
Waiver
By entering this tournament, every participant agrees to accept the jurisdiction of the Tournament Committee or its members, the Soccer Club, its Board of Trustees and employees, the four sites including Cloud Park-Ankeney Complex-NCR Old River-Englewood Complex and their respective employees, the United States Soccer Federation, United States Youth Soccer Association, and United States Youth Soccer Association North in all matters of dispute. No official, coach, club, league, referee, player or their representative may invoke the aid of the Courts of any political or governmental entity without first exhausting all available remedies within the appropriate affiliated soccer organizations as set forth in these rules, the Constitution and Bylaws of the Warrior Soccer Club, the Constitution and Bylaws of the United States Soccer Federation, the Constitution and Bylaws of the United States Youth Soccer Association, and the Constitution and Bylaws of the Ohio South Youth Soccer Association. For violation of this rule, the offending party shall be subject for all expenses incurred by these associations and/or their officers, as appropriate, in defending each court action, including, but not limited to, court costs, attorney(s) fees and reasonable compensation for all time and expenses.
General
1. Coaches are required to bring player cards and medical release forms to every game.
2. If a game is temporarily suspended due to weather problems, field conditions, or other situations beyond the tournament’s control, each team (coach) involved must check with their site’s tournament headquarters. Have players go their cars during a weather delay. No one will be allowed on the fields until the weather conditions are favorable to resume.
3. The tournament director’s interpretation of the foregoing rules/regulations shall be final.
4. The tournament director(s) reserves the right to decide on all matters pertaining to the Tournament Development Event Invitational
PayPal Account
The TourneyCentral TournamentTrak™ supports the PayPal system for credit cards. We recommend that you set up a PayPal account specifically to handle credit card transactions for your tournament.
To access the ability to use PayPal you must first setup a PayPal account at
You will be able to turn the system on or off for PayPal for team fees and other items. Many tournaments don’t wish to pay the transaction fees for applications OR only want to accept credit card payments on applications past the deadline. You have this flexibility.
If the Other Items is checked, you will be able to accept credit card payments for shirts and apparel, books, workshops, clinics, etc.
If you do not have a PayPal Account entered, you will not be able to select the choices on the next line until you have entered your account and updated your variables.
General Email Broadcast Guides
1. Separate topics with headers in ALL CAPS, followed by a return. Then place the direct URL, with link, on a sparate line after the copy. DO NOT PLACE A (.) AFTER THE URL.
Example:
2. Be short and specific.
3. Use action words: Go, Do, See, Visit, Apply, etc.
4. Keep the number of announcement paragraphs short and send messages more frequently.
5. Tailor your announcements to your audience. Coaches vs general messages. In your coaches’ version, encourage them to encourage the parents/grandparents to use the site. In your general audience message, speak directly to them.
6. Start broadcasting every other day at least two weeks out. Broadcasts will increase your site traffic 3-10x from the previous day, depending on the message.
7. Plug your sponsors shamelessly! If your sponsors are running a deal, link DIRECTLY to the deal and they will get lots of traffic.
8. Spelling. You would think that people have better things to do than correct your typos, but you would be sorely mistaken. Make sure you have no typos BEFORE you send out the email.
9. Link DIRECTLY to the page you are referring to in your announcement. Don’t just send the visitor to your home page.
10. Have your DURING EVENT and AFTER EVENT announcements pre-written. You will be too busy and tired to think about a meaningful message. We produce a bunch of traffic ALL DAY and nothing says “stale news” like last night’s “Thank You” when you want to say this morning’s “Welcome” Typical traffic bubbles are; Early morning (5:00am til about 9:00) then again at 11:00-2:00 and again starting about 5:00 and going until 1:00am, Sunday early afternoon starts a lot of traffic and the evening of your last day is your big traffic day.
A typical announcement cycle: Customize for your own event. Some of the annoucements are repeated, but said differently to appear fresh. Also, place the more urgent announcements at the top of the email.
Be sure to have a message ready to go when the tournament has concluded. Really, this little thing WILL set you apart from the pack.
What if my tournament cancels, what do I owe?
This really depends on when the tournament cancels and why.
Each event is billed TWO invoices; an initial COMMITMENT FEE and a PRODUCTION FEE. The PRODUCTION FEE is the total number of participating teams at the billing rate, minus the COMMITMENT FEE. We use the final participating teams as a basis for invoicing as that number is the most convenient and tangible for calculating costs.
Special cancellation rule due to lack of interest in a FIRST YEAR tournament only
About half the time, a first-year tournament will cancel due to lack of interest. It is hard these days to get a tournament off the ground. We know that and will take the risk with you if you show good faith. We also ask that you estimate your final teams low, so that your first invoice will not exceed your final team count.
If you end up canceling but have not accepted or scheduled teams, we will not invoice for the final amount. If you want to try again next year and make a good faith effort to get your event off the ground (i.e., sanction, market, etc) we will roll your commitment fee invoice into the next year. (If you decide to call it quits, your commitment fee invoice payment is used to cover our work to date on setting your event up, etc.) If your second year is unsuccessful, we’ll use your commitment fee invoice payment to cover our work and start the invoicing anew.
Cancellation due to weather, sudden field loss, protests, pandemic, acts of war/insurrection, acts of nature, etc.
You can plan pretty much everything except the weather and other acts of nature. We really hate to see a tournament come together nicely and be cancelled at the last minute, either in whole or in part. But it happens and the question of who owes who what and why comes into play.
The TourneyCentral site is an entire system designed to communicate quickly with your teams, not just a scheduling program, even though that may be the most visible part. The games are just the very last activity in a very long process. When disaster strikes, it enables you to keep your teams informed and your event fully marketed offline and online. The commitment fee we bill and base on the projected or past accepted teams covers this portion of the total fee and is non-refundable should your event cancel for any reason, including acts of nature.
As a general rule, once the teams have been accepted and scheduled and we have cut an invoice covering the final count, it becomes due and payable, regardless of whether or not the tournament has to cancel or truncate any part of the event. If this presents an exceptional hardship, call us; we’ll work with you.
We recommend you get event coverage insurance and that coverage includes TourneyCentral invoices.
What is a billable “accepted” participating team?
We’ve struggled with a precise definition of this for years but always come up short. For the lawyers and accountants, the definition below will have to suffice, even though it is imprecise.
A billable, accepted team is one that is participating in the tournament that has been accepted or scheduled into the tournament, regardless of whether or not the team is a host club team playing for free or been comped to fill a bracket or ends up forfeiting or withdrawing.
We also settle to the net number of teams, so if an accepted team withdraws but is filled with another team, we don’t invoice for two teams, even though by definition above, that is two accepted teams.
We’re not bean-counters here so it is not uncommon for one or two teams to slip in every now and again after we cut your final invoice. But we don’t like to be “bean-counted.”
It might be a bit old-fashioned in today’s data-driven world, but we view our relationship as a long-term partnership where the overall net is a win-win for everyone.
Add forms for sponsors/advertisers
1. Select the Upload Materials for Sponsors from the Action Menu
2. Enter the basic information, leaving the link field blank if it is a pdf. If it is HTML, put the full link in.
3. Once you hit add, you can then upload the PDF. If you have multiple forms, you may find it easier to enter all the basic information about the form first and then upload each.
4. The forms will then be available for download by your sponsors on the public page.
Additional features to build the complete Sponsors page are:
Advertising Products
Editing the Sponsor Page copy
Add a Sponsor
Add a Sponsor Logo (only Major Sponsors with logos attached will appear on the page)
As with anything, give this a five-minute try. There is a lot here and we’re here to help set this page up for you if needed.