Tournament Prep - Best Practices
- TJ Cake (Unlicensed)
- Chris Gipson (Unlicensed)
Waitlists -
You have the ability to create waitlist based on two factors
A Program Waitlist Date
Maximum Number of Teams at a Division Level
Whether you are running an Event that is team based or a program that is individual based, you can bring those registrations off of the waitlist, see below for guidance:
Should you get to a point where you no longer wish to hold a waitlist and consider the Program or Division as sold out, please follow the below instructions:
Note: When declaring a Program to be Sold Out, this will no longer allow team registrations and will stall any teams from adding themselves to the waitlist.
Check-In -
To check a team into the tournament ahead of their first games, you will want to be on the tournament's “Team Reporting” page.
When a Team Director comes up to you at headquarters, you will want to simply search for their team name, and click the teams hyperlink to open up their individual “Team Reporting” page.
You can toggle between “Rosters” and “Coaches” to find the list of players and coaches currently rostered.
Compare this page against their form of roster that is deemed acceptable in the tournament's required documents.
When going through this process, if a player is not on the roster you will want to follow the On-Site Roster Additions document.
If a player will no longer be participating in the tournament, but is on the roster, simply go to “Rosters” in their personal Team Reporting page, find the athlete, and click the corresponding green checkmark to make them inactive. Now making the green checkmark into a red “X”.
Team Logos -
During the registration process, teams will have the ability to upload their team logo.
If logos are missing or are not uploaded during registration, teams can add their logos by
Logging into their Brand’s PlayerFirst Website with their account that is attached to the team(s) and upload the logo on their teams’ information page.
Rosters -
Ensure that Team Managers are on top of adding their rosters as their players will not have access to tournament waiver(s) until they are added to a roster.
“Team Reporting” gives you the ability to sort roster sizes and see each team’s roster status - start to check it 1-2 weeks in advance of the event.
Leading up to the event, it is best to send instructional emails to a filtered list of Team Managers and/or Coaches who have not started entering their team rosters.
Tip: Copy your sent roster email & schedule this to send three times a week
If rosters are still not in the system the week of the event, then you will want to begin making calls to remind them to upload or offer assistance in uploading rosters.
Waivers -
Use the “Team Reporting” page to track Waiver status, just as you would for roster status, roughly a week to two weeks in advance of an event. “Team Reporting” filtering allows the user to look through what missing waivers and overall status at a program, division, team or individual athlete level.
Leading up to the event, it is best to send instructional emails to a filtered list of legal guardians who have not completed their Athlete’s waiver.
Tip: Copy your roster email & schedule out three times a week
Two days before the event, notify the Club Director or the Team Manager that their team will not be able to participate until their players are active on a roster with an eligible waiver. Give the Team Director guidance on how to communicate with the families with missing waivers.
Recommend that all teams check-in on their PF website, or at HQ before the start of their first game to ensure their team is good to go.
The morning of the event, keep an eye on what teams have missing waivers, and be at the field 15 minutes before the start of their first game and ask the coach if those players are participating.
If they are participating, hold the players until the waiver is completed.
If they are not participating, remove them from the team roster.
Day Before an Event - Best Practices
Prep Weather Alerts Page
Have a Weather Alerts page created but not visible. This will allow faster communication to Tournament attendees in the event of inclement weather.
Require a Team Check-In
Have the Team Representative come to check in at HQ before the start of their first game. Here they will need to bring in a paper copy of the Events Required Documents. (i.e Team Roster, Player Cards, Athlete Waivers, etc).
Bring Printed Copies of Documents
Waivers
Team Rosters
Tournament Schedule
Schedules by Team
First Game Times by Team
End of Pool Play / Start of Bracket Play Times & Fields
Notes
Print the above documents off the night before the tournament begins to have the most up to date information the morning of the tournament should you face wifi or coverage issues.
Athlete status can update between the time that documents are printed and the start of the first game. Always be on the safe side and have an athlete fill out a paper waiver & take notes of any roster changes to change in the system when your wifi/coverage is in good condition.
Onsite Roster Additions & Athlete Waivers - Best Practices
Expect roster adjustments & the need to get waivers filled out quickly ahead of teams first games.
Here are the Best Practices On-Site at an event