Club Admin Manual
Everything you need to know about managing your club, events, enrollments, and payments on PickLM.
Shipped for club admins
Seven new capabilities landed in 1.0.3 that change how you run your club day-to-day. Each card links to the relevant section below.
Bulk Player Import
Upload an Excel or CSV roster (email required) to create placeholder accounts for players who have not signed up yet. Max 2 MB per file. Placeholder accounts auto-merge the moment each player signs up with the same email.
Gated by the playerImportEnabled entitlement — request it via the Request Bulk Import button.
Feature Request Workflow
Request access to gated capabilities (Bulk Player Import, Public Events, raised limits) directly from the app. Status lifecycle: Pending → Approved (auto-enables the feature) or Rejected (option to resubmit). Platform admins approve from the Feature Requests tab.
DUPR Tier Gating
Pick Basic / DUPR+ / DUPR Verified on event creation. Players below the required tier are blocked at registration with a clear upgrade message. Event cards and player profiles show a matching tier badge.
DUPR toggle now defaults to OFF — a deliberate change from 1.0.2 where it was auto-enabled for club admins.
DUPR Score Corrections
Request corrections for DUPR-submitted matches: update scores, remove from DUPR, remove from PickLM, or remove from both. Every request is reviewed by a platform admin before execution. Track status in your profile.
Graceful Role Update
When a platform admin approves a role change, your app picks up the new role without logging you out. Triggered by notification polling (≤ 30 s), WebSocket push, profile load, or app resume.
Starred Templates
“Copy from Previous” now shows only events you created and lets you star up to 5 favourites per event type. The list fetches 20 events (was 5) so starred items don't disappear on later pages.
Live Club Member Limit
When a platform admin raises your club's member cap (e.g. 50 → 120), the new limit applies instantly on the next add. No app restart, no cache bust — admin limits are always the source of truth.
Heads up — new notification behavior
When you create a club, tournament, league, or Quick Play session, platform admins are notified by push. You will not receive the old “Scorekeeper role assigned” self-notification anymore — we fixed that in 1.0.3.
Account deletions trigger a high-priority alert to platform admins during the 30-day grace period, so you can cancel if it was a mistake.
Getting Started
Set up your club, add members, and understand your admin capabilities.
Creating a Club
Create your club, set location, add courts, and invite members. Your club is the hub for all your events.
Managing Members
Add members to your club. Members can be enrolled in tournaments, leagues, and quick play sessions you organize.
Roles & Permissions
Club admins can create and manage events, enroll players, view payment status, and waive pending payments. Only super admins (PickLM team) can refund completed payments.
Edit User Profiles (New in 1.0.3)
From User Management (in the PickLM admin dashboard), you can now click on a user to edit their profile directly. Update their name, city, skill level, and other details. Changes apply immediately to all PickLM surfaces.
App Settings (New in 1.0.3)
Platform-wide configuration for event discovery, payment windows, and regional settings.
Per-Region Play-Zone Radius Override
Set default radius per region
In App Settings, configure the default play-zone radius (how far away events are discovered). Defaults are between 1–5000 miles.
Override by region
Each region (US, EU, India, etc.) can have its own radius cap. Regional settings override platform defaults.
User override
Players can set a custom radius in their profile (up to the region cap). Defaults to the region's default if not set.
Visible in profile
The current system default radius is displayed in App Settings so you can monitor what's in effect.
Configurable Payment-Hold Expiry Windows
Control how long players have to complete payment before their slot auto-releases. Defaults and per-event-type windows are configurable.
Platform default: 15 minutes
If you don't set a custom window for an event type, the platform default (15 minutes) applies.
Per event type
Set different windows for Tournaments, Leagues, and Quick Play. Example: Tournaments 30 min, Quick Play 10 min.
Auto-release on expiry
When the timer expires, the slot is automatically released back to the pool. Player gets a notification.
Visible on event cards
Players see the live mm:ss countdown on the event card after enrollment, so they know their deadline.
Paid Events Toggle
Enable or disable paid events platform-wide
Toggle paid_events_enabled in App Settings.
When OFF
Event creation forms hide the entry fee field. All entry fees default to ₹0.
When ON
Organizers can set any entry fee. Payment links are generated and players see the full payment flow.
Event Management
Create and manage different types of events for your club members.
Tournaments
Create single/double elimination or round robin tournaments. Set entry fee, max players/teams, registration deadline. Supports singles, doubles, and mixed doubles.
Leagues
Create round robin or flight ladder leagues with weekly sessions. Set max participants, entry fee, and session schedule. Auto-scheduling and standings tracking.
Quick Play Sessions
Create casual play sessions. Set date, time, max players/teams, and entry fee. Supports singles, doubles, rotating partner round robin, fixed partner round robin, and king of the court.
Enrollment Management
Master how to add players, manage teams, handle payments, and track enrollment statuses.
Adding Players & Teams
Singles Events
Select one or more players from your club member list. Use the search bar to filter. Select all or pick individually. Capacity is enforced — you cannot exceed max players.
Doubles Events
Select Player 1 and Player 2 from your club member list. Optionally set a team name. Both players are enrolled as a team.
Quick Play
Add individual players or teams (for fixed partner format). Search by name or username.
Payment Behavior (Important!)
Payment handling varies based on whether the event is free or paid. When you add a player to a paid event, they will receive a payment link. Their enrollment is confirmed only after they complete the payment.
| Action | Free Event | Paid Event |
|---|---|---|
| Player self-enrolls | Immediately confirmed | Payment link sent, confirmed after payment |
| Admin adds player | Immediately confirmed | Payment link sent to player, confirmed after payment |
| Admin waives payment | N/A | Waive individual or all pending payments from admin dashboard |
| Admin refunds payment | N/A | Only super admin can refund (from PickLM admin dashboard) |
| Admin resends payment link | N/A | Only super admin can resend (from PickLM admin dashboard) |
Split Payment
For doubles events with entry fee, you can enable split payment
Each player pays half the entry fee
Both players must pay before the team enrollment is confirmed
"Pay for Partner" option lets one player pay for both
Enrollment Statuses
Understand what each enrollment status means and what action players or admins can take.
Player confirmed and payment complete (or free event)
Awaiting admin approval
Payment link sent, waiting for payment
One player paid, waiting for partner
Player enrolled in doubles but needs a partner
Admin-added and confirmed
Enrollment rejected by admin
Player withdrew from event
Admin Actions per Event Type
Different event types support different admin actions for managing enrollments.
| Action | Tournament | League | Quick Play |
|---|---|---|---|
| Approve enrollment | ✓ | ✓ | Auto (RSVP-based) |
| Remove player | ✓ | ✓ | ✓ |
| Assign partner | Yes (doubles) | Yes (doubles) | No |
| Swap partner | Yes (doubles) | No | No |
| Remove partner | Yes (doubles) | No | No |
| Edit team name | Yes | No | No |
| Auto-pair seeking players | Yes (doubles) | Yes (doubles) | No |
Payment System
Master payment collection, tracking, and refunds.
Entry Fee Setup
Set entry fee when creating the event. Supports any amount in your local currency. Leave at 0 for free events.
Payment Links
When players enroll in paid events, they receive a secure payment link. Links are unique per enrollment and expire after the event.
Payment Tracking
View payment status for each enrollment directly in the enrollment management screen. See who has paid, who is pending, and payment amounts.
Refunds & Waivers
Club admins can waive pending payments individually or all at once before the event starts. Only super admins can refund completed payments.
Pot Play Setup & Management
Optional money-pool overlay on Quick Play sessions. Configure buy-ins, manage payments, and settle balances.
Configuring Pot Play
At Quick Play creation
Toggle 'Enable Pot Play'. Set buy-in amount, transfer percentage (default 10%), and collection mode.
Collection modes
Cash: ledger seeds at full balance immediately. Online: seeds at $0 with Razorpay payment link until paid.
Pot Play Admin Actions
Per-player actions available in the Pot tab:
Mark paid (cash mode override)
Player paid cash but session is marked online? Use this to update their ledger as paid. Audit logged.
Refund buy-in
Razorpay refund + ledger row delete. Available only before the player has played any match.
Per-player paid-out checkboxes
At settlement time, mark which players have been paid out (for cash settlement outside the app).
Mark Settled
Freezes the ledger once all players are marked paid out. Immutable thereafter.
Pot Audit Trail
Every pot action is recorded immutably:
Cash overrides
When you manually mark a player paid in a Razorpay-mode session, the action is logged with timestamp and your user ID.
Rating gate overrides
When you force-enroll a player outside the DUPR rating gate, the override is logged as a separate audit row.
Score reversals
If a match score is reversed, all transfers tied to that match are auto-reversed and marked with a reversed_at timestamp.
Settlement history
Once you mark the pot settled, the immutable ledger is locked. No further edits allowed.
DUPR Rating Gates
Control event access by setting minimum and maximum DUPR rating boundaries. Independent of tier-based gating (Basic / DUPR+ / Verified).
Setting Up Rating Gates
On event creation
Set optional min DUPR rating, max DUPR rating, or both. Bounds checked: ratings between 1.0 and 8.0.
Player impact
Players outside the range cannot self-enroll. In doubles, both partners are checked independently — both must be in range to enroll as a team.
Event display
Event cards show a DUPR chip (e.g., '3.5–4.5') when a gate is set. Players see clear warning banners before attempting enrollment if out of range.
Overriding Rating Gates
As an organizer, you can force-enroll players outside the rating gate:
Admin add outside gate
When adding a player via the admin enrollment flow, the rating gate is bypassed with audit logging.
Override record
A separate audit row is created linking the player, event, reason (if provided), and timestamp.
Doubles override
You can override for one or both partners individually.
Rating Gates & Tier Gating Work Together
Rating gates (min/max DUPR rating) are independent of tier gates (Basic / DUPR+ / DUPR Verified):
You can use either gate
Set a rating gate only, a tier gate only, both, or neither.
Both must pass
If both gates are set, players must meet both conditions to self-enroll. Ratings are checked at enrollment time; tiers from linked DUPR.
Tier gate defaults OFF in 1.0.3
Unlike 1.0.2, tier gating is now opt-in. Check the box if you want to enforce Basic / DUPR+ / Verified tiers.
Clear messaging to players
If either gate blocks them, they see a specific error message showing which gate(s) they don't meet and what's required.
Match Score Reversal
Correct match scores after submission. Pot Play transfers are automatically reversed.
How it works
Revert match status
From the match detail screen, tap the menu (or admin actions) and select Revert Score. The match goes back to "submitted" status.
Pot transfers reversed
All pot transfers tied to that match are automatically reversed. Balances restored. Transfer rows stamped with reversed_at.
Audit trail
Reversal is recorded immutably with timestamp and your user ID. Historical ledger remains visible.
Re-submit corrected score
After reverting, submit the corrected score. Pot transfers calculate afresh based on the new result.
Starting Events
Learn how to start events and manage pre-event validation.
Start Options
Start Now
Updates the event's start time to the current time, preserving the original duration. The end time shifts accordingly so the event maintains its scheduled length.
Change Start Time
Pick a custom start time. The end time automatically adjusts to maintain the original event duration.
Available For
Quick Play, Tournaments, and Leagues — all event types support custom start times.
Pre-Start Payment Validation
Events with entry fees cannot be started if there are pending payments
An error dialog shows which players/teams have pending payments
Options to resolve: collect payments, or use "Waive All" to waive all pending payments at once
Applies to all event types: Quick Play, Tournament, League, and League Sessions
Score Entry & Verification
Score verification depends on who enters the scores and the event type.
| Who Enters Score | Verification | Notes |
|---|---|---|
| Organizer | Auto-verified | Organizer is trusted, match is immediately completed |
| Player (Team) | Team score auto-verified, opposing team must verify | Match marked complete only when both teams verify |
| Organizer (Bulk, Quick Play) | All auto-verified | Organizer can submit all scores for current round at once |
Event Cards & Display
Understanding what event cards show at a glance.
Duration Display
Shows approximate event duration (e.g., '2h', '1h 30m') calculated from start and end times. Helps players plan their schedule.
Team & Player Counts
For doubles formats, cards show team counts (e.g., '5/5 teams') instead of player counts. For singles, shows individual player enrollment.
Real-Time Status
Shows 'Started 2h ago' for in-progress events and countdown timers for upcoming events. Players know at a glance if an event is live.
Registration Deadline
Displays as expired once the event has started. Players see the deadline clearly before registration closes.
Tips & Best Practices
Proven strategies for smooth event management.
- Set registration deadlines for tournaments to ensure enrollment closes before the event starts
- Use the auto-pair feature for doubles events when multiple players are seeking partners
- Monitor the enrollment screen regularly — pending enrollments need your approval
- For paid events, remind players to complete payment before the event date
- Use split payment for doubles events to make it fair for both players
- Check the "Pending" count in the enrollment header to see how many enrollments need attention
- Use "Waive All" to quickly clear pending payments before starting an event
- Start your event with "Start Now" — the end time will automatically adjust to preserve the original duration
- For doubles events, the enrollment screen shows teams instead of individual players for clearer management
- Event cards show duration and real-time status so players know at a glance how long events run
Ready to manage your club?
Request an invitation and start creating tournaments, leagues, and quick play sessions for your club members.
Request Invitation