Quick Play & Pot Play — End-to-End Guide

1. Before you start

To follow this manual you need:

• A signed-in account on PickLM — web at app.picklm.com, or the iOS / Android app.
• The CLUB_ADMIN role on the club that will host the session, or the ADMIN role.
• Your club already created in PickLM with at least one venue saved.

Open the app, sign in, then tap the Events tab in the bottom nav (the trophy icon).

2. Free Quick Play — end to end

Use this flow when the session has no money attached at all — no entry fee, no pot. Players just RSVP and play.

2.1 Open the create wizard

1. On the Events tab, tap the floating + button.
2. Tap Create Quick Play.
3. If you have run a similar session before, the Start Fresh / Copy from Previous sheet appears. Tap Start Fresh for a clean form, or pick a previous session to copy its title, format, and capacity.

2.2 Step 1 — Basics

• Title — e.g. "Saturday Morning Pickup".
• Description (optional) — keep it short; this shows on the player's session card.
• Game Format — pick one: Singles, Fixed Partner Round Robin, Rotating Partner Round Robin, or King of the Court.

2.3 Step 2 — Schedule & venue

• Start date and time and End date and time — the on-court window.
• RSVP deadline — when registration closes. Default is the start time.
• Venue — pick from your club's saved venues, or fill in name / address / city / state / country / zip.

2.4 Step 3 — Capacity

• Max players — total seats in the session.
• Number of courts (optional) — used by the scheduler.
• Game to / Win by / Best of — match scoring rules. Defaults are fine for casual play.

2.5 Step 4 — Money

For a free event, leave everything off:

• Payment Required → OFF
• Entry Fee → blank
• Enable Pot Play → OFF (this is the pot toggle — leave it off)

2.6 Step 5 — Visibility

• Visibility — Public (anyone can find it via Events search) or Private (link / join code only).
• Public toggle — flip on to surface the session in nearby-events feeds.
• Join code enabled (optional) — generates a 6-character code for private sessions.

2.7 Save and publish

Tap Create Session at the bottom. The session shows up immediately in your Events list with status SCHEDULED.

3. Pot Play (Cash) — end to end

Use this flow when each player puts money into a pot, balances shift on every win, and you (the organizer) hand the cash back at the end.

3.1 What Pot Play actually does

• Every confirmed player puts in a fixed buy-in (e.g. ₹100).
• Each player's running balance starts equal to their buy-in.
• After every match that's verified COMPLETED, the loser's balance moves a percentage (e.g. 10%) to the winner.
• At the end you read each player's final balance off the Pot Play screen and hand them that amount in cash.
• Cash mode means you collect buy-ins in person at the venue. The app does not move money — it tracks the ledger only.

3.2 Open the create wizard

Same as section 2.1.

3.3 Steps 1–3 — Basics, schedule, capacity

Same as sections 2.2–2.4 above.

3.4 Step 4 — Money (Pot Play section)

This is where Pot Play turns on:

1. 1Scroll to the Pot Play card.
2. 2Tap Enable Pot Play to ON.
3. 3Buy-in per player — the fixed amount each player contributes. Currency follows the session currency. Must be greater than 0.
4. 4Transfer % per match — how much of the loser's current balance moves to the winner after each completed match. Allowed: 1 – 50. Most clubs use 10.
5. 5Collection mode — pick Cash for this flow. (The other option, Online, generates Razorpay payment links — covered in 3.7.)

You can leave Entry Fee blank — Pot Play is independent of entry fee. You can combine them: e.g. ₹50 entry fee + ₹100 buy-in pot.

3.5 Step 5 — Visibility & save

Same as 2.6 and 2.7 above. The backend persists Pot Play config as a strategy row with buyIn, transferPct, and collectionMode = "CASH".

3.6 Players RSVP

• Each player taps RSVP on the session detail screen.
• For a Cash Pot Play session, the ledger row is created with buy_in_status = PAID immediately on RSVP confirm. (The app trusts you to enforce that they hand you cash at the door.)
• A standings rail showing equal balances appears once the first player RSVPs.

3.7 (Optional) Online mode

If you pick Online instead of Cash in step 4:

• The app generates a Razorpay payment link for each player on RSVP.
• The ledger row sits at buy_in_status = PENDING until the player pays. On webhook capture, it flips to PAID.
• A player can pay for their fixed-partner doubles partner via the Pay for {Partner} button.
• An organizer can override-tick a row to PAID for hybrid sessions (player promised online but paid cash at venue).

The rest of the flow (running matches, viewing balances, settlement) is identical to Cash mode.

4. Running the session — for both flows

Once players are RSVP'd and you're at the venue:

4.1 Start matches

1. Open the session detail screen.
2. Tap Generate Matches (or Generate Round 1 for round-robin formats).
3. The orchestrator creates the bracket / round schedule. Each match shows up with SCHEDULED status.

4.2 Score a match

1. Tap the match card.
2. Tap Submit Score.
3. Enter team A / team B scores.
4. Tap As Organizer if you're scoring on behalf of the players (auto-verifies both sides).
5. The match status moves to COMPLETED.

For Pot Play sessions, the moment a match is verified COMPLETED, balances update automatically:

• Loser's current_balance is debited by loser_balance × transfer_pct%.
• Winner's current_balance is credited the same amount.
• An entry is written to the immutable transfer audit log.

4.3 Watching balances live

The standings rail at the bottom of the session detail screen sorts by current_balance descending and updates within ~1 second of each completed match.

5. Viewing the pot balance during play

You don't have to wait until the end to look at the pot — open the Pot Play screen at any time.

5.1 As an admin

1. From the Quick Play session detail screen, look for the Pot Play chip / button (purple, dollar icon).
2. Tap it. The Pot Play screen opens with two sections:
   • Standings rail — every participant, sorted by current balance descending. Each row shows: avatar, name, current balance (e.g. ₹146.00), and a buy-in status pill (PAID / PENDING).
   • Settlement panel (admins only) — same rows again with a Paid out tick on each, plus a Mark Settled button at the bottom.
3. A separate Transfers tab/list shows the audit log of every per-match debit/credit pair, with timestamp and triggering match ID. Useful for dispute resolution.

5.2 As a player

The same Pot Play screen opens for players, but in read-only mode:

• Players see the standings rail.
• Their own row is highlighted.
• They do not see the Paid out tick column or the Mark Settled button.
• If their buy-in is PENDING (online mode), a Pay Now CTA appears next to their row that opens the Razorpay payment link.

5.3 If a player can't see Pot Play

• Confirm the session has Pot Play enabled (you should see Pot Play in the session detail header).
• Confirm the player is in fact an RSVP on this session (not waitlisted).
• Pull-to-refresh the session detail screen.

6. Settling and closing a Pot Play session

6.1 Stop accepting matches

Mark the session COMPLETED through the normal Quick Play flow (admin overflow menu → Mark Session Completed, or wait for all generated matches to finish).

6.2 Open the Pot Play screen

Tap the Pot Play button on the session detail page. You're now in the Settlement panel.

6.3 Hand over the cash

For each player row (sorted by ending balance high → low):

1. Hand the player their current balance in cash (or via UPI / off-app transfer — your choice).
2. Tap the Paid out tick on their row.
3. The row turns muted — that player is settled.

6.4 Mark settled

Once every row has the Paid out tick:

1. Tap Mark Settled at the bottom of the screen.
2. Confirm in the dialog.
3. The Pot Play ledger flips to read-only. No further changes are accepted on this session.

This freeze is intentional — it gives you and your players a permanent, immutable record of who got what.

6.5 What if I forget to mark a row paid?

• If the session is not yet marked settled, just go back into Pot Play and tick the missing row.
• If you've already tapped Mark Settled and the ledger is frozen, the audit log still has every transfer for dispute resolution; the per-row paid-out flag cannot be changed. Document the off-app payment in your own records.

7. Edits, cancellations & corrections

7.1 Editing a session before it starts

Tap the session, then Edit (admin overflow menu). You can change title, description, schedule, venue, and capacity freely until the first RSVP.

For Pot Play specifically, the buy-in amount and transfer percentage are locked the moment any match in the session reaches COMPLETED. Plan ahead.

7.2 Canceling a session

Admin overflow menu → Cancel Session. Status flips to CANCELLED.

• For Cash Pot Play with no completed matches: refund every player their buy-in in person; nothing else to do.
• For Online Pot Play with paid buy-ins: file refund requests through Razorpay (same flow as entry-fee refunds).
• The session disappears from public Events feeds (it remains visible to the creator in their personal events list).

7.3 Correcting a wrong score

1. Open the match.
2. Admin → Reset Match (returns it to SCHEDULED and reverses the transfer pair).
3. Re-submit with the correct score.

The reverse-on-uncomplete logic guarantees the ledger ends up exactly as if the wrong score never happened. The transfer audit log keeps both the original transfer and its reversal for visibility.

7.4 Adding a player after the session has started

You can add a player to a Pot Play session only before the first match completes. Once any match reaches COMPLETED, the participant list is locked. Late arrivals can play casually but will not have a ledger row.

8. Frequently asked questions

Q. Does PickLM hold the pot money?

No. PickLM never takes custody of pot money. In Cash mode, money stays with you (the organizer) the whole time. In Online mode, buy-ins land in your own Razorpay account, not PickLM's.

Q. Can I run Pot Play on a tournament or league?

Not in v1. Pot Play is a Quick Play overlay only. Tournaments and leagues use the existing entry-fee / prize-money model.

Q. Can I change the buy-in mid-session?

Only before the first match completes. After that the buy-in and transfer % are locked for the integrity of the ledger.

Q. Can a player pay for someone else's buy-in (Online mode)?

Yes — for fixed-partner doubles. The pay-for-partner CTA appears on the partner's pot row. Singles, rotating-partner round robin, and king of the court do not have a partner concept and therefore no pay-for-partner CTA.

Q. Two players are tied for highest balance — how do I tie-break?

The leaderboard sorts purely by current_balance descending. Ties are broken by RSVP-confirmed time (earlier first). If you want a different tie-break for cash payout (head-to-head, point-diff), do that off-app.

Q. What if a Razorpay webhook fails to deliver in Online mode?

The buy-in row stays at PENDING. The player can retry from their Pay Now CTA, or you can override-tick the row to PAID if the player paid you in cash at the venue.

Q. Does the standings rail in Pot Play match the win/loss leaderboard?

No, they are different views of the same matches. The Quick Play match leaderboard sorts by wins / point-differential; the Pot Play standings rail sorts by money-balance. A player who wins lopsided matches against weak opponents may have lots of W's but a small balance gain (because each transfer is a percentage of the loser's current balance, which depletes fast).

Q. Can I export the pot balances?

Not directly from the player app in v1. CSV export from the Pot Play screen is a planned enhancement. The audit log is queryable via the backend and can be CSV-exported by an engineer on request.