Tournaments — 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 tournament, or the ADMIN role.
• Your club created in PickLM with at least one venue saved.

Open the app, sign in, then tap the Events tab in the bottom nav.

2. Free Tournament — end to end

Use this flow for casual or open events with no entry fee.

2.1 Open the create wizard

1. On the Events tab, tap the floating + button.
2. Tap Create Tournament.
3. If you've run a similar event before, the Start Fresh / Copy from Previous sheet appears. Pick one to seed the form.

2.2 Step 1 — Basics

• Tournament Name — e.g. "Summer Open 2026".
• Type — SINGLES, DOUBLES, or MIXED_DOUBLES. Determines whether enrollment is per-player or per-team.
• Category — age / skill segment (e.g. Men's Open, Women's 4.0, Mixed 3.5). Drives the rating-gate defaults if you enable DUPR.
• Format — pick one:
  • Round Robin — every team plays every other team in the pool.
  • Eliminator Round Robin — round-robin pool play feeding into a knockout.
  • Single Elimination — knockout bracket; one loss and you're out.
  • Double Elimination — players get a second chance via a losers' bracket.

2.3 Step 2 — Schedule

• Start Date & Time — when the first match starts. Must be in the future.
• End Date & Time (optional) — when play wraps.
• Registration deadline — last moment players can self-register (default: start time).

2.4 Step 3 — Capacity & eligibility

• Min Players / Min Teams — minimum to confirm the bracket; lower → tournament cancels.
• Max Players / Max Teams — total seats. Once reached, additional registrants go to the waitlist.
• Min Age / Max Age (optional) — age gate per player.
• Knockout Format (only for Eliminator RR) — sets how the post-pool knockout plays out.

2.5 Step 4 — Money

For a free tournament, leave both money fields blank/off:

• Payment Required → OFF
• Entry Fee → blank
• Winner Prize Money / Runner-Up Prize Money → leave blank or set to 0.

2.6 Step 5 — DUPR rating gate (optional)

Skip this for casual tournaments. For DUPR-rated events:

• DUPR Event Tier — choose Basic (any DUPR player), DUPR+ (premium subscribers only), or DUPR Verified (subscriber + phone-verified). Higher tiers earn DUPR rating points on every match.
• DUPR Min/Max Rating — restrict registration to a rating window (e.g. 3.0–4.0).

2.7 Step 6 — Venue

• Venue Type — Indoor / Outdoor / Mixed.
• Surface Type — Hard court / Cushion / Other.
• Venue name, address, city, state, country, zip — autocompletes from your club's saved venues.

2.8 Step 7 — Visibility & save

• Public toggle — show the tournament in nearby-events feeds.
• Join code enabled — generates a 6-character invite code for private events.
• Tap Create Tournament. Status: DRAFT.

2.9 Publish for enrollment

1. Open the tournament detail screen.
2. Tap the admin overflow menu → Publish (or change status to OPEN_FOR_ENROLLMENT).
3. The Enroll Me button now appears for players. They start signing up.

3. Paid Tournament (Razorpay) — end to end

Use this flow when you charge an entry fee and/or pay prize money to the winner and runner-up. PickLM uses your club's Razorpay integration to collect entry fees.

3.1 Open the create wizard

Same as section 2.1.

3.2 Steps 1–4 — Basics, schedule, capacity, eligibility

Same as sections 2.2–2.4.

3.3 Step 5 — Money (paid configuration)

1. 1Payment Required → ON.
2. 2Entry Fee — per-player or per-team amount in your selected currency.
3. 3Winner Prize Money — what the champion takes home.
4. 4Runner-Up Prize Money — finalist payout.
5. 5Currency — INR / USD / EUR / etc. Razorpay payment links honor this currency.

3.4 Steps 6–8 — DUPR, venue, visibility

Same as sections 2.6–2.8.

3.5 Player payment flow

When a player taps Enroll Me on a paid tournament:

1. Their enrollment is created with status PENDING_PAYMENT.
2. The app generates a Razorpay payment link.
3. Player completes payment → webhook fires → status moves to PENDING (or APPROVED if you've enabled auto-approval).
4. You (admin) approve them → status flips to ACCEPTED.

3.6 Split payments (Doubles only)

For DOUBLES and MIXED_DOUBLES, the team can split the entry fee between the two partners:

• Player 1 enrolls with their partner's email → both get separate payment links for half the entry fee.
• Each partner pays their own half.
• Once both halves are captured, the team enrollment becomes PENDING/APPROVED.
• The PaidBy field tracks who actually paid for whom — useful for refunds and disputes.

3.7 Admin-add a player (paid)

1. From Manage Enrollments → Add Player.
2. Enter player email or pick from members.
3. The player receives a PAYMENT_REQUIRED notification with a Razorpay link.
4. On payment capture, the enrollment auto-approves (skips the manual approval step) and flips to APPROVED.

4. Managing enrollments & partners

4.1 Open the Manage Enrollments screen

Tournament detail → admin overflow menu → Manage Enrollments. You'll see four tabs / sections:

• Pending — newly enrolled (free) or paid-and-pending-approval.
• Accepted — confirmed players / teams.
• Waitlist — auto-populated when the tournament is at capacity.
• Rejected / Withdrawn — historical record.

4.2 Approve / reject

Tap a Pending row and pick Accept or Reject with an optional reason. Accepted players show up in the bracket once the draw is generated.

4.3 Partner matching (Doubles)

• Players who enroll without a partner appear in the Looking for Partner list.
• Players can browse the list and send a partner request.
• Once a partner accepts, the team is finalized and either both players (free) or both halves (paid) progress through the enrollment flow.
• Partner substitution is allowed up until the draw is generated. After draw, partner changes require admin override.

4.4 Waitlist

When the tournament hits Max Players/Teams, new enrollments land in the waitlist with a position number. If an Accepted player withdraws:

• The next waitlisted player is auto-notified via push and email.
• They have 24 hours to accept the offer; otherwise it rolls to the next waitlister.
• If they accept, they're promoted to Accepted (and pay the entry fee for paid events).

5. Generating the draw & running matches

5.1 Close enrollment

When you're ready to lock the participant list:

1. Tournament detail → admin overflow menu → Close Enrollment.
2. Status flips to ENROLLMENT_CLOSED. New self-registrations are blocked. Admin-add still works as a manual override.

5.2 Generate the draw

1. Admin overflow menu → Generate Draw (or Generate Bracket).
2. The orchestrator routes to the right format handler (Round Robin / Eliminator / Single Elim / Double Elim) and creates the bracket.
3. Status moves to IN_PROGRESS. The Edit Scores button now appears on every match card.

5.3 Run a match

1. Tap a match in the bracket.
2. Tap Submit Score and enter Team A / Team B scores per game (best-of-3 by default).
3. If you submit as organizer, the score auto-verifies. If a player submits, the opposing team must verify.
4. Once verified, the match status moves to COMPLETED; the winner advances to the next round automatically.

5.4 Score correction

If a score was submitted wrong:

1. Open the match → admin overflow → Reset Match.
2. Match returns to SCHEDULED. The next-round advancement is reverted.
3. Re-enter the correct score.

6. Viewing standings & bracket

6.1 Bracket view

The default tab on the tournament detail screen. Shows every round in sequence; tap a match to drill into game-by-game scores.

6.2 Standings view

For Round Robin / Eliminator RR: shows team standings sorted by match wins → game differential → point differential.

6.3 Player view

Players see the same bracket and standings tabs, plus a My Matches filter that highlights only their own games. Score submission is enabled for participants on their own matches.

7. Completing & crowning a champion

7.1 Auto-complete

When the final-round match reaches COMPLETED, the tournament status flips to COMPLETED automatically. The bracket freezes; Edit Scores hides; the trophy + champion's name appears on the tournament card.

7.2 Manual complete

For Round Robin (no final), once all pool matches are done you can mark the tournament complete via admin overflow → Mark Completed.

7.3 Champion display

For COMPLETED tournaments:

• The card shows a 🏆 trophy + champion name.
• View Results opens a summary screen with final bracket, standings, and prize-money payouts.

8. Edits, cancellations & payouts

8.1 Editing before publish

While in DRAFT, you can change every field freely. After OPEN_FOR_ENROLLMENT, paid-event protections kick in.

8.2 Editing after publish (paid events)

Most fields lock. To change capacity, dates, or fees on a paid tournament:

• Cancel and re-create, OR
• Contact a system admin via the Payment Issues page in the admin dashboard for an override.

8.3 Cancelling a tournament

1. Admin overflow → Cancel Tournament.
2. Status → CANCELLED. The tournament disappears from public Events feeds.
3. For paid events: file refunds through Razorpay for every captured entry fee. The platform does NOT auto-refund — that's the organizer's responsibility.

8.4 Prize money payouts

Prize money is paid off-app by the organizer to the winner and runner-up. The tournament card surfaces the amounts (e.g. Winner: ₹5,000 · Runner-Up: ₹2,500) for transparency. The platform does not move money out — you handle the payouts directly.

9. Frequently asked questions

Q. Can I edit a published paid tournament?

Most fields are locked once enrollment opens, to protect players who've paid. To make changes, cancel and re-create — or contact a system admin for an override on the Payment Issues dashboard page.

Q. What happens to waitlisted players if someone withdraws?

The next waitlisted player is auto-notified by push and email and has 24 hours to accept the offer. If they don't accept (or actively decline), the offer rolls to the next waitlister.

Q. Can two doubles partners pay separately?

Yes — split payments are first-class for DOUBLES and MIXED_DOUBLES. Each partner gets their own Razorpay link for half the entry fee. The team becomes APPROVED only when both halves are captured.

Q. How does the DUPR rating gate work?

If DUPR Event Tier is set, the player must (a) have an active DUPR account, (b) match the chosen tier (Basic / DUPR+ / DUPR Verified), and (c) fall within the configured rating range. Players who don't qualify see a "You don't meet the rating gate" badge instead of Enroll Me.

Q. Can a player switch partners mid-tournament?

Partner substitution is allowed up until you generate the draw. After that, partner changes require admin override (Manage Enrollments → row overflow → Override Partner).

Q. How is the champion determined for Round Robin?

By standings: most match wins → highest game differential → highest point differential. The top of the standings table when you mark the tournament complete is the champion.

Q. Does PickLM hold entry-fee money or pay out prizes?

No. Razorpay deposits entry fees into your club's Razorpay account. Prize-money payouts are off-app — you (the organizer) hand over cash, UPI, or bank transfer to the winner and runner-up.

Q. Can I export tournament results to CSV?

Not directly from the player app in v1. The admin dashboard's Reports page supports CSV export for completed tournaments.