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….