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Tournament Entry System (TES) Guide

Overview

The Tournament Entry System (TES) allows players to enter tournaments listed as enter-online in the CA's Online Fixtures Calendar and to withdraw from them.

Tournament Officials (Tournament Secretary, Tournament Manager, and host-club officers) may view the details and entries to their tournaments. They may enter players into their tournaments (usually after receiving a paper entry with cheque) and withdraw them, managing their fees and refunds as needed. There is no need to keep a separate record of tournament entries and fees.

Reports are available for each tournament and, grouped by the host club, show levy fees, the amount paid directly to clubs by cheque or cash, online payments to the CA, and a total of the amount owing to either the CA or club.

Each online-enterable tournament lists those entered into it. This is accessed by clicking the Group icon in the tournament entry details. CA Members can see who has entered tournaments and tournament officials can view additional information such as payment and payment type.

TES allows players to be entered up to 10 days after a tournament (many clubs accept last-minute entries on the day so this allows the records to be maintained).

The Problem Check Data report shows any issues with the viewer's managed tournament, including:

Admin My Admin Tournaments lists all events for which the viewer is a tournament official.

Entry Restrictions

Only paid-up CA Members can:

Paid-up CA Members include:

People can enter events and then leave the CA without their entries being removed automatically. Having left the CA, they do not have access to TES so cannot withdraw or modify their entries.

Premium Members pay a lower rate than others at the time of entry but their membership at the time of allocation determines their entry's priority.

The initial tournament entry screen in TES shows the subject's AC, GC & SC handicaps. If the user is entering online for themselves, they are invited to update their handicap if incorrect and are presented with a button to do so immediately.

The player's recorded handicaps are used to filter the tournaments listed for entry, with only those events appropriate for their recorded handicap being visible.

Courses and team-entry events are not filtered. This is so that, for example, a GC-only club secretary can enter the AC Inter-Club on behalf of the club, and any member can enter a course.

A player's handicap can change after entry into an event. Tournament Secretaries will find a section in the Problem Check Data menu option that lists any players not eligible for an event into which they have entered (title: Handicap Invalid for Individual-Entry Event). This is for information and no action is required, but the Tournament Secretary can withdraw and refund the player or move them to a more appropriate event if it is a multi-event tournament. The player's handicap and any event handicap restrictions are displayed in the entry information blocks, with handicap marked Asterisk if invalid or inappropriate.

The Tournament Regulations specify the handicap ranges, which are applied to all events in the Fixtures book (and therefore TES) with no specified handicap restriction.

TES will not allow anyone with a handicap outside the specified range to enter events.

Controlling Number of Entries and the Allocation and Closing Dates

The number of places available in each event and overall tournament can be set separately in the Fixtures calendar.

An allocation date need not be specified and is treated as January 1 if it is not set.

Before the allocation date, the system will accept any number of entries.

At (and after) the allocation date (and before the closing date):

If a tournament or event is oversubscribed at the allocation date, see the section Allocation of Places and Reserves to fairly allocate places to entrants.

After the closing date has passed:

Viewing Who Has Entered A Tournament

In the Member's area click on the Tournament Entry option to see a menu. Click on Tournament List Online-Entry Tournaments, then click on the Group group icon next to the relevant tournament to see who has entered.

Tournament officials may use the Admin My Admin Tournaments option, which filters the list to include only those tournaments the viewer has special rights over.

The player list shows who has entered, their Primary Club (if known), their handicap, which events they have entered (their name is repeated for each event), the option they selected for each event (where appropriate), whether or not they want lunch (with a v for vegetarian), if they've paid, and who their partner is in doubles events.

The Column headed Comment includes any invited comments that they have put in (such as leave required), and the column headed Qualifications includes referee and handicapper qualifications from the membership database.

You can sort the table by column by clicking on a column heading.

Tournament officials and the player themselves have two buttons to the right: 'Tournament' and 'Event'. These are for editing and changing a player's entry, such as whether lunch is required or for withdrawal (including reserve list management).

Note that unpaid entries are highlighted. Someone who has entered online but failed to complete the payment online will appear in the list of entries but are automatically removed two days after their failure to pay if the entry remains unpaid (the delay is because they are sent an email reminder to pay).

Contacting Players in the Tournament

At the foot of the table is a link to eMail email all entrants, and a list of those without email addresses (if any). If the viewer is not a tournament official, any individual who has elected not to share their contact details with fellow CA Members is not included in the email list and their name is listed separately.

Following each person's name, an icon Person links to their Directory entry and another eMail to send them an email (unless not sharing their contact details). Clicking their name will list all tournaments they have entered (if authorised to view such information).

Individuals can see the details only of the tournaments for which they are an official.

Entry on Behalf of a Player

Tournament Officials may make entries on behalf of those who send in an entry form (or an email, if accepted) and record their payment (including a promise to "pay on the day").

'Promise to Pay' is an option for clubs that accept entries from players who agree to pay at the tournament. TES treats this as a payment when calculating the levy.

Tournament officials can enter players at any time, including after the closing date.

Add User Enter Someone Into Your Tournament

  1. Log in to the Members' Area of the Website and select 'Tournament Entry'
  2. Click on 'Add User Enter for another member'
  3. Find the relevant member by entering at least the first few letters of their surname, and click 'Find Member'.
  4. Click on the player's name to see the tournaments that can be entered on their behalf (those for which you are an official and for which their handicap makes them eligible).
  5. Select the tournaments the player wishes to enter by using the tick-boxes on the left and then click 'Enter Selected Tournaments' at the bottom of the page.
  6. The next page list the tournaments entered but now with the detailed events they comprise, with the default for each being 'not entered'. Select the events and entry fee by clicking on the relevant radio button.
  7. The next page enables you to select options for lunch, vegetarian, reserve list, etc. for each tournament. Then click on 'Confirm and pay'.
  8. The final page shows a summary of what has been entered.

Complimentary Entries

Finding Someone's Entry

Several ways facilitate access to an individual's entries into tournaments for which you are an official:

Withdrawing a Tournament Entry

See below for withdrawing all entrants from a cancelled tournament.

It sometimes happens that a player has entered a tournament only to find that they have to pull-out, in which case the player must be withdrawn from the tournament and their entry fee refunded. Even a 'promise to pay' must be refunded to avoid it being counted as paid for levy purposes.

Withdrawing an entry is handled online. Refunds are made by the CA for entries paid online through TES and the club refunds others.

  1. Find the entry you wish to remove:
  2. Click the appropriate Delete remove entry button on the right
  3. On the confirmation screen, select the reason for the withdrawal and your wish for refund or donation of the fee then confirm the action - the entry is now withdrawn.

You should allow several working days for refunds to be processed by the CA or club. Individuals can track their refunds via View my Tournament Entries and clicking 'Show Withdrawals'.

Cancelling a Tournament

A tournament can be cancelled by the Tournament Secretary viewing the tournament entries and clicking the Cancel button (next to the number of entries) and then confirming. Tournaments listed in the Fixtures Book that do not use the online entry system can also be cancelled by the Tournament Secretary by viewing the tournament details and clicking the Cancel Tournament button.

If a tournament is cancelled, viewing its entries offers an option to "Withdraw All Entries", which is available to all administrators of that tournament. Selecting Withdraw All Entries opens a form to confirm and a list of all the entries. An eMail All button is provided in the form since, once the entries are withdrawn, there is no easy way to find the players affected to notify them.

In the notification, players can be invited to consider donating their entry fees to the club while withdrawing themselves. A template message is displayed, which contains a website link a player can use to get straight to the withdrawal form (note that this link is specific to the particular tournament). Clicking the eMail All button will open a new email in your usual email program - please copy-and-paste the template message into the email, tailoring it as you wish. You should move the email addresses into the BCC field to avoid contravening anyone's wishes to have their email address available only to tournament officials.

Players withdrawing themselves from a tournament are offered an option to donate their entry fees to the club rather than accepting a refund.

If you send such a request to the players, give them time to respond by waiting 14 days and then re-visit the "Withdraw All Entries" form to withdraw any remaining entries - selecting the reason and confirming withdrawal.

The Levy Report will soon be extended to include entry fees donated to the club, some of which will already be held by the club and those paid online held by the CA. If paid online, the CA will pay these donations to the club without any administration fee or levy being deducted.

Settlement of donations, and entry fees from tournaments that have taken place, is normally at the end of the season but if you need the money earlier, please tell the CA Office.

Once Withdraw All Entries is confirmed, all remaining entries are withdrawn and a payment record raised for each player to manage the refunding of their fees paid.

Refunds must be processed individually by refunding the player and confirming that the refund is made by updating the method of payment in the refund record (see Managing Online Withdrawals). The list of refunds to make is in the Problem Check Data main menu option.

Whoever received the payment (paid online to the CA, or direct to the club), must process each refund. The CA picks up all refunds and processes them weekly or more frequently as needed.

Managing Online Withdrawals

Tournament administrators have an option in the TES Home page to Problem Check Data, which runs various checks on payments and entries to their tournaments. It lists any issue for resolution. You will have also received an email for each online withdrawal that you should refund.

  1. The 'Refund Method' must be set to show that it is paid:
  2. Once you are sure that the refund amount is correct and the refund method selected, click 'save changes'.

Note that if a player decided to donate their entry fee to the club, the system automatically completes the refund payment record and there is nothing more for the tournament administrator to do in TES. A separate report accounts for the donations.

If you discover that a withdrawal has been a mistake (e.g. you selected the wrong person or event, then find the refund transaction record (usually by clicking on WITHDRAWN in the event display) and click on the button 'Delete this refund payment and reinstate associated entries'. If you confirm it, all the associated entries are reinstated.

Swapping a Player

Sometimes a player becomes unavailable but allows a friend to take up the place and they settle-up between themselves. This can be easily recorded by going to the Tournament entry:

  1. Click on the button 'Tournament', which brings up the 'Edit Tournament Entry Details'.
  2. In the Tournament Entry box, it states: 'Player: John Smith' with an icon Update 'Change player - does not affect the payment'. Click on the icon.
  3. You'll be asked to find the person you wish to swap to - select the player and the change is made.

This mechanism will accept swaps for any player, without changing the payment details (or payer).

Allocation of Places and Reserves

If a tournament is over-subscribed after the allocation date has passed then it shows as 'Over-subscribed - allocation pending' and the Tournament Secretary must decide who is accepted using the procedure described in the Tournament Regulations.

Unsuccessful entrants can be added to the reserve list if they indicated their willingness by ticking the box in their entry. As Tournament Secretary, you can edit their tournament entry to allow them to become reserves if they change their mind, and their event entry to promote a reserve into the tournament.

Reserve lists are per-event (though many tournaments have only one event).

As will be clear below, it's easier to draw the unsuccessful players than a full set of successful ones.

Premium CA members have priority during allocation and are marked with Premium in their entry number column.

Work out how many players must be removed from the list to resolve allocation and go in turn to each entry that has not been allocated a place:

When you go back to the Tournament Entry Table, you'll then notice that the reserve players are now listed in italics in order.

Entry to a Full Tournament after the Allocation Date (as a Reserve)

Players can't enter online into a full tournament after the allocation date but are directed to contact the Tournament Secretary.

Officials can then enter them as a reserve exactly as in the normal way for recording an entry, except that 'Reserve List OK' is automatically ticked and can't be changed. The entry is automatically allocated the next reserve list place (for this reason allocation should be done first if the tournament is oversubscribed).

Often, the Payment Method is set to Promise to Pay since it is not certain if the player will play (see note below on withdrawing reserves).

Promoting a Reserve Into the Tournament

If a player drops out and you wish to move a reserve player up:

  1. Remove the dropout player's entry
  2. Edit the reserve-list player's event entry and change the number in the reserve box to zero.
  3. If they have not paid and wish to do so using a credit card online:
    1. set their entry as 'Unpaid' and ask them to pay online (you can send them a link to the payment record).
    2. When they log in, the website will inform them that they have still to pay for a tournament and they can then do so.
  4. Record their Payment Method (if you have received the payment).
  5. Note the information in Allocation.

After a Tournament - Withdraw Reserves

Reserves who paid to enter but didn't get to play must be refunded following the procedure above; note that they do not need to be withdrawn if their payment method was 'Promise to Pay' as their entry is ignored for the levy calculation.

Reserves who actually played must be transferred into the tournament so the levy due is properly recorded.

Correcting Mistakes

The Problem Check Data menu option runs several checks of data integrity and maintenance for an official's tournaments, reporting any anomalies. Usually, these are simply failing to record that a payment has been made (by setting its payment method), or provide a list of payments to be chased-up.

Most mistakes are correctable: you simply have to go to the relevant entry and change it.

Tournament Entries: work your way through to the tournament entry you wish to change - perhaps to add lunch, for example, and add it.

Payment Entries: work your way through to the payment details of any entry, you can change the payment date, type of payment, etc.

Further Information

Please contact the CA Office.