Organizer Guide

To organize tournaments, you first need to create an Organization. An organization represents your store, club, or community.

Step 1: Create an Organization

1. Go to your Dashboard and click "Create Organization".
   Create Organization
2. Fill in the creation form (sections are collapsible):
   • Details — Organization name (required) and description.
   • Contact — Email, phone, website, address, city, country.
   • Branding — Upload a logo (max 2 MB) and banner image (max 4 MB).
   • Social Links — Discord, Twitter/X, Twitch, Instagram, Facebook.
3. Submit your request.

Step 2: Wait for Approval

After submitting, your organization enters "Pending" status. A platform administrator will review your request.

• Approved — Your organization page becomes public and you can start creating tournaments.
• Rejected — The administrator will provide a reason. You can fix the issue and resubmit.

Once approved, your Organizer Dashboard becomes your command center. It provides an overview of your activity and quick access to all management features.

Dashboard Stats

Dashboard Sub-Pages

• Tournaments — List all your tournaments with search, status filters, and quick actions (manage, edit, view).
• Events — Create events that group multiple tournaments together (e.g., a weekend regional with multiple side events).
• Staff — Add judges and scorekeepers to your organization. They will have access to tournaments you assign them to.
• Locations — Save venues with addresses and map coordinates for easy reuse.
• Finance — Track revenue, view transaction history, and manage payouts.
• Settings — Update organization details, branding, contact info, and social links.
• Banned Players — Manage a ban list to prevent specific players from registering.
• Import Players — Batch-import players from CSV files.

Click "Create Tournament" from your dashboard. The form is organized into sections:

Section 1: Tournament Details

• Organization — Select which of your organizations hosts this tournament.
• Event — Optionally link this tournament to a parent event.
• Name — The tournament name (required).
• Tags — Add tags for categorization (e.g., "competitive", "casual", "weekly").
• Start/End Date & Time — When the tournament begins and optionally when it ends.
• Timezone — Select the timezone (defaults to Europe/Paris).
• Location — Choose a saved venue or create a new one.
• Type — Tabletop (in-person), Online, or Hybrid.
• Game — The game being played (Magic: The Gathering, Pokemon TCG, etc.).
• Format — The game format (dynamically populated based on the selected game).

Section 2: Player Registration

• Registration Type — Open (anyone can join) or Approval Required (you manually approve each player).
• Max Players — Maximum number of players allowed.
• Registration Window — Optional opening and closing dates for registration.
• Entry Type — Free, Online Payment (Stripe/HelloAsso), or External Payment (cash/other).
• Entry Fee — Amount to charge (if paid). Includes platform fee breakdown.
• Fee Bearer — Player pays (fee added on top) or Organizer pays (fee deducted from earnings). Cannot be changed after registrations exist.
• Late Enrollment — If a player joins after the tournament starts, missed rounds count as byes (wins) or losses.
• Decklist Submission — Enable decklist requirement with an optional deadline.

Section 3: Branding

• Cover Image — Upload a tournament banner (drag & drop, max 5 MB).
• Social Networks — Add tournament-specific Discord, Twitter, Twitch, etc.

Section 4: Communication

• Description — Rich text description (bold, italic, lists) shown on the tournament page.
• Rules — Tournament-specific rules and policies.
• Prizes — Describe the prize pool or prizing structure.

Section 5: Status & Visibility

• Status — Draft (only you can see), Published (visible but no registration), or Registration Open.
• Visibility — Public (listed on Events page) or Unlisted (accessible only by direct link or join code).

After creating a tournament, configure its structure by adding phases. Go to the tournament admin panel and click the Phases tab.

Adding a Phase

Choose the phase type:

Phase Settings

• Number of Rounds — How many rounds to play in this phase.
• Round Duration — Time limit per round (default: 50 minutes).
• Best-of — Best-of-1, Best-of-3, or Best-of-5.
• Scoring — Point values for wins, draws, losses, and byes.
• Tiebreakers — Drag and drop to set tiebreaker priority (OMW%, GW%, OGW%, etc.).
• Pairings Visible by Default — Whether pairings are automatically published when a round is generated.
• Standings Visible by Default — Whether standings are automatically published.
• Self-Reporting — Allow players to report their own results.

Configuring a Cut (Top Cut)

If your tournament has multiple phases (e.g., Swiss into Top 8), configure a cut on the elimination phase:

• By Rank — Top 4, 8, 16, 32, or 64 players advance.
• By Minimum Points — Only players with at least X points advance.

Once your tournament is configured and players are registered, here is the typical workflow:

1. Manage Registrations

Review and approve pending registrations (if approval required). Use the Players tab to see all registered players, their status, and decklist submissions.

2. Start the Tournament

Change the tournament status to "In Progress". This locks new registrations (unless late enrollment is enabled) and activates the first phase.

3. Generate Rounds

Click "Generate Next Round" to create pairings for the next round. The system uses the appropriate algorithm (Swiss, bracket, etc.) based on the phase type.

4. Publish Pairings

Pairings can be published automatically (if configured) or manually. When published, players see their opponent and table number in the Player Portal.

5. Start the Timer

Start the round timer. It appears on all player screens and the Mirror Display. The timer is color-coded: green (>10 min), amber (5-10 min), red (<5 min).

6. Collect Results

Results can be entered by:

• Self-reporting — Players report their own results.
• Quick Entry — A scorekeeper enters results rapidly (hotkey, barcode, or manual). See the Scorekeeper Guide.
• Judge interface — Judges report results from their mobile device. See the Judge Guide.

7. Complete the Round

Once all results are in, click "Complete Round". Standings are recalculated and you can generate the next round.

8. Repeat

Repeat steps 3-7 for each round. After the last round, complete the phase and optionally advance to the next phase (Top Cut).

If you charge an entry fee, you have two payment provider options:

Stripe Connect

The primary payment method. Set up Stripe Connect in your organization settings to receive card payments directly. Players pay online during registration.

HelloAsso

A free alternative for associations (0% platform fees). Configure your HelloAsso form and webhook URL in the organization settings.

Platform Fees

A small platform fee is applied to paid tournaments. The fee is composed of a fixed amount + a percentage of the entry fee. The fee bearer setting determines who pays:

• Player pays — The fee is added on top of the entry fee. The organizer receives the full entry amount.
• Organizer pays — The fee is deducted from the entry fee. The player pays the listed price.

Coupons

Create discount codes from your organization dashboard. Coupons can reduce or waive entry fees for specific players.