Creating a Match Play Tournament

1. In ClubHouse Online e3, navigate to Modules > Match Play > New Match. Enter a match name.
2. Select the Start Date for this match play tournament. This will be the start of the first round of the tournament.
   
3. Match Play tournaments can only start on a date in the future - they cannot start on the same day they are created.
4. Round Length - This is the default round length for the tournament schedule. If the round length is set to 14 days, then each round will be completed in 14 days, by default. Once the tournament has been saved, each end date can be manually changed. Changing the end date of one round will automatically reset the start and end dates of subsequent rounds.
5. Number of Players: Select from among bracket sizes of 8, 16, 32, and 64 players. This number does not need to be the exact number of players in the tournament, but the maximum number of players that will be assigned to the match. For instance, if there were 25 members in this tournament, you will select 32 as your Match Play Player Size.
   It is important to select to correct Number of Players for your match depending on how many members will be added. Each Match Play Tournament must have at least half of the Number of Players plus one more player. Example: if 32 players was selected as 'Number of Players', the match must have at least 16 players plus one more (17 total). Otherwise the Number of Players should be set to 16, not 32.
6. Check or uncheck the option Participants Enter Score if you wish to have your members enter their own match score online.

Once all the settings have been established, click SAVE to create your tournament. This will take you to the Edit Match Play page, and prompt you to publish the match before it is available to members. Prior to publishing your match, you must enter the match players and then publish. Follow the next steps to add players and publish your tournament.

Edit Match Play - Adding Players to a Tournament

1. On the Edit Match Page, click on the Players tab.
2. To add players, simply begin typing their last name in each player field. The system will provide results that best match your search criteria. Select the member by using your mouse cursor or keys on the keyboard. Once a member has been entered, the user will automatically be taken to the next player.
   
3. The seeds are matched up as displayed on the page, so Player 1 will be matched up with Player 32. In the event there are insufficient players to fill out the entire bracket, members will be re-sorted into the appropriate player positions. For example; if only 20 players were entered in a match, the member in Player 32 will automatically be adjusted and moved to Player 20, Player 31 to Player 19, etc., thus ensuring all players are in consecutive seeds.
   See below: before saving and after saving.
   
   
4. Once the bracket has been resorted, the top seeds without match-ups will automatically receive a bye in the first round - bottom seeds must play to move onto the second round. For example, if there were 22 players in a 32 player tournament, players 1-10 will automatically receive a bye in the first round, while players 11-22 will be matched up to play and move onto the second round. If 17 players were in a 32 player tournament, players 1-15 will receive a bye, while players 16 and 17 will be matched up to play and move onto the second round.
5. Once the minimum number of players has been added click SAVE. The user can return to the GENERAL tab to specify the Publish Date - however, it is best to configure your tournament notifications prior to publishing your tournament.

Edit Match Play - Tournament Notifications

Click on the Notifications tab within Edit Match Play.

• Participant Notifications: Determine whether or not participants are notified when a score is entered for their match. If configured, participants will be sent an email notification when the score that is entered for their match to their 'Club Contact Email' stored in ClubHouse Online e3.
• Admin Email Notifications: Check Send to Administrators to turn on notifications for administrators. Enter the email address for the recipient of these emails. To enter multiple addresses, separate each address with a semi-colon. Configure the following options for Admin Notifications:
  • Scores Entered: Check this if the club wishes to receive an email each time a member logs in and enters their score.
  • Outstanding Matches: If enabled, Administrators are notified that there are matches that require a score to be entered. This notification is sent out with a configurable number of days before the round is scheduled to end. Click SAVE. Once your notifications have been setup you can now publish your match.

Edit Match - Publish Your Match

Navigate back to the General tab within Edit Match Play.

• Publish Date: If the tournament has not been published yet, the system will prompt you to enter a Publish Date. The system will also warn you if you do not have enough players within your match. If this is the case, please correct the number of players in your match by adding more members in the Players tab, or by adjusting the Number of Players drop down value.
• Tournament Schedule: The system will automatically set the end date of which each round is scheduled to finish. This will mark the date where matches within that round need to be completed. You can use the date fields to adjust them manually prior to publishing the match.

Managing Tournaments

To manage your Match Play Tournaments, navigate to Applications > Modules > Match Play> Manage. From here, Administrators can check up on the status of your current published and unpublished tournaments, and review any past or deleted tournaments.

Filtering your Tournaments

1. Using the filter, Administrators can search for tournaments by Name, Status, Past or Upcoming Matches. Click SEARCH to view a list of matching tournaments.
2. Click on the Match to manage; this will load the Match and allow you to enter scores on behalf of other members.

Once the list of Tournaments has been filtered, click on the Match Name to load that Match Play Tournament. This will load the Match and allow you to enter scores on behalf of other members. This page will provide you with Tournament information such as the current round, number of days remaining in the round and the date the Tournament is scheduled to finish. Use the slider to zoom in and out of the Match Play Tournament layout.

Enter Scores

1. Find the published match within Match Play > Manage and click on the match name. 
2. Click on the Enter Score button on any pending match.
3. Select the winner of that match using the drop down menu, and enter the score of the match.
4. When completed click on Enter Score. You will be presented with a confirmation screen.

Once a score has been entered into Match Play, it can be cleared by Administrators. Click on the Clear Score button for any given completed match - you will be prompted with another confirmation to continue.

Configuration

The Match Play Configuration page allows admins to configure the email address from which the email notifications are sent (sender's email address), in addition to creating a member status filter to remove members (by status) from the member lookup when adding players to the tournament. Navigate to Administration > Match Play > Match Play Configuration. Sender's Email Address: enter the email address that should appear in the 'From:' field when sending email notifications to members or other admins. Match Play Status Filter/Dues Class Filter: select the member statuses or dues classes that should be removed from the member search when adding players to the tournament. This is only visible to website admins.

1. Navigate to Applications > Modules > Match Play > Configuration.
2. Sender's Email Address - enter the email address that should appear in the "From" field when sending email notifications to members or other admins.
3. Match Play Status Filter/Dues Class Filter - select the member statuses or dues classes that should be removed from the member search when adding players to the tournament. This is only visible to website admins.