Tournament Management System
Schedule, Scores and Standings example should be almost identical to this site; [url removed, login to view]
Also a mobile app for scores for public use as well as administrative use like this [url removed, login to view]
Currently you use
Zoho CRM to track team registrations
Game On to input venues, schedules, scores, standings, announcements etc.. We don’t use Game On. This is an example of how we want the tournament creation, score import and standings to work.
Co-ordinate with your hotel partner on bookings
Zoho Books to raise invoices
Display information on your website
We will pull all of this together into a single FileMaker Pro app and integrate that with Zoho Books to raise invoices.
We can set up a portal that can be accessible to
You and your staff
Teams (Head Coach, Managers)
Your travel partner
Anyone else? No
You can enable each of the above to view only those things that you want them to be able to view.
For e.g. Teams can see only their own data, Parents can see only their children's teams' data etc.. They can also download pdfs of the schedules, scores etc.. The portal will be available at the URL [url removed, login to view] or any other similar URL you choose. The pages will have your own branding.
Admin creates a new tournament.
New teams can come to your website and register to be able to participate in your tournaments.
You will review their request and send an email invitation to teams to register at your portal. Not exactly. See Below:
auto-email/confirmation gets sent with instructions on logging into the portal.
In the portal they can pay their invoice with CC, upload roster, and book team hotels
They will register and fill up a form with details of their teams including name, email, phone etc.. of the team manager, head coach etc. This will be a one time registration and enable them to access the portal for all tournaments in the future.
You will upload an excel sheet containing data about all venues and their facilities into a master list of venues. Yes these venues should stay in database and can be selected for new tournaments. Not all tournaments will use every venue in database for every tournament.
You will add a new tournament from time to time.
You will send out emails to all teams inviting them to register for the tournament. Yes we currently use Zoho Campaigns for soliciting teams to register. We use Zoho CRM internal email system to send reminders to registered teams.
Team Managers will login to the portal and enter the individual player info into a form in the portal.
Once a team has portal access they should be able to login to register for new upcoming tournaments in the future.
Team Managers will get emails from you from time to time asking them to upload more information. All of that can be done through the portal. All that correspondence can be logged and tracked.
You will upload the schedules (in excel format) leaving team names blank. Or we will have the team names in there. We would also like to be able to have a schedule template auto generate without team names. here are variables:
Select Tournament (a dropdown is auto populated from the tournament creator used to generate the tournament registration form), Divisions, Dates, venue specific open times and black out times, game slot time blocks.
When generated we should be able to edit start time end time in between time venue, home team, away team.
In this scenario we will then be able to delete blocks of time and there will be a dropdown for home and away teams with the names of teams registered for the tournament assigned to that tournament.
You will later go to the schedule on the app and pick the teams for each game from a drop down containing a list of all teams that have registered. The schedules can be shown with some element of color and design, but not too much flexibility. This should be a plain white background webpage that can be put on our site in an iframe.
You will update the scores at the end of each match
The standings will automatically be calculated using a set of rules to be specified by you, after you have updated the scores.
The standings page should be publicly visible
Need to work with your app developer to push the standings data to the app
Each team manager/head coach should be able to view their team's schedule, scores etc.. at any time
Parents should be able to view their team's schedule, scores etc. CRM functionality to be built within Creator
When a new team registers for a tournament, it will be under Leads
You will go over the registration and if you approve, it will be converted to a potential and also create an invoice in drafts in Zoho Books.
Need reports that tell you which teams participated in the same tournament last year and which of them have already registered and which have not.
You should be able to trigger emails to those teams that participated last year but haven't yet registered.
Customized views/reports should be available by Team Team Managers, Head Coaches, Parents etc.. (Please provide a list of views/reports, that need to be created for each tournament) Is it possible to have the same flexibility i have in the CRM to create views and custom fields?
Workflow for Hotel Rooms:
Your travel partner will be given a login and will add a master list of approved hotels into the FileMaker Pro App with details of location, facilities, type of rooms, map, etc..We would like the hotels to stay in the database like the venues so for future tournaments we can just select the participating hotel and be able to change the price and availability. These properties need to be able to be available at different prices and availabilities even if we have selected them for other tournaments on different dates.
You will have the option to change availability and pricing for each hotel for each tournament.
Teams must stay at one of the approved hotels in your list.
Team Manager can go to the Hotels tab when he logs in to view the list of approved hotels for a tournament. There also needs to be a public webpage/form available for each set of tournament hotels to be published on our site so that managers can select their hotel blocks without the portal.
Team Manager will click to block rooms by filling in a form. He will pick his team name from a drop down list of all teams participating in that tournament/division.
When the manager creates and submits the room block I would like a timer countdown will start so whenever anyone logs into the portal the know how long they have left to book their individual rooms before the block expires.
We will push this data into your travel partner's system. (In the second phase, we will build a FileMaker Pro application for your travel partner to manager her business )
After a team manager submits his hotel request (which will consist of number of rooms), an email will be sent to you as well as the team manager.
Emails will also be sent to parents with a link to the hotel's website, address, contact number etc. along with the group number for the blocked rooms. Parents can quote the group number and book rooms in the hotel against the blocked rooms
Hotels will inform the travel partner of the number of rooms blocked and the number of rooms rented at the end of each tournament.
Travel partner will login into the portal and update that for each tournament, so you know how many rooms were rented and what you will get paid for it.
We will have a Guest Services Tab under which you will provide information of various kinds, special offers for teams in local restaurants, coffee shops, entertainment options etc..
Scoring sheet template pdf
Need to create a scoring sheet template which can be populated with team name, roster, venue, date etc. and printed out and given to the scorers.
I will provide sample templates in pdf and excel format so we can figure out how much of work needs to be done.
7 szabadúszó tett átlagosan $2363 árajánlatot erre a munkára
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