Events

Two ways. Ask Teddy ("Help me add a new event") and he collects the details and creates it. Or do it yourself: Events → Actions ▾ → Add one event (or the "Add it myself" button on the homepage), fill in the form, and click Submit on the last tab. Adding several events at once? Use Events → Actions ▾ → Bulk upload events. Running last year's event again? Click Run it back on its event card, or see E-19.

Events → Actions ▾ → Bulk upload events. Download the template, fill in one row per event, save it as CSV, and upload it.

Automatically, from your venue's address. Edit Event uses the first complex with a full address (street, city and state). You'll see it under the times on Edit this event: "Detected event timezone".

Open the event, then Actions ▾ → Edit this event (or click Full edit on the event card). Change what you need and click Save event in the right-hand panel. For a quick change, ask Teddy ("Update the event description to …", "Change the arrival time to 7 AM") and confirm, or click Quick edit on the event card.

Ask Teddy ("Add St Mary's High School, 123 Main St, Annapolis MD as a complex" or "Remove complex 2") and confirm. Or open Edit this event → Location & complexes, use \+ Add complex or Remove, and click Save event.

Ask Teddy ("Change the end date to September 3", "Start time is now 8 AM", "Update the location to Dallas, TX", "Set coach arrival time to 7 AM") and confirm. Or open Edit this event → Schedule & arrival, change the fields, and click Save event.

Everything you fill in on Edit this event becomes one mobile-friendly event page for your staff. Click Preview as staff to see it, and Generate staff link to copy the link.

Field maps and parking passes go in each complex's box: Edit this event → Location & complexes → \+ Upload field map or \+ Upload parking pass in that complex's box. Rules, a schedule file, an extra document and your logo go in Files. Click Save event when you're done. Everything appears on your staff event page.

They tell your staff how and when they'll be paid, and tell us how to treat them. Pay rates aren't set here. Rates are set per person on the Coaches, Officials and Event Staff pages.

On the Coaches tab, find the coach's row, pick a Rate Type (Flat Fee, Per Hour, Per Game), then type the amount in the Rate box. It saves by itself a second after you stop typing and Stipend $ updates. Or ask Teddy: "Offer Ryan Wellner $1,200 flat" for one coach, or "Set coach pay to $500" for everyone.

On the Coaches tab click Pay in the coach's row. The window shows the coach's name and the amount; click YES to send it. The Pay button only appears when the coach accepted their offer, is checked in, has finished payment setup, and has a stipend amount, and your own payment account is connected. Hover the gray icon and it tells you what's missing.

To approve payments, send an approval message to info@tourneydirect.com. If your bank account is connected, the funds are pulled and sent to your coaches directly. If you haven't connected your bank account, an invoice is sent to you, and once it's paid, the system sends the payments to your coaches directly.

The Check-In, Check-Out, and Time at Event columns on each staff tab show it live. A time with an orange ✓ is a check-in. "In progress" in Check-Out means they're still checked in.

Each staff type accepts a little differently, and reminders are automatic in every case. Coaches get an offer by text (or by email if we have no mobile number for them) and reply YES or NO; Teddy reminds them on a schedule and the offer expires if they never answer. Officials get their game assignments by text and reply 1 to accept or 2 to reject, with reminders at 24 and 48 hours. Event staff get their published shift by text and reply YES or NO. To nudge coaches yourself, ask Teddy "Remind coaches who haven't accepted."

The Officials tab is built around three steps, shown as three cards at the top of the page: Get Availability, Assign Officials, and Send Assignments. None of the three are locked behind the others, so you can jump between them at any time.

From the Get Availability card, click Send Availability Request to text everyone in your officiating group asking which days/times they can work. Teddy collects responses and updates your stats automatically. Or ask Teddy: "Send availability requests to my officials" and confirm.

Click your officiating group's name (shown right under the event name and location, near the top of the Officials tab) to open the roster sidebar. It lists everyone in the group and gives you three actions per person: send them a text, edit their info, or remove them from the group.

Open the schedule from Go to Assign Officials on the Officials tab. It's a table, one row per game/field with a column for each officiating slot needed. Click + Assign on an empty slot, pick an official, choose how far to apply it, and click Apply.

Once your schedule looks right, go back to the Officials tab and click Send Assignments (step 3). Teddy texts each official their own list of games, not the full event schedule, with a calendar link. Each official can accept all of their games, decline all of them, or accept only some.

Each official in your table shows a status reflecting where they are in the process, from Available (responded to the availability request) through Paid (stipend has been paid). You can filter the table to just one status at a time, and search by name.

Most issues trace back to delivery status, contact info, or timing. Start with View Delivery Status in the roster sidebar for anything about a missing text.

On the Officials page, find the Assignor Fee (flat) box at the top, next to Actual Stipend Spend. Click Edit, type the amount, and click Save.

Add your people to Staff Directory, set up roles and shifts once, say how many people you need where, ask who's available, build the schedule, and publish. On event day staff check in from their phones, and afterward you confirm hours so they can be paid. The whole thing takes about 20 minutes the first time and less after that.

Before you can schedule Event Staff for any event, set up two things once: the roles you use (Check-in Staff, Gatekeeper, Parking Attendant, etc.) and the shifts you offer (Morning, Afternoon, Full Day, Evening). Both are shared across every event for your organization, so you only set them up once and every future event reuses the same list.

Once your roles and shifts are set up, building an event's schedule happens in two steps: telling the system how many of each role you need (Map to Complexes), then actually creating those staffing slots and assigning people (Schedule).

Rather than assigning people blind, you can text your Event Staff roster and ask who's available. Teddy, Tourney Direct's text assistant, handles the back-and-forth automatically, one day at a time, and records everyone's answers for you. Or ask Teddy: "Send availability requests to my event staff" and confirm.

Once you've built out your schedule and assigned people to slots, nothing is sent to anyone until you explicitly save or publish. Save Draft stores your work with no notifications; Publish locks in every assigned row and texts each person their assignment.

Click Event Staff in the left sidebar, then pick your event from Select Event at the top. Everything for that event's staff lives on this one page: setup, the schedule, texts, event day, hours, and pay. If you only have one event, it opens automatically.

Staff check themselves in and out from their phone. Teddy texts each confirmed person their check-in link shortly before their shift. Their times appear in the Check-in and Check-out columns on the Schedule tab, and their Status changes to Checked In. You can change anyone's status yourself from the Status dropdown in their row.

Each row's pay comes from its Rate Type and Rate $. For Flat Fee the rate is the pay. For Per Hour the pay is rate × Hours. The Hours box suggests a number from check-in and check-out, and you can click actual or sched to choose which one pay is based on, or type your own number.

Through the end of 2026, the Tourney Direct team approves and sends event staff pay with you directly. You don't need to approve anything in the portal, and you won't get approval texts. Your part is making sure hours are right and everyone has finished payment setup. Once funding has been provided, the system pays your event staff directly. Paid rows show Paid.

Set your standard Breakfast, Lunch, and Dinner amounts once on Roles & Shifts → Meal Reimbursement Rates. On the Schedule tab, tick rows and click Apply Standard Meal Rate, or type amounts into the Meals (B/L/D) boxes. Pay them with the Pay Meals button in the row. Meals are tracked and paid separately from stipend pay.

To remove someone, click Cancel in their row (or tick several rows and click Cancel in the bar). When someone replies NO, their row reopens as + Assign so you can fill it.

Open the Tasks tab, click + Add Task, pick the staff member, type your task or question, choose Yes / No or Free text, and click Send Task. Teddy texts it to them and their reply shows under the task.

The waiver and DL badges come from your Staff Directory. You'll see them in the Event Staff Pool and in the + Assign picker. They're for your information only. You can still assign someone who is missing a document, so check the badges before you publish.

On the Schedule tab, open Communicate ▾ → Delivery Details. It lists everyone on your Event Staff roster with the status of the latest text we sent them for this event: Delivered, Failed, Sent (waiting on the carrier), or Not sent.

Each event can have a sign-up link that asks people which days they can work. Everyone who signs up is added to your Staff Directory in the group you choose, and their days count as their availability, so you don't have to ask them again.

Ask Teddy to "Send hotel room requests to confirmed coaches." He asks what date you need answers by, then texts every coach with an active offer asking if they need a room and what name to book it under. Answers show up on the event's Travel tab as they come in. Or flip on Hotel Tracking on the Travel tab and it happens automatically for every coach who accepts.

The Travel tab on the event shows it: the Rooms Needed count and, under Confirmed Rooms, each coach with the name the room should be booked under. Click ↓ Download Confirmed Rooms at the bottom for a spreadsheet. Or ask Teddy "Who needs a hotel room?" for the same list in chat.

The Reports page shows how each of your events is doing year over year: how many coaches came, how many came back from last year, what you spent against your budget, and how often coaches cancelled or didn't show. Every event you run each year is one row, and you can open it to see every year side by side.

Coach retention is the share of last year's coaches who came back and worked this year. If 40 coaches worked last year and 12 of them worked again this year, retention is 30%. On pace is the same comparison for an event that hasn't happened yet: the share of last year's coaches who have already confirmed. It only becomes retention once the event is over.

The cancel rate is the share of confirmed spots that were later cancelled. The no-show rate is the share of confirmed spots where the coach didn't show up. They're worked out the same way as each coach's own cancellation and no-show rates, just for one event instead of one coach.

A year says Data unavailable when there aren't enough staff records for it to give real numbers. Usually that's because check-ins weren't recorded that year, or because most of that year's staff records were removed when the event was copied for the next year. Rather than show a misleading 0%, the page hides that year and says so.

Each annual event is linked across years behind the scenes, so the 2024, 2025 and 2026 versions of your event are one row on the Reports page. When you Run it back from last year's event, the new event is linked automatically. Events that have only run once are listed separately as First year or Only year.

Event cards on the Overview page show one line from the Reports page. A finished event shows its retention compared with the year before, for example "Retention 32%, up from 19%". An upcoming event shows how it's pacing, for example "On pace: 25% of last year's coaches confirmed so far". Click View report to open the Reports page for that event.

The orange card at the top of Reports sums up your events in three short lines, so you don't have to read every number. With All events selected it covers your whole season. Pick one event and it switches to that event: Status, what to Watch, and what to Do.

Forecast shows each upcoming event: coaches confirmed so far, whether you're on pace with last year, projected spend against your budget, and how many of today's confirmed coaches should end up working. It's always a projection, never a result.

Staff strength looks at the coaches you've picked for each upcoming event and tells you how many are likely to show, the mix of dependable and risky picks, and whether to add extras. It shows counts only. Coach names stay on the Coaches page.

Cancellations shows your cancel rate for the season you pick, how late people cancel, each event's cancel rate by year, and how many cancellations came in over the last 14 days.

Click Ask Teddy at the top of the Reports page and type a question, like "Am I on track?" or "How many more coaches should I confirm?" Teddy answers from the numbers on your Reports page.

RSVP invitations let you invite coaches to attend an event (no work, no pay) and see who is coming. Teddy texts each coach the invitation, they reply YES or NO (or tap a button in the email), and the RSVPs page shows everyone's answer in one place. Use it for things like college coaches attending a showcase, or guests you want a headcount for.

When you create or edit an event, answer How are people joining this event? and check RSVP invitations. Keep Paid staffing checked too if the same event also has paid coaches, officials or staff. The event then appears on the RSVPs page.

On the RSVPs page, click Add coaches and upload your list as a CSV file. Review the preview, then click Add coaches. Nothing is sent at this step. You preview and send invitations separately. See RV-04.

Click Preview and send invites. You'll see the exact text and email your coaches will get, filled in with a real coach from your list, plus how many will get a text and how many an email. Click Send invites to N coaches to send. Only coaches who haven't been invited yet are included.

Coaches reply YES or NO to Teddy's text, or tap Yes, I'll attend or No, I can't make it in the email. They can change their answer as many times as they like until RSVPs close, and the latest answer always counts. Teddy confirms each change by text.

The RSVPs page shows four counts at the top (Invited, Attending, Not attending, No response), a Needs attention strip when something needs you, and a table of every coach you've invited. Click a count to filter the table, and click a coach for their full details.

Teddy sends reminders automatically: coaches who haven't answered are nudged, and coaches who said yes get a "you're confirmed" reminder before the event. You can change the timing, send a reminder yourself any time, and Teddy tells coaches automatically if the date or venue changes.

On each event day, coaches who said yes get a text from Teddy with a check-in link at your event's check-in time (7 AM unless your event sets another time). Coaches who checked in get a check-out link at the end of the day (5 PM by default). You see who checked in on the RSVPs page.

If a text can't be delivered, Teddy emails the coach instead, automatically, within a few minutes. If there's no email, the coach shows under Needs attention so you can add one. Coaches who reply STOP are never texted again unless they text START, and they get emails instead.

Each event can have one public sign-up link that coaches use to RSVP themselves. Turn it on from the RSVPs page under Actions → Public sign-up link, then copy the link, download its QR code, or copy a ready-made button for your website. Coaches who sign up are added to your list as Attending.

Every event card and the event dropdown show a status. Active means the event is upcoming or running. Completed means the event is over and wrapped up. Cancelled means it was cancelled (E-14).

Ask Teddy to "Cancel this event" and click Confirm. Or open the event, Actions ▾ → Cancel event → YES, please cancel. The event is marked Cancelled and drops off your active list.

Open last year's event from the event dropdown and tell Teddy "Run it back." He pre-fills a new event with everything on file: name, location, complexes, type, sport, stipend settings, budget, coaches needed, description, logo, field map, asks you for the new dates and anything that's changing, then creates it after you confirm.

On the Events page, click Export ▾ → Coach roster. Pick your events and which coaches to include, then click Download spreadsheet. You get one file with a row for each coach across every event you picked.

Ask Teddy. "How do I get to complex 1?" gives you the address and a directions link. "What's the weather for this event?" gives a day-by-day forecast for the event dates at the venue, and flags anything that matters for outdoor sports, rain over 40%, storms, wind over 25 mph, extreme heat or cold.