Individual Competitions for Club Admins

Open Individual Competitions

Log in > Individual Competitions > Admin. If you have district admin rights, go to Administration > Session Settings and select any club first.

Add Competition

Click 'Add Competition'. You’ll complete fields across several tabs.

General tab

• Name: Include the club name and year (e.g., Royal Oak Open 2026). Important: If you’re running doubles draws alongside singles, remove “doubles” from the event name before any matches are recorded. SquashLevels ignores any event named “doubles,” which would exclude all matches.
• Detailed Description: Click 'Edit Formatted Description' to add key info for entrants (e.g., entry fee, marking / refereeing, check‑in times).
• Sport: Select from Squash, Squash Doubles, Racketball, Racketball Doubles. 'Squash' results will be processed to SquashLevels, while 'Racketball' results will be processed to Squash57Levels. Doubles results are excluded from all SquashLevels.
• Event Type: Usually Tournament (use Special Event for club challenges etc.).
• Competition Level (weighting):
• Open (100%) - visible to all; Lifestyle players cannot enter.
• Club (50%) - internal club competitions.
• Social (25%) - internal social events.
• Fairplay (0%) - internal events excluded from SquashLevels
• Host: Host club, and the club to receive payments if Mandatory Online Payments are activated.
• Clubs: Add host again + any additional venues if multi‑club.

Contact tab

Organiser, Phone, Email: Primary contact details for entrants and support.

Dates tab

• Start Advertising Date: When the event appears on the Competitions dashboard for players.
• Last Date of Registration: Final day for online entry via MySquash.
• Tournament Start/End: Playing dates; ensure they’re correct and chronological—these drive scheduling.

Other tab

• Default Game Length: Baseline duration (can be refined per court later).
• Fee: Entry fee amount.
• Mandatory Payment Online: Tick to require payment on registration (Stripe setup required; see below).
• Include Women / Include Men: Tick at least one (can be both).
• Open / Junior / Masters: Tag for homepage filtering.
• Terms & Conditions: Any rules/policies entrants must accept. Include that participants must abide by the SNZ Code of Conduct.
• Live Dashboard Layout: Choose layout for the tournament display (see Tournament Display).
• Show Current Players: Displays list of registered players to entrants before closing date via the 'Register' page.
• Visible in Draws & Results: Leave unchecked until draws/playing times are final; checking makes details visible after entries close.

Logos tab

• Upload sponsor logo that will be placed on the top right of event draws. Logo needs to be 400px x 60px, max 800kb in size, and in PNG format.

If created in error

Tournaments cannot be deleted; rename to 'Ignore' and set all tournament dates to five years in the past so it won’t surface.

Video Guide

Create a Stripe account: https://www.stripe.com

Get API keys: 

• Log into your Stripe account

• Click on ‘Developers’ on the bottom left

• Click on ‘API Keys’

• Click on ‘Create restricted key’

• Click on ‘Providing this key to another website’

• Click ‘Continue’

• Enter Name as Squash New Zealand

• Enter URL as https://www.squash.org.nz

• Click ‘Create restricted key’

• Complete verification process if required

• Click on the new API key to Copy to Clipboard

• Paste the key into a document to save for safekeeping, along with a new email which will be sent to SNZ and click ‘Done’

• Copy the ‘Publishable key’ as well and paste into the same email

• Send the email to support@squashnz.co.nz

Enable payment: In your event’s Other tab, tick Mandatory Payment Online if payment must be taken at registration.

Notes

• If Mandatory is enabled, players enter card details when they click Register for Tournament.
• On success, they get a confirmation email, and you see Payment Completed against their registration.
• Unsuccessful payments may appear for up to 60 minutes then drop; the player must re‑register.
• Refunds are not automatic when a player withdraws; process refunds in Stripe directly.
• Add a refund policy into the Terms & Conditions for the tournament.
• Stripe retains a fee (currently 2.7% + $0.30 per transaction per NZ pricing).

Refund Policy Template

• All tournament entry fees are payable at the time you register for the event. Entries will officially close on [insert date].
• If you withdraw before the closing date, you will receive a full refund, with the exception of the Stripe transaction fee, which is non refundable.
• Once entries have closed, all fees become non refundable, except in special circumstances approved at the discretion of the tournament organizers. 
• Any refund requests made after the closing date must be submitted in writing to: [insert email or contact details].

How Players Enter a Tournament

• Players log in and open Individual Competitions > Register. It should default to this page.
• Players click your event to open the registration screen:
•    Their contact details auto‑populate (edits here do not permanently update MySquash profile).
•    They can add a comment (e.g., “Can’t play before 8pm Friday”).
•    Click 'Register for Tournament'.
•    If payment is required, a card entry pop‑up appears for players to complete. If payment is unsuccessful, the player will appear in the registration list for up to 60 minutes with Awaiting Payment note, and then be removed. 
• The event then appears at the top of their homepage with a ticket icon.
• If their club membership / MySquash subscription has expired, they will not have access to enter tournaments until this is renewed.
• Withdraw before entry closing by re‑opening the tournament and clicking Withdraw from Competition (removes them from the registration list). 
• A confirmation email is sent to the player on initial registration which includes all the tournament details and organiser contact info.

How Tournament Directors Register Players

• Open Individual Competitions → Admin → Edit → Registrations → Register Player.
• In select player, type their name (e.g., “John”) and choose the correct person from the suggestions. Their current grade and club code are indicated to assist selecting the correct player. Their contact details auto‑populate when selected.
• Click Save to add them to the registration list.
• Playing two draws: Register the player twice to place them separately.
• Already registered warning: A pop‑up confirms if you’re registering a duplicate.
• Subscription Expiring (EXP): If their subscription will expire before start date, you’ll see Subscription Expiring; the player must renew club membership.
• Registration Conflict: player is registered in another concurrent event. Click Edit to view the conflict and determine if this needs following up with the player to avoid them entering two tournaments the same weekend.
• Unsubscribed Player: Click unsubscribed player and fill in name, email, phone, gender and any comments (i.e. approxiate SquashLevel). This should only be used in exceptional circumstances - all tournament players must have a MySquash subscription to participate. Matches for these players do not go to SquashLevels as they are not connected to any MySquash profile.

Listing Registrations

• Click on the 'Registrations' tab to see list (name, grade, level).
• Click Edit on an entry to view contact details, add comments, or Delete.
• A notepad icon will indicate if a player has entered comments upon registration. Click Edit to view.
• Registrations Report: Download all registration details to Excel (names, gender, DOB, email, phone, player code, grade, levels, home club, timestamp, payment status, comments).

Send Emails

• Communicate with all registered players. Compose the email body and use tags if necessary. 
• The email will be sent from the MySquash mail service isquash@squash.org.nz and automatically includes the organiser email address in the footer text 'Do not reply to this email. To contact the organiser, email _________'.

Video Guide

• After entries close, click Seed and Ok.
• All entered players’ levels appear/update. You can manually assign levels for ungraded/international players by clicking on 'Edit' for the relevant player, and using the 'Override Level' field to type in the assigned level, and click 'Save'.
• You can seed multiple times, but levels refresh to the current day/time each time. Avoid reseeding after your advertised seed date unless necessary.
• The homepage 'Registrations' box shows seeded status, date and number of registrations by gender.

Video Guide

Adding Draws

In admin tournament view, click Draws and Results > Add Draw.

Draw Name (4 chars max): e.g., MO (Men’s Open), W1 (Women's Division 1).

Description: Full name (e.g., Men’s Open).

Draw Type:

• 4 Draw Monrad - all players have two matches.
• 4/5/6 Round Robin - all players play each other.
• Draw 6 Type B — R1: 1v6, 2v5, 3v4; winners to Championship round robin of 3, losers to Plate round robin.
• Draw 6 Type C — two pools of 3 (A: seeds 1/4/5, B: 2/3/6), then finals for places.
• 7/8 Draw (Two Pools) - round robin pool play (A: seeds 1/4/5/8 or bye, B: seed 2/3/6/7) with one crossover finals round for placing.
• 8 Draw — standard 3 matches for all players.
• 8 Swiss Draw - grid-style pairing over rounds.
• 9 Draw - 3 pools of 3 players, followed by another 3 pools of 3. 4 matches per player.
• 10 Draw - two qualifying matches into an 8 draw. Min 3 matches per player.
• 11 Draw - three qualifying matches. Winners into 8 draw, losers into round robin. Min 3 matches per player.
• 12 Draw - four qualifying matches. Winners into 8 draw, losers into plate. Min 3 matches per player.
• 16 Draw - standard draw, min. 3 matches per player.
• 16 Draw Monrad - play out to final placing. 4 matches per player. 
• 16 without 3rd/4th — Standard 16 without the 3rd/4th playoff.
• 16 Swiss Draw - grid-style pairing over rounds.
• 32 Draw - standard draw, min. 3 matches per player.
• 32 Draw Monrad - play out to final placing. 5 matches per player.

Gender: Men, Women, or Mixed (use Mixed if any opposite‑sex players or unsubscribed players are included).

Draw Round: Use only when running two “tournaments” on the same day (e.g., Round 1 qualifiers then Round 2 main). Ensures grading order if multiple rounds occur on the same date. Not usually required.

Seq: used to order the draws in the list from top to bottom. Lower number will appear the top.

Locked: Lock draws to prevent edits once the event starts.

Scoring Rules:

• Target Score: Par 7, 11, 15, or Infinite (club/social variants).
• Best of: 1/3/5/7.
• Winning Condition: Win by two or First to.

Save. Draws display under Draws and Results; click Edit to make changes.

Adding Players to Draws

Method A — Player Allocation

• Click Player Allocation.
• Select the draw you want to populate.
• Click Populate → choose the top seeded player to auto‑select the right number of players for the draw size (or click individuals).
• Once full, remaining players are greyed out.
• Click Save to add highlighted players to that draw.
• Already‑placed players show the draw name beside their entry and appear greyed out.

Method B — Players page

• Open the Players button for a draw.
• Use dropdowns to assign a player to each draw position.
• For byes, leave position as Player not selected.

Notes

• EXP players (red “EXP”): Subscription expiring before start date; you cannot add them via allocator, but you can add them in the Players page dropdown.
• The Draws and Results homepage shows the number of players per division and total match count required.
• Diagram: downloads a PDF diagram of the draw. 
• All Diagrams: downloads all created draws in a ZIP file.
• Draws Report: downloads an Excel file with all matches. Used for exporting draw data into third-party systems.

Replacing Players

• Register replacement players into the event.
• Once draws are created, use the Players page to swap out players from the dropdown list.
• If any matches in the draw have been played, edit at the Match level swapping out the player for the replacement and clicking the padlock icon.

Video Guides

• Open Courts on the tournament dashboard.
• For each day:
•     Set Start and End times for each court. (i.e. if End time is 8pm and 30 min time slots, the last slot will be 7.30pm)
•     Set Duration (length of each slot).
•     Use the + button at the right of a court to create different slot lengths for different parts of the day (e.g., 30 min AM, 35 min PM).
• Enable each court (click the small red box) so it appears in the calendar.
• Click Generate Calendar (top‑right) → OK.

Changing durations later

• You must un‑allocate all matches before changing slot lengths; then click Generate Calendar again.
• To add more slots at the start/end without affecting scheduled matches, adjust in Courts and click Generate Calendar again.

Video Guide

Prior to scheduling in the calendar, all matches have a default time of midday on the event start date. 

Open Calendar. If Calendar isn’t visible, go back to Courts and click Generate Calendar.

• Left pane: Choose the division (e.g., MO) to see required matches; first‑round matches are pre‑populated with player names. Grey NP icon indicate match Not Played, Orange Bye icon indicates a bye in the draw and match does not need scheduling. Green P icon indicates match already played. 
• Right pane: The calendar shows courts and time slots per day. Use the arrow controls to move between dates.
• Allocate: Click a match on the left, then click a time slot on the right.
•     The match becomes greyed out on the left to indicate it is scheduled.
•     The match time now shows in the Matches page and on the draw.
• Move match: Re‑click the match → choose a different time slot.
• Unschedule match: Click the match in the calendar and confirm removing calendar entry.
• Change match: To allocate to a time slot already occupied, click on the new match and click on the time slot, then confirm change calendar entry. 
• Print Calendar: Downloads a PDF extract of the calendar view with scheduled matches.
• Understand match IDs: e.g., MO 101 = Men’s Open, Round 1, Match 1; MO 202 = Round 2, Match 2.

Important rules

• Schedule in logical sequence (no Round 3 before Round 2).
• If you need to delete a draw, first unschedule all matches in that draw.

Match Counter

• Draws and Results shows required match totals per draw size (counts even if a match is a bye).
• Courts shows total time slots available per day.
• Ensure time slots ≥ total matches; add slots if needed.

Video Guide

Viewing Matches

Go to Draws & Results and select the draw or click Matches for that draw.

You’ll see:

• Draw name (e.g., Mixed)
• Match ID (e.g., 101)
• Player vs Player
• Status (Not Yet Played, Played, Bye, etc.)
• Date & Time (if scheduled)

If a match isn’t scheduled, it auto‑populates at the event’s starting slot.

Reorder Draws

• Click Edit and update the Seq field. The lower number will appear highest in the list.

Draw Diagrams

• Click Diagram to download a PDF of the draw (ideal for printing and posting at the club).
• Diagrams update immediately as results are recorded; reprint each morning if needed.
• Players can view diagrams and match lists under Individual Competitions → Draws & Results.
• Ensure the 'Visible in Draws & Results' box in Details > Other is selected to allow players to view draws.

Final Results

• Once final round matches are completed, the public Draws and Results page will populate the Results table at the top of the page for each draw.

• Open Draws & Results → select Matches for the draw → select the match.
• Confirm Player A/B and Match Date/Time. If the player is different due to a replacement, select the new player from the dropdown list and click the padlock icon.
• Enter game scores correctly in sequence.
• Status auto‑changes to Played when scores are entered; change manually if needed. Status options are;
• Played: Match fully played out to completion.
• A / B Defaulted: Player A or B withdrew from the match. See default guidelines for full details.
• Not Played: The match did not take place.
• Fair Play: The match was played under Fair Play conditions and will be excluded from SquashLevels calculations.
• Deleted: do not use.
• Bye: Player receives a bye and moves onto the next round.
• In Progress: The match is currently being played and recorded using live scoring. 

Editing

Reopen the same match to update game scores or change Status and Save.

Byes

Players with a bye in the first round will automatically move into the correct place in the second round. If you find players do not move through for subsequent rounds, record game scores as 15/0 15/0 15/0 to the player and keep match status as Bye.

Replacement Players

First, register the replacement player into the tournament. Then either:

• Straight swap: In Players for that draw, change the withdrawing player’s position to the new player. Only use if no matches have been completed yet in the draw.
• From match: In Matches, open the match, change the player via dropdown to the replacement, click the padlock icon.

You do not need to unschedule matches to do either swap.

Video Guide

Accessing

From the tournament dashboard Links tab:

• Open Scoring URL in New Tab - click to open the live scoring page in a new browser tab.
• Copy Scoring URL — send to an email address that is accessible from your scoring tablet. Paste URL into a browser on your tablets/iPads.
• Display Scoring QR Code — scan/copy/print; post around the club or on marking sheets.

Using the Scoring Screen

• Navigate to the correct division and select the match to be scored.
• Click on either player to have the warmup timer appear.
• Click on the colour palette icon to change the colour for each player to match their clothing so you and spectators can identify who is who.
• Once players have spun a racquet, tap on the player’s name to select who is serving. This will be indicated by the circle icon with the S next to their name.
• Tap the circle underneath the Undo button to change the side the player is serving from (either L for left or R for right).
• Tap the large number when a player scores a point.
• Tap Undo to undo the last recorded action.
• If a let is requested, you can record this by tapping on the Let button of the player  and selecting the outcome of the request.
• After each game is completed, the game score will appear at the top and the main score box will show games won by each player.
• Once the match is completed, select the correct match status which is normally ‘Played’ unless the match was played under Fairplay conditions in which case select ‘Fair Play’.

Admins can override any live scoring entries if corrections are required.

Video Guide

Prerequisite: Matches must be scheduled using Calendar.

Setup

• In the tournament, open Live Dashboard Links (each club gets its own link in multi‑venue events).
• Choose a layout:
•     Upcoming — single list in time order.
•     Upcoming by Court — grouped under each court.
• Set layout via Competition Details → Other → Live Dashboard Layout → Save.

Displaying

• Connect the tournament PC to a projector/TV (HDMI or wireless).
• Click Copy URL, paste into a new browser tab to open the dashboard. If using multiple venues, each venue has its own URL.
• Use extended display mode and drag the dashboard tab to the second screen.
• Operate the tournament from the PC; the dashboard stays live on the big screen.

During the Tournament

• Matches move to Active Matches when live scoring starts.
• If not using live scoring, open the individual match and set Status to In Progress to move it manually.
• Scores update after each game.
• Completed matches appear in Completed Matches automatically (or after manual result entry if not using live scoring).

Troubleshooting

• Locked match in live scoring: Set Status back to Not Yet Played and Save to unlock.
• Long names truncated: Zoom out in the browser to reveal more of each name (depends on screen resolution).