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PDGA Tournament Management Help

The PDGA Tournament Manager is one of the most important aspects of running a sanctioned PDGA event for any Tournament Director (TD). Having a well-versed understanding of how it works will make running an event easier, especially when it comes to satisfying a competitor's desire to see their scores along with their unofficial ratings published quickly on PDGA.com.

It’s important to note that getting scores uploaded via Tournament Manager will only produce Unofficial Results. Uploaded scores cannot become Official Results until the TD has submitted the TD Report to the PDGA Tour Manager.

PDGA Scheduled Event Confirmation Email

One of the most important documents for managing your event is the PDGA Scheduled Event Confirmation email that is sent to your email address after your event has been officially approved and sanctioned by the PDGA. The confirmation email contains everything you will need in order to manage your event from the registration process, to the uploading of scores, through the final step of sending in the TD Report to the PDGA Tour Manager.

Listed below are all of the key pieces of information contained in the PDGA Scheduled Event Confirmation email, listed in order of how the email displays the information.

  • Direct URL for your event's registration/results page on PDGA.com
  • Event details and TD contact information
  • Direct URL to the PDGA Tournament Manager website
  • Your event's ID and Tournament Manager password
  • Direct URL to download the PDGA TD Report
  • Link to immediately set up your event registration using The Disc Golf Scene (more info about The Disc Golf Scene below)
  • New PDGA member discount information and online coupon code
  • Information about PDGA member benefits

Without the PDGA Scheduled Event Confirmation, there isn't much you can do as a TD. So make sure you don't lose it! If you do lose the email, contact the PDGA Office Assistant to request a new copy.

Tournament Registration

There are many online services that can help you manage the tournament registration process. The PDGA has partnered exclusively with The Disc Golf Scene, allowing for enhanced integration between their registration system and the event page on PDGA.com.

The Disc Golf Scene

A link to to set up your event's pre-registration with The Disc Golf Scene is included in your PDGA Scheduled Event Confirmation email. With The Disc Golf Scene, a majority of the pre-reg work that is referenced in the help sections below can be automatically done for you.

Whenever a new player signs up, their information (Name, Division, PDGA Number, Rating, Location, etc.) is automatically added to your event's listing on PDGA.com and all player registration fees will be deposited immediately into your verified PayPal account.

Automatic Integration on The Disc Golf Scene

  1. Open your PDGA Scheduled Event Confirmation and click on the link towards the bottom of the email under the sentence that states "If you would like to use the PDGA online registration system for your event, please click on the link below to submit your event details."
  2. Log in to The Disc Golf Scene.
    • If you have not created a login, click the "Sign up for free" link below the Password text box. Follow the steps needed to set up an account.
  3. Once you've logged in, you should be redirected to the Settings page for your event. Fill in all the required fields with information about your event.
  4. IMPORTANT: In the PDGA.com section, check the box labeled "Automatically update the Current Registration list on PDGA.com".
  5. Once everything looks correct, click the Save Changes button at the bottom of the page.

If at any time you need to adjust some of your settings, simply log back in to The Disc Golf Scene, browse to the page for your event (or simply click the link again in your PDGA Scheduled Event Confirmation email), and click on Settings in the menu on the left. Make sure to save any updates using the Save Changes button at the bottom of the page.

auto_pdga_dgscene.png

Screenshot from the event Settings page on The Disc Golf Scene.

Log In to Tournament Manager

After completing the PDGA Event Sanctioning Agreement, an email is sent to the TD containing the Tournament Manager password for that specific event. If you cannot locate the password, please send an email to [email protected] or call (706) 261-6342.

  1. In any web browser, navigate to www.pdga.com/tournament/manager.
  2. Enter the password and click the "Login" button.
  3. Select the event to be administered from the dropdown menu and click the "Continue" button.
    • For most users, only one event will be available in the dropdown menu on this page.

Menu Overview

  • Setup:  Tournament Manager home page.
  • Upload:  Upload player data, scores, tee times, prizes, etc.
  • Round Entry:  Enter a round score for individual players one-by-one.
  • Hole Entry:  Enter hole scores for players one-by-one.
  • Layouts:  Assign specific course layouts to each division for each round.
  • Players:  View registered players contact information, send an email blast to registered players, and review player issues that require attention.
  • Member Lookup:  Look up any PDGA member's basic information (Class, Rating, Offical, Birth Year, Location,Contact Info) using his/her PDGA number.
  • Export:  Export all current event-related information (players, scores, tee times, etc.) to a CSV file.
  • Results:  View the PDGA.com results page for the event.

The images below are screenshots of the Tournament Manager "Setup" page. Regardless of what page you are viewing in Tournament Manager, the navigation links are always available at the top of the page when viewing on a desktop/laptop. The same goes for mobile device users, with the only difference being that the navigation links are available in a dropdown menu at the top of each page labeled with "Go to...".

tm-setup-desktop-mobile.jpg

Desktop view of the "Setup" page in Tournament Manager.

tm-setup-mobile.png

Mobile device view of the "Setup" page in Tournament Manager.

Getting Started

Set Number of Rounds

The "Number of rounds" field should be set to the total number of regular rounds in which all competitors will compete in. The number entered should not include any semi-final or final rounds.

Semi-Finals & Finals

The Semi-finals and Finals checkboxes should only be used in the event of a reduction of the field size for any particular division, AKA when a "cut" is made.

  • If only one reduction of field size takes place, only the Finals checkbox should be checked.
  • If the field size is reduced once and then reduced a second time, both the Semi-Finals and Finals checkboxes should be checked.

Upload Player Data - Basic

  1. If you haven't already done so, please download the latest version of the TD Report in Excel format. It's a good idea to rename the file to include the event name and year to make it easier to find later.
  2. Open the "Scores" tab at the bottom of the TD Report spreadsheet. Enter in the players divisions, first names, last names, and PDGA numbers (if applicable) in the appropriate columns.
  3. Highlight the player info on the spreadsheet along with the headings and copy (CTRL+C or Command+C).
  4. Go back to Tournament Manager and click on "Upload" in the main menu.
  5. Paste (CTRL+V or Command+V) the player information you copied from the spreadsheet into the "Data Input" text area.
  6. If your data has a headings row, leave the "First row in results contain field names" checked and leave the "Overwrite existing results" box unchecked.
  7. Click the "Next >>" button.
  8. The "Field Mappings" page asks you if the field names from the spreadsheet match the available database columns. Make sure they do and click "Next >>" again.
  9. The "Summary Information" page provides you with an opportunity to double check your work before committing the upload to the database. If everything looks okay, click the "Next >>" button.
  10. The upload process has been completed and you should now see an "Upload Successful" message and the "Tournament Result Summary". For full results, click on the "more" links under the top three results from each division or the "Results" link in the navigation menu at the top of the page.

Upload Player Data - Advanced

There are several fields that can be added to any Upload that are not contained in the TD Report. If any of these fields need to be uploaded, it is best use the spreadsheet generated from the Tournament Manager "Export" function.

From any page in Tournament Manager, click on "Export" in the menu at the top of the page. A spreadsheet will be generated and saved to your computer. Use this spreadsheet for all future uploads when any of the fields below are being used. Follow steps 3-10 in the "Upload Player Data - Basic" section above to complete the upload.

  • Tee Time:  Set specific tee times for each player.
    • To prevent errors during the upload, enter the tee times in 24-hour format. (e.g. Enter 14:15 instead of 2:15PM.)
  • Start:  The Start field is a free-form text field that can be used for any number of reasons, most notably for uploading course names or hole numbers that players will start on, or to indicate that a pre-registered player is on the waitlist for a specific division.
  • TeamName:  Assign a common name to players on the same team. This is often used for doubles events or collegiate events.
    • If used for an upload, the TeamName field needs to be manually added to the Scores tab on the TD Report as its own unique column.  
  • Pool:  Pools should only be used in the rare event of a split-field. A split-field is when a single division is split across multiple courses during a single round. If your tournament requires the use of pools, use a single uppercase letter to assign players to a pool. Please let us know if your tournament is using pools in advance whenever possible.
    • If used for an upload, the Pool field needs to be manually added to the Scores tab on the TD Report as its own unique column.

How To Display Waitlisted Players for Tournament Pre-Registration

When a TD is fortunate enough to have filled their event via pre-registration they may wish to run a waitlist. Displaying players online who are on the waitlist along with the players who are pre-registered can help reduce the number of phone calls or emails that the TD receives from players wanting to make sure they are on the waitlist, or asking if they have moved up on the list, etc.

Waitlists with The Disc Golf Scene

Our partners at DiscGolfScene.com have a great waitlist system in place for those that choose to use them for online registration that updates on the fly as new players regiter and/or drop out.

NOTE: If you are using The Disc Golf Scene as the registration service for your event, please direct any registrants with questions about the waitlist to the "Registered Players" tab on your event's page on The Disc Golf Scene.

Waitlists with the PDGA Tournament Manager

The easiest way to display the waitlist, while still maintaining a divisional sort, is to simply process a player data upload in Tournament Manager using the Start field to display waitlist information. The Start field is a free-form text field, meaning no matter how you choose to enter the waitlist data (Waitlist #1, Wait #1, W1, etc.) it will display correctly on your event page on PDGA.com.

  1. Open the spreadsheet created from the Export feature in Tournament Manager.
  2. Populate the Start column for only those players on your waitlist with appropriate text such as "Waitlist #1", "Waitlist #2", etc.
  3. Upload the waitlist data by following the instructions in the "Upload Player Data - Basic" section above.

As shown in the screenshot below, the online display on your PDGA.com event page will now indicate those players that are on the waitlist.

start-field-event-results.png

Note: This method will still keep your players sorted by their proper division, so if you need to run multiple waitlists you can. For example, if you have registration caps on Pro vs Amateur players you can run a Pro waitlist and an Am waitlist. Simply mark your Pro waitlist with “Pro Wait #1”, “Pro Wait #2”, etc. and your Am waitlist with “Am Wait #1”. “Am Wait #2”, etc. If your tournament has registration caps by division you can also list those as "MPO Wait #1", "FPO Wait #1", etc.

Important: As players come off your waitlist and enter the tournament, you will need to remove their “WaitList” entry in the Start column and re-upload. If you wish, you may also want to adjust the wait list numbers as well (e.g. the person that was Waitlist #2 becomes Waitlist # 1). When making changes such as this, where players come on or off the waitlist, you should use the “Overwrite Existing Data” checkbox during the upload process and re-upload ALL PLAYERS in order to make sure that all players are displayed correctly.

When you no longer need to display the waitlist (and/or prior to doing your first scores upload), simply delete the “Start” column prior to the upload.

Formatting and Uploading Data for Doubles/Team Events

  1. Open the spreadsheet created from the Export feature in Tournament Manager.
  2. Using the TeamName column, indicate which players are on the same team by entering their team name into the cell.
  3. Upload the TeamName data by following the instructions in the "Upload Player Data - Basic" section above.

The TeamName field can be used to indicate the name or number of a team in a doubles events OR to indicate the name of a school or team in larger events, e.g. sanctoned Collegiate events where several players are participating for the same university.

team-field-displayed.png

After the Team/Doubles event begins, please refer to the "Uploading Scores for Team/Doubles Events" section for information on how to properly upload team/doubles scores and player data.

Set Up Course Layouts

Now that player data has been uploaded, course layouts can be set. A course layout is a unique configuration of a course. 

  1. In Tournament Manager, click "Setup" in the menu at the top of the page.
  2. At the bottom of the page, a course layout is added automatically and named "Default Layout". The default is set to 18 holes and a total par of 54. Click "Edit" to change the name and the total course par.
  3. Update the name by editing the "Description" field. Set the number of holes and total course par and click the "Update" button.
  4. To add another layout, click the "Add Layout" button.
  5. After all layouts have been added with the correct number of holes and total pars, click "Layouts" in the menu at the top of the page.
  6. Use the dropdown menus to select which layout will be played for each division during each round. Correct layout assignaments are required to generate accurate round ratings. 
  7. After setting the correct course layout for each division for each round, click the "Update" button to return to the Setup page.

During The Event

Enter Round Scores

Option 1 - Round Entry

The Round Entry page allows for entering player round scores one at a time. This is often used for events with tee times, as scores can easily be entered as they are turned in tournament central.

  1. Click on Round Entry in the menu at the top of the page.
  2. Click on the appropriate Round (Round 1, Round 2, etc.).
  3. Click on the appropriate division.
  4. Locate the player(s) name(s) in the list and enter the score(s) for the round.
  5. Click the "Update" button at the top or the bottom of the list of player names.

Option 2 - Upload Scores

The final version of the Scores tab on the TD Report that contains all the correct player names and divisions can now be used to upload scores after each round.

  1. Enter the scores for each player into the TD Report for the respective round that has just finished.
  2. Highlight the following field names and subsequent rows:
    • DivCode
    • T.O.
    • Place
    • First Name
    • Last Name
    • PDGA
    • Rd1
    • Rd2 (if scores are entered)
    • Rd3 (if scores are entered)
    • Rd4 (if scores are entered)
    • The remaining columns (Final, Total, Cash/Value, Decline) do not need to be copied for a basic scores upload.
  3. Copy the highlighted section (Ctrl+C or Command+C).
  4. In Tournament Manager, click on "Upload" in the menu at the top of the page.
  5. Make sure the box for "First row in results contain field names" is CHECKED and the "Overwrite results" box is UNCHECKED.
  6. Paste the data into the box (Ctrl+V or Command+V).
    • Note: The data in the box may not appear to line up correctly, but this is normal. Proceed with the steps to upload the scores.
  7. Once the data has been pasted into the box, click the "Next >>" button.
  8. The "Field Mappings" page asks if the field names from the spreadsheet match the available database columns.
    • Note: Set T.O. field (Trophy Only) and the "Place" field to blank using the dropdown menus. These are not needed for uploading scores.
  9. When all fields are mapped correctly, click the "Next >>" button.
  10. You will now be asked to match players that do not have an assigned PDGA number and/or add new players that were not uploaded previously.
    • If any players in the list do not match a previously uploaded player, check the "New" box for that player in the first column.
  11. When everything looks correct, click the "Next >>" button.
  12. If there are any ties that need to be broken, set the correct "Finish Place" for each player.
    • Only ties for 1st place must be broken.
  13. The "Summary Information" page provides an opportunity to double check the data before committing the upload to the database. If everything looks okay, click the "Next >>" button to complete the upload.
  14. The upload process has been completed and an "Upload Successful" message and the "Tournament Result Summary" should now be displayed. For full results, click on the "more" links under the top three results from each division or on "Results" in the navigation menu at the top of the page.

Hole Entry/Live Scoring

The Hole Entry feature, often referred to as simply "live scoring", is used for entering in scores for each hole of a course for individual players. Players, caddies, or spectators can enter the hole scores from mobile devices after a hole is completed for a "live scoring" effect that can be seen on the PDGA Live Scoring website for the event.

Hole scores can also be entered at any time during or after a round by anyone with access to Tournament Manager.

Add Hole-By-Hole Round

  1. In Tournament Manager, click on Setup in the menu at the top of the page.
  2. In the "Hole-By-Hole Rounds" section, click the "Add Round" button.
  3. Use the dropdown menus to select the appropriate round and player division, then click the "Add Round" button.
  4. Check the boxes next to the names of the players that should be added and click the "Update" button when finished.
  5. "Round successfully updated." will be displayed at the top of the page along with a link to "enter scores" or "add another live round".

Assign Individual Hole Pars

Now that a Hole-By-Hole round has been set up, the pars for each individual hole must be assigned to the course layouts.

  1. In Tournament Manager, click on Setup in the menu at the top of the page.
  2. In the "Course Layouts" section at the bottom of the page, click "Edit" next to any Course that has been set up.
  3. Notice that instead of simply asking for a course description and total course par, the par for each individual hole must be assigned.
  4. All hole pars will be set to 3 by default. Update any hole that has a par other than 3.
  5. When all hole pars have been updated, click the "Update" button. A message indicating that the changes were successful will be displayed.
  6. Return to the Setup page and repeat this process for each of the courses listed.

Add Hole-By-Hole Scores

  1. After adding a Hole-By-Hole Round and assigning the pars for each hole, click on Hole Entry in the menu at the top of the page.
  2. The page will display the round you set up and there are links to change the division, as well as any other rounds you may have set up.
  3. The default starting hole is Hole 1. If you are starting live scoring on a different hole (e.g. during a shotgun start), be sure to click on the correct hole number.
    • You can also click on the hole numbers at any time to move around and correct scoring errors.
    • To completely erase a score that has already been entered, mark the score with a zero and then update.
  4. Enter the scores for each player on the card (e.g. 3, 3, 3, 4) and click the Update button.
  5. After clicking the Update button, the page will reload and automatically move on to the next hole.
  6. Make sure to enter the scores for every hole to complete the round.

View Hole-By-Hole Scoring

  1. Browse to the results page for the event on PDGA.com by clicking on "Results" in the menu at the top of the page.
  2. Click the "Hole-By-Hole Scoring" link from within the Event Info section.

pdgalive-screenshot.png

Screenshot of Hole-By-Hole scoring from the 2015 Pro Worlds. Click on the image to view the page in full.

Uploading Scores for Team/Doubles Events

After the start of an event, the TeamName field will no longer work properly with the uploads and should not be used. Follow the steps below to process an upload to include scores and/or team names after an event has begun.

Note: All players must be eligible for the team division they play in, so the team’s division must be the higher level division if the team members are normally from different divisions.

Example: if the team has one MA1 player and one MA2 player, the team division should be set as MA1. If the team is Mixed Doubles with one MPO player and one FPO player the team division is MPO.

  1. Open the spreadsheet created from the Export feature in Tournament Manager.
  2. List the full name of the first player of the team in the “FirstName” column and list the full name of the second player of the team in the “LastName” column.
  3. Leave the PDGA column blank.
  4. Follow steps 3-10 in the "Upload Player Data - Basics" above to process the upload.

team_upload_spreadsheet_screenshot.png

Note: Some columns have been removed for the purposes of this screenshot.

After the Event

Upload Payouts

After all scores have been uploaded, the last thing that a Tournament Director should do is upload the payouts that were awarded in the professional divisions. This can be done quickly and easily by clicking on Export in the menu at the top of the page in Tournament Manager.

  1. In Tournament Manager, click on Export from the menu at the top of the page.
  2. A spreadsheet containing everything that has been uploaded already will be generated and saved to your computer. Open the spreadsheet.
  3. Fill in the cash amounts awarded to each of the professional division players in the "Prize" column.
  4. Highlight all of the cells, including the field names in the top row and copy (Ctrl+C or Command+C).
  5. Return to Tournament Manager and click on Upload from the mmenu at the top of the page.
  6. Follow all of the steps in the Upload Player Data section above, making sure to leave the dropdown menus set to blank for any of the fields that contain no data.
  7. All of your scores and prize payouts should now be uploaded and displaying on the events results page on PDGA.com.

Team/Doubles Formatting for the Official TD Report

As mentioned previously, the TD report that is submitted to the PDGA office will require a different format in order to ensure that it can be imported into Official Results for awarding of points. As usual, it is important that player’s proper names and PDGA numbers are included in order to ensure that they are properly credited with the points they earned at the event.

For the TD report, each player must be listed on their own line just like in a singles event TD Report. Remember that each player must be listed in the division that their Team played in. In order to maintain the correct pairings of the teams, a “Team Column” is added to the left-hand side of the results with a unique “Team” number assigned to both members of each team. See arrow #1 on the sscreenshot #3 below.

Please also note that the team’s payout needs to be split between the two members of the team. See arrow #2 on the screenshot below.

doubles-td-report-screenshot.png

Note: Amateur players playing in a Professional division must decline cash and may receive merchandise or their status will be changed to Professional.

For example: If an MPO player and an MA1 player team up, the team must play in the MPO division, but if the team cashes, the MA1 player must decline cash or lose his Amateur status.

If you have any questions concerning uploading results or submitting a TD Report, please contact the PDGA Tour Manager.