Creating LTA Custom Competitions

You have the ability to create custom competitions for your venue with the Events module. Here you will be able to set up competition events, such as club competitions. Please note: this is just for registration of the tournament. The software is not available in Clubspark to build draws. You can collect registration fees and contact details of those who register. It is possible to set a capacity for registrations. Once this is met, the system will prevent further registrations for that session. 

We have split this article into 3 sections to help you easily find the relevant section:

• Creating a LTA Custom Competition Event
• Adding a Session to Custom Competition Event
• Deleting a Custom Competition Event

 

Creating a LTA Custom Competition Event

Step 1: In the Events module select the LTA Custom Competition category

Step 2:  Click on 'Create a new event'

Step 3:  Add the details of the event:

Status:  Here you have a choice of the below in the drop down. You can change the status at any time. 

• Hidden: The Event is not available to anyone. Use this setting while you are making changes to avoid confusion
• Public: The Event will be available to all and will appear in search results 
• Direct link only: The Event will not appear in search results, but will be available via direct links 
• Archived: The Event is no longer available at your venue and will be moved into the archived section 

Your reference: This is the code for admin only use- most put the date e.g. TCJune24

Event Name: You can rename this to whatever you choose. It is useful to have a date or distinguishing factor - e.g. Club Summer Tournament 2024

Age level - this is not mandated but more for reference to the people signing up. The session age groups will be validated if entered. 

Description : This is to provide details of the event

Confirmation:  This is what is shown when the person signs up for the event. 

Reminder Emails:  If you set this, the reminder email will be sent in the early hours of the morning, it is useful to provide information on the day, what to bring etc. 

Dates and Times:  This is the date and time for the entire day. You can have different session times which you set once creating the sessions. 
If your event is run over more than one date. You can add one additional date by clicking 'Add date'

Contact Name and Details:  The information here will be included on the confirmation email and website in the Need more information.. so if you don't want to add a phone number, you can leave this blank. 

Venue: This should auto-populate to your venue, but you can add a different venue if needed. 

Policies: This is where you can add the event waiver/terms and conditions. If added, it will be mandatory to agree to at sign up. 

Cover Photo: You can add your own cover photo - it will be a banner image. Recommended dimensions 1800px x 440px. If you leave this blank the default image will show. 

Participant Cancelations and Auto Refund - If enabled, participants can self cancel through their profile before the start date of the event. If you enable auto-refund, you can set how close to the event you wish to provide auto-refund. 


Step 4:  Save event

Adding a Session to Custom Competition Event

After saving the event, this will take you to add new session page. Here is where you add details of the session or sessions. 

Step 1: Click '+ Add new session'

Step 2: Add the session details: 

Status:  This will pull from you event, but you can edit each session individually if you have more then one. 

Activity: Choose an option from the drop down. 

• • LTA Youth Start
  • Adult
  • Junior
  • General Attendees
  • Any
  • Custom Activity - when selected you can add the activity name. E.g. if you want people to opt into joining for lunch or to sell the club merchandise. 

Date: Select the date you are creating this for

Time: Enter Start time

Duration: The length of the session - The range is from 15 minutes to 480 minutes. (480 minutes=8 hours) 

Gender:  Choice of All, Women or Men

You can choose between Singles and Doubles for this event. 

Minimum and Maximum Age:  This is not mandatory but you can choose age groups as a guide

Capacity: This is the max number of participants that can register. Once reached capacity- session will show as Full. 

Cost:  This is the cost of the session - not the full event. You can also add a member cost if appliciable 

Step 3: Select 'Save session', if you want to add another sessions select 'Save and add another session'.

Once you have created your event - you can go back and add more sessions, or delete events as needed. At present you are unable to re-order how the events show on the public page, but this is a feature coming in the near future. 



You can view your event by clicking on 'Direct link': 

This is an example of how the event may look:

 

Deleting a Custom Competition Event

Open the event, click 'Edit event' and  scroll down to 'Cancel event' - If you have people already signed up for your event.  You can write a custom email that will be sent to them to inform them it has been cancelled.