Community Admin Guide

Creating a Community

1. On your dashboard, click "Create New" in the Communities card.
2. Enter the Community Name (for example "Springfield Pickleball Club"), a description and a location, then create it.
3. You are now the community's admin.

Enter a real town or address as the location. It is used to place your club on the Explore Communities map.

Editing the Details

In the Admin Tools panel, click "Edit Details" to change the name, description, sport, location, avatar and visibility.

Public or Private?

• Public: your community is listed in Explore Communities. Anyone can find it and send a join request, which you approve or deny.
• Private: hidden from Explore. People can only join through an invite link from an admin.

New communities start as Public. Set the Sport too, so people filtering Explore by sport can find you.

Deleting a Community

Under "Danger Zone", click "Delete Community" and type the community's name to confirm. This is permanent and removes its leagues, ladders, teams, posts and reservations.

Invite Links

1. In the Admin Tools panel, under "Invite Link", click "Generate Link".
2. The link appears under "Active Links" with its expiry date (7 days from now).
3. Use the icons next to it:
   • Copy Link copies it so you can paste it into a text, chat or email.
   • Create Invitation Email opens a ready-written email with the link in it. Click "Copy Body Text" or "Open Email App" to send it.
   • Delete Link stops the link working straight away.

Recruitment Flyer

Click "Download Recruitment Flyer" to get a printable PDF with a QR code. Scanning it takes people to your community's page, where they can request to join.

Approving Join Requests

1. Requests appear under "Pending Join Requests" in the Admin Tools panel, with each person's reason for joining.
2. Click "Approve" to add them as a member, or "Deny" to turn them down.
3. They get a notification either way.

Turn on the "New Community Join Requests" notification so you hear about new requests as they arrive.

Adding a Managed Member

1. On the community page, click "Add" in the Members section.
2. Enter their first and last name, and their email if you have it (needed if you want them on your member email list).
3. They appear in the member list with a "Managed" badge. Click "Edit" next to them to change their details later.

Handing the Account Over

1. Click "Transfer" next to the managed member.
2. Copy the claim link and send it to them. It is valid for 7 days.
3. They open it, pick a username and set a password. The account and all its history are now theirs.

Managed members cannot be promoted to admin until they have claimed their account.

Managing Roles

In the Members list on the community page, next to each person:

• Promote makes them an admin, with all the same powers you have.
• Demote turns an admin back into a regular member.
• Remove takes them out of the community.

Having a second admin is a good idea, so someone can approve requests and fix scores when you're away.

Member Email List

1. Click "Member Email List" in the Admin Tools panel.
2. Click "Copy to Clipboard". The list includes members who opted in to community emails, plus managed members with an email address.
3. Paste it into the BCC field of your own email program.

For most announcements, a news feed post is better. It reaches everyone with notifications on, and you can pin it.

Creating a League

Click "Leagues" under Community Activities, then "Create New League". Fill in:

• League Name and an optional description.
• Format: Round Robin (everyone plays everyone) or Single Elimination (a knockout bracket).
• Roster Size: Singles, Doubles or Team.
• Partnering Format (doubles only): Fixed Partner (pairs enter as a team) or Americano (players enter alone and get a new partner each round; Round Robin only, needs at least 4 players).
• Max Participants: up to 25. Watch the warning next to this field; it tells you how many matches the league will create. If you need more, contact support@MySportLeagues.com. Splitting players into divisions (beginner, intermediate, advanced) usually gives a better experience.
• Round Robin Settings: Winner Determined By (Most Wins, Most Points For or Highest Point Differential) and a Tie-Breaker from the same list.

Click "Create League". You can change settings later with the Edit button on the Leagues page, but some are locked once the league has participants or matches.

Running a League, Step by Step

Click "View Details" on your league to open it. The admin buttons change as the league moves along:

1. Registration open. Players can click "Join League" themselves. You can also:
   • "Invite Participants" sends an invite to their dashboard (and a notification if they have Event Invitations on).
   • "Add Participant" puts people (or teams) straight into the league, with nothing for them to do.
2. Close registration. Click "Close Registration" when everyone is in. You can click "Open Registration" to reopen it as long as matches haven't been generated.
3. Generate matches. Click "Generate All Matches" (round robin) or "Generate Bracket" (single elimination). Wait until close to the start date, since you can't add players after this.
4. Play. You or any player in a match can click "Submit Score". Each result updates the leaderboard and posts to the news feed.
5. Single elimination only: when every match in a round is finished, click "Generate Next Round". Players with a bye move on automatically.
6. Finish. When the last match is entered, the champion is crowned with a banner on the league page and a post in the news feed.

Fixing Mistakes

• Wrong score: click "Edit" under a completed match to correct it, or "Delete" to clear the result so it can be entered again.
• Need to add a late player: if no real matches have been played yet, click "Delete Scheduled Matches". This removes the schedule and reopens registration. Add the player, close registration and generate again.
• Delete a league: use the trash button on the league's card on the Leagues page.

Creating a Ladder

1. Click "Ladders" under Community Activities.
2. Create a new ladder and give it a descriptive name (for example "Men's Advanced Pickleball Singles").
3. Choose the Ladder Type: Individual (singles) or Team (doubles pairs or teams).

You can rename or delete a ladder from the Challenge Ladders page.

Ladder Admin Tools

Open the ladder to find these buttons:

• "Invite Players" sends invites to members' dashboards.
• "Add Participant" puts members (or teams) straight onto the ladder. New entries go to the bottom, so add players in seeding order, strongest first.
• "Swap Ranks" swaps two participants' positions to fix errors or adjust seeding. It doesn't count as a match.
• "Remove from Ladder" (the icon next to a player on the Leaderboard) takes them off.
• "Log Match Result" lets you record a match on the players' behalf.
• "Delete Match" is the trash icon next to a match in Recent Matches. On a computer, hover over the match to see it.

Setting Up

Click "Reservation Settings" in the Admin Tools panel.

1. Courts: click "Add" and name each court or field (Court 1, Court 2...). Use the edit and trash icons to rename or remove one.
2. General Settings:
   • Tick "Enable Reservations" to turn booking on for members.
   • Max Future Slots (per user) is how many upcoming reservations each member can hold at once.
   • Max Days in Future is how far ahead members can book.
   • Operating Hours set opening and closing times for each day. These control which times appear on the booking grid.
3. Click "Save Settings".

How Members Use It

Members click "Reservations" under Community Activities, pick a date, click a free 30-minute slot and book up to 2 hours. They can invite other members, who accept or decline from their dashboard, and the booker sees who's coming. Cancelling a booking notifies everyone invited. The Member Guide has the full steps.

Admin Privileges

• Admins are not held to the booking limits (number of reservations or days ahead), which is handy for blocking time for lessons or events well in advance.
• While "Enable Reservations" is off, nobody (admins included) sees the booking grid. Set up your courts and hours first, then turn it on.

Creating a Schedule

1. In "Reservation Settings", click "Add Schedule" in the Open Play Schedules section.
2. Enter a Title and optional description.
3. Tick the Days of Week it repeats on.
4. Choose a Color for it on the booking grid.
5. Set the Start Time and End Time.
6. Select Courts it uses, then click "Save".

Edit or delete a schedule with the icons next to it.

What Members See

• The "Open Play" link under Community Activities shows the weekly schedule.
• On the Reservations grid, each court in the session shows as one coloured block with the session name and counts of who said they're coming and who said no. The courts can't be booked during that time.
• Clicking the block lets members answer "I'm Going" or "Not Going" and see the list of who's coming. One RSVP covers the whole session on that date.

Someone can't find my community in Explore.

Check it is set to Public and has a sport and location (Edit Details). Private communities never show in Explore; send an invite link instead.

An invite link stopped working.

Links expire after 7 days. Generate a new one.

I need to add a player after generating matches.

If no matches have been played, use "Delete Scheduled Matches", add the player, close registration and generate again. Once real results are in, start a new league or add them next season.

A member can't book a court.

Check that "Enable Reservations" is ticked, that operating hours are set for that day, and that the member hasn't hit the Max Future Slots or Max Days in Future limits.

A claim link expired.

Click "Transfer" again to get a new one.