Club Admin Manual
Everything you need to know about managing your club, events, enrollments, and payments on PickLM.
Getting Started
Set up your club, add members, and understand your admin capabilities.
Creating a Club
Create your club, set location, add courts, and invite members. Your club is the hub for all your events.
Managing Members
Add members to your club. Members can be enrolled in tournaments, leagues, and quick play sessions you organize.
Roles & Permissions
Club admins can create and manage events, enroll players, view payment status, and waive pending payments. Only super admins (PickLM team) can refund completed payments.
Event Management
Create and manage different types of events for your club members.
Tournaments
Create single/double elimination or round robin tournaments. Set entry fee, max players/teams, registration deadline. Supports singles, doubles, and mixed doubles.
Leagues
Create round robin or flight ladder leagues with weekly sessions. Set max participants, entry fee, and session schedule. Auto-scheduling and standings tracking.
Quick Play Sessions
Create casual play sessions. Set date, time, max players/teams, and entry fee. Supports singles, doubles, rotating partner round robin, fixed partner round robin, and king of the court.
Enrollment Management
Master how to add players, manage teams, handle payments, and track enrollment statuses.
Adding Players & Teams
Singles Events
Select one or more players from your club member list. Use the search bar to filter. Select all or pick individually. Capacity is enforced — you cannot exceed max players.
Doubles Events
Select Player 1 and Player 2 from your club member list. Optionally set a team name. Both players are enrolled as a team.
Quick Play
Add individual players or teams (for fixed partner format). Search by name or username.
Payment Behavior (Important!)
Payment handling varies based on whether the event is free or paid. When you add a player to a paid event, they will receive a payment link. Their enrollment is confirmed only after they complete the payment.
| Action | Free Event | Paid Event |
|---|---|---|
| Player self-enrolls | Immediately confirmed | Payment link sent, confirmed after payment |
| Admin adds player | Immediately confirmed | Payment link sent to player, confirmed after payment |
| Admin waives payment | N/A | Waive individual or all pending payments from admin dashboard |
| Admin refunds payment | N/A | Only super admin can refund (from PickLM admin dashboard) |
| Admin resends payment link | N/A | Only super admin can resend (from PickLM admin dashboard) |
Split Payment
For doubles events with entry fee, you can enable split payment
Each player pays half the entry fee
Both players must pay before the team enrollment is confirmed
"Pay for Partner" option lets one player pay for both
Enrollment Statuses
Understand what each enrollment status means and what action players or admins can take.
Player confirmed and payment complete (or free event)
Awaiting admin approval
Payment link sent, waiting for payment
One player paid, waiting for partner
Player enrolled in doubles but needs a partner
Admin-added and confirmed
Enrollment rejected by admin
Player withdrew from event
Admin Actions per Event Type
Different event types support different admin actions for managing enrollments.
| Action | Tournament | League | Quick Play |
|---|---|---|---|
| Approve enrollment | ✓ | ✓ | Auto (RSVP-based) |
| Remove player | ✓ | ✓ | ✓ |
| Assign partner | Yes (doubles) | Yes (doubles) | No |
| Swap partner | Yes (doubles) | No | No |
| Remove partner | Yes (doubles) | No | No |
| Edit team name | Yes | No | No |
| Auto-pair seeking players | Yes (doubles) | Yes (doubles) | No |
Payment System
Master payment collection, tracking, and refunds.
Entry Fee Setup
Set entry fee when creating the event. Supports any amount in your local currency. Leave at 0 for free events.
Payment Links
When players enroll in paid events, they receive a secure payment link. Links are unique per enrollment and expire after the event.
Payment Tracking
View payment status for each enrollment directly in the enrollment management screen. See who has paid, who is pending, and payment amounts.
Refunds & Waivers
Club admins can waive pending payments individually or all at once before the event starts. Only super admins can refund completed payments.
Starting Events
Learn how to start events and manage pre-event validation.
Start Options
Start Now
Updates the event's start time to the current time, preserving the original duration. The end time shifts accordingly so the event maintains its scheduled length.
Change Start Time
Pick a custom start time. The end time automatically adjusts to maintain the original event duration.
Available For
Quick Play, Tournaments, and Leagues — all event types support custom start times.
Pre-Start Payment Validation
Events with entry fees cannot be started if there are pending payments
An error dialog shows which players/teams have pending payments
Options to resolve: collect payments, or use "Waive All" to waive all pending payments at once
Applies to all event types: Quick Play, Tournament, League, and League Sessions
Score Entry & Verification
Score verification depends on who enters the scores and the event type.
| Who Enters Score | Verification | Notes |
|---|---|---|
| Organizer | Auto-verified | Organizer is trusted, match is immediately completed |
| Player (Team) | Team score auto-verified, opposing team must verify | Match marked complete only when both teams verify |
| Organizer (Bulk, Quick Play) | All auto-verified | Organizer can submit all scores for current round at once |
Event Cards & Display
Understanding what event cards show at a glance.
Duration Display
Shows approximate event duration (e.g., '2h', '1h 30m') calculated from start and end times. Helps players plan their schedule.
Team & Player Counts
For doubles formats, cards show team counts (e.g., '5/5 teams') instead of player counts. For singles, shows individual player enrollment.
Real-Time Status
Shows 'Started 2h ago' for in-progress events and countdown timers for upcoming events. Players know at a glance if an event is live.
Registration Deadline
Displays as expired once the event has started. Players see the deadline clearly before registration closes.
Tips & Best Practices
Proven strategies for smooth event management.
- Set registration deadlines for tournaments to ensure enrollment closes before the event starts
- Use the auto-pair feature for doubles events when multiple players are seeking partners
- Monitor the enrollment screen regularly — pending enrollments need your approval
- For paid events, remind players to complete payment before the event date
- Use split payment for doubles events to make it fair for both players
- Check the "Pending" count in the enrollment header to see how many enrollments need attention
- Use "Waive All" to quickly clear pending payments before starting an event
- Start your event with "Start Now" — the end time will automatically adjust to preserve the original duration
- For doubles events, the enrollment screen shows teams instead of individual players for clearer management
- Event cards show duration and real-time status so players know at a glance how long events run
Ready to manage your club?
Request an invitation and start creating tournaments, leagues, and quick play sessions for your club members.
Request Invitation