Participants Management

Last updated: January 12, 2026

Participants are the heart of your tournament. MyCup provides tools for managing participants, teams, player rosters, and registration requests throughout your tournament.

Understanding Participants

In MyCup, participants can be:

Individual Participants - Single competitors participating in individual sports (tennis, chess, esports players, etc.)

Teams - Groups of players competing together in team sports (football, basketball, volleyball, etc.)

The participant type is determined by your sport selection or sport configurations (for custom sports). Once set, the system will use the appropriate management interface for your tournament.

Teams and Player Rosters

For team-based sports, each team can have:

  • Team name and logo
  • Team photo (displayed on the team's public page)
  • Contact information
  • Player roster with multiple players
  • Group/bracket assignments

Teams maintain their own player roster where you can add, edit, and manage individual players who are part of that team.

Adding Participants

You can add participants to your tournament in two ways:

Direct Manual Entry

Add participants directly to your tournament:

For Individual Participants:

  1. Navigate to Participants
  2. Click "Add Participant"
  3. Fill in participant details (name, contact info)
  4. Upload photo (optional)
  5. Save

For Teams:

  1. Navigate to Participants > Teams
  2. Click "Add Team"
  3. Fill in team details (name, contact info)
  4. Upload team logo (optional)
  5. Upload team photo (optional) - displayed on the team's public page
  6. Save

Via Registration (Candidates)

Enable public registration or add candidates manually, then convert them to participants. See the Registration Management section below for detailed information.

Managing Player Rosters (Team Sports Only)

For team-based sports, you can manage player rosters within each team:

Adding Players to a Team:

  1. Go to Participants > Teams
  2. Select a team
  3. Click "Manage Roster" or "Players"
  4. Add player information:
    • Player name and number
    • Position/role
    • Photo (optional)
    • Contact information

Roster Management:

  • Add or remove players from the roster
  • Set squad numbers
  • Designate team captain
  • Specify positions (goalkeeper, defender, etc.)
  • Update player information

Registration Management

Enabling Public Registration

Allow participants or teams to register through your tournament website:

To enable registration:

  1. Navigate to Website Settings > Participant Registration tab
  2. Toggle "Participant registration enabled" ON
  3. Configure registration settings (see options below)
  4. Click "Save" to apply changes
  5. The registration form will automatically appear on your public tournament website

Registration Configuration Options:

Basic Settings:

  • Enabled from/to dates (optional) - Set a specific time period when registration is open. Leave empty to keep registration open indefinitely.
  • Add to Top Menu - Display the registration link in your website's main navigation menu for easy access
  • QR Code enabled - Display a QR code on the registration page for easy sharing and mobile access
  • Participants can edit requests - Allow candidates to edit their registration submissions after they submit (must be enabled individually per candidate)
  • Notification Email - Enter an email address to receive notifications when new registrations are submitted

Form Customization:

  • Description - Add custom text/instructions that appear above the registration form to guide participants

Form Fields Configuration:

The following fields can be enabled or disabled based on your needs:

Always Required:

  • Participant/Team Name
  • Contact Name
  • Contact Email

Optional Fields (toggle on/off):

  • Phone Field - Collect contact phone numbers
  • Logo/Photo Upload - Allow participants to upload their logo or photo (requires plan with image uploads feature)
  • Payment Options - Create multiple payment options for participants to choose from:
    • Add payment option titles (e.g., "Full Payment", "Installment Plan")
    • Include descriptions for each option (e.g., "Pay the full amount upfront")
    • Participants select their preferred payment option during registration
  • Additional Information Field - Free-text field where candidates can provide extra details (max 2000 characters)

How Registration Works:

  1. Public Access: The registration form appears on your public tournament website (at /registration or via top menu if enabled)
  2. Submission: Participants fill out and submit the registration form
  3. Email Notifications:
    • Candidate receives confirmation email
    • Admin receives notification (if notification email is configured)
  4. Review: Submissions appear in Participant Candidates page with "Pending" status
  5. Approval: Tournament administrators review and manage candidates
  6. Conversion: Approved candidates are manually converted to participants/teams

Registration Availability:

Registration is available when:

  • "Participant registration enabled" is toggled ON
  • Current date is within the enabled date range (if dates are set)
  • Tournament timezone is used to determine date validation

If registration is disabled or outside the date range, visitors will see a message that registration is not currently available.

Managing Candidates

Candidates are registration requests that need to be reviewed and approved. They can come from two sources:

Public Website Registration:

  • Participants fill out the registration form on your public website
  • Submissions appear in Participant Candidates

Manual Candidate Entry:

  • Navigate to Participant Candidates
  • Click "Add Candidate" to manually create entries
  • Useful for participants who contact you via email, phone, or other channels

All candidates (from public form or manually added) are managed in the same Participant Candidates page.

Candidate Statuses

Each candidate has a status that tracks their registration progress. Understanding these statuses helps you manage the registration workflow effectively:

Pending (Gray)

  • Initial status when a registration is submitted
  • Indicates the candidate is awaiting review
  • Default status for new registrations

Under Review (Blue)

  • Registration is actively being reviewed by administrators
  • Use this to indicate you're processing the application
  • Helps track which candidates need attention

Info Requested (Yellow/Warning)

  • Additional information has been requested from the candidate
  • Set the candidate as "editable" so they can update their registration
  • Add notes explaining what information is needed

Approved (Green)

  • Registration has been approved and meets all requirements
  • Candidate is ready to be converted to a participant/team
  • Final step before conversion

Converted (Primary/Purple)

  • Candidate has been successfully converted to a participant/team
  • This is a final status - candidate cannot be edited further
  • Link to view the created participant/team is available

Rejected (Red)

  • Registration has been rejected
  • Use status notes to document the reason for rejection
  • Consider deleting rejected candidates to keep your list clean

Withdrawn (Gray/Secondary)

  • Candidate has withdrawn their registration voluntarily
  • Can be set manually if candidate contacts you to withdraw
  • Helps maintain a record of withdrawal vs rejection

Status Management Tips:

  • Always add notes when changing status to document your decision
  • Status history is automatically tracked for each candidate
  • Use filters to view candidates by status
  • Keep candidates informed by email about status changes

Converting Candidates to Participants

Important: All candidates must be manually converted to participants/teams by the tournament administrator. This ensures you review and approve each registration before adding them to your tournament.

Conversion process:

  1. Go to Participant Candidates
  2. Review candidate information
  3. Click "Convert to Participant" or "Convert to Team" for approved candidates
  4. Participant/team is added to your tournament
  5. Logo/photo is transferred automatically
  6. Confirmation email is sent to the candidate
  7. Candidate record is removed from the candidates list

To reject a candidate:

  • Simply delete the candidate entry from the list

Candidates remain in the list until you manually convert or delete them. There is no automatic approval process.

Participant Information

Participant Profiles

Each participant (individual or team) has a profile including:

  • Basic information (name, logo/photo, contact)
  • Group/bracket assignments
  • Match schedule
  • Tournament status

Updating Information

You can update participant information at any time:

  • Contact details
  • Logo/photo (and team photo for teams)
  • Player roster (for teams)
  • Additional notes

Visibility on Public Website

Control what's displayed on your tournament website:

  • Show/hide participants on public website
  • Display logos and photos
  • Display team photos on team pages (for teams)
  • Show player rosters (for teams)
  • Tournament results and standings

Common Participant Tasks

Before Tournament Starts

  • Add all participants/teams manually or via registration
  • Verify contact information
  • Assign participants to groups or brackets
  • Build player rosters (for team sports)
  • Conduct team draw if needed

During Tournament

  • Update participant information if needed
  • Add or modify player rosters within rules
  • Track participant progress through phases
  • Manage withdrawals if necessary

After Tournament

  • Review final participant data
  • Archive tournament records
  • Recognize achievements
  • Collect participant feedback

Best Practices

Data Quality

  • Verify contact information upon entry
  • Require email confirmation for registrations
  • Check for duplicate entries
  • Keep records updated throughout the tournament

Organization

  • Use consistent naming conventions
  • Assign participants to groups before generating matches
  • Complete all participant setup before match generation
  • Keep logos/photos at appropriate resolution
  • Use high-quality team photos for better presentation on public pages

Registration Management

  • Set clear registration deadlines
  • Respond to registration requests promptly
  • Communicate clearly with pending applicants
  • Send confirmation emails after approval

Next Steps

Once your participants are added:

  1. Configure Tournament Structure: Set up your tournament phases and assign participants to groups or brackets
  2. Generate Matches: Create your match schedule based on the tournament structure
  3. Customize Website: Enable and configure your public website to display participant information

Your participants are the most important part of your tournament. Keep their information organized and up-to-date for a smooth tournament experience!

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