Team Forms

Team Forms allow tournament organizers to create custom forms that teams must complete. Use them to collect any information you need from participating teams -- meal planning, accommodation requests, emergency contacts, tournament agreements, and more.

Real-World Example: Managing Meals and Accommodation

A common use case is collecting meal and accommodation information from teams. Instead of managing this through emails or spreadsheets, you can create dedicated forms that team managers fill out directly in their Team Panel. The responses are collected in a table that you can view and export as CSV.

Here's how to set this up step by step.

For Organizers: Creating Forms

Step 1: Navigate to Custom Forms

1. Go to your tournament dashboard
2. In the sidebar, expand Team Panel and click Custom Forms

This page shows all your forms with their field count, submission progress, status, and actions.

Step 2: Create a New Form

Click New Custom Form to open the form builder.

Example: Meal Planning Form

Here's a practical example -- a form to collect meal counts from each team:

This form uses:

• Number fields for breakfast, lunch, and dinner headcounts (all required)
• Dropdown field for dietary restrictions with predefined options (None, Vegetarian, Vegan, Gluten-Free, Halal)
• A clear description explaining what information is needed and why
• Allow Editing enabled so teams can update their numbers if plans change

Example: Accommodation Request Form

Another form to collect accommodation needs:

This form demonstrates using multiple field types together:

• Number field for the number of people needing accommodation
• Date fields for check-in and check-out dates
• Dropdown field for room type preference (Single, Double, Triple)
• Text field (optional) for special requests like accessibility needs

Form Settings

When creating a form, configure these settings:

• Form Name -- The title teams will see (e.g., "Meal Planning", "Accommodation Request")
• Description -- Instructions for team managers. Be specific about what you need and any deadlines
• Active -- When enabled, teams can view and fill out the form
• Allow Editing -- When enabled, teams can modify their responses after submission. Enable this for information that might change (meal counts, accommodation), disable for final agreements

Form Field Types

Type	Best For	Example
Text	Open-ended answers	Special requests, notes
Number	Quantities, counts	Number of people for meals
Dropdown	Choosing from a set of options	Room type, dietary restrictions
Checkbox	Yes/no confirmations	Agreement acceptance
Date	Dates	Check-in/check-out dates

Configuring Each Field

For every field, you can set:

• Label -- The field name teams will see (e.g., "Number of People for Breakfast")
• Field Type -- Select the appropriate type from the dropdown
• Required -- Toggle on for mandatory fields (marked with * for teams)
• Helper Text -- Additional instructions shown below the field (e.g., "Total number of people who need breakfast, including players and staff")
• Options -- For Dropdown fields only: type each option and press Enter to add it

Step 3: View Responses

Once teams start submitting responses, you can view all submissions in a table:

1. Go to Custom Forms in the sidebar
2. Click View Responses next to the form

The responses table shows:

• Team name -- Which team submitted
• Field values -- Each form field as a column with the team's answer
• Submitted By -- The team manager who submitted
• Submitted At -- When the response was submitted

Exporting Responses

The responses page offers two export options:

Export CSV -- Downloads all submissions as a spreadsheet. Includes all fields, submission status, who submitted, and when. Teams that haven't submitted are also listed. Useful for sharing raw data with vendors or working with the data in a spreadsheet application.

Export PDF -- Generates a formatted, printable PDF document. When you click Export PDF, a dialog lets you select which form fields to include in the export. All fields are selected by default -- use the "Select all" / "Deselect all" toggles or check individual fields. The PDF shows all teams (including those that haven't submitted yet) with their field values in a clean table layout. Useful for printing or sharing as a formatted report.

Tracking Submission Progress

The forms list shows submission progress for each form (e.g., "2 / 20" means 2 out of 20 teams have responded). Teams that haven't submitted yet are shown as "pending."

For Teams: Filling Out Forms

Dashboard Notifications

When your team has pending forms, the Team Panel dashboard shows an alert with the list of forms that need to be completed.

Accessing Forms

1. Log into the Team Panel
2. Click Forms in the sidebar

A badge next to "Forms" shows how many forms still need to be completed.

Forms List

The list shows each form with:

• Form name and description
• Status:
  • Not Started -- You haven't submitted this form yet
  • Completed (Editable) -- Submitted, but you can update your response
  • Completed -- Submitted, no further changes allowed
• Action button -- "Fill Form" for new forms, "Edit Response" for submitted ones

Filling Out a Form

1. Click Fill Form next to the form you want to complete
2. Read the description and instructions at the top
3. Fill in all fields -- required fields are marked with an asterisk (*)
4. Click Submit

Field Types You May Encounter

• Number fields -- Enter a numeric value (e.g., number of people)
• Date fields -- Pick a date using the date picker or type directly
• Dropdown fields -- Select one option from the list
• Text fields -- Type your answer freely
• Checkboxes -- Check to agree or confirm

Editing a Response

If the organizer has enabled editing:

1. Go to Forms in the sidebar
2. Click Edit Response next to the form
3. Your previous answers are pre-filled
4. Make your changes
5. Click Update Response

If editing is not allowed, the form shows as "Completed" and cannot be changed.

Tips for Organizers

Keep forms focused -- Create separate forms for different topics. A "Meal Planning" form and an "Accommodation Request" form are easier to manage than one combined form.

Write clear descriptions -- Tell teams exactly what you need, why you need it, and mention any deadlines. For example: "Submit this form at least 2 weeks before the tournament starts."

Use helper text -- Add hints below fields to clarify what's expected. For example: "Total number of people who need breakfast (players + staff)"

Choose the right field types -- Use Number fields for counts (not Text), Dropdown for limited choices, and Date fields for dates. This keeps the data consistent and easier to work with.

Enable editing when appropriate -- For information that might change (meal counts, accommodation dates), allow teams to edit their responses. For final agreements or contracts, disable editing.

Export and share -- Use the CSV export to share raw data with vendors, or the PDF export for a clean printable report. The PDF export lets you pick specific fields, so you can create focused reports (e.g., only meal counts for the caterer).