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 -- or to run surveys such as a tournament satisfaction survey, with star ratings, scales and grids that are summarised for you in charts.

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 one place that you can review, analyse and export as CSV or PDF.

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

For Organizers: Creating Forms#

Step 1: Navigate to Custom Forms#

1. Open your tournament's admin panel
2. In the sidebar, under Team Panel, click Custom Forms

On a plan without Team Panel? The sidebar shows a single Team Panel link with a Premium badge instead of the group's pages. Follow it to compare plans.

This page shows all your forms with their status and dates, who answers them, submission progress, average rating, and actions. The page header counts your Forms and the Responses they have received, and holds the New Custom Form button. While the Team Panel is switched off, team-manager forms carry a note that teams can't see them yet, with a Turn on the Team Panel link.

Step 2: Create a New Form#

Click New Custom Form. A chooser lets you start from:

• Blank form -- no questions yet
• Tournament satisfaction survey -- overall rating, an NPS question, an event grid and two follow-up questions that only show when they apply. It is a link form, anonymous, asking "Your team" and "You are a…"
• Accommodation feedback and Meals feedback -- shown when your tournament uses Hospitality
• Duplicate an existing form -- from this tournament or an earlier season of the same series. Questions and settings are copied; responses are not, dates are cleared, and the copy starts switched off until you turn on Active

Pick one and click Start blank, Use template or Duplicate. Templates are written in your panel language; change any wording in the builder. Nothing is saved until you press Create form.

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
• Single choice for room type preference (Single, Double, Triple)
• Long text (optional) for special requests like accessibility needs

Example: Tournament Satisfaction Survey#

A survey sent to every team after the tournament:

• Star rating -- "Overall, how would you rate the tournament?", flagging answers of 1★ or less
• Scale 1–10 -- "How likely is your team to come back next year?"
• Multi-select with Other -- "Which services did your team use?"
• Grid -- "Rate each part of the venue": Pitch quality, Changing rooms, Catering, Organisation × Poor, Fair, Good, Excellent
• Long text -- "Anything we should improve?"

Form Settings#

The settings sit in five groups at the top of the builder. Each group shows a one-line summary when it is collapsed.

Details

• Form Name -- The title respondents see (e.g., "Meal Planning", "Tournament feedback")
• Description -- Instructions for the people filling out the form. Be specific about what you need

Schedule

• Active -- Off hides the form from everyone, whatever the dates
• Opens on -- Optional. Before this date teams see the form as Opens on 12 Mar, can read the questions but cannot answer, and no reminders go out
• Due date -- Shown to respondents; reminders count down to it
• Stop accepting answers after the due date -- On (the default for new forms) closes the form the day after the due date; respondents can still read what they sent. Off keeps it open and shows it as Open · past due

Dates follow your tournament's time zone. The form's status (Off, Scheduled, Open, Due soon, Open · past due, Closed) shows next to its name in the list and in the builder.

Who answers

• Team managers -- One answer per team, in the Team Panel
• Anyone with the link -- Players, coaches, parents, referees. One answer per person, on your tournament website; works without the Team Panel. You can ask "Your team" (respondents pick their team, so division filters and team breakdowns work), "You are a…" (a list of roles you can rename, which adds a Role filter and NPS by role to Analytics) and an email address. Per-team links give each team its own link with the team already filled in, so a club can forward it to its players and parents; team managers find it in their Team Panel under To share

Who answers cannot change once answers arrive — duplicate the form to start again.

• Audience -- Two choices. Who: Registered (confirmed teams, the default), Leads (teams whose registration is still open) or Registered and leads. Where: All teams, the teams in Selected divisions, or Selected teams you tick by name (with a search box that also matches the division and contact). Each team shows its division; two teams with the same name in one division also show their contact person (or #1, #2). Only those teams see the form, count in the response rate and get reminders. Rejected and withdrawn registrations are never included, and a lead that is confirmed later moves into Registered by itself. For a survey in two languages, add the second language under Languages (below)
• Allow editing -- Team-manager forms only. Teams can change their answers until the form closes. Every edit is kept in the response history. Enable it for information that might change (meal counts, accommodation), disable it for final agreements

Privacy & notifications

• Anonymous answers -- You won't see who sent which answers (Responses show Response #12); you still see which teams haven't answered. Results for groups of fewer than 3 answers are hidden so nobody can be singled out. Once answers arrive this can't be turned off, and you can't add or edit answers on an anonymous form
• Privacy policy link -- Shown under the Send button on link forms. Leave empty to use MyCup's privacy policy
• Email teams when the form opens and Remind teams that haven't answered (a number of days before the due date, and on the due date) -- sent at 09:00 tournament time (turned on in the afternoon, the first email goes the next morning) to team managers who haven't answered, never to teams that answered or before the form opens. Link forms send no automatic emails: share the link or print the QR poster

Languages

• Main language -- The language you write the form in. It starts as your tournament's language
• Other languages -- Add a language to translate the form name, description, every question and its choices. Each text shows next to an empty box; anything you leave empty shows in the main language. Team managers see the copy for the language of their MyCup account, and on link forms visitors see the copy for the website's language. A team manager can switch to another copy with Read in at the top of the form; their answers stay as they are.
• Answers are always stored in the main language, whichever copy the team read, so Responses, Analytics and exports stay in one language. The forms list shows the languages a form has, for example PT · EN

Sharing a Form#

Copy link in the form's header (in the ⋯ menu on a phone) and in the list's ⋯ menu copies:

• for team-manager forms, a link that opens the form in the manager's Team Panel (after signing in)
• for link forms, the public page on your tournament website. Download QR code gives a PNG, and QR poster (A4) (QR poster for venues in the list's ⋯ menu) a printable poster with your tournament logo, for venues and changing rooms. With per-team links on, Download all (CSV) lists every team's own link

To delete a form, open it and choose Delete in the header's ⋯ menu; the form and every response to it are removed.

Building the Questions#

The builder has three parts: the field types on the left, your questions in the middle (shown the way teams will see them), and the settings of the selected question on the right.

• Click a field type to add it at the end, or drag it between two questions
• Drag a question card to move it, or use the arrows on the card
• Click a question to edit its text, helper text and settings; duplicate or delete it from the card
• Click Save changes (Create form on a new form) to save the whole form at once

On a tablet the field types move into the Add question menu under the questions. On a phone, tap a question to open its settings in a sheet at the bottom of the screen.

Form Field Types#

Configuring Each Field#

For every question you can set the Question text, Helper text shown under it, and whether it is Required (marked with * for teams). Depending on the type:

• Dropdown, Single choice, Multi-select -- Add options one by one or paste a list (one per line). Turn on Add “Other” with text box to add an Other option; teams who pick it must type their answer. Multi-select also has minimum / maximum picks and a layout (two columns, list or chips)
• Star rating -- 3 or 5 stars, labels for the low and high end, and whether 0 stars is allowed (tapping the active star again clears it)
• Scale -- Range (from 0 or 1, to 5, 7 or 10), labels for both ends, and whether analytics groups answers into low / mid / high
• Grid -- Rows (the things being rated) and columns (the answers), one answer or several per row, whether the columns are an ordered scale (this adds row averages and a heatmap in Analytics), and whether every row must be answered
• Flag low answers -- On star ratings and scales you can flag a response as an outlier when the answer is at or below a value (for example 1★ or less). Flagged responses are highlighted in Responses so you can follow up
• Report as NPS -- On a 0–10 scale, Analytics shows a Net Promoter Score (−100 to +100): 9–10 are promoters, 7–8 passives, 0–6 detractors

Conditional Questions#

In a question's settings, Show this question only if… adds one or more conditions on earlier questions (for example Q1 is at most 2 stars, or Q6 is No), matched with All of these or Any of these. A rule on a section heading shows or hides everything under it, up to the next section.

• Respondents see the question appear as they answer, with a note "Added because of your answer to question 1"
• A hidden question is never required, and its answer is discarded when the form is sent
• In the builder, conditional questions carry a Conditional chip, and the questions they depend on show Used by Q5. If a rule points at a question you deleted or moved below it, the card shows Rule needs fixing and the question is always shown until you fix it
• Analytics shows Shown to N of M on conditional questions

Text-like types (short text, long text, number, date) can be switched into one another, and so can the choice types, without losing the question.

Changing a form after teams have answered is safe: each response keeps the questions and options as they were when it was submitted, and answers to removed options stay in the record.

Step 3: Review Responses#

Every form has three tabs along the bottom of its header: Form builder, Responses and Analytics. Open them from the form's row in Custom Forms (Edit, Responses or the chart icon for Analytics). They stay available when the Team Panel is switched off: answers already sent are kept, and a note offers to turn the Team Panel back on.

Responses lists every submitted response on the left; click one to read it on the right:

• The answers, shown the way the question asked them (stars, the score on the scale, the picked options, the grid)
• Flagged · outlier when a low answer crossed a question's threshold, with the reason, and Mark as reviewed
• Edited N× when the team changed its answers, with the previous value next to each changed answer
• History -- every submission and edit, who made it and what changed
• Edit answers -- correct a response yourself; your change is recorded in the history next to the team's own answers
• More -- flag a response for review, Archive it (it stays stored but is left out of Analytics) or delete it (the answers and their history are removed, and the team can answer again)

Use the filters at the top for Flagged, Edited, Archived and Not submitted responses, and Outside audience for answers from teams the audience no longer includes (for example a lead, or a division or team you took out). Teams that have not answered are listed with when they were last reminded (automatically or by you) and a Remind button that emails the team's managers a link to the form. Remind N now reminds every team it can reach and names the ones it skipped — teams reminded in the last 24 hours, and teams without a manager email. Add response lets you enter the answers of a team that replied another way, by email or on paper.

On link forms, Responses shows a count of answers by role instead of a response rate, the team and role each person gave, and Response #N instead of a name. Answers sent from the link can't be edited.

Step 4: Analytics#

The Analytics tab summarises the answers:

• Response count out of all teams, the average star rating, the average score, flagged responses and the latest response
• One chart per question: the star distribution, the score histogram (with low / mid / high bands), the share of teams per option for choice questions (multi-select percentages can add up to more than 100%), and a heatmap for grids with the average per row
• Every free-text answer and every Other answer, with the team that gave it

• An NPS card for 0–10 questions reported as NPS, with the split of promoters, passives and detractors
• On link forms, Answers by role and Answers per team (with the average rating and NPS per team)

On link forms the charts count people rather than teams: choice questions show the share of people who picked each option.

Filter the numbers by period, by division, by role, or with flagged responses left out; when some answers come from teams outside the audience, you can include them. Archived responses are never counted. On anonymous forms, groups of fewer than 3 answers show as Fewer than 3 — hidden, and a breakdown where most groups are that small collapses into one line.

Exporting Responses#

Export CSV -- Downloads every submission as a spreadsheet, one column per question (a grid gets one column per row). Other answers include the text the team typed. Teams that haven't submitted are also listed.

Export PDF offers three exports:

• All responses -- Every team in one landscape table, one column per question, with a summary row (averages, totals, the most common answers). You can limit it to the current filter or leave flagged responses out
• Results report -- The analytics as a printable report: the summary numbers, a chart per question, and every Other and free-text answer
• Choose columns… -- The column picker described below, for reports such as meal totals

Export PDF on a single response downloads that team's answers with the response history.

The Choose columns… dialog has two sections:

Form fields -- A table listing every field in the form. For each row you choose:

• Include -- Whether the field appears as a column in the PDF. Ticked by default for every field.
• Column total -- Available only for numeric fields. When ticked, the bottom Total row of the table shows the sum of that column across all submitted responses. Off by default, so totals only appear where you explicitly ask for them. This is the right option when you need things like "total number of meals per type" for a caterer.

The row directly under the column headers (Bulk:) contains a master checkbox for each column. Click the Include master to tick or untick every field's Include in one click, or the Column total master to flip every numeric field's Column total.

Auto-computed columns -- Optional extra columns appended to the right of the table. Both are off by default:

• Number of players per team -- Adds a Players column with each team's roster size, taken from the team's registered players (not from this form's responses). Useful when you want to cross-check form numbers against actual squad size.
• Per-team total of numeric fields -- Adds a Total column summing every numeric field for each team, plus a grand total in the bottom row. Only available when the form contains at least one number field.

Viewing Responses on the Participant Edit Page#

You can also view a team's form responses directly from the participant edit page:

1. Go to Teams & Players in the sidebar
2. Click Manage on a team (or its name)
3. Open the Form Responses tab

This tab shows all forms the team has submitted, with the submission date and who submitted. While the Team Panel is switched off, the tab is marked Off and offers Turn on the Team Panel instead. From here you can:

• Export PDF -- Click the Export PDF action on any row to download that single form response as a PDF
• Export all as PDF -- Click the Export all as PDF button in the tab header to download all of the team's form responses combined into a single PDF document

This is especially useful when reviewing a specific team's information, as you can see their profile, players, staff, documents, and form responses all in one place.

Tracking Submission Progress#

The forms list shows, for each form, its status and dates, who answers (team managers or anyone with the link, anonymous or not), its audience (e.g., Registered · All divisions, Leads · 3 teams) and languages (e.g., PT · EN), submission progress (e.g., "18 / 20 teams", or the number of answers on link forms), the average star rating when the form has one, and when the last response arrived. Progress and the average count only teams in the audience; answers from teams outside it stay in Responses under Outside audience. Filter by Open, Scheduled, Closed or Off, sort the list (Manual order, Newest, Name or Most responses), and drag rows to change the order teams see. The ⋯ menu copies the form's link, downloads its QR code or poster, opens the per-team links, duplicates it, exports it (Export CSV, Export PDF report) or deletes it. Tick several forms to delete them together.

Submission Notifications#

You can receive an email every time a team manager submits or updates a custom form in the Team Panel. Answers on link forms and answers you enter yourself send no email. This is useful when deadlines matter or when you want to follow up with the team right after they respond.

Configure notifications on the Team PanelSettings page, in the Notifications tab:

• Custom form submissions — Turn email notifications on or off.
• Notification Email Addresses — A shared list of up to 3 addresses that receives every enabled team-panel notification (form submissions and, when turned on, document uploads). Type each address and press Enter. The notification is sent to every recipient on every submission.

Each email includes the tournament name, form name, team name, who submitted, and when. A View Response button opens the responses page in your admin panel. The email itself does not include the submitted answers — this keeps the notification short and ensures you always review the latest data in the admin panel.

Notifications fire on:

• The first submission by a team
• Any re-submission, when Allow Editing is enabled on the form

Answers you enter or correct yourself in Responses do not send a notification. The notification is sent in your tournament's configured language.

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#

You see the forms the organiser addressed to your team, in your account's language when the organiser wrote a copy in it.

The list shows each form with:

• Form name and description, the number of questions, about how long it takes, and the due date when there is one
• Status:
  • To fill -- You haven't submitted this form yet
  • Past due -- The due date has passed, but the organiser still accepts answers
  • Opens on 12 Mar -- You can read the questions now and answer from that day (View form)
  • To share -- A survey for your players, staff and families: Copy link copies your team's own link to forward to them
  • Submitted · You can still edit it -- Submitted, but you can update your response
  • Submitted · Locked by the organiser -- Submitted, no further changes allowed
  • Closed -- The form no longer takes answers; you can still read what you sent
• Action button -- "Fill form" for new forms, "Edit response" for submitted ones you can change, "View response" for locked or closed ones

Anonymous forms say so: the organiser sees the answers, never who gave them.

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

If the form is available in more than one language, pick yours with Read in at the top. Switching never clears the answers you have already filled in.

Field Types You May Encounter#

• Text and number fields -- Type your answer
• Date fields -- Pick a date
• Dropdown and single choice -- Pick one option. If you pick Other, type your answer in the box that appears
• Multi-select -- Tick every option that applies
• Star rating -- Tap a star; tap the same star again to clear it
• Scale -- Tap a number (on a phone the numbers wrap into two rows)
• Grid -- Pick an answer in each row. On a phone each row becomes its own row of buttons
• Checkboxes -- Check to agree or confirm

The About this form panel shows how many questions you have answered, and the due date when the organiser set one. If a required answer is missing when you submit, a message at the top lists the questions that need an answer, with links to each one.

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 Locked by the organiser and cannot be changed. View response still shows what you answered.

For Everyone Else: Answering a Link Form#

Link forms open on the tournament website, in the tournament's colours, from a link or a QR code — no account needed.

The form appears in the website's language when the organiser added a copy in it.

1. Pick your team (or "Not with a team") and what you are (player, coach or staff, parent or family, referee…), if the organiser asks
2. Answer the questions. Some appear only after certain answers
3. Press Send answers

Each browser answers once. On a shared phone at the venue, Answer for someone else here starts a fresh answer. Answers can't be changed after sending. Before the form opens, and after it closes, the page says so instead of showing the questions.

Tips for Organizers#

Pick the audience on purpose -- Forms go to registered teams by default. Use Leads for questions before teams commit, a division for age-group logistics, and Selected teams for a question to one or two clubs.

Reach teams in their language -- Add the second language under Languages instead of making a copy of the form; answers stay together, so Analytics and exports cover everyone.

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 set a due date when there is a deadline.

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. For surveys, use Star ratings and Scales for anything you want to average, and a Grid when several things are rated the same way. This keeps the data consistent and gives you charts instead of text to read.

Flag what needs a follow-up -- Set a flag threshold on the questions that matter (e.g., an overall rating of 1★ or less) so unhappy responses come to you instead of hiding in a list.

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, the Results report to share survey results, or Choose columns… with Column total to hand a caterer the exact totals per meal type — no manual summing required.