> For the complete documentation index, see [llms.txt](https://uspa-wpr.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://uspa-wpr.gitbook.io/docs/instructions/entries-review.md).

# 4. Entries Review & Export

## Overview

At the **Entry Deadline**:

Open the Entries tab for your tournament in the TMS (manager.tournated.com). Make any necessary changes. (Complete the below What to Review in Entries checklist.) If any changes - i.e. late entries and/or teams changing divisions and/or partner changes -, seeding may be impacted and you must determine updated seeding. (See Step "5. Seeding" Instructions for details.)

## What to Review in Entries

### i) Divisions & Partners are correct

> Note: The TD is advised to notify players affected by changes, if any, whether division changes, division cancellations, etc. Teams must consent to division changes before the TD can make the change in USPA-sanctioned tournaments. Divisions are cancelled if <3 teams. TDs may want to change teams' divisions for competitive balance (WPR ratings and your local knowledge of players' levels are helpful here) or for numbers. Women are permitted to play Men's divisions either as woman/woman teams or as woman/man teams, but do not receive USPA ranking points for matches played in Men's.

* **Change a team's division:** Click the **…** at far right → **Edit** → change **"Select category"**.
* **Change a partner:** Click **… → Edit** → replace the player by entering their **WPR ID** or **WPR‑associated email** in the appropriate field.

  > Note: A player must hold the required **USPA account/membership** for the tournament to be added.
* **Withdraw a team:** Click **… → Withdraw Entry**.

1min video of how to change a partner, as well as how to change teams in an already-made draw (e.g. due to a late entry or withdrawal impacting seedings per "USPA Withdrawal Rules - Section 3.9": <https://padelusa.org/competition/rules-and-regulations/>):

<https://www.loom.com/share/1a4015f0e7354494b3967dae080e3ac7>

### ii) Capacity check

* Ensure total entries **do not exceed** your facility's capacity. If they do, notify **USPA**. (USPA rules & regulations would then determine who qualifies.)

### iii) Late entries (if you accept them at your discretion)

* **Add late entry:** Click **+ Add new Entry** → enter the players' **WPR ID** or **WPR‑associated email** (any player with a WPR profile is retrievable—no extra sync required). (The player needs to provide you their ID or email.)

  > **Payments for late entries** are handled **outside TMS** by the club. You will see **"No Payment"** next to the team; use the orange **"+"** to **manually update** their status for record‑keeping.

2min video on "How to Accept Late Tournament Entries" <https://www.loom.com/share/e0c872c420dc4648a765ba155471f10f>

### iv) Withdrawal & Refund Policy

* Before the registration deadline: Refund the entry fee minus the Stripe processing fee (variable) and the Tournated fee (fixed, $3/team) for that transaction. The team absorbs these fees. Refund = Entry Fee − Stripe Fee (variable) − Tournated Fee ($3/team fixed)
* After the registration deadline: No refunds required, unless the club chooses to make an exception at its own discretion.
* If the tournament is cancelled by the club (e.g. not enough teams to run the event): Refund the full amount to all teams. The club absorbs the Stripe and Tournated fees in this case — no fees are deducted from the players.

How to Process a Refund

1. Open the payment in Stripe and check the "Fee" shown on that transaction, you will see the Stripe processing fee (which is variable).
2. Subtract that fee plus the Tournated fee (fixed, $3/team) from the entry fee paid. Refund the remaining amount to the team. (This applies only to withdrawals made before the registration deadline.)
3. If you are cancelling the tournament (not enough teams to play), refund the full amount — no fees should be deducted in this case.

3min video on "Tracking Tournament Entries in Tournated and Stripe", including how to issue refunds:

<https://www.loom.com/share/76745f58307f450f83fd0e6e525ae6be>

### v) Required draw format per entries

* **Formatting summary:**
  * Minimum 3 teams required to make a draw. <3 teams = cancelled & refunded.
  * **≤ 5 teams:** 1 group (no playoff).
  * **6–7 teams:** 2 groups with **1st Place Playoff** (3rd/5th Place Playoffs optional at TD discretion).
  * **Round robin:** used for **≤ 7** teams.
  * **≥ 8 teams:** **First‑match‑loser consolation** draw format.
  * **USPA 100:** Should follow ^, but more flexibility (confirm with USPA in advance; for instance, the format must offer the same or more matches to play than ^).


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