Tournament day
Who does what on the day
A tournament day has four kinds of people, and each gets one link that does their job and nothing else. Only the organiser at the desk signs in, and a venue organiser can be invited to run just their own tournament. Everyone else just opens a link — no app, no password. And if the signal drops on the far pitch, scores are kept on the phone and send themselves later.
Who enters the scores: the organiser decides
Before the day, the organiser picks one of three setups:
- Desk only. One person types every score into the Fixtures console. Teams follow the live results on their day sheet.
- Desk and referees or marshals. Each pitch’s referee or marshal records the results on their sheet.
- Desk, referees and team managers. Teams can enter scores too. The first team’s score counts straight away; the other team sees it on their sheet to agree or correct, a different score is flagged for the desk, and a referee’s or the desk’s score overrides a team’s.
Whichever you choose, the desk can always enter or correct any score, and its score is final.
Organisers: team entry is the switch Teams can enter scores (day sheets & match links) in the tournament’s settings. Referees and marshals enter scores only if you make them a sheet (section 1).
1. The organiser at the desk
Running the day for someone else, at your venue? You’ll get an email inviting you to run that tournament only: accept it, sign in with that address, and everything below is yours for that tournament, including the settings the day needs (times, pitches, format and who enters scores), and nothing else in their organisation. The tournament’s name, what’s public, its emails and deleting it stay with them. (Organisers: invite them from the tournament’s Overview, Competition organisers.)
In the week before
- Set the format in the tournament’s settings: Groups, then knockout (Cup / Plate on the day) or Groups only (a qualifier, or a single round-robin). Choose how the pitches are used (each group on its own pitch, or all groups sharing them), Group 1, 2, 3 or A, B, C, and a Games finish by time. Kick-offs land on the 5-minute mark unless you choose To the minute: then a 15-minute game with a 2-minute changeover starts every 17 minutes (10:00, 10:17, 10:34) instead of rounding up to 20.
- Generate and publish the day on the Fixtures tab. Generating makes a draft only you can see; set the groups (move teams between them), each group’s pitch and match length, and any team’s preferred pitch, then generate the fixtures from the groups. Nobody plays two games at once or three in a row, and you’re warned if the day runs past your finish time. Publish Draft puts it live. Your groups are saved, so you can regenerate without redrawing.
- Choose who enters the scores (see above): switch Teams can enter scores on or off in the tournament’s settings.
- Make a referee or marshal sheet per pitch (Overview, Match Day Sheets, Referee / marshal sheets, Create sheet). Copy each link and send it to that pitch’s person. Links last 7 days, so make them in the week of the tournament.
- Check every team has a contact email. Three days before (18:00) each team gets an email with the date, venue, arrival time and the link to its live schedule, and on the morning (07:10) its day sheet. Teams get no other tournament emails: no per-game requests or reminders. Set the arrival time (Presentation Time), venue and your contact details first, because the email uses them. To check who each team’s emails go to, open the Tournament summary and switch on Team contacts (main contact, phone, and anyone else who gets them, such as a coach added as an other contact on the team’s edit page), or Download CSV to compare with your own list. The contacts stay off the printout unless they’re switched on.
- Print the backup schedule. The organisers (not the teams) get a backup schedule email with every game, by time and by pitch, and a version code: after you publish in the last 3 days, at 18:00 the evening before, and at 07:00 if anything changed overnight. Print it for the desk in case phones or signal fail; Email organisers the backup schedule (Overview, Match Day Sheets) sends one now.
- Print the score cards from the Fixtures console as a paper fallback (the printer icon at the top). Choose By pitch first for one sheet per pitch, for that pitch’s marshal.
On the day
Open the tournament and tap Open Fixtures console: every game, by group, with its time and pitch. Scores from the pitches appear here as they come in.
A score you type and Save here is final: it confirms the result and settles any disagreement. As each group finishes, its table settles and, with a knockout, the next round fills itself. Groups running late? Move knockout times shifts the knockout games on.
In a groups-only tournament there’s no next round: the tournament’s Table tab ends with the seeding list, every group winner, then every runner-up, and so on. Teams in the same band are joint (points aren’t compared across groups), ready for the organisers to allocate to later tournaments. Copy gives you the list to paste into an email.
One device can run the whole day on its own: with no signal at all, the console still records every result and fills the next round on that device (the tournament’s Table tab updates too), and catches everyone else up when it reconnects. Sign in and open the console once while you still have signal, before the first game.
Running the desk on a phone or tablet? Use the app:
iPhone app coming soon
2. Referees & pitch marshals
You get one link from the organiser, by text, WhatsApp or email. Open it on your phone: it lists the games on your pitch, in order, with both teams.
When a game finishes, type the score and press Save. That’s it. What you enter is recorded as the official result, so the tables and the next round use it straight away.
Got one wrong? Tap Edit on that game, correct it and save again.
Your link is private: anyone who has it can record results. Please don’t forward it.
3. Team managers
Three days before, you get an email with the date, venue and arrival time, and the link to your team’s Day Sheet: your live schedule. It deliberately doesn’t list the games, because times can change: open the link whenever you need them, and it always shows the latest. On the morning you get the link again.
The Day Sheet has three tabs: My games (each game with its time and pitch), All games (every game in the tournament with its result, so you can see how your group is going) and Tables. It updates by itself every minute; the refresh button at the top fetches the latest straight away.
New rounds appear by themselves: when your group finishes, your next game (semi-final, plate, whichever it is) shows up on the same sheet.
If your organiser has chosen team entry (who enters the scores), type yours after each game and tap the tick beside the score; each game saves on its own. If the other team got there first, their score is already showing: tick to agree, or correct it and the desk will settle it. A result that’s been settled shows as plain text. If not, your sheet says the scores are entered for you, and you simply watch the results come in.
The Day Sheet is private to the team manager and coaches: it says so at the top. Don’t share it with players or parents. For them, tap Share the public page on the sheet: the public tournament page, with fixtures, results and tables and nothing private (section 4).
Every result, not just yours
The Day Sheet’s All games tab lists every game in the tournament by group, with the score as soon as it’s in and your team in bold. So you can see what the teams around you are doing, not just the table.
Other teams’ results reach the sheet within a couple of minutes of being entered; your own games update straight away.
Groups only: the seeding list
For a qualifier, set the format to Groups only. There are no knockouts on the day; when the groups finish, the Table tab ends with the seeding list: all the group winners, then all the runners-up, and so on.
Teams in the same band are joint: groups of different sizes play different numbers of games, so points aren’t compared across groups. The organisers decide who goes on to which finals tournament. Copy puts the list on your clipboard for an email.
Within each group the order is points, then goal difference, goals scored and head-to-head.
4. Parents & supporters
Everything public is at leaguehub365.com: search the Match Centre for the tournament, or use the link your team shares. Fixtures and results update during the day, and the group tables too where the organiser shows them. No sign-in, nothing to install, and nothing private on it.
When the signal drops
Nobody needs to do anything different.
- On a sheet (referee, marshal or team): save the score as normal. It shows Waiting to send and goes by itself when the phone finds signal again, even if the page is closed and reopened. The sheet also opens from the phone with no signal, as it last looked.
- At the desk: the console keeps recording and the next round keeps filling, on that device, with the Table tab updating as you go. Everything syncs when it reconnects.
- If a phone dies: use the printed score cards, then type the results into the console when you can.
A score that was saved offline never overwrites a newer one: if the desk has already entered that game, the desk’s result stands.
Good to know
- The desk has the last word. A score saved in the Fixtures console is final; a referee’s or marshal’s is official; a team’s score counts as soon as it’s entered, and the desk settles any the other team disagrees with.
- Every link is private to its holder. Referee and team links can record results, so they go only to that person or team. Players and parents get the public tournament page instead.
- Teams get two emails, not one per game. The schedule link three days before (18:00) and the day sheet on the morning (07:10). Changed the plan after the first went? Email schedule links now (Overview, Match Day Sheets) sends it again; the link itself always shows the latest.
- Links last 7 days. Referee and marshal sheets made more than a week ahead will have expired; make new ones from the same screen if so.
- No team email, no morning sheet. A team without a contact email isn’t sent one. Add the manager’s email on the team’s page (or a coach as an other contact), then press Email day sheets to all teams (Overview, Match Day Sheets); that team can still follow the day on the public page.
Questions before the day? Reply to any LeagueHub365 email, or contact us — a person reads it.