Creating a new tournament

Most of the guide is the same everywhere. These are the places where Profixio behaves differently depending on the sport or the organisation.

Beach volleyball — copying classes. When you copy an earlier tournament, class codes and birth years are normally shifted forward to the new year. In beach volleyball they are copied unchanged. Check them yourself after copying — in any sport.

Swedish beach volleyball (SVBF) — referee sign-up closed by default. New tournaments in Swedish beach volleyball are created with the referee registration deadline already in the past, so referee sign-up is effectively off. Every other sport gets the team registration deadline as the referee deadline. If you want referees to sign up, set a date in Referee settings.

Swedish wrestling (SBF, brottning) — districts organise tournaments. District administrators create tournaments for their own district, reached from My Profixio the same way a club would. The district's name and address are filled into the invoice details automatically, and Ping Payments is pre-selected as the payment method — you can still switch to Profixio invoices. Swedish wrestling is also the one place where step 4 is a weight-class setup instead of the usual class table.

Norwegian company sport (NBI) — a tighter guide. Only the organisation's own sports are offered in step 1 and the tournament is filed under that organisation, and Ping Payments is fixed as the payment method with no choice in step 6. By default an NBI tournament has teams pick their club from a list rather than typing a name freely, is not marked as international, and shows the number of registered teams and the registrations.

Federation rules. Your federation decides whether it must approve a tournament, whether the dates may overlap the league calendar and whether the organiser may run the event. Check the league calendar and get any permission your federation requires before you publish. In Profixio, the tournament is approved as described under Approval: who may confirm a new tournament.

A Profixio account with a confirmed e-mail address. The new-tournament guide is only reachable when you are signed in and your e-mail address has been verified. Anyone with such an account may start creating a tournament — there is no separate "organiser" role you have to be granted first.

A licence. Every tournament must belong to a club or organisation, and that link is called a licence in Profixio. The licence holds who the organiser is, who gets invoiced, and it collects all of that organiser's tournaments in one history. A licence is free.

• If your club has run a tournament in Profixio before, search for it by name in step 1 and pick it. Using the same licence year after year keeps your tournaments together.
• If your club is new to Profixio, the search will not find you — the licence list only shows organisers that already have at least one tournament. Use Create new and register the club instead. You will be asked for the club name, address, postcode, town, a contact e-mail, an optional invoice e-mail and an organisation number. For Norwegian organisations the organisation number is checked against the Brønnøysund company register and the club name is filled in for you from it.
• The licence holder cannot be changed later from inside the tournament. If you pick the wrong one, contact Profixio support.

Note for brand-new organisers: a licence you create yourself in the guide is not yet cleared for sending e-mail and SMS, and a tournament cannot be published until it is. You can create and set up everything; publishing waits until a federation administrator or Profixio support has enabled the licence. See Publishing the tournament.

You will also be asked to confirm that you are not a robot before the tournament is saved.

The guide is at profixio.com/app/newtournament and is reached from the Create a new tournament card on My Profixio. Six numbered steps are shown across the top.

After step 6 you continue to the overview page, which is where approval and publishing happen.

Step 3 in detail. The fields are the licence holder and organisation number (both shown but not editable), Name, Start, End, Registration opens, Registration deadline, and under contact information an E-mail and a Phone number. Name, start date, end date, registration opening and e-mail are required. The rules the guide enforces:

• The start date cannot be in the past, and the end date cannot be before the start date.
• The registration deadline cannot be earlier than the date registration opens.
• The name must contain the year the tournament starts. If you leave the year out, Profixio adds it to the end for you — Eat Move Sleep Molde becomes Eat Move Sleep Molde 2027.
• The contact e-mail and phone number are shown to participants in several places. The phone number is optional; if you enter one without a country code, the code for the selected country is added.

What the dates mean. Start and End are the first and last playing day, and they are what the match-planning tool builds on. Registration opens is the date from which teams can sign up — before it, the tournament website with its pages and classes is visible but the registration form is not. A tournament administrator can always register a team regardless of the date. After the Registration deadline no new teams can sign up, but existing teams can still change their name, contact person and similar. A separate player deadline governs when squads must be entered; it is set to the same date as the registration deadline unless you copied from a tournament that had no player deadline.

You do not have to finish in one sitting. The tournament exists from the moment you save step 3. If you leave, My Profixio warns "You have tournaments that needs to be completed" and lists each one with an Approved / Not approved and a Published / Not published badge and a Go to the publish page button.

If you run the same tournament every year, step 2 lets you copy the setup from a previous edition instead of typing it in again.

Which tournaments you can copy from. Only tournaments belonging to the same licence as the one you selected in step 1 — in practice your own organisation's earlier editions. They are listed newest first with a search box. You cannot copy from another club's tournament.

What is copied:

• Classes, including their fees, with their registration deadline set to the new tournament's registration deadline. Birth years and class codes are shifted forward by the number of years between the two tournaments, so a class for players born in 2012 in last year's edition becomes a class for players born in 2013. Beach volleyball is the exception — its class codes are copied unchanged. Always look through the copied classes before you publish.
• Services with their descriptions, amounts, comments, and whether they are mandatory or split into options.
• Payment and invoice information: invoice heading name, address, postcode, town, organisation number, tournament web address and currency are always brought across. If the earlier tournament used online card payments, the payment provider, merchant and pay-first setting come across too — and the new tournament is set up not to mention invoices on the registration page, because payment happens online instead.
• The OCR agreement and the bank account number are only copied if the tournament you are copying from used an OCR agreement and you hold settings rights on it. If a colleague set up the previous edition and you did not have access to it, expect to fill the account number in yourself.
• The name is suggested for you with the year swapped, and the player deadline is left blank if the source tournament did not use one.

What is not copied: teams, players, matches, results, referees, website pages and news, venues, and check-in setup. Pages, venues and check-in setup can be copied afterwards from the Copy Pages screen in tournament settings.

Copying is a one-time action performed when you save step 3. Everything it brings across can be edited, added to or deleted afterwards.

A tournament has one public address, and it is built from its short name:

https://www.profixio.com/app/your-tournament-2027

The short name is generated for you when you save step 3 — there is no field for it in the guide. It is made from the tournament name: lower case, spaces and punctuation turned into hyphens, and Nordic letters transliterated (ø and ö become o, æ and å become a, ä becomes e). Since the name always contains the start year by that point, the short name does too. If the short name is already taken by another tournament, a number is added — just before the year when the name ends in a digit, otherwise at the end — until it is unique.

Why the year matters. Both the name and the short name are expected to carry the start year. That is what keeps this year's edition apart from last year's, since every edition is its own tournament with its own address.

Give the link its own page on your club's website, and let it open in a new tab. A link text such as "Click here to register for the tournament!" works well.

Changing the short name afterwards changes the address. Old addresses keep working for one year after the rename, then stop. Contact support if a tournament that has already been advertised needs a different address.

Anyone signed in can create a tournament, but only somebody connected to the organising club or organisation can approve it. This is how Profixio prevents fake tournaments being created in a club's name.

If you already have access to the licence, the tournament is approved the moment you create it and you will not see an approval step at all. That applies if you are registered as an administrator of the licence.

If you do not, the overview page tells you that a user associated with the licence holder must approve the tournament before you can publish it, and lists the people who can approve it, with their role and a button to e-mail each of them. The list is built from:

• administrators registered on the licence,
• district administrators, when the licence belongs to a district,
• the contact e-mail address on the licence itself,
• and, only if you copied an earlier tournament in step 2, the contact address of that one tournament plus anyone who holds tournament-settings permission on it.

You can send each of them an e-mail from the page, or copy the link shown at the bottom and send it yourself. The e-mail states who created the tournament and their address, the organiser name, the tournament name, sport and dates, and links to the same publish page; recipients who do not have a Profixio account are told how to get one first. Whoever opens that link and has the right to approve will see an Approve button.

If the list is empty, the page says so and asks you to contact support — nobody with a verifiable connection to that organiser could be found.

When approving, the approver sees a checkbox offering to also make the person who created the tournament an administrator of the licence. It is ticked by default, and it is normally what you want: it means that person can create and approve the club's tournaments next year without asking again. A few administration pages only become available to the creator after approval.

After approval the status becomes Approved, not published, and shows who approved it and when.

Publishing makes the tournament visible: it appears in Profixio's tournament search and in the Profixio app, and teams can register from the date you set for registration opening. Until you publish, only people you have given access can see it.

The Publish button on the overview page appears when all three of these are true:

1. The tournament is approved.
2. It has no blocking errors — the page lists them, see Checks before you can publish.
3. The licence is enabled for communication. A licence that you created yourself in the guide starts out disabled. A federation administrator for the organisation the tournament belongs to can enable it; otherwise, contact Profixio support to enable it. While it is disabled there is no publish button — even when everything else is in order.

The "contact support" message is generic. When the publish button is missing you are shown the same contact support to enable the licence text whatever the cause: the licence really being disabled, the tournament being too old to publish, or messaging having been blocked for it in the last few days. Do not read it as proof that the licence is the problem. Blocking errors, on the other hand, are listed individually on the same page.

Publishing sends a confirmation e-mail to the person who created the tournament. It summarises the tournament — name, short name, the link to the registration page, sport, first and last playing day and the registration period — and links to the match-planning tool (TXO) together with a list of the people who have access to it.

Publishing does not publish the match programme. New tournaments are created with the match programme hidden on purpose, so you can build the draw before anyone sees it. That is a separate switch in tournament settings, and forgetting it is by far the most common reason an organiser says "my matches have disappeared". Publishing also does not open registration early — that still follows the Registration opens date.

A tournament that has already been played cannot be published. If the end date is more than a month in the past, or the start date more than a year in the past, publishing is blocked. This catches people who copy an old tournament and reuse its dates.

You can hide it again afterwards. Main settings has a Hide this tournament in search results switch, which is the same flag the publish button clears. Use it if you published by mistake.

The overview page continuously checks the tournament and lists what is wrong. Blocking errors must be fixed before the publish button appears; warnings are shown for information and do not stop you.

Blocking:

If you have switched on invoicing for team fees or services, these are blocking too: the invoice heading name, address, postcode, town and account number (the account number is not required when an OCR agreement is used), and a description on every service.

Warnings (do not block publishing):

• No registration deadline is set, or the deadline falls after the tournament ends.
• Registrations are hidden.
• One or more classes are locked.
• Classes are free while you are invoicing team fees, or services are free while you are invoicing services.
• Invoice generation is switched off.

The overview page also lets you correct the most common of these — dates, deadlines, contact number, invoice address and account number — without leaving it.

A new tournament is not blank. The guide applies a set of defaults so that the tournament behaves sensibly from day one. They are all editable afterwards on the settings pages — this is a list of what they are, so nothing takes you by surprise.

Everything the guide sets is applied once, when the tournament is first created. Editing the tournament later never re-applies them.

Pausing. You can leave the guide at any point after step 3 and come back. My Profixio lists your tournaments that are not yet published under "You have tournaments that needs to be completed", each with its approval and publication status and a Go to the publish page button.

Cancelling. Both the guide and the publish page have a Cancel creation of tournament link. It asks you to confirm and then deletes the tournament together with its classes and services.

Deletion is permanent. There is no wastebasket and no undo. Only delete a tournament you genuinely created by mistake.

Deletion is blocked when money is involved. If the tournament has payments that the payment provider has not yet paid out to the club, deletion is refused with an explanation instead of going through. This applies wherever the deletion is attempted, including the older administration pages. Contact Profixio support if a tournament with payments really has to go.

Calling off a tournament that exists but will not be played — as opposed to deleting one created by mistake — is a separate switch on the Main settings page and keeps the tournament and its history intact. That switch only appears once the tournament is approved on an enabled licence and is not long past, so a tournament still stuck in setup can only be deleted, not called off.

Work down this list in order.

1. Is it approved? Open the publish page. If it says the tournament must be approved, ask one of the people listed there to approve it. The page can e-mail them for you.
2. Is it published? Approved, not published means it exists but is hidden from search and from the app. Press Publish.
3. Is there a publish button at all? If not, either there are blocking errors listed on the same page, or your licence is not yet enabled for communication. In the second case a message tells you to contact support to enable the licence.
4. Has registration opened? Before the Registration opens date the tournament website is visible but teams cannot sign up. As tournament administrator you can register a team regardless.
5. Are the classes open? A tournament with no classes, or with all classes made inactive, gives visitors nothing to register into.
6. Are the matches missing rather than the tournament? The match programme is hidden by default on every new tournament and has to be turned off separately in tournament settings. The tournament being published does not publish its fixtures.
7. Are you looking at the right address? A tournament has one address, profixio.com/app/ followed by its short name. Last year's edition is a different tournament with a different address.
8. Check while signed out. Administrators see plenty that the public does not. Use a private window before concluding something is wrong.