Tournament settings

All the settings pages require the tournament settings permission for the tournament you are working on. Two groups have it:

• Tournament administrators. They are given the full set of tournament permissions automatically, including tournament settings. If you can administer the tournament at all, you can open its settings.
• Anyone given a permission group for that tournament that includes the tournament-settings permission. This is done on the tournament's user-access page, and it is how an organiser lets a colleague edit settings without making them a full administrator.

Being a club administrator or a team leader is never enough. Those roles work inside the registration that the settings define; they cannot change the definition.

A few things are restricted further:

• Player Settings only exists for tournaments that keep their own player list. Tournaments that take players from a central person registry do not have the page at all, and the menu item is not shown.
• Referee settings needs the referee-admin permission instead. Tournament-settings permission does not give you that page.
• Invoice settings is shown in the menu to people with the economy permission. Give the tournament-settings permission only to people you trust with invoicing.
• Deleting the tournament (a button in the Main Settings sidebar) requires federation-admin permission, and is blocked while the tournament has unsettled online payments.
• A handful of individual fields are restricted to federation-level administrators of the tournament's own organisation, or are changed by contacting Profixio support. They are noted where they appear.

If a settings page opens but a specific field you were told about is missing, it is almost always one of these restrictions rather than a fault.

Main Settings holds the tournament's identity and the settings that do not belong to any one registration form. It is grouped into Tournament Data, Sport Settings, Email Settings, and — for some organisations — Ads.

A gap in the page is usually deliberate. The name, e-mail, website, phone, cancel and hide-in-search fields are only shown while the tournament is live enough to communicate: they disappear on tournaments that ended more than a month ago, started more than a year ago, are not approved, are deactivated, or belong to a customer account without communication enabled. On an old tournament, Main Settings will look surprisingly empty.

One save has a side effect. If you change where players come from to the tournament's own player list, Profixio copies the existing team rosters into the player list and tells you how many players were copied.

The Deadlines page holds every date the tournament runs on, in four groups — Tournament Dates, General Deadlines, deadlines for the registration and services invoices, and the reminder setting. A timeline in the sidebar shows the same dates visually.

What each deadline actually blocks. Deadlines only bind the club and team side. Anyone with team-edit permission in the tournament (that is, the organiser) works past them — with one exception, noted below.

• After the team registration deadline: no new teams, no deleting a team, no changing a team's class, and — in league play, where the federation has enabled it — no renaming a team. In league play, deleting a team that already has matches is blocked by this deadline even for the organiser.
• After the services deadline: teams can no longer order or change services and accommodation.
• After the player deadline: team leaders can no longer edit the player list.

The dates can lock. Once a tournament is finished and has registered team payments, the Tournament Dates and General Deadlines fields are greyed out, with the explanation "The tournament is finished and has registered payments, so the dates can no longer be changed. Create a new tournament for the next season." This is intentional: reopening a paid, finished tournament rather than creating the next edition causes accounting problems.

There is no per-team or per-club deadline extension. The only extension mechanism is the extended team registration deadline, and it applies to everyone.

Club settings decide whether the tournament works with clubs at all, and what the club step of the registration asks for. It is a single section, Club Fields.

Most of the fields are three-way choices rather than on/off: Hide (do not ask), Show (ask, optional) or Required (ask, must be filled in).

Taken together, the two switches give three ways to run the club step. With both off (the default), teams can pick a club from the register or type a club name of their own. With Club must be picked from the register on, only clubs found in the register can be chosen. With "No registration of club" on, no club is registered at all, only the team name — and a member price cannot be used, because whether a team pays the member or the non-member price depends on its club being in the register.

The first time this page is opened on an older tournament, Profixio creates the club configuration and — if the tournament previously required a club contact address — pre-fills contact name, e-mail, mobile and address as required, and phone as optional. If those look stricter than you expected on an old tournament, that is why; change them and save.

Team settings controls the team registration form and what a team leader may do afterwards. The page is built from several sections: Team Fields, Team Details Fields, Club transport (only for some federations), Team Messages, Team extra fields, a copy action for extra fields, and Team documents.

As on the club page, several fields are three-way: Hide, Show or Required.

Copying custom questions. District and federation administrators of the tournament's own organisation also get a "Copy extra fields to other tournaments" section here. It overwrites the target's custom questions completely — see the section on custom questions before using it.

Player Settings controls what the player form asks for and whether players are visible at all. The page only exists for tournaments that keep their own player list. Tournaments whose players come from a central person registry — which includes several federations and sports by default — do not have the page or the menu item.

Below the settings, the page has an Extra fields for players section — the custom-question builder for players, described in its own section on this page.

Whether players can still be edited at a given moment is a deadline question, not a settings question: the player deadline on the Deadlines page is what closes the player list to team leaders.

A tournament can ask each team to upload documents — an insurance certificate, a signed rules acceptance, a passport copy, whatever the tournament needs. You define the document types; the teams supply the files.

The list lives in the Team documents section at the bottom of Team settings, under the heading "Team document uploads".

To add a document type: use "Add team document" and fill in

Each row in the list can be edited, moved up, moved down, or deleted. The order you set is the order the teams see. Deleting a document type asks for confirmation first — "Are you sure you want to delete this document?"

Good practice:

• Name the document the way a team leader would recognise it, not the way your archive does.
• Use the description to say what format you accept and what has to be visible in the file. Teams cannot ask a follow-up question inside the upload step.
• Only mark a document mandatory if you actually intend to chase teams who do not deliver it.
• Add the document types before registration opens. Adding a mandatory document after teams have registered means going back to teams that thought they were finished.

Some federations let the organiser sell transport to and from the tournament, priced per person for a round trip. When the federation has this enabled, a Club transport section appears inside Team settings.

It has one switch, "Offer transport". Turn it on and the section expands into one price field per transport mode, each with the placeholder "Price per person, round trip". Fill in the modes you actually offer and leave the rest empty. Prices must be zero or higher. The section has its own Save button, separate from the page's main save — press it, and you get a "Saved" confirmation.

Two things to know:

• The section is not available to everyone. It only appears for organisations where the federation has switched club transport on. If you expected it and it is not there, that is a federation-level decision, not something you can enable in the tournament.
• It is a separate permission check. Even inside the settings page, saving transport prices requires being an administrator of that tournament.

Transport that teams state on their own registration (how they are travelling) is a different setting — that is the how-the-team-travels question in Team settings, and it only records an answer. Club transport is the priced offer.

When the built-in registration fields do not cover something your tournament needs to know, you can add your own questions. They appear on the registration form and the answers follow the team or player.

The builder is embedded as a section on two pages: Team extra fields on Team settings (questions asked of each team) and Extra fields for players on Player Settings (questions asked of each player). Referee questions are configured on the referee settings page instead.

Field types you can create:

Each field has a label, can be marked required, and — for the list types — carries its own list of options, one of which can be pre-selected as the default. Fields are reordered by dragging them; the order you leave them in is the order participants see.

Two things that will bite you if you do not know them:

• The question text is the identity of the question. Renaming a question after answers exist effectively creates a new, empty question and orphans the old answers. If you need to reword a question, do it before registration opens.
• Export the answers before you delete a question. Answers are shown with their question and disappear from view when it is deleted.

Copying questions between tournaments. District and federation administrators can copy a set of team questions from one tournament to others of the same organisation, from the "Copy extra fields to other tournaments" section on Team settings. This replaces the target's questions completely — it is not a merge. Any custom questions the target already had are lost, along with the link to their answers. Only use it on tournaments that have no questions of their own yet, and never after registration has opened on the target.

When you set up this year's edition of a recurring tournament, you do not have to rebuild the website and the venues by hand. The Copy Pages screen copies them from a previous edition. It has its own Copy Pages item in the website group of the tournament administration menu, and is also linked from the website menu editor as "Copy menus/pages from another year".

What you can copy from a chosen tournament — three separate buttons, each with its own confirmation:

You can also preview a source tournament and copy a single page, a single venue or a single check-in facility instead of the whole set. When you copy a single check-in facility on its own, its links to meal facilities and to a venue are cleared, because the things they pointed at were not copied with it — reconnect them afterwards.

Which tournaments you can copy from. The list shows other tournaments belonging to the same organiser account as this one — in practice, your own earlier editions — newest first, up to 20 of them, with a search box when there are more than six. If the list is empty you get "Sorry. No tournaments in your license to copy from", which means Profixio does not see any other tournament under the same account.

Starting over. The same screen has a red "Click here to delete all pages/articles" action. It asks "Delete all pages and articles?" and warns "This will delete every page and news article in this tournament, except the front-page hero image." There is no undo. Use it when a copy went wrong and you want a clean slate, not as routine housekeeping.

What does not come across. Copying pages does not copy classes, fees, services, deadlines, teams, matches, or any of the settings on the other settings pages. Images inside copied pages keep pointing at the same stored image, so editing an image in the new tournament does not change the old one, but deleting the original image affects both.

Most settings questions arrive as "something is missing". Work down this list before looking for a fault.

"Teams cannot register." Check, in this order: the registration opening date has passed; the registration deadline (or the later extended deadline, if one is set) has not; the tournament is not marked cancelled; the maximum number of teams has not been reached.

"A team cannot change its class / delete itself." The registration deadline has passed. That is the same deadline that closes new registration, and it also freezes class changes and deletion. Set an extended deadline if you want to reopen it for everyone; there is no per-team exception.

"A team cannot order accommodation any more." The services deadline has passed.

"A team leader cannot edit the players." Either the player deadline has passed, or player registration is switched off for the tournament, or the tournament takes its players from a central registry rather than its own list.

"The number of registered teams shows as 0." Either the registered-team list is hidden entirely, or the tournament has fewer teams than the threshold that has to be reached before the count is shown. Tournaments created through the ordinary new-tournament flow start with that threshold at 10.

"Our fixtures are not public." The match programme is hidden on Main Settings. That is a separate switch from publishing the tournament to search and the app.

"The tournament cannot be found in search or in the app." "Hide this tournament in search results" is on, or the tournament is not approved yet.

"The Player Settings menu item is missing." The tournament does not use its own player list. This is normal for several federations and sports.

"The name and contact fields have disappeared from Main Settings." The tournament has ended (more than a month ago), started more than a year ago, is deactivated, is not approved, or belongs to an account without communication enabled. Those fields are only editable while the tournament is live.

"A colleague cannot open the settings." They need the tournament-settings permission, granted on the tournament's user-access page. Being a club administrator or team leader does not give it.

Not every tournament sees the same settings. The differences are driven by the sport, the owning federation, and the customer account — not by anything the organiser can toggle.

Player Settings may not exist. Whether a tournament keeps its own player list or takes players from a central person registry is decided automatically. Tournaments in beach volleyball (SVB), table tennis (BT), water polo (VP), beach water polo (BVP) and padel (PA), and tournaments belonging to a number of federations — among them SBBF, SBF, SHF, NFF, FIB, SRF and VA — default to the central registry, and then there is no Player Settings page. The same applies to NBI and NRF tournaments where players already exist in the national member registry and no local players have been added. Of the affected federations, only district and federation administrators in Bedriftsidretten can override it themselves, in that federation's own tournaments.

Club transport only appears where the federation has enabled it. It is a per-organisation feature, not a per-tournament one.

Ads only appear where the federation has ad units. The federation ads switch is hidden entirely unless the owning federation has banner units configured, and even then it is shown to federation administrators.

The player deadline is hidden for league play. In series run as Profixio leagues, the player deadline is governed by the series rather than by the individual tournament, so the field is not offered.

Team renaming after the deadline is only blocked in league play where the federation has configured it that way.

Section help texts differ per installation. Each settings section can carry an explanatory note that a federation maintains itself through the translation tool. If your Profixio shows guidance that this page does not mention, that note is your federation's, and it takes precedence over the generic description here.

Everything else on the settings pages is set per tournament. If your federation expects every tournament to require licensed players, to demand a specific team document, or to ask a particular custom question, set that on each tournament.