Getting started: the order things happen in
The end-to-end setup sequence and which step depends on which — read this first.
STMS follows the real order a tournament runs in. Most screens depend on something set up earlier — if a page says "generate the draw first" or a sidebar item shows Needs a tournament, a step below hasn't been done yet.
The main sequence
Do these in order. Each step lists what it needs.
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1
Create the tournament Org admin
Name, dates, registration deadline, and at least one venue. Add the entry fee and rules PDF now if you have them.
Needs: Nothing — this is the starting point.
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2
Add games & events Org admin / host
One row per game, category and age group (e.g. Football · Boys · U-19). Choose the format and set the eligibility rules.
Needs: Step 1 (events belong to a tournament).
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3
Share the registration link Org admin / host
Copy the link from Institute Registration and send it to institutes. Until the registration deadline passes, the tournament is also listed on the public "Browse open tournaments" page.
Needs: Step 1. Do step 2 first too, or institutes will have no events to enter.
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4
Institutes register Institute / coach
Fill in the form and upload the signed authorization letter. This creates the institute's login.
Needs: The link from step 3.
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5
Approve institutes Org admin / host
Check each authorization letter, then Approve or Reject (with a reason).
Needs: Step 4. Until approved, an institute cannot add teams.
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6
Enter teams & players Institute / coach
Add a team for each event, then its players (one by one or by Excel/CSV). Eligibility rules are checked as players are saved.
Needs: Step 2 (events to enter) and step 5 (approved).
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7
Generate the draw Org admin / host
Per event: order the seed list, then generate a knockout bracket or a league schedule. Athletics events generate heats/flights instead.
Needs: Step 6 — every team that will play must be entered first. Re-generating later wipes the fixtures.
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8
Add officials Org admin / host
Create referee/scorer logins. Officials then mark the dates they are unavailable.
Needs: Step 1. Can be done any time before scheduling.
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9
Schedule matches Org admin / host
Give each match a date, time and ground (or auto-schedule them all), then assign a referee and scorer.
Needs: Step 7 (matches exist), venues from step 1, officials from step 8.
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10
Record results Referee / scorer
The assigned referee or scorer enters each result from their dashboard. Knockout winners move into the next round automatically.
Needs: Step 9 — an official only sees matches they are assigned to.
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11
Reports & certificates Org admin / host
Download the winners list, medal tally and NAAC report. Set the logos and signatories, then generate certificates.
Needs: Step 10 — medals only count for events with decided results.
Things that run alongside
These don't block the main sequence and can be done any time after the step shown:
| Feature | Available after | Notes |
|---|---|---|
| Entry fees | Step 1 (set the fee) and step 5 (approved institutes) | Record payments as they come in; receipts download any time. |
| Accommodation, transport, food coupons | Step 5 | Institutes request; the host approves and assigns rooms. |
| Kit distribution | Step 6 | Ticked per player on the team roster by the host. |
| Official availability | Step 8 | Each official marks their own unavailable dates. |
| Public microsite | Step 2 | Publish whenever you're ready for spectators to see the fixtures and results. |
| Athletics events | Step 6 | Replace steps 7–10 with heats/flights for track & field events. |
| Institute Directory | Before step 3 (recommended) | List your institutes once, so they pick themselves from a dropdown when registering. |
| Road Races | Anytime — separate from tournaments | Public fun runs and marathons with their own registration. |
Where to start, by role
Org admin
- Your organization already exists (created at sign-up, or by the platform admin).
- Recommended first step: list your institutes in the Institute Directory (bulk upload works).
- Optional: create logins for any other admins and officials under Users.
- Then follow the main sequence from step 1.
Host institute
- An institute can run its own tournament once the org admin has granted it hosting rights. Being approved for someone else's tournament isn't enough.
- After that, + Host a tournament appears on your dashboard. You then do steps 1–11 for your own tournament, exactly like an org admin.
Institute / coach
- You start at step 4. Open the registration link you were sent, or find the tournament through Browse open tournaments on the login page.
- Wait for approval (your dashboard shows the status), then do step 6.
- From step 7 on, your dashboard's My events card links to the draw, schedule and results of every event you've entered (view-only).
- Registering for a second tournament while logged in reuses your existing account.
Referee / scorer
- Your login is created by the org admin or host.
- First mark the dates you're not available (My availability).
- Your dashboard then lists every match you're assigned to, with Enter result buttons (step 10).
Try it with demo data
STMS includes ready-made demo data so you can explore every feature before running a real tournament. Everything in it is labelled DEMO.
- DEMO — Inter-College Sports Fest 2025: a finished tournament with all results, medal tally, certificates and paid fees.
- DEMO — Inter-College Sports Fest 2026: a tournament in progress, with some results in, some matches today, and pending fees and requests.
- DEMO — MKSSS Run 2026: a public road race with 44 registered runners and teams.
Ask your organization's admin for the demo logins.
Tip: every screen has a Help link in its top-right corner that opens the matching article.