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Pickleball Tournament Day Checklist for Organisers
By The PB ScoreKeeper PRO Team, Pickleball tournament software team · Last reviewed 2026-07-10
Use this tournament day checklist to run a smooth pickleball event: lock the roster and format, set your courts and scoring rules, seed the draw, build the schedule, print score sheets, share a live results link, and export a report once the medals are decided.
A smooth event is mostly decided before the first serve. Work through this checklist in order and the day runs itself: players know where to be, scores flow in live, and you can share results the moment the final is done.
Key takeaways
- Lock the roster, format, courts, and scoring rules before the day.
- Seed the draw and build a timed schedule so courts run in parallel.
- Print score sheets and share a live results link so players can follow along.
- Export a PDF report and CSV once the medals are decided.
Before the day
- Confirm the roster and format. Lock exactly who is playing and pick the format (round-robin, pools plus playoffs, Snakes & Ladders, or Mexicano). The schedule math depends on a fixed count.
- Set courts and scoring rules. Enter how many courts you have and set the win score, rally vs side-out, and win-by-2 so everything is ready to score.
- Seed the draw. Turn on Seed by rating to spread strong players across pools or set the starting ladder. Sync ratings first so the seeding is current.
- Save it as a plan. Build the event ahead of time and save it as a plan, so on the day you just open it and start scoring.
On the day
- Print or share score sheets. Hand each court a score sheet to record on, or let players enter scores from their private link.
- Share the live results link. Post the public share link so players and spectators can follow standings and brackets without an account.
- Text players their private link. If you have mobile numbers on your saved players, text each player their own private link so they can follow their matches and, if you allow it, enter their own scores. Every text carries a reply STOP to opt out line and skips anyone who has opted out.
- Score every match live. Record results as matches finish so standings, brackets, and playoff slots update in real time.
- Handle a drop-out with Replace player. If someone withdraws mid-event, swap in a substitute one-for-one: the newcomer inherits the spot, schedule, and recorded scores, a preview shows exactly what will change before you confirm, and you can send them their own private link on the spot.
After the final
- Confirm the podium and any end-of-event awards.
- Export a PDF report with the schedule, standings, and podium.
- Export a CSV if you need the raw results in a spreadsheet.
- Share the final results link so everyone has the record.
- Send each player their recap; players who have verified a mobile number and opted in can get it by text as well as email.
Build it the night before: The single biggest time-saver is setting the event up as a plan in advance. On the day you open it, share the link, and start scoring, no setup under pressure.
Plan your next event end to end, try the demo
Frequently asked questions
What should I set up before a pickleball tournament?
Confirm the roster and format, set your courts and scoring rules, seed the draw, and save it as a plan. Doing this in advance means you can start scoring the moment players arrive.
How do players follow the scores during the event?
Share the public results link. Players and spectators can watch standings and brackets update live without creating an account, and you can let players enter their own scores from a private link.
What should I do once the event finishes?
Confirm the podium and awards, then export a PDF report and a CSV of the results, and share the final link so everyone has the record.
Can I text players their links and recaps?
Yes. If you have a player's mobile number saved and you're on a phone or tablet, a Text button opens your device's Messages app with their private link ready to send from your own number (on a computer, use Copy or Share instead). Separately, players who verify a mobile number and opt in can receive their event recap by text as well as by email; those recap texts include a reply STOP to opt out line, and anyone who has opted out is skipped automatically.
Related guides
Run pickleball tournaments and leagues on PB ScoreKeeper PRO.