Getting players registered shouldn't be harder than running the tournament itself. But for many clubs, it is — email chains, manual spreadsheets, chasing bank transfers, and a chaotic entry list on the morning of the event.
Online registration solves this. Players sign up and pay in one step. You get a confirmed, paid list before the event.
The Old Way vs Online
The Old Way
- Players email you to enter
- You add them to a spreadsheet
- You send bank details
- Some pay immediately, some don't
- You send reminders
- Some pay on the day (or not at all)
- You don't have a confirmed list until the event starts
- No-shows cost you money
Online Registration
- Players visit your tournament page
- They select their category
- They pay instantly (card/digital wallet)
- You see a confirmed, paid entry
- Repeat until entries close
- You have a final list days before the event
Less admin, fewer no-shows, guaranteed payment.
Why Online Payments Matter
Confirmation
A paid entry is a committed player. Free registration invites people to "sign up and decide later." Many don't show.
Reduced No-Shows
Players who pay are significantly more likely to turn up. They've invested.
Cash Flow
You receive payment before the event. No chasing bank transfers afterward.
Cleaner Refund Policy
When payment is integrated, refund rules are clear. "Full refund until X date, no refund after" — enforceable and automated.
Less Admin
No spreadsheets tracking "promised to pay" vs "actually paid." Payment status is automatic.
What Players Expect
Today's players expect online registration to:
- Work on mobile — most registrations happen on phones
- Be fast — name, category, pay, done in under 2 minutes
- Accept cards and digital wallets — not just bank transfers
- Confirm immediately — email or on-screen confirmation
- Show who else is entered — public entry list
If your registration process involves emailing a form and waiting for a bank transfer, you're losing entries to friction.
Setting Up Online Registration
Option 1: Generic Form + Separate Payment
Use Google Forms or Typeform for entries, then collect payment separately (bank transfer, PayPal request).
Pros: Free (except payment fees) Cons: Two-step process, manual reconciliation, players forget to pay
Option 2: Eventbrite / Ticket Platform
Event ticketing platforms handle registration and payment together.
Pros: Familiar to users, handles payment Cons: Designed for events, not sports — no draw integration, no ratings, no live scoring
Option 3: Tournament Platform (Recommended)
Use a squash/racket sports platform with built-in registration and payments.
Pros: Integrated with draws, ratings, and live scoring. One platform for everything. Cons: Platform-specific (but that's usually fine)
Payment Options
Card Payments (Stripe, etc.)
Most tournament platforms use Stripe to process cards. Players pay with credit/debit card or Apple Pay/Google Pay.
- Standard fees: ~2.9% + $0.30 per transaction
- Instant confirmation
- Familiar for players
Bank Transfer
Still common in some regions. Players transfer directly to your account.
- No processing fee
- Requires manual reconciliation
- Slower confirmation
- Higher drop-off (players forget)
On-the-Day Payment
Player pays cash or card when they arrive.
- High no-show risk
- No confirmed entry list in advance
- Not recommended for tournaments
Pricing Your Entry Fee
Factor in:
| Cost | Example |
|---|---|
| Court hire | $20/hour × 6 hours = $120 |
| Balls | $30 |
| Prizes | $100 |
| Platform/payment fees | ~3% of entry revenue |
| Total costs | ~$250 |
If you expect 24 entries, break-even is ~$10/entry. Price at $15-20 to cover unexpected costs and build a buffer.
Players generally accept:
- $10-20 for club events
- $20-40 for regional opens
- $40-80 for major tournaments
Managing Entry Deadlines
Set a Clear Deadline
"Entries close Wednesday 6pm." Enforce it.
Late entries create problems:
- Draws already made
- Schedules finalised
- Court bookings confirmed
Early Bird Pricing
Want entries earlier? Offer a discount:
- "Register by [date] — $15"
- "After [date] — $20"
Creates urgency without penalising latecomers too harshly.
Waitlists
If you hit capacity, offer a waitlist. Automatically notify when spots open (from withdrawals).
Handling Withdrawals and Refunds
Set policy upfront. Example:
| Timing | Refund |
|---|---|
| 7+ days before | Full refund minus processing fees |
| 3-7 days before | 50% refund |
| <3 days before | No refund |
| No-show | No refund |
Publish this on the registration page. Players know the deal.
Entry Categories
Make it easy to pick the right category:
- Clear names: "Men's Open," "Women's B," "Over-50s"
- Eligibility notes: "For players rated under 1200" or "Under 19 on event date"
- Limit per player: Can they enter multiple categories?
If players are unsure which category fits, offer guidance or let them ask before registering.
Promoting Registration
Once registration is open:
- Email your list — direct link to register
- Post in club WhatsApp/Facebook — with deadline
- Share on social media — tag the club, local squash community
- Physical poster at club — QR code linking to registration
- Reminder 1 week before deadline — "Last chance to enter"
A good registration page is worthless if no one sees it.
Checklist
Before opening registration:
- Tournament page created with details (date, venue, categories, fees)
- Payment processing set up and tested
- Entry deadline set and displayed
- Refund policy written and published
- Confirmation email configured
- Entry list visible to players
- Promotion plan ready (email, social, posters)
Frequently Asked Questions
Why should I use online registration instead of email signups?
Online registration with integrated payment gives you a confirmed, paid entry list before the event. Email signups create an "interested" list that requires manual follow-up, payment chasing, and guesswork about who will actually show up. Paid entries reduce no-shows significantly.
How much should I charge for a squash tournament entry fee?
Typical club events charge $10-20 per entry. Regional opens charge $20-40. Factor in court hire, balls, prizes, and payment processing fees (~3%). Price to cover costs plus a small buffer for unexpected expenses. Players generally accept reasonable fees when registration is easy.
What payment methods should I offer for tournament registration?
Card payments (credit, debit, Apple Pay, Google Pay) through a processor like Stripe cover most players. Bank transfers are still common in some regions but require manual reconciliation and lead to higher drop-off. Avoid cash-on-the-day — it defeats the purpose of online registration.
How far in advance should I close entries before a tournament?
Close entries 3-7 days before the event. This gives you time to create draws, assign courts, and publish the schedule. Communicate the deadline clearly and enforce it — late entries after draws are made create logistical problems.
How do I handle refunds for tournament withdrawals?
Set a tiered policy: full refund (minus processing fees) for withdrawals 7+ days before the event, partial refund for 3-7 days, no refund within 3 days or for no-shows. Publish this on the registration page so players know the rules before they enter.
Bottom Line
Online registration with payments is table stakes for running tournaments in 2026. Players expect it. It reduces no-shows, confirms entries, and cuts your admin work.
If you're still using email signups and bank transfers, you're making life harder for yourself and your players.
PlayMetric includes online registration with integrated payments — 1% fee, instant confirmation, and entries feed directly into your draws and seeding.
Related Reading
- How to Run a Squash Tournament
- Live Scoring for Squash Tournaments
- Best Squash Tournament Software in 2026
Questions about tournament registration? Email playmetric.co@gmail.com