The Org Manager Guide

1Welcome & Your Role

This guide is for Organization Managers — the people at a club who set up events, manage members, take registrations, and run shoot days. If you've ever organized a charity sporting clays tournament, this is the digital version of every clipboard, sign-up sheet, and spreadsheet you used to juggle.

What an Org Manager does

As an Org Manager, you have full control over every aspect of running a single organization on ClayTrack — typically a club or a charity. The big buckets:

• Set up the organization — name, logo, contact info, event colors, waiver provider.
• Manage members — invite new members, promote helpers up to Org Manager, hand out Scorekeeper privileges, edit profiles, reset passwords, handle join requests and walk-ins.
• Manage locations and courses — at any venue where your org is the Location admin, edit the location profile, add or modify courses, configure stations, and link partner orgs that want to host events on your property.
• Build events — single-day competitions, multi-week leagues, charity shoots; configure flights, classes, mulligans, sponsorships, waivers, and squads.
• Take registrations and payments — publish a public sign-up link, take credit-card payments via Stripe or PayPal, mark cash payments, comp registrants, and issue refunds.
• Run the day — check shooters in, run squads, score live, scan paper scorecards via OCR, build leaderboards on a clubhouse TV, and adjust scores when needed.
• Publish results — live scoreboards on a clubhouse TV, leaderboard exports, payment summaries, member rosters, opt-in email lists, and audit logs.

You can be more than one thing

Most Org Managers are also shooters. Two distinct portals, one login:

• Shooter app (the main ClayTrack page or PWA on your phone) — for scoring rounds, signing up for events, viewing your dashboard.
• Org Manager portal (this guide) — for everything to do with your club's events.

Both use the same email and password. Your club may give you a direct link to the Org Manager portal, or you'll find an "Admin" or "Manage" option once you're signed in. There's a separate Shooter's Handbook that walks through the shooter side — ask your club for that if you'd like a refresher.

2Quick Tour

A 90-second flyover. Each item links to the chapter that covers it in detail.

Screenshot to add: the Org Manager dashboard — sidebar on the left with all the section headers (Members, Locations, Events, Organizations, Tools, Registration, Reports), the org-picker dropdown at the top of the sidebar, the dashboard's stat cards (members, locations, upcoming events, pending join requests), and the Recent Activity / Upcoming Events cards on the right.

The sidebar, top to bottom

The sidebar groups pages by purpose. Click an org from the picker at the top to switch contexts; everything below filters to that org.

The five most-common tasks

1. Set up your org once. Profile, logo, waiver template, payment connector. Chapter 3.
2. Create an event. Pick the type (competition / league / charity), set the date and course, configure rules. Chapter 6.
3. Build a public registration page. Set fees, mulligans, sponsorship levels, waivers, and share the generated URL. Chapter 7.
4. Make squads — manually or auto. Assign tee times and starting stations. Chapter 9.
5. Run the day. Check shooters in, enter scores live or scan paper scorecards, handle walk-ins, finalize. Chapter 10.

3Setting Up Your Organization

Before you create a single event, take ten minutes to fill in your org profile. Everything downstream (registration pages, scoreboards, payment receipts, scorecards) inherits from these settings.

The Organization detail page

Open Organizations in the sidebar, then tap your organization in the list. The detail page has these blocks:

Profile

Click Edit at the top of the Profile card to update:

Screenshot to add: the org-detail page — header showing org name + type badge, the Profile card with address/phone/email visible, the Members card with a member count and a few rows, the Locations card listing the org's locations with "Location admin" badges where applicable.

Logo Manager

Click Tools → Logo Manager in the sidebar. Upload:

• Org logo — appears on registration pages, scoreboards, scorecards. Pick the cleanest version of your club logo. PNG with transparent background works best.
• Sponsor logos — for charity events. Stack as many as you need; reorder by drag, designate one as the default scorecard logo.

Each logo has a Make scorecard logo toggle. The logo with that flag set will be printed on physical scorecards generated for any of this org's events.

Waiver provider

Most charity events require a liability waiver. ClayTrack supports five options. Pick one in Registration → Waivers:

For Internal: build at least one template. Title, HTML body (paste from your existing club waiver), version, active flag. You can have multiple templates — one for general events, one for charity, one for league. Each event's registration page picks the template at setup time.

Payment connectors

Covered in detail in Chapter 8. The short version: open Registration → Payment Management, click + Add Connector, pick Stripe / PayPal / Offline, paste your API keys, and toggle it active. Once you have at least one active connector, your registration pages can take payment.

Timezone

Set your club's Timezone in the Edit panel of the Organization detail page. ClayTrack uses this for one thing today: timing pre-event email reminders so they go out at ~9am local time on the target date, regardless of what timezone the API server is running in. Most clubs in the Lower 48 use Eastern, Central, Mountain, or Pacific. The default is Central (America/Chicago) — switch it once when you set up the org and you're done.

4Members & Walk-ins

Two kinds of people show up in your member list: real accounts (someone who signed up for a ClayTrack login) and walk-in placeholders (someone whose name and class you've recorded but who hasn't created an account yet).

The Members page

Open Members in the sidebar. You'll see the full roster with status badges, a search box, and per-row action buttons. The right-hand toolbar lets you:

• + Add Member by Email — for someone who already has a ClayTrack login.
• + Add Walk-in — for someone who doesn't.
• Export CSV — downloadable list, filtered to opt-in members.

Adding a member who already has a ClayTrack account

1. Tap + Add Member by Email.
2. Type their email. The form hits the user search and confirms a match.
3. Pick a role:
   • Member — can shoot at your events, see your roster.
   • Org Manager — same access you have. Use sparingly.
4. Tap Add. They'll get an email letting them know they've joined the org.

Adding a walk-in

Walk-ins are a real workflow at sporting clays events — someone shows up to a charity shoot and pays cash at the door. You don't have time (or their email) to set up an account, but you do need to score them.

1. Tap + Add Walk-in.
2. Fill in first name, last name, optionally email, NSCA number, and a starting classification.
3. Save. The walk-in appears in your member list with a small Walk-in badge.
4. You can now squad them, score them, and print scorecards for them just like a real account-holder.

Claiming a walk-in (turning it into a real account)

Later, the walk-in shooter creates a real ClayTrack account. To link their history to that account:

1. Open the walk-in's profile from the Members page.
2. Click Claim.
3. Search for their now-existing ClayTrack account.
4. Confirm. All their walk-in scores transfer to the real account.

Editing a member

Click any row to open the member detail page. Two edit modals here, depending on what you want to change:

You can also: reset their password (sends them a link), add a private admin note (visible only to other Org Managers), and view their gun list and round history.

Removing a member

Two flavors:

• Remove from org — takes them off your member roster but keeps their account intact. Use when someone moves clubs.
• Delete account — nuclear option. Only available for walk-ins or members you created directly. Requires email-confirmation typing. Their rounds remain in the database for leaderboard integrity but become anonymous.

Join requests

If someone with a ClayTrack account requests to join your org from the shooter portal, the request lands in Members → Join Requests. Approve to add them as a regular member; deny to decline (with an optional reason).

5Locations & Courses

A location is a physical facility (a gun club). A course is a layout of stations within that location. One location can have many courses; one course can host many events.

The location-admin model, in detail

This is the most important concept in this chapter. There are two levels of access your org can have at any given location:

A platform Admin sets your org's access level when they associate your org with a location. To gain Location-admin status at a new venue, ask the platform Admin who manages your ClayTrack installation.

Adding a course

Course management lives on the location detail page for any venue where your org is the Location admin. Open Locations, tap a location with the Location admin badge, then tap + Add Course.

1. Course name — "Main Course," "South Pasture," "Tournament Layout."
2. Course type — Sporting Clays, 5-Stand, Skeet, Trap. Affects scoring rules for events on this course.
3. Total targets — usually 100 for sporting clays.
4. Station count — usually 10. The course will be created with empty stations you can configure next.
5. Tap Save. The course appears on the location detail page.

Configuring stations

Each station needs to know what it presents. Tap a course to open its detail page, then tap a station to edit:

• Station number — 1 through 10 (or whatever you set as count).
• Targets at this station — usually 10 for a 100-target course.
• Presentation — True pair / Report pair / Following pair / Single.
• Target types per thrower — Standard, Midi, Mini, Battue, Rabbit, or Rocket. Sporting clays courses mix and match.
• Description — free text, e.g. "Crossing left to right, high in the trees."
• Notes — for your reference (cone color, machine number).

Bulk create

Empty courses come up faster with the Bulk Add Stations button. You pick a count and a default presentation; the modal generates that many stations with sensible defaults. Edit individuals afterwards.

Screenshot to add: a course detail page with the header showing the course name + location, the Edit/Disable buttons in the topbar, the stations table with station number, target count, presentation style, target types, and per-row Edit/Delete buttons.

Editing a location

Same as above — only available where you're a Location admin. Open the location detail page, tap Edit:

• Name, address, city/state/zip, phone, website — the venue info that appears on event pages and Google Maps deep-links from the shooter app.
• Active toggle — deactivate a location to hide it from event creation forms (useful if a club closes a course for the season).
• Notes — admin-only notes, hidden from shooters.

Linking other orgs to your location

A gun club (Location admin) can grant other orgs (typically charities) Event-use access to host their events on the property:

1. Open the location detail page.
2. Scroll to the Organizations card.
3. Tap + Link Org.
4. Search the partner org by name and confirm.
5. The partner org's manager can now create events at this location using your existing courses and stations.

Click Unlink on any linked org to revoke their access for future events. Their existing events stay scheduled and visible on the calendar; re-link the org any time to let them schedule new events here again.

6Creating an Event

An event in ClayTrack is a single competition, a multi-week league, or a charity shoot. Same form, different rules underneath. This chapter walks through the form and explains which fields matter for which type.

Three event types

Creating it

Open Events → Create Event in the sidebar (or the + New Event button at the top of the My Events page).

Common fields (all event types)

• Name — what you'd call it on a poster. "2026 Spring Charity Shoot," "Tuesday League Week 3."
• Event type — Competition / League / Charity. Drives which extra fields show up below.
• Event date — the shoot day. For leagues, this is the kickoff date; weeks are added separately.
• Course — pick from the courses at locations your org has access to.
• Gauge division — 12, 20, 28, or .410. Only shown on Competition events; charity and league events hide this field because gauge isn't part of how they're scored. For NSCA-style multi-gauge concurrent events (run the same course in 12 + 20 + 28 + .410 the same day), set the primary gauge here and add the others via the Multi-gauge concurrent picker on the Edit Event modal.
• Sanctioned by — usually NSCA, but you can leave blank for unsanctioned club shoots.
• Max entries — cap on how many can register. Leave blank for unlimited.
• Registration opens / closes — date range when sign-ups are accepted via the public page.
• Notes — free text shown on the event detail page.

League-only fields

Leagues add a thicket of options. The defaults are sane for most clubs.

• Number of weeks — typical leagues run 8–12.
• Squadding type — Manual (you build squads) vs Auto (snake-draft pairing after a configured week).
• Auto-squad after week — how many weeks of scores to gather before auto-pairing happens. Default 3.
• Pairing rank by — whether auto-pairing uses raw or handicap-adjusted scores. Default Adjusted.
• Handicap formula — None, or Fixed Average. The latter takes a configurable percentage of par.
• Ghost shooter method — for squads that come up short. League-average, fixed %, paired mirror, or scratch.
• Makeup penalties — whether shooters making up missed weeks get a small score penalty (1st makeup: none; 2nd: -10%; 3rd: -20% by default).
• Bank score — lets shooters bank a future week's score in advance for known absences.
• Drop lowest scores — at season close, exclude the N lowest weekly scores from each shooter's total. Defaults to None.
• Bank replaces lowest score — alternate season-end rule. If a shooter never used their bank during the year, the unused bank substitutes in for their lowest weekly score (only if it improves their total). Mutually exclusive with Drop Lowest — turning one on clears the other.

Charity-only fields

• Flights — you'll add these from the event detail page after the event is created. Each flight has a name ("Morning," "Afternoon"), a start time, and a max capacity.
• Lewis classes — how many class divisions to break the field into for team prizes. Default 4. Set to 0 if you don't want Lewis scoring.
• Scorecard shoot-off (tie-breaker) — optional. Pick a start station and direction. Tied teams (or shooters) compare hits at the start station; if equal, the walk continues in the chosen direction (wraps around the course) until a station has a differential. Leave start blank to keep classic T1/T1 ties. The leaderboard shows a tie-break footnote ("broke ahead at Stn 6") on the affected rows.
• Lewis mode — Live (recomputes during the day) or Static (locked at start time).
• Team size — usually 4 for a charity. Set on the registration page (covered in the next chapter).

Tap Create Event. You'll land on the event detail page.

Event status — the four states

Use the Status dropdown on the event detail page to move through these. Drafts can be edited freely; once you flip to Open, registrations start coming in and the leaderboard is live.

Running a multi-gauge Competition

NSCA-sanctioned shoots often run the same course in multiple gauges on the same day — a shooter can enter 12, 20, 28, and .410 for "champion of champions" trophies, each gauge with its own entry fee. ClayTrack supports this on Competition event types only (charity / league don't carry the gauge concept).

1. Create the Competition event with the primary gauge in the Gauge field. This is the headline gauge for the event.
2. Open the event's Edit Event modal. Below the basic fields you'll see Multi-gauge concurrent (optional) with checkboxes for the other three gauges. Check the ones this event also offers and enter their per-gauge entry fee. Save.
3. Build the registration page as usual. The public form auto-detects the multi-gauge config and shows shooters a gauge picker on Step 2 with the per-gauge fees inline. The checkout total decomposes into one line per chosen gauge.
4. On event day, open Score Entry from the comp-detail page. Each shooter row shows one Score button per gauge they entered (e.g. ⚡ 12 ⚡ 20). Tap the right gauge to score that gauge's round; each gauge gets its own independent round in the database.
5. Add per-gauge scoreboard cards from the picker's NSCA Multi-Gauge Concurrent group: one card per gauge plus a High Over All card that aggregates across all gauges a shooter entered (must shoot every entered gauge to qualify for HOA).
6. The NSCA results export emits one section per gauge in the printed report and one row per (shooter, gauge) tuple in the CSV.

Pre-event email reminders

Open the event in the Edit panel and find the 📧 Pre-event communications section. ClayTrack can fire two reminder emails for you automatically:

• 7 days out — a heads-up with whatever squad / tee time / starting station the registrant has on file. If they're not squadded yet, the 7-day email is held back.
• 1 day out — the same details, framed as "tomorrow." Always sent, even if the shooter isn't squadded yet (they get a "see clubhouse for assignment" line).

Both fire at ~9am local in your org's timezone (set in Chapter 3). Recipients are filtered to shooters who have an email on file and who've enabled email reminders in their notification preferences (the default is in-app only, so this is opt-in).

Two free-text fields merge into the email body when filled in:

• Parking notes — "Lot opens at 7am, overflow on the gravel pad." Skip the section by leaving blank.
• Weather contingency — "Rain delay → pushed to 9am Sunday. Cancellation announced by 6am via email."

Sending an ad-hoc blast (rain delay, schedule change)

Stuff happens. Click 📧 Send Blast on the event detail page to send any message to every registered shooter who's opted into email reminders.

1. Subject line (max 200 characters) — keep it punchy. "Rain delay — pushed to 9am Sunday."
2. Message body (plain text, line breaks preserved). URLs in the body become clickable links automatically.
3. Click Send Blast, confirm. Sent immediately — can't be unsent. The modal shows you how many people the message reached and how many were skipped (no email / opted out).

Every ad-hoc blast is recorded in the audit trail with the subject and recipient count, so you can prove it went out if a shooter later claims they didn't know.

7Public Registration Pages

The registration page is the public-facing URL you share with potential registrants. It collects names, sells mulligans and sponsorships, takes payment, and (if configured) gathers waiver signatures. Each event has at most one registration page.

Creating the page

1. Open Registration → Event Registration.
2. Tap + Create Registration Page.
3. Pick the event from the dropdown. Only events without an existing registration page appear.
4. Fill the basics:
   • Title — what shows on the public page header. Usually the event name.
   • Description — HTML allowed; appears below the title. Pitch the event here.
   • Allow individual / team registrations — tick whichever you support. Most charity shoots allow both.
   • Team size — usually 4.
   • Show classification field — tick for sanctioned events; leave off for charities where class doesn't matter.
5. Save. You're dropped on the registration detail page where you'll configure pricing, flights, and more.

Pricing

From the registration detail page, edit:

• Individual price — per-person fee. Leave blank if free.
• Team base price — per-team fee. Often used as a captain's fee.
• Mulligan price — per-mulligan. Leave blank to disable mulligan sales.
• Mulligan max — how many a single shooter can buy.
• Both flights price — for charities offering combined morning + afternoon registration. Often discounted vs two single-flight purchases.

Day-of pricing tier

Common at sanctioned shoots: $80 advance, $100 day-of. ClayTrack handles this with four optional fields under 💰 Day-of pricing tier on the Edit Registration Page modal:

• Day-of premium — the surcharge added per shooter once the cutoff hits. Leave blank to keep a single price (default behavior).
• Premium kicks in at — an explicit DATETIME (interpreted in your org's timezone). Blank defaults to event date 00:00 local — the surcharge becomes active at midnight before the event.
• Also surcharge per-gauge fees beyond the first — toggle. When on, multi-gauge events charge an extra premium for each additional gauge a shooter enters. Off by default so single-gauge competitions aren't accidentally affected.
• Also surcharge add-ons, sponsorships, and team fees — toggle. When on, the surcharge is also added to mulligan purchases, sponsorship lines, and add-on quantities. Off by default so charity sponsorships keep their printed price even after the cutoff.

The captured price is locked at submit time — a registrant who fills the form at 11:59pm and pays the next morning is charged the advance rate they saw, not the day-of rate. Server logic enforces this independently of the form, so a tampered client can't talk down the surcharge.

Flights (charity events)

Tap + Add Flight on the Flights card. For each flight, set:

• Name — "Morning Flight," "Afternoon Flight."
• Start time — the official tee time for the first squad in that flight.
• Max capacity — how many shooters / teams the flight can hold.

The registration page shows a flight picker; once a flight is full, it's automatically removed from the picker.

Sponsorship levels

A sponsorship level is a paid tier with custom perks — logo placement, team entries included, recognition. Tap + Add Level on the Sponsorships card and configure:

• Name — "Title Sponsor," "Gold Sponsor," "Friend of the Range."
• Price — what the sponsor pays.
• Max available — e.g. "1 Title Sponsor, 4 Gold." Leave blank for unlimited.
• Includes team / team count — tick if the sponsorship comes with one or more team entries pre-paid.
• Includes mulligans — tick if the sponsorship comes with a mulligan allotment.
• Custom perks — one perk per line. Shows on the registration page as a bulleted list.

Add-ons & raffle tickets

The Add-Ons & Raffle card on the registration detail page lets you sell anything else through the same registration form: yard signs, t-shirts, raffle tickets, door prize entries. Click + Add Item and pick the item type:

• Standard add-on — renders as a checkbox. The registrant either takes one or doesn't (yard sign, mug, ball cap).
• 🎟 Raffle ticket / door prize — renders as a +/- quantity stepper. Each registrant can buy any number up to the cap. Use this when the sale is per-ticket: 50/50 raffle, gun raffle, door-prize entries, anything where "I'll take 5" is the natural answer.

For each item, set a price and an optional Max available. A raffle with a cap of 200 tickets shows "X tickets left" inline on the form and disables the + button when sold out.

Waivers

Tick Require waiver on the registration detail page, then pick one of your org's waiver templates. Each registrant must sign before they can complete payment. Signed waivers stay attached to their entry.

Custom fields

Need a "T-shirt size" or "Years of clay-shooting experience" field? The Custom Fields card on the registration detail page lets you add free-form questions. Each gets a label, a type (text / dropdown / checkbox), and shows up on the public form.

The public link

At the top of the registration detail page is a Public link with a copy button. The URL looks like https://your-clay-track.com/register.html?token=abc123....

Test it:

1. Open the link in a private/incognito window (so you're not signed in).
2. Walk through registration as if you were a registrant.
3. Use Stripe's test cards (e.g. 4242 4242 4242 4242) when you're in Sandbox mode.
4. Make sure your confirmation email arrives.
5. Check the resulting entry in the Registrants list (next section).

Reviewing registrants

Below the configuration cards on the registration detail page is the Registrants table. Filter by class, payment status, or attendance. Per-row actions:

• Mark Arrived — check-in on event day.
• Edit — fix typos in name, class, etc.
• Mark Paid — for someone who paid offline.
• Comp — for free entries (volunteers, sponsors).
• Refund — reverses payment via the connector.

8Payment Configuration

Before any registration page can take money, your org needs at least one active payment connector. ClayTrack supports Stripe Connect, PayPal, and offline (cash / check / custom) options.

Adding a connector

1. Open Registration → Payment Management.
2. On the Connectors tab, tap + Add Connector.
3. Pick a provider:
   • Stripe Connect — cards, ACH, Apple/Google Pay.
   • PayPal — for clubs already using PayPal.
   • Offline (cash / check) — for events that take payment at the door.
4. Choose Sandbox for testing or Live for production. Always test in Sandbox first.
5. Give it a display name — "Main Stripe Account," "Charity Day PayPal." Multiple connectors allowed; the registration page lets the registrant pick.
6. Paste the API keys / client IDs the provider gave you. (Stripe: secret key + publishable key. PayPal: client ID + secret. Offline: no keys.)
7. Tap Save. The connector appears in the list.

Pass-through fees

Many clubs pass payment-processing fees (~2.9% + $0.30 for Stripe) onto the registrant rather than absorbing them. Each connector has a Pass fees to payer toggle with a percentage and a fixed-cents box. When enabled, ClayTrack adds the fee to the registrant's total at checkout.

The Transactions tab

Switch to the Transactions tab to see every payment flowing through your org's events. Columns: registrant, amount, status, payment method, date. Filter by event, status, or date range.

Per-row actions:

• Mark Paid — for offline payments you've received and verified.
• Comp — mark as free / waived.
• Refund — reverses the charge via the connector. Sandbox refunds are instant; Live refunds take 5–10 days to appear on the registrant's statement.

Where the money goes

Funds are deposited directly into the bank account you've connected to your Stripe / PayPal account. ClayTrack itself doesn't handle your money — it just orchestrates the charge through your connector. If you have questions about deposits, settlement timing, or chargebacks, contact your provider's support directly.

9Squads & Tee Times

Once shooters are registered, you'll group them into squads — the small groups (typically 3–5 shooters) who walk the course together. Each squad gets a tee time and a starting station.

Manual vs auto squadding

Creating a squad manually

1. Open the event detail page — Events → My Events, then tap the event.
2. Scroll to the Squads section.
3. Tap + Create Squad.
4. Fill in:
   • Squad name — "Squad 1," "Smith Team," "Morning A."
   • Flight — which flight (charity events only).
   • Course — defaults to the event's primary course; override here for multi-course events.
   • Tee time — when the squad starts.
   • Start station — where they begin (1–10). Sporting clays courses run in a rotation, so different squads start at different stations to avoid bottlenecks.
   • Notes — optional.
5. Save. The squad appears in the Squads card with zero members.

Adding shooters to a squad

1. Tap the squad to open it (or tap the + Member button on the squad row).
2. Search for a registered shooter by name.
3. Tick Mulligans if it's a charity event and they purchased mulligans — pre-fill from their registration.
4. Save. The shooting order auto-assigns based on the order you add them. Drag-and-drop to reorder if needed.

Bulk add

For events with lots of registrations, the + Bulk Add button on a squad opens a modal with checkboxes for every unsquadded registrant. Tick the ones you want, set a default mulligan count, and save in one operation.

Walk-ins on event day

Someone showed up to your charity shoot who isn't on the registration list. The flow:

1. Go to the event detail page.
2. Tap + Add Walk-in at the top.
3. Fill in their info (first/last, optional NSCA number, classification).
4. The walk-in is added as a registered entry — from here squad them like anyone else.
5. Take payment via Mark Paid on the registrants table (cash on the spot) or run their card through your separate POS.

Withdrawing or removing a shooter

10Running an Event

Event day. Shooters are arriving, squads are heading to their first stations, scores are coming in. This chapter covers the in-the-moment tools: check-in, score entry (live or paper), and the scorekeeper role.

Check-in

The Squads section of the event detail page has a "Needs check-in" filter chip. Tap it to see only shooters who haven't arrived yet. For each:

• Tap Mark Arrived when they show up.
• Or use the same button as a quick way to confirm payment if the registrant card shows "Pending."

Once a shooter is marked Arrived, their squad row shows a small green dot — useful when you're scanning the page looking for a missing person.

Tent-side check-in flow

On the event detail page, click ✅ Check-in to open the dedicated check-in surface. Three modes share the modal:

• Scan / paste a code — enter the 16-character hex check-in code from the shooter's QR or scorecard. A barcode-scanner gun pointed at a phone screen types the code straight into the field and submits on Enter. After each scan you see a green "Checked in" banner with their name + squad so you can confirm the right person.
• Manual button — the modal lists every entered shooter with a "Check in" button next to each pending one. Type a partial name in the filter to narrow the list quickly.
• Undo — any already-arrived row carries an Undo button if you mis-marked someone. Use sparingly — undoing clears the audit trail of who marked them in originally.

The header keeps a live "X of Y checked in" running count plus the last 5 arrivals so you can verify scans worked. A "📧 Send Blast" button next to it lets you fire a quick "we're starting in 10 minutes" update if you notice the missing list isn't shrinking.

Walk-ins on event day

When someone shows up unregistered and pays at the desk, click + Add Walk-in on the event detail page, fill in their info, and check the Auto-check-in box on the registration form. The new entry posts with arrived_at already stamped — no follow-up tap on the arrival button needed. Method shows as MANUAL since you marked them.

Self check-in from the shooter PWA

On event day, every registered shooter sees a green "✅ I'm here" button on their event card in the shooter app. Tapping it confirms with a "Check in for today's event?" prompt and stamps their entry as arrived (method = SELF). Use case: a shooter walking from the parking lot can self check-in instead of queueing at the tent. The button only appears on the day of the event — tomorrow's reminder card doesn't get an inappropriate affordance. Pre-event days hide it entirely.

A shooter who self-checks-in still appears on your check-in modal with method = SELF, so the live count stays accurate.

Live check-in panel on the clubhouse TV

Your scoreboards now have a new card type: Day-of Check-in Status (under the "Event Day" group in the Add Card picker). Drop it onto any scoreboard alongside your usual leaderboards and the clubhouse TV gets a live "X of Y checked in" panel with a progress bar, the most-recent arrivals, and a still-missing roster. Refreshes on the same cadence as the rest of the scoreboard. Useful in the morning before scoring starts and as ambient reassurance that everyone got there.

Score entry — the live grid

For tournaments where Org Managers (or scorekeepers) enter scores on a tablet at the clubhouse:

1. On the event detail page, tap ⚡ Score Entry.
2. The Score Entry modal opens with a grid: rows are shooters (grouped by squad), columns are stations.
3. For each cell, tap to enter the score for that shooter at that station. The grid highlights cells that need entry.
4. Per-station overrides are available via right-click / long-press — useful for ruling on a referee call.
5. The total updates as you go. Cells turn green once they have a complete score.

Screenshot to add: the Score Entry modal — a grid view with two squads (4 shooters each) as rows and stations 1–10 as columns, some cells filled in green with totals, others empty, with a "Save" button at the bottom and per-shooter running totals on the right.

OCR scanner — for paper scorecards

If your event uses traditional paper scorecards (most charity shoots do), the OCR scanner reads them in for you.

1. Tap 📷 OCR Scanner on the event detail page.
2. Allow camera access if prompted.
3. Hold a paper scorecard up to the camera, or tap "Upload" to pick a photo from the gallery.
4. The scanner reads the QR code (which identifies the shooter and event), then attempts to read the X/O marks for each shot.
5. Review the results. Correct any misreads by tapping cells.
6. Tap Save. Scores post to the event.

Best results: good lighting, scorecard flat against a contrasting background, no shadows. Re-scan if the QR code didn't read.

Scorekeepers

Scorekeepers are people you trust to enter scores but who shouldn't have full Org Manager access. Common pattern: a club volunteer who helps with one event a month.

1. Open the event detail page.
2. Tap 👤 Scorekeepers.
3. Search for the user (must already be a member of your org).
4. Tap Assign.
5. They can now use Score Entry and OCR Scanner for this specific event — nothing else.

Remove them with the Remove button on the same modal. Scorekeeper assignments are per-event — they don't carry across to other events.

Printing scorecards and labels

For paper-scorecard events, generate scorecards from the ⬇ Scorecards PDF button on the event detail page. The PDF includes:

• One scorecard per shooter, with their name, class, gauge, gun (if known), and a QR code.
• Your org's scorecard logo in the header.
• Pre-filled station numbers and presentation styles.

Print them on the morning of, hand them out at check-in. The QR code is what makes the OCR scanner fast later.

The 🏷 Print Labels button generates Avery-format name labels for goodie bags or table tents.

Recording shoot-offs (Competition events)

NSCA-sanctioned tournaments break per-class ties via a physical re-shoot — typically 5 stations of NSCA-presentation pairs. On a Competition event's detail page, the 🎯 Shoot-offs button (right after NSCA Export) opens a modal to record results.

1. Pick the shooter from the dropdown. The list is sorted M → E with the shooter's class shown in brackets.
2. Enter the station count (default 5), targets attempted (default 5), and targets hit.
3. Optional notes: "Round 2 of 3-way M-class tie-off" or similar context for the audit trail.
4. Tap Record Shoot-off.

The "Recorded" panel at the top of the modal shows every shoot-off captured for the event so far. Hit Remove on any row to undo a mis-entry. Once recorded, the higher shoot-off score pushes the tied entry ahead on the per-class leaderboard and the NSCA Export annotates the row with "S/O: N" under the shooter's name.

Charity events use a different mechanism — the scorecard shoot-off rule (see Creating an Event's charity-only fields). The Shoot-offs button isn't shown on charity or league detail pages.

11Scoreboards

A scoreboard is a public, big-screen-friendly view of an event's live standings. Most clubs put one on a clubhouse TV during the shoot so registrants can see how they're doing without crowding the event laptop.

Creating a scoreboard

1. Open Tools → Scoreboard Manager.
2. Tap + New Scoreboard.
3. Pick the event from the dropdown.
4. Name it. "Spring Charity Big-Screen," "League Standings," etc.
5. Tap Create.
6. You're dropped on the scoreboard detail page, where the real configuration happens.

Template cards

A scoreboard is a sequence of template cards, each showing one slice of the event. Each card cycles into view on a timer, so a TV running the scoreboard rotates through several views.

Pick from these card types:

The Add Card picker groups these by workflow so you can find the one you want at a glance:

• Competitions — the basic individual leaderboards (Top 5, Top 10, Raw Scores).
• Charity — mulligan-aware variants, Lewis class, squad totals, multi-course Highest Overall.
• League — weekly + season-handicap standings.
• NSCA Concurrent Categories — the seven category-filtered cards above. Use one or several to surface category awards alongside class awards on the same scoreboard.

Add as many cards as you want; reorder by drag. Each card has a refresh interval (seconds before re-querying scores) and a display time (seconds before rotating to the next card).

Going public

By default a new scoreboard is private — only you and other Org Managers can see it. To make it visible to the public:

1. On the scoreboard detail page, tap 🔒 Private.
2. Confirm. The button flips to 🌐 Public.
3. Copy the public URL from the same page.
4. Open that URL on the clubhouse TV's browser. It auto-refreshes.

The public URL is also surfaced on the shooter app's event detail page as a "View Live Scoreboard →" button — once you mark it public, shooters in your event will see that button automatically.

Scoreboard themes

The theme picker controls the dark/light look. Default is Dark (white text on charcoal — reads well from across a clubhouse). Light is the same layout in inverted colors for sunny outdoor displays.

12After the Event

Shoot's done. This chapter covers finalizing scores, handling refunds, looking at the audit log, and closing things out.

Finalizing scores

Once all rounds are scored, mark the event Closed via the Status dropdown on the event detail page. This:

• Locks the leaderboard — no further score edits without unlocking individual rounds.
• Hides the Score Entry button.
• Locks the public registration page (no more sign-ups).

If you discover a scoring error after closing, you can reopen the event by switching the status back to Open. Or fix it via individual round unlocks.

Unlocking a single round

A registered shooter has spotted an error on their scorecard. To let them edit it (or for you to fix it directly):

1. Open the event detail page.
2. Find the shooter's row in the Squads section.
3. Tap Edit Round.
4. The Score Entry modal opens with that round unlocked.
5. Make the change and save.

The change is logged in the audit trail with your name, the previous score, the new score, and a timestamp.

Score overrides

Sometimes a shooter's per-station scores were entered correctly but a referee's call needs to be reflected in the total — e.g. a "lost bird" recovery, a Lewis-class adjustment. Use a round override:

1. Open the round in Score Entry.
2. Tap Override Total.
3. Enter the new total and a brief reason (the reason shows on the shooter's scorecard).
4. Save.

The shooter sees a banner on their scorecard: "Score override: 87 — set by [Your Name]. Reason: [your reason]." Per-station scores remain unchanged for audit; only the total is overridden.

Refunds

Already covered in Chapter 8. Quick recap:

1. Open Registration → Payment Management.
2. Switch to the Transactions tab.
3. Find the transaction.
4. Tap Refund.
5. Confirm. The connector reverses the charge.

Live-mode refunds take 5–10 business days to appear on the registrant's statement. Sandbox refunds are instant.

The Audit Log

Every significant change in your org is logged. Open the Audit Log page (visible in the sidebar's Tools or Admin section depending on your portal version):

• What's logged: user creation/deletion, role changes, location/course/event create/edit/delete, score edits and overrides, refunds, payments marked paid, comp marks. Every entry includes who did it, when, and what changed.
• Filterable by action type, user, target, and date — so you can answer questions like "what did Bob change last Saturday?" in one screen.
• Tamper-evident. Entries are appended only and preserved as a permanent audit trail, which is exactly what makes them trustworthy when you need to settle a dispute.

13Reports & Exports

Numbers you'll want to share with your board, your treasurer, or your insurance carrier. Most reports are downloadable as CSV.

Available reports

Open the Reports page in the sidebar. Pick a report type from the picker:

Each report has a ⬇ Export CSV button. The CSV opens cleanly in Excel, Numbers, or Google Sheets.

NSCA results export

For NSCA-sanctioned events (event type set to Competition), a dedicated results-report button appears on the event detail page: 📋 NSCA Export. It opens a printable report that mirrors the layout NSCA's own forms use — header summary (total shooters, per-class counts, age categories, Lady concurrent), then a results table sorted Class M through E with score descending within class.

Inside the popup you can:

• Tap 🖨 Print to print or save as PDF for paper submission.
• Tap ⬇ Download CSV for the same data as a spreadsheet.

NSCA assigns punches centrally, so the Punches column is left blank on export — no pre-computation. The Awards column is also blank for you to annotate trophies before submission. The button appears only on Competition events; Charity and League events don't show it.

Email exports

The Email & Export page in the sidebar surfaces member email lists:

• All members CSV — full roster with name, email, phone, classification, NSCA number, status.
• Email list (opt-in only) — just the members who have opted in to org communications. Use this for newsletters and event blasts. Respect the opt-out.

14Glossary

Org-Manager-specific terms. The shooter glossary covers sport-side terms (pair, mulligan, station, gauge, etc.) — if you're new to clays, grab that one too.

Organization (org)

A club or charity that uses ClayTrack to run events. Each org has its own members, events, and payment connectors.

Org Manager

You. The role with full control over an org's profile, members, locations, events, registration, payments, scoring, and reports.

Member

A user account that belongs to your org. Members shoot at your events; they use the shooter portal for their own scoring and registrations.

Walk-in / Placeholder member

A name + classification recorded in the system without an actual ClayTrack account behind it. Perfect for charity events where day-of registrants haven't signed up online — you can register them on the spot, and they can "claim" the placeholder later by creating a real account.

Location

A physical facility (gun club).

Course

A specific layout of stations within a location. Ten 100-target courses can exist at one club.

Location admin

An org's "owner" status for a particular location. Location-admin orgs can edit the location, add courses, configure station setup, and grant other orgs Event-use access. Orgs with Event-use access focus on running events at the venue using its existing courses and stations.

Event

A competition, league, or charity shoot. The umbrella for everything between "we're going to do this" and "results published."

Status

One of Draft / Open / Closed / Cancelled. Controls whether the event accepts registrations and whether scores can be edited.

Flight

A time block within a charity event. Morning + Afternoon flights let you run twice as many shooters through one course.

Squad

A group of shooters (usually 3–5) who walk the course together. Has a tee time, a starting station, and a course assignment.

Auto-squadding

League-only feature that pairs shooters automatically (snake-draft or 2-shooter balanced) after a configured week, using either raw or handicap-adjusted scores.

Snake draft

A pairing algorithm. Imagine sorting all shooters by skill, then alternating direction down the list to fill squads. Strongest squad has the #1 and #N shooters; weakest has the median two.

Registration page

The public sign-up URL for an event. Each event has at most one. Captures name, payment, waiver, sponsorships, mulligans, addons.

Payment connector

A configured payment provider for your org — Stripe, PayPal, or Offline. Required before any registration page can take money.

Pass-through fees

The toggle on each connector that adds the provider's processing fee to the registrant's total instead of your club absorbing it.

Scoreboard

A public-facing view of an event's live standings, designed for big-screen display. Composed of one or more template cards that rotate.

Public scoreboard URL

The link you give to anyone (including non-ClayTrack users) so they can watch live standings. Becomes available once you flip the scoreboard from Private to Public.

Sponsorship level

A paid tier on a charity registration page with custom perks. Often "Title Sponsor," "Gold," "Silver." Can include team entries and mulligans.

Mulligan

A re-shoot allowance, sold as a fundraiser. Default max is 2 per shooter. Configurable per registration page.

Score override

A round-level total set directly by an Org Manager, bypassing the per-station math. Used for referee rulings and Lewis-class adjustments. Logged in the audit trail with a reason.

Audit log

The read-only record of every significant change in your org. Cannot be edited or deleted.

Lewis class

A team-scoring format used at charity events. Teams are formed, then split into "classes" based on the spread of combined scores so high-handicap teams can still win prizes.

Handicap

A score adjustment that levels the playing field across skill levels. League events can apply handicaps automatically; competitions usually don't.

15FAQ & Troubleshooting

Common questions and quick fixes from real Org Manager support requests. If your problem isn't here, contact your platform Admin — they have system-wide visibility and can usually pinpoint the issue quickly.

Still stuck?

Your platform Admin has system-wide visibility — they can see your event records, payment status, audit log, and database state. Most "weird behavior" tickets resolve in 5 minutes once an Admin looks at the actual records. Reach out before spending an hour trying to debug it from the Org Manager view.