Running Tournaments
This guide covers everything you need to manage a live tournament on TournaChess, from reviewing your entry list before the first round to printing final standings. If you have not yet created a tournament, start with Creating Tournaments to get your event set up and configured.
Pre-Tournament Checklist
A few minutes of preparation before your first round can save you from headaches later. Here is what to review before you generate pairings.
Review the entry list
Open your tournament's management page and check the Registrations tab. This shows every registered player, along with their rating, USCF and/or FIDE ID, registration status, and payment status (if entry fees are configured). Confirm that each player is in the correct section and that the total count looks right.
If a player registered for the wrong section, you can move them from the entry list before pairings are generated. Once pairings have been created, section changes require removing the player and re-adding them.
Check USCF membership validity
For USCF-rated sections, TournaChess automatically checks each player's membership status against the tournament dates. Look for the colored indicators next to each player's name:
- Green -- Membership is valid for the entire tournament duration.
- Red -- Membership has already expired or will expire during the tournament. The player must renew before playing in a rated section.
You can click the refresh icon in the rating column of the table header to batch-check every player's membership against the live USCF database. This is especially useful on tournament morning when memberships may have been renewed overnight.
Tip: If a player tells you they renewed their membership but it still shows red, use the Validate button next to their name to re-check against the USCF database in real time. If the data has not propagated yet, this status does not block proceeding with the tournament, but it will need to be resolved before results can be submitted to the rating organization.
Handle late registrations and walk-ins
Players sometimes show up on tournament day without registering in advance. Use the TD Quick-Add feature at the bottom of the registrations table to add them. Quick-Add lets you:
- Search players who have participated in any previous tournament at your club
- Search the USCF database by name or USCF ID
- Enter new player details manually
Quick-Add pulls in the player's name, rating, and USCF ID automatically when a match is found, so you do not have to type everything from scratch.
Generating Pairings
When you are ready to start a round, click Generate Pairings on the tournament management page. TournaChess creates pairings for each section independently and displays them on the pairings screen in a pending state. Pending pairings can be reviewed and edited before play begins. Once you are satisfied, click Start Round to lock in the pairings and begin the round.
Swiss system
Swiss is the default pairing format. TournaChess uses a proven pairing engine that follows USCF pairing rules, including:
- Score-based matching -- Players with equal or similar scores are paired against each other.
- Color balancing -- The engine tracks each player's color history and assigns White and Black as evenly as possible, following USCF color allocation guidelines.
- Avoidance of repeat opponents -- Players who have already faced each other in a previous round will not be paired again unless no other valid pairing exists.
- Rating-based seeding -- Within each score group, higher-rated players are paired against lower-rated players according to standard Swiss conventions.
For most tournaments, you do not need to think about any of this. Click the button and let the engine handle it.
How BYE assignment works
When a section has an odd number of active players, the pairing engine automatically assigns a BYE to one player. The method of selecting the player is dependent on the pairing algorithm chosen for the section. The BYE recipient receives 1 point by default (this is the standard algorithmic BYE).
If players requested BYEs during registration for specific rounds, those players are excluded from pairing for those rounds and receive whatever point value you configured -- typically half a point or zero points, depending on your tournament rules.
Tip: You can review and modify BYE schedules from the entry list before generating pairings. If a player changes their mind about a requested BYE, remove it before pairing the round and they will be included normally.
Reviewing and Editing Pairings
After generating pairings, they remain in a pending state until you click Start Round. While pairings are pending, you can review and adjust them freely. TournaChess gives you full control over every aspect of the pairings.
Manual adjustments
Use the drag-and-drop interface to rearrange pairings. Drag a player from one board to another to swap them into a different matchup. The system visually highlights any pairing conflicts (such as repeat opponents) so you can make informed decisions.
Manual adjustments are common when you know something the algorithm does not -- for example, that two players from the same family should not be paired against each other in the first round, or that a specific matchup needs to be avoided for logistical reasons. For rated sections, consult the appropriate rulebook to ensure that any manual changes are acceptable under the rating organization's guidelines.
Changing board numbers
Board numbers are assigned automatically based on your section's board numbering configuration. If you need to change them, click on any board number in the pairings list to edit it directly.
Swapping colors
To switch which player has White and which has Black, drag one player over the other within the same match. The system will swap the players.
Adding and removing players from a round
If a player arrives late or you need to remove a no-show from the current round, you can do so from the pairings editor. There is an "Unpaired Players" section at the bottom of the pairings screen. Players not currently paired are there and can be dragged into the round. Players that should be removed can be dragged down into this section.
Retroactive edits
Sometimes you discover a pairing error after games have already started. TournaChess allows you to edit pairings even after a round is in progress. You can swap players between boards, change colors, or remove pairings. If results have already been entered for a game that you edit, the system will prompt you to confirm or re-enter the result.
Use retroactive edits sparingly -- they are intended for genuine corrections, not routine adjustments. When possible, catch issues before play begins.
Starting the Round
When you have finished reviewing and editing pairings, click Start Round to begin play. Starting the round transitions the pairings from pending to active:
- Players can see their pairings on the public tournament page and venue displays.
- Result entry buttons become active on the tournament management page.
You must start the round before you can enter any results. This two-step process -- generate pairings, then start the round -- ensures you always have a chance to review and correct matchups before games begin.
Entering Results
As games finish, enter results directly from the pairings screen. TournaChess is designed for fast, accurate result entry so you can keep the tournament moving.
1-click entry
Each board in the pairings list has three result buttons:
- 1-0 -- White wins
- 1/2-1/2 -- Draw
- 0-1 -- Black wins
Click the appropriate button and the result is saved immediately. There is no confirmation dialog and no page reload -- the button highlights to show the recorded result, and standings update in real time. You can enter results in any order as games finish.
If you click the wrong button, just click the correct one. The result updates instantly.
Advanced results
Some situations require more than the standard three outcomes. Click the Custom option on any board to access individual score assignment for each player. Custom mode handles:
- Normal forfeit -- Assign a forefeit-win and forefeit-loss.
- Double forfeit -- Both players receive 0 points. Use this when neither player shows up for the game.
- Custom scoring -- For any non-standard situation your tournament rules require, you can set each player's score independently.
Custom results are the exception, not the rule. For the vast majority of games, the 1-click buttons are all you need.
Editing past results
If you discover that a result was entered incorrectly -- whether from the current round or a previous one -- you can go back and fix it. Navigate to the round in question using the round selector on the pairings page, find the board, and click to change the result.
When you edit a result from a previous round, TournaChess recalculates standings and tiebreaks automatically. If pairings for later rounds have already been generated, the system warns you that standings may shift but does not automatically re-pair those rounds. Use your judgment as a tournament director on whether the correction warrants re-pairing.
Tip: Get into the habit of double-checking results as you enter them. A quick glance at the standings after each round can help you catch errors before they compound.
Round Management
Running a multi-round tournament involves more than just pairings and results. Here is how to handle the situations that come up between rounds.
Advancing rounds
After all results are entered for the current round, click Generate Pairings to create pairings for the next round. The system uses updated standings -- including all results, BYEs, and tiebreaks -- to produce the new matchups. As with the first round, the new pairings start in a pending state so you can review them before clicking Start Round. You do not need to manually close or finalize a round before generating the next one, though you should ensure that all results have been entered as they impact how the next round's pairings are generated.
Late entries
Players who join after Round 1 can still be added to the tournament. Use the TD Quick-Add feature from the entry list to register them. Late entries automatically receive 0-point BYEs for all rounds they missed. These zero-point BYEs ensure their score reflects only the rounds they actually played, while still allowing the pairing engine to match them appropriately going forward.
Late entries are paired normally starting from the next round after they are added.
Withdrawals
When a player needs to leave the tournament early, mark them as Withdrawn from the registrations list. Withdrawn players are excluded from all future pairings. Their past results remain in the standings and count toward tiebreak calculations for their opponents.
If a player has already been paired for the current round and then withdraws, their opponent receives a forfeit win (1-0 or 0-1 depending on color).
Reinstatement
If a withdrawn player decides to return, you can reinstate them from the entry list. Click Reinstate next to their name, and they become eligible for pairing in the next round. Rounds they missed while withdrawn are recorded as 0-point BYEs, the same as late entries.
Standings and Tiebreaks
Standings are the center of any tournament. TournaChess keeps them current and transparent so players always know where they stand.
Live updates
Standings update in real time as you enter results. Players following the tournament on their own devices see scores change immediately, without refreshing the page. This is one of the most appreciated features for live events -- players can check the standings board from their seats.
Tiebreak methods
Tiebreaks are applied automatically if enabled in section settings.
Performance ratings
For USCF-rated sections, TournaChess calculates a tournament performance rating for each player. Performance ratings reflect how strongly a player performed relative to their opponents' ratings, independent of their pre-tournament rating. Forfeits are correctly excluded from performance rating calculations, so a forfeit win against a low-rated opponent does not artificially inflate a player's performance rating.
Note: The performance rating is an estimate and should not be considered official.
Estimated post-event ratings
Players can see their projected USCF rating change based on tournament results so far. These estimates use the standard USCF rating formulas and update as each round's results are entered. Estimated ratings correctly handle forfeits, distinguishing between actual game results and administrative outcomes.
Tip: Remind your players that estimated post-event ratings are projections. The actual post-event rating depends on USCF processing and may differ slightly due to other rated events the player participates in.
Printing
Not every venue has a big screen, and some players prefer paper. TournaChess makes it easy to print tournament materials.
What you can print
From the tournament page, you can print:
- Entry lists -- All registered players with their ratings and section assignments.
- Pairings -- Board numbers, matchups, and color assignments for any round.
- Standings -- Current or final standings with scores and tiebreak values.
Section options
Choose to print all sections combined on a single printout, or select per-section output to print each section separately. Per-section printing is useful for posting section-specific sheets at different areas of the venue.
Formatting
Print output is formatted for standard letter-size paper (8.5 x 11 inches) with clean typography and appropriate margins. Pairings and standings use a table layout that is easy to read at a glance. If your sections are large, the printout automatically flows to multiple pages.
Tip: Print an extra copy of the pairings to keep at the TD table. It makes result entry faster when you can glance at the paper to confirm board numbers as players report their results.
Quick Reference: Round-by-Round Workflow
Here is the typical workflow for each round, summarized:
- Review the entry list -- Handle any last-minute additions, withdrawals, or BYE changes.
- Generate pairings -- Click the button. The engine does the work.
- Review pairings -- Check for any issues. Make manual adjustments if needed.
- Start the round -- Click Start Round to lock in pairings and begin play.
- Enter results -- As games finish, record outcomes with 1-click entry.
- Check standings -- Verify that standings look correct before moving on.
- Repeat -- Generate pairings for the next round and start again.
After the final round, review the final standings, print results for display, and export data for USCF and/or FIDE submission if you are running a rated event. For details on exporting, see Data Exports.
What's Next
Now that you know how to run a tournament from start to finish, explore these related guides:
- Creating Tournaments -- Detailed configuration options for sections, board numbering, tiebreaks, and BYE settings.
- Registration & Payments -- Set up entry fees, custom registration fields, and payment tracking.
- USCF & FIDE Ratings -- Deep dive into rating lookups, membership validation, and results export.
- TV & Projector Displays -- Configure auto-refreshing venue displays with QR codes for players.
- Recurring Series -- Automate tournament creation for weekly or monthly club events.
Still have questions? Visit our Contact page to get in touch with TournaChess support.