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Top Gun Stats — Walkthrough

This documentation serves as an explanation of the various features on the top gun stats website.

What Is This Product?​

Top Gun Stats is the official web platform for Top Gun Sports USA, a youth baseball and softball tournament organization.

It functions as a centralized data, registration, and event management system where parents, players, coaches, tournament directors, and office staff interact with tournaments, player profiles, combines, and special events in one unified platform.

The platform serves as a central hub where users can:

  • Browse and enter upcoming tournaments
  • Search for players and view their profiles and stats
  • Register for player skills evaluations ("Combines")
  • View special event rosters (All-Star, All-American, Grinch Games, etc.)
  • Manage team and player records (admin users)
  • Purchase Top Gun merchandise

Who Uses This Product?​

User TypeDefinitionWhat They Do
Parents / PlayersEnd users with linked player profilesBrowse tournaments, register for combines, view player stats and profiles
CoachesTeam-affiliated evaluatorsRate players for special events (All-Star, All-State, etc.)
Tournament DirectorsEvent organizers responsible for running tournamentsView their tournaments, manage payment links
Office Staff / AdminsInternal administrative users with elevated permissionsFull access to invitations, event tracking, SMS, and player data

Navigation Structure

The top navigation bar provides access to all major functional modules of the platform:

  • Home — Landing page
  • Tournaments → Baseball Tournaments / Softball Tournaments / Upcoming Tournaments
  • Stats → Player Profiles & Search / Stats Corner / Accomplishments (MVP)
  • Combine → Register / Who's Invited / Who's Playing / Top 40
  • Who's Invited → All-Star, All-American, All-State Finals, Grinch Games
  • Who's Playing → All-Star, All-American, All-State Championship, Grinch Games
  • Shop → Top Gun Merchandise / All-American Apparel
  • Legacy site(Top Gun Sports) → Accounts are linked and merged to the Top Gun Stats site
  • Account Icon (avatar) → Account Settings, Parent Portal, Merge Account, Sign Out

Page-by-Page Breakdown

1. Home Page​

The landing page introduces the platform visually and serves as the primary entry point for discovery and navigation.

What users see:

  • A main section with sport action photography displayed as stacked photo cards on each side
  • Two primary call-to-action buttons: Player Search and Regions

Regions Section: Regions are geographic and organizational groupings used to categorize players and tournaments for filtering, search optimization, and data segmentation.

Available regions:

  • Softball
  • Baseball East
  • Baseball West
  • Baseball Coastal
  • Baseball Upstate

Clicking a region card takes the user directly to the Player Search page pre-filtered by that region.

2. Tournaments Page​

A tournament is a scheduled competitive event where multiple teams participate in games within a structured format such as pool play or brackets. This page displays all upcoming baseball and softball competitive events.

Flow:

  1. User selects sport — Baseball or Softball — using radio buttons at the top.
  2. Optionally expands the Filters accordion to refine results by:
    • Date range (Start Date / End Date)
    • Regions (geographic classification)
    • Locations (City/State)
    • Tournament Types (event category classification)
    • Directors (event organizers responsible for the tournament)
    • Event Blocks (help organize multiple tournaments under a recognizable banner or series, making it easier for players, coaches, and parents to identify and register for them.)
      Examples:
      • Big Events – Large-scale tournaments with wide participation and multiple age groups.
      • Myrtle Beach – A popular tournament destination, often with regional or national teams attending.
      • Elite – High-level competitive events for top-performing teams or players.
      • Disney – Tournaments or showcases held at Disney venues, usually themed and widely recognized.
      • Super NIT – National Invitational Tournaments, typically featuring top-ranked teams across regions.
  3. Results load as scrollable cards (10 cards at a time using infinite scroll).

Tournament Card displays:

  • Date(s) and City/State
  • Tournament heading image
  • Tournament name and ID
  • Number of teams registered
  • Games scheduled
  • Director name (color-coded badge) with a Contact button
  • Age group fee table (e.g., 8U: $200, 9U-10U: $225)
  • Any extra fees
  • Trophy/award images (auto-playing carousel)
  • A red "Tournament Info and Rain Alert" banner if a weather alert is active
  • An Info & Entry button

Info & Entry Side Drawer A slide-in detail panel that provides full tournament metadata and actionable links without navigating away from the page.

Includes:

  • Weather alert (if active) with timestamp
  • Tournament dates and location
  • Tournament heading image
  • Tournament name
  • Pay Tournament Fee button (links to the payment portal)
  • Optional custom payment link button
  • Extra Payment & Info Links accordion (PDF links, external resources)
  • Who's Playing button (shows confirmed team count)
  • Tournament Points button
  • Game Times and Scores button (if available)
  • Director(s) contact info
  • Age group fee table
  • Complex/venue locations with Google Maps links
  • General announcements/messages

Director Contact Dialog: Clicking "Contact" opens a dialog displaying the director’s phone number and email with clickable links.

3.Stats Page​

A search tool that allows users to locate players within the Top Gun ecosystem.

Search filters:

  • Name — Free-text search on first and last name
  • Age Group — Dropdown ( eg: 8U- 8 and Under)
  • Region — Multi-select (Softball, Baseball East, Baseball West, Baseball Coastal, Baseball Upstate)
  • Clear Filters button

Clicking any player row navigates to that player's Profile Page.

Player Profile​

Each player has a dedicated profile page representing their identity, performance data, and event history.

Profile sections:

  • Main profile — Player name, photo, team, age group, region
  • About — Basic player information and demographics
  • Statistics — Batting and pitching stats (season and career), including advanced analytics
  • Tournament — Tournament history and performance
  • Awards — All-Star selections, Top 40 achievements, and recognitions
  • Events — Combine and special event participation history

If a profile is locked (e.g., during a combine lockout period), a hidden profile notice is displayed instead.

3.2 Stats Corner​

A multi-step analytics module that allows users to view performance datasets across different scopes such as tournament, league, or full career.

Steps:

  1. Selection Page — Choose which data set to view (tournament, league, or full career)
  2. Tournament Page — View stats broken down by tournament
  3. League Page — View stats by league
  4. Complete Page — Full career stats view

3.3 Accomplishments​

A recognition-focused page highlighting MVP (Most Valuable Player) awards, notable performances, and elite player milestones.

Users can:

  • Filter by sport (Baseball / Softball)
  • Search by name

4. Combine Section​

The Combine is a player skills evaluation event where players are tested on athletic and baseball/softball performance metrics.

4.1 Register​

Player registration form for upcoming combines

4.2 Who's Invited​

Displays players who have been invited to a combine. Filterable by:

  • Age group
  • Sport
  • Team (searchable)

4.3 Who's Playing​

Displays players who have confirmed participation in a combine. Filterable by:

  • Sport
  • Age group
  • "Display by team" toggle

4.4 Top 40​

The Top 40 is a performance-based ranking leaderboard derived from recorded combine evaluation metrics.

Ranking metrics include:

  • Overall Rank
  • Throwing Accuracy
  • Throwing Velocity
  • Distance
  • Shuttle Run Speed
  • Run Speed
  • Exit Velocity

Users can:

  • Filter by age group
  • Filter by sport
  • Toggle between different ranking metrics

Tables animate into view as users scroll.

5. Who's Invited Page​

Displays invitation lists for Top Gun events featuring top-performing or coach-recommended players.

Events covered:

  • All-Star (Baseball)
  • All-American (Baseball & Softball)
  • All-State Finals (Baseball)
  • Grinch Games (Baseball & Softball)

Users can:

  • Filter by age group
  • Filter by sport (Baseball / Softball)
  • Toggle between individual players or team-grouped display

6. Who's Playing​

Displays confirmed participants for special events (players who accepted invitations or registered).

Events covered:

  • All-Star (Baseball)
  • All-American (Baseball & Softball)
  • All-State Championship (Baseball & Softball)
  • Grinch Games (Baseball & Softball)

Filtering options match the Who's Invited page.

7. Shop​

A simple gateway page linking to external merchandise stores. It's a redirection-based commerce page that connects users to third-party storefronts rather than handling transactions internally.

Available links:

  • Top Gun Sports Merchandise — General Top Gun apparel and gear
  • All-American Merchandise — Event-specific apparel

Legacy Site​

www.PlayTopGunSports.com — Clicking on the icon would redirect to the legacy platform whose accounts and data are linked and merged into Top Gun Stats

Account Settings

1. Settings​

The personal account management page where users control their profile information, contact details, and login security settings. It allows the users to manage their personal information, communication preferences, and account security in one place.

Note: These fields become fully editable only after the account is successfully linked to a PTGS account (PlayTopGunSports.com — the legacy platform).

2. Parent Portal​

The primary dashboard where parents manage and maintain their children’s player profiles within the system.There are different sections of the players displayed.

Visual Indicators:

  • A alert icon appears on the right end and the whole record is highlighted if any linked players have incomplete profiles where certain details of the player are missing.
  • The count with the red background is the total count of the players under this parent

Core Capabilities

  • View all players under the logged in parent's account
  • Open a player profile to view/edit the player's details based on the access
  • Upload a player profile photo
  • Merge/Reject/Claim the unclaimed player (Refer for more info - )
  • Confirm/Hide/Merge the unconfirmed player

3. Admin Parent Portal (OfficeStaff Only)​

An administrative version of the Parent Portal that allows staff to manage any parent or player in the system.

Tab 1 — Parents​

Function:
Search and manage parent accounts.

Key Actions:

  • Search parent by name or email
  • Select a parent
  • Click Edit Parent to open their Parent Portal view as them
  • Helps staff assist parents directly with updates

Tab 2 — Players​

Function:
Administrative player record management.

Key Actions:

  • Search by player name, class, or email
  • Click Edit Player
  • Update any player detail on behalf of the parent

Tab 3 — Dismissed Players​

Players rejected or removed by parents from their account.

Key Actions:

  • View dismissed players (highlighted in orange with warning icon)
  • See both player details and rejecting parent email
  • Enter the correct parent email
  • Click Update & Undismiss to relink the player correctly

4. Team Management (functionality varies by role)​

It is where Team Admins manage everything about their baseball or softball teams in one place — including team creation, roster (players, coaches, team moms), official registration (sanction), insurance coverage, and tournament entries.

4.1 Creating a New Team​

Click Add New Team at the top right in the header

Step 1 - Team Info

  • Provide basic info
  • Choose ️Insurance Options

Definition Insurance is a liability covering your team during Top Gun events

What to do: Choose insurance options based on:

  1. Top Gun Insurance

    • Purchased directly through the platform
    • Requires carrier name, policy number, and expiration date

  2. External Insurance

    • Use your existing insurance
    • Provide policy details and upload documentation

Insurance Policy - The official paperwork/proof document that proves you are insured

Step 2 - Additional Insured

Definition
Organizations (venues, leagues, school districts) that must be listed on your insurance policy as covered parties.

Example:
A tournament venue may require being listed as “Additionally Insured” before games are allowed on their fields.

What to do:

  • Add multiple insured parties (name + address) as per requirement
  • Use Certificate Received button to record when documentation is received
  • The system logs the received date automatically

Step 3 - Sanction Team

Definition Official license from the Top Gun to enter tournaments

What to do:

  • Review sanction fee (or see “Fee Waived” for eligible regions such as NY/PA/NJ)
  • Choose to:
    • Pay now
    • Skip and complete later

Step 4 — Confirmation / Receipt

  • Review everything you've entered
  • See payment breakdown if chosen 'Pay now' option

4.2 The Teams List​

All the teams appear as cards

Team Status Indicator (Left Border Colors)

ColorMeaning
🟢 GreenTeam is in good standing — valid sanction and insurance
🔴 RedTeam has an issue — expired insurance, expired sanction, or missing insurance policy

Information Displayed on Each Team Card Each card includes:

  • Team name, age group, and division
  • Sanction status and expiration date (red if expired)
  • Insurance expiration date (red if expired)
  • Insurance policy on-file indicator (✔ = on file, ! = missing)
  • Enter Tournament button (greyed out if team is suspended)
  • Submit Injury Report - Team admins can submit injury reports for players, which get emailed to tournament administrators and the head coach.

Bulk Actions Select multiple teams using checkboxes to enable bulk actions:

  • Activate selected teams
  • Deactivate selected teams

An action bar appears once teams are selected.

4.3 Clicking on a Team — Team Detail Page​

Selecting a team card opens the full team management view.

Header Information At the top of the page you will see:

  • Team name and short name
  • Age group and division
  • Edit (pencil icon) to update team info
  • Active/Inactive toggle switch

Team Compliance (Action Required)​

If your team has issues, red alert banners will appear with quick action buttons.

WarningMeaningAction
Expired InsuranceInsurance has lapsedRenew Insurance
Missing Insurance PolicyNo policy document on fileRenew Insurance
Expired / Pending SanctionTeam is not sanctioned to competeRe-sanction Team
Team InactiveTeam is deactivatedActivate Team

Roster Management​

The roster is organized into four tabs:

TabDescription
AllEveryone on the team
PlayersPlayers only
CoachesHead and assistant coaches
Team MomsTeam support staff

Roster Actions​

  • Add Player — Search for an existing player or create a new record
  • Add Coach — Search or manually enter coach details
  • Add Yourself as Head Coach — One-click if you are the Team Admin
  • Edit Player/Coach — Click any row to update details
  • Bulk Update Status — Update status by role, all members, or selected individuals
  • Print Roster — Print in formats:
    • All
    • Players
    • Coaches
    • Team Moms

Tournaments Entered​

Below the roster, you will see all tournaments the team has entered.

Available Actions Per Tournament Entry

ButtonFunction
Check EligibilityVerifies team meets tournament requirements
Pay Outstanding BalanceOpens payment flow for unpaid fees
Cancel EntryWithdraws team (may be locked if scheduling has started or event is near)

Entry Details Displayed

  • Tournament name
  • Event dates
  • Entry fee
  • Payment status (Pending / Partial / Paid)

If You Don’t Have Team Admin Access

Message SeenReasonWhat To Do
“Your account needs to be linked”PTGS account not connectedGo to Settings → Merge Account
“This page is only for Team Administrators”Missing Team Admin roleAccept Terms & Conditions and click Submit to request role

5. Send Us An Email​

An internal communication form used to contact tournament administrators directly from the portal by team admins.

Form Fields

  • From: Auto-filled (read-only) with logged-in email
  • To: Pre-set as “Tournament Administrators”
  • Subject: Required text field
  • Message: Required text area

6. Merge Account / Unmerge Account​

A feature that links a user’s new authentication login (Firebase, Google, email, etc.) with their legacy PTGS account to enable full system functionality, especially for Team Admin features that depend on PTGS account linkage.

If Not Yet Merged: Two tabs will appear:

Tab 1 — “I Have a PTGS Account”​

  • Enter existing PTGS username and password
  • Links old account with the new login

Tab 2 — “Create New PTGS Account”​

  • Email is pre-filled
  • Enter a password to create a new PTGS account
  • A notice clarifies PTGS accounts are mainly required for Team Admin access

If Already Merged:

  • The menu changes to Unmerge Account
  • User can disconnect accounts using PTGS credentials

7. GameChanger Stats Upload​

A utility used to import player statistics from external CSV files into the system. It also helps to efficiently bulk-upload and validate player performance data for tournaments.

Progressive Workflow​

  • Select Tournament
  • Select Region (auto-detected or manual)
  • Select Team Admin (OfficeStaff only)
  • Select Team, Age Group, and Division
  • Upload CSV file (drag-and-drop or browse; .csv only)

Validation & Preview​

  • Click Preview to view:
    • File format detected
    • Record count
    • Player data preview table
  • Validation warnings and errors are displayed before import

Duplicate Handling​

  • A comparison dialog appears showing existing vs new upload
  • User confirms or cancels the import

After Import​

  • Green success message with total records imported
  • Redirect to a matching verification page

8. SMS Portal​

A bulk messaging system used to send SMS notifications to players, parents, teams, or role-based groups.This is to support mass communication for events, reminders, and announcements.

Step 1 — Choose Recipients​

Tabs include:

  • Individual
  • Role (e.g., all Team Admins)
  • Team (all, coaches, or players)
  • Tournament groups

Selected recipients appear as removable chips displaying:

  • Name
  • Phone number
  • Role
    (Missing phone numbers appear in red.)

Step 2 — Write Your Message​

  • Large text editor
  • Live character count
  • SMS segmentation (160 characters per message)
  • Estimated cost display
  • Templates button for saved messages

Step 3 — Send Message​

  • Confirmation dialog (especially for large audiences)
  • Results shown in Success/Error tabs
  • OfficeStaff can save templates for future use

9. Admin Utilities​

A centralized dashboard of administrative tools for managing players, events, coaches, and reports.

Player Management Tools​

  • Player Invitations — Send event invitations
  • Manage Open Invitations — View, confirm, or delete pending invites
  • Maintain Players — Update records, positions, and assignments

Event Tracking Tools​

  • Confirmed Event Status — Participation analytics
  • Jersey Count — Generate apparel and hat reports
  • Event Transaction History — View and export payment records

Coach Management Tools​

  • Admin Coach Ratings — Review submitted ratings
  • Player Ratings Request Email — Send rating requests to coaches

10. Manual Combine Registration​

A manual registration tool used by staff to enroll players in combine events on their behalf.

Purpose:
To handle offline or assisted registrations with manual payment entry.

11. Upload Player Data​

A bulk data upload tool used to import combine performance metrics (e.g., CSV or ZIP files). This is to upload structured player performance datasets for combine analysis.

Process​

  • Select Combine Event (required)
  • Drag and drop .csv or .zip files or click browse
  • Remove files using the X icon if needed
  • Click Submit → confirmation modal appears stating the action is irreversible

A Download Template link is provided for correct file formatting.

Results​

  • Success messages for valid uploads
  • Detailed row-level error reporting for invalid data

12. Combine Registration Utility​

An administrative bulk management tool for tracking and updating combine registrations.

Purpose:
To view, edit statuses, and manage registrations across multiple combine events efficiently.

13. Combine Registrations Tracker​

A detailed reporting and analytics table for monitoring all combine registrations. It can also be exported as csv file.

Purpose:
To track participation, financial records, and player details in a filterable and exportable format.

Key Features​

  • Select Combine (required to load data)
  • View Types:
    • Merged (one row per player)
    • PlayerSkills (one row per skill)

Table Includes​

  • Transaction ID
  • Date
  • Parent Name, Phone, Email
  • Player Name, DOB
  • Age Group, Jersey Size, Positions
  • Team, Skills, Costs

Additional Capabilities:

  • Column sorting
  • Pagination toggle (Paginated or Show All)
  • Export CSV with preview and filter options

14. Team Building​

A structured team creation and player assignment tool for different event types.

Purpose:
To build event-specific teams and assign players efficiently.

Step 1 — Create Teams

  • Select event from dropdown
  • Create and name team slots
  • Teams appear in a dynamic list
  • Click Next after setup

Step 2 — Assign Players

  • Search and assign players via click or drag-and-drop

15. Logout​

A system action that securely ends the user session.

Purpose:
To safely sign out of the portal and prevent unauthorized access.

Last updated on by Lucas Miller