Hey thanks everyone for the great advice and tips. I really appreciate it and I am definitely going to utilize as many as I can. This is a great community and I wish I would have found it earlier. I feel a lot better about continuing to run these games once a month and I'm going to try to make twice a month a possibility. I've made the transition to the Invite Tracker Google sheet, now that I figured out how to set it up and use it (mostly).. And I'm going to continue trying to build my player list. You guys and gals are great!
Another thing that I came up with, which may or may not be cool, is name badges for players who show up. I know it sounds kind of corny and unnecessary but I am brand new and brand new people have to try brand new things so that not brand new people don't have to but, can still use the idea if it works for them.
I've created a spreadsheet to enter player names, phones, emails, and also track the number of games attended and number of games won. I then created name badge templates where I can have the player choose any character they want and I will use a B&W photo for there ID picture.(just to save on color ink) Then I can add the player's name so others can say "Hey Matt, are you checking?" and know his name even if they don't already know Matt or just can't remember his name. I added a spot for a nickname if they want, added there member ID which directly corelates to the member list I have on file, and put a "Member Since" spot just for funs. On the back I put a larger version of the logo that I sniped from Google images and a QR code that the player can scan and it will instantly connect their phone to my home wi-fi so I don't have to give people the name and password over and over. These badges only take me about 5 mins to make and print using the template.
The other cool aspect of this is that I will keep all the nametags at my house. This way, I can set the table up with all the chip stacks required for the tournament already in each player spot. When people pay the buy-in, they will receive their badge. When we are a couple minutes from tournament time, I will be able to quickly scan the room for anyone without a badge and remind them that they need to buy-in before the tournament starts. Once the player busts or just decides it's time to go home, I will collect their badge before they leave. This way, it is ready for that player again the next time they show up. I got a 30 pack of lanyards and badge sleeves for like 13 dollars on Amazon.
Obviously this is highly unnecessary when you are running a 4 player tournament. But, in building my player list and eventually getting to the point of hosting 18 players, I can see this coming in handy if not being completely necessary at that point. Just looking into the future. Let me know what you guys think.. Is this cool or is this dumb? Thanks again everyone.