This guide describes how to manage athlete registrations when the registration window is enabled and open or after the registration deadline has passed. Please see the Organizers/Organisers: Registration setup guide to learn how to set up and enable registration for your competition.


This guide is organized/organised as follows:



Approving/Rejecting registrations


Once the meet/meeting is open to sign-ups and participants are registering, you will manage all the approval activity through the REGISTRATION → Management - events page.


Here, you will see the list of athletes and relay teams in the registration process and their registration status.



Along the top row are sortable columns with the respective status for each athlete/relay team (the License/Licence column is visible only when the license/licence verification setting is enabled).


When participants are registering for a meet/meeting requiring organizer/organiser approval (default), all athletes/relays will first need to be approved before paying and being added to the start list. Approval and other actions are toggled on the far right-hand column from the three dots icon. Once the action is chosen, the participant will also see the updated status.


When a participant has signed up for an event, the organizer/organiser can choose to:

  • Approve - participant can move into payment.
  • Reject - participant will not be able to pay and join the event.
  • Wait-list - participant is on the waiting list pending later approval or rejection.


Please note: Registrants will be automatically informed by email about the change of the approval status (e.g. if the organizer/organiser manually changes the status from Wait-list to Approve). 24 hours before the registration deadline, a reminder will also be sent automatically to registrants who have the approval status and have not yet paid for the start.



Participants can be approved (or other actions) individually or in bulk by selecting the checkboxes on the left-hand side and then pressing the appropriate Selection option.



You will find messages notifying you of certain circumstances, which in this case are foreign athletes competing in this competition without a license/licence.



Once participants have taken action, such as paying or resigning from the event, their payment or approval status will be immediately updated and visible on the same page.



Once the athlete's or relay's payment is complete, they are automatically transferred directly to the start list for that event.



Refunding to a participant


The participants can request a refund after payment and either receive a credit towards another event or a payment-type refund.

  • Credit refund: total amount for the event will be credited to the participant's account. They can use the credit in the same meet/meeting for a different event or a future meet/meeting from the same organizer/organiser.
  • Payment method refund: total amount less applicable transaction fees (e.g. credit card fee, Roster service fee).



Once the participant has requested a refund of either type, the organizer/organiser can accept or reject the refund. In either case, the participant will be removed from the start list unless he/she has a result. If no action is taken, the participant stays on the start list.


You will see a red icon warning in the top header (next to the meet/meeting name) if there is a refund request. Clicking on the red icon and selecting Refund requests (events) will take you to the Registration management view showing all athletes or relay teams that have currently requested a refund.


You can also find all refund requests by going to the Registration management view Payment column filter, and select the appropriate option.



You can refund in bulk by selecting the checkboxes on the left-hand side and pressing the appropriate Selection option. Remember not to close the browser when a batch operation takes place. Closing the browser will stop the operation.




Removing/keeping a participant with or without a refund


Once a participant has submitted payment and is on the start list, the organizer/organiser has the following choices to remove or keep the athlete or relay team using the three dots icon options:

  • Remove and refund with credits.
  • Remove and refund to method of payment used.
  • Remove without refunding.
  • Keep and refund with credits.
  • Keep and refund to the used method of payment.



Please note: To be able to delete an event with registration, you must first remove or reject all participants (with or without a refund). Once all event registrations are resolved, you can go to the Schedule and delete the event by clicking the three dots icon and selecting Delete.



Message to the organizer/organiser


Registrants can send a message to notify the organizer/organiser regarding any additional support information, reasonable adjustments they would like the organizer/organiser to know of, or other questions.


You will see a red icon warning in the top header (next to the meet/meeting name) if there is a new message. Clicking on the red icon and selecting Registration messages will take you to the Registration management view, showing all registrations with unread messages.


You can also find all sent messages by going to the Registration management view Msg. column filter, and select the appropriate option.



Click the message icon to open a chat with the participant. The icon will be light grey if there are no messages, dark grey if there are no new messages and blue if there are unread messages.



To add a comment, type a text in the Post message field. Sending a message will automatically change the icon colour from blue to grey. You can manually mark messages as read by clicking the Mark as seen button. Each new message from the participant will mark the icon as blue again.



Downloading a CSV file


You can download a CSV file with information about registrations by clicking the Download CSV button.



The file contains the following columns:

  • MeetingName - The meet/meeting's name.
  • Event - Event's name.
  • Gender - Event's gender.
  • AgeGroup - Event's age group.
  • RegistrantName - Name of the person signing up themself and/or others.
  • RegistrantEmail - Email address of the person signing up themself and/or others.
  • RegistrantPhone - Phone number of the person signing up themself and or others.
  • ParticipantName - Name of the participant.
  • Club - Participant's club.
  • Licenses (separate columns per federation) - License number of the athlete (if such exists).
  • ApprovalStatus - Status of the approval, e.g., Start list, Rejected, Removed, Resigned.
  • Message - Message to the organizer/organiser.


For information on downloading and reading the downloadable CSV file with payment data, please see the Bookkeeping user guide.