Setting up registration for your event

Dancers and clubs register themselves on your event’s public page. Your job is to open a registration period, approve what comes in, and import the approved registrations as participants.

This page is the overview. Every screen is described in detail on Registration and check-in.

Where it is

Manager → Competition → Registration. The tab you set it up on is Registration period.

Registration is not the same as publishing the event. A published event can be seen, but nobody can register until a registration period is open.

Before you open registration

1. Your classes are final, and each maps to the right Federation Class (for a federation event). See Competition setup.
2. Prices are decided.
3. If you take online payment, Stripe is connected to the competition. Connecting it needs the Manager role.
4. Problems in Manager shows nothing you have not dealt with.

Step 1: Create a registration period

A period is one registration window. You can have several, for example an early and a late period at different prices. For each period, set:

Setting	Choices
Name and dates	When it opens and closes.
Payment mode	Free, manual (invoice), or online with Stripe.
Acceptance mode	Manual: you approve each registration. Direct: registrations are approved automatically (with online payment, once paid).
Currency and prices	The price ladder.
Rules and form	What the registration asks for, and which rules apply.
Allowed classes	Which classes can be entered in this period.

Step 2: Test it yourself

Register once as a dancer, the way your dancers will. Check:

• your class shows up and can be entered
• the price is right
• payment works, if you take it
• the registration appears on the Registrations tab with the status you expect
• the email arrives. See Emails and the check-in QR code.

Then cancel the test registration.

Step 3: Open it and tell people

Registration opens once the event is published and the period’s start date has passed. Tell dancers and clubs, and link to the guide for dancers: Registering for an event. It explains registering with a partner and what each status means.

Step 4: Approve registrations

On the Registrations tab:

Status	What it means
Preliminary	Registered, not yet accepted. With manual acceptance or invoice payment, every registration starts here.
Signed	An optional step for your own bookkeeping. Never set automatically.
Approved	Accepted. Only Approved registrations become participants.
Rejected	Declined by you.
Cancelled	Withdrawn by the dancer, their club, or you.

The list opens on Preliminary and Approved registrations together. A notice above it says how many are still preliminary; click Show only these to list just those, and set each one’s status to Approved to accept it. Change the status filter to see cancelled or rejected registrations.

Step 5: Import participants

When the period closes, press Update/import participants. It turns every Approved registration into a participant, and lists anything that changed or should be removed. Run it again after late approvals or cancellations.

Then assign start numbers and add participants to the first rounds. See From registrations to participants.

Common problems

Problem	Fix
Nobody can register	Check that the event is published and that a registration period is open today. You need both.
A dancer cannot see or enter a class	Check the period’s allowed classes. Then check the class’s Federation Class: the dancer’s age, licence or dance role may not fit. The class list shows the dancer the reason.
A registration is stuck on Preliminary	With manual acceptance you approve it yourself. With invoice payment, approve it once paid.
An online payment was abandoned	The registration is removed automatically. The dancer starts again.
An approved registration is not in the lineup	Run Update/import participants again. The Imported check shows which registrations are in.
A dancer wants a refund after cancelling	Cancelling does not refund. You refund from Manager. If the dancer registered again and paid twice, see Paid twice after cancelling.

Next step

Continue to Results, points and rankings if your event runs under a federation.