Registering your club’s dancers for an event

A club can register its own competitors, pay for them, and follow every entry from one list. Dancers can also register themselves; those entries show up in the club’s list too.

You need the club’s Coach role or higher. Members cannot register on the club’s behalf.

How it fits together

What	Where	Who
Competitors (couples, groups, formations)	`Organization → Administration → Competitors`	Coach and up
New registrations	The event’s own registration page	Coach and up, or the dancers themselves
Your club’s entries, payment and cancelling	`Organization → Administration → Registration`	Coach and up
Confirming who dances on the day	Organization check-in, when the organizer opens it	The club

Step 1: Set up the competitors

A competitor is what you register: a couple, a group or a formation.

Couples can be created by the dancers themselves, or by you on the Competitors screen. A couple is normally independent, not owned by the club. If you give it a custom name when creating it, you can choose to make the club its owner.
Groups and formations are created on the Competitors screen. Keep Owned by organization ticked: a group must be owned by the club. Only the club’s coaches, managers and administrators can then change or cancel it.
A dancer who has no account yet can be added by typing their email address and creating an account for them.
Set Dance role (leader or follower) for couples and trios. Some federations require it at registration.

See Competitors for every field.

Step 2: Check each dancer is ready

Before registration closes, for every dancer you enter:

their licence is Active, if the federation requires one. See Getting a license.
their birth date is on their account.
the class is right for this season. Age groups and classes can change between seasons. See Age transfer and Class transfer.
if the event asks which club the dancer represents, they have an approved membership in your club.

Step 3: Register

Open the event’s registration page and pick the competitor and the class. The class list shows whether each competitor may enter, and the reason if it may not.

Some federations only let the club register a competitor, or only a member of the team. The class list says so.

The rules are checked on the lineup that dances, with the team’s skipped and replacement dancers applied. This covers the federation’s class rules and licences and the organizer’s own class and period rules (age, team size, dance roles), and they are checked again when the registration is sent, not only on the page. So:

A group with backup dancers can skip them for this competition to fit a class.
A class that a lineup change can fix, such as a dancer who is too old, is offered with the hint “Edit the lineup in the cart before registering”, where the class allows lineup changes. In the cart, a refused entry says why and has an Edit lineup button.
A replacement dancer takes over the dance role of the dancer they replace.
Classes the team is too big for under the federation’s rules stay hidden: the team’s size decides whether it is a small group or a formation.

The organizer’s staff and check-in stations can still register a team outside the organizer’s class and period rules.

The dancers’ own guide is Registering for an event. Send it to members who register themselves.

Step 4: Follow up and pay

Organization → Administration → Registration lists your club’s entries per event, with status and payment.

Only Approved entries dance. Preliminary means the organizer has not accepted it yet.
Get cost shows the price. Pay now pays online, when the event takes online payment. With manual payment you see the amount and the organizer’s payment details instead.
If the organizer invoices the club, the invoice appears under Pay your registrations.
Edit lineup changes the dancers while the period is open. Some events lock the lineup once paid. The new lineup is checked against the class rules again.

See Registration for every column and button.

Step 5: Confirm your roster on the day

The organizer opens an Organization check-in window, and the club confirms which of its teams dance and signs. Teams the club has not confirmed are cancelled when the organizer applies the check-in, even if the dancers are in the hall. Agree beforehand who in the club does it.

Cancelling

Cancel from the Registration list while the entry’s registration period is open, and the entry is Preliminary, Signed or Approved. A club-owned competitor can only be cancelled by the club’s coaches, managers and administrators. After the period closes, ask the organizer.

Cancelling does not refund anything. The organizer refunds from Manager.

Common problems

Problem	Fix
A class is missing or locked for a competitor	Read the reason in the class list: licence, age, dance role or team size. A class the team is too big for is not shown.
A class says “Edit the lineup in the cart before registering”	Add it, then use Edit lineup in the cart to skip or replace the dancers who do not fit.
A dancer’s licence is Pending	Pending does not count. See Getting a license.
“Independent competitors can have at most 2 members”	Create the group on the Competitors screen with Owned by organization ticked.
A group class is locked with “This team does not belong to a club, and only club teams can enter this class.”	The team is independent, even if its dancers are club members. Under As coach, choose your club, create the team there with Owned by organization ticked (see Step 1) and register that team.
A class says A dancer in this team is already in …	Your federation lets each dancer dance one class per category (solo, duo…): one age group and one level. One of the team’s dancers is already in another class of that category, registered or in the cart. The same check applies when you add a dancer to a registered team or bring one in with Edit lineup. See One class per category.
A class says This team is already in …	Your federation lets each group or formation dance one class per category. The team is already in another class of that category; its dancers may still dance in your other teams, in any class. To switch, remove or withdraw the other class first.
The lineup must change after registering	Edit lineup while the period is open. After that, ask the organizer.
An entry was cancelled on the day	The club did not confirm it at check-in. Talk to the organizer.

Next step

Continue to Results, points and rankings.