Reviewing entries

An application is one submission from a form. An individual form produces one athlete per submission; a team form produces a submission holding several athletes.

Reviewing means approving them, rejecting them — usually while letting the applicant fix and resubmit — correcting answers on their behalf, and keeping notes your team can read and the applicant cannot.

Everything lives under Applications in the sidebar. A role with no entries permission sees “Your role does not include access to applications.” instead of the page.

The list, and its two grains

The toggle at the top right of the header switches between two ways of counting the same thing. Each view remembers its own saved layout.

View	One row is	Columns
Submissions (the default)	One submission — a team counts once	Applicant, Category, Form, Submitted Date, Status, Payment
Athlete view	One athlete — a team of twelve is twelve rows	Athlete, Team, Discipline, Gender, Age group, Events, Status

Use the athlete view whenever your question is about people rather than paperwork: who is in this weight category, how many girls in this age group, who has no events.

A team submission does not open a detail page from the list. Clicking it opens a roster popover, and you click an athlete there to open their own application.

Badges

Status is Pending, Approved or Rejected.

A submission whose answers no longer fit the tournament also carries a red Needs correction badge — “Applicant must resubmit via their correction link before this can be approved or paid”.

Payment shows Paid, Slip Review, Awaiting, Pending, Split Sent, Partial, Waived or Failed. Nothing is shown when the form charges no fee. See Payments and fees.

Narrowing the list

The tournament scope selector at the top left is the context everything else sits inside — set it first.

• Search matches the answers you marked Searchable when you built the form. Nothing else is searched, and uploaded files are never read.
• Filters on the submissions view: Review status, Payment, Correction (with the value Required), Type, Discipline, Form, Submitted as a date range — plus one filter for every question you marked Filterable.
• Filters on the athlete view: Review status, Gender, Event, Age group, Weight class, Discipline, Type, Submitted.
• The Display menu sorts by Newest first, Oldest first, Name A-Z, Name Z-A or Status, and groups by Status, Type, Tournament, Form, Discipline, Payment status or any filterable question.

Active filters appear as removable chips with a Clear all.

Some groupings switch the view for you

Grouping by Gender, Event, Age group or Weight class flips the list into the athlete view automatically. It has to: a team of twelve has no single answer for any of those.

Exporting

The ⋯ menu at the top right holds the export. The whole menu is hidden if your role can use neither of its items.

Export → CSV downloads every row matching your current search and filters, not just the page you are looking at. It needs the permission to export entries.

The columns are Reference, Submitted, Applicant, Email, Form, Type, Athletes, Disciplines, Status, Needs Correction and Payment Status, plus one column for each organiser question marked filterable.

Every export is recorded in the audit trail with the filters you used and the number of rows. Identity-number answers are left out unless you hold the permission to view them.

Excel and PDF export do not exist

Export → Excel and Export → PDF are in the menu, but neither produces a file. Both only show a toast saying “Excel export coming soon” or “PDF export coming soon”, and nothing is downloaded.

CSV is the only export that works. Do not plan a weigh-in, an accreditation desk or a hand-over around a spreadsheet or a PDF from this menu. Every spreadsheet program opens a CSV.

The other item in the menu is Scan with phone, which pairs a phone so it can scan a printed registration and open it here. It needs the permission to pair a scanner, which is separate from reading entries.

Deciding on an application

Approving

Approve is the green button on the detail screen and needs the permission to approve entries. The Approve Application dialog tells you what it sets off:

“This action will trigger automatic category assignment based on the tournament configuration.” and “If both the application and payment are approved, a confirmation email will be automatically sent to the applicant.”

Confirm with Confirm Approval. The buttons are then replaced by an Approved ✓ panel.

Rejecting

Reject needs the permission to reject entries and opens the Reject Application dialog.

1. A reason is compulsory. Confirm Rejection stays unavailable until you type one, and what you type is emailed to the applicant — so write it for them, not for your colleagues.
2. Allow the applicant to fix & resubmit is ticked by default. “They’ll get a pre-filled link to correct the issue. Turn off for a final rejection.”
3. The blue note under it changes as you tick, and it is worth reading before you confirm.

Setting	What the applicant gets
Ticked (the default)	“The applicant will be emailed the reason and a link to fix & resubmit.”
Unticked	“The applicant will be emailed that their application was rejected. No resubmission link.”

Rejecting with the box ticked is how you ask for more information

There is no “request more information” button. Rejecting with Allow the applicant to fix & resubmit left on is the only way to ask an applicant for a missing document, a corrected date of birth or a better photograph.

Unticking it makes the rejection final — they get no link and no way back in. See Fixing or changing an entry for what they receive.

Deciding several at once

Tick rows and a bar appears reading “N submissions selected”, with Approve selected and Reject selected. Each needs its own bulk permission, separate from the single-entry ones.

Bulk reject opens a dialog with an optional reason, and tells you how far it reaches: “It is applied to every athlete entry this rejects, including every athlete in a selected team.”

A team is decided as a whole

Approving a selected team decides every athlete in it that is still awaiting review, not just the lead entry. The selection bar warns you — “Teams decide every athlete still awaiting review” — but it is easy to tick a team while skimming a list.

An entry that cannot be approved at all

Needs correction is a full stop, not a warning

An application flagged Needs correction cannot be approved by anyone, at any permission level. The refusal reads:

“This entry requires a correction before it can be approved — the tournament configuration changed and one or more of the athlete’s selections are no longer available. Ask the applicant to resubmit via their correction link.”

The only way forward is for the applicant to resubmit. You cannot fix it for them, and nor can an administrator. Filter on Correction → Required early and chase those people first, because every one of them is waiting on an email they may not have read.

The application detail screen

The header carries the applicant’s name, the status badge, the Needs correction badge where it applies and, when corrections are outstanding, a red panel listing each reason under “Applicant must resubmit before this can be approved or paid”.

Four tabs sit underneath:

Tab	What is on it
Application	Every submitted answer, grouped by the form’s sections, with a Competition Details block for discipline, events and weight.
Payment	Read-only. Amount, status, transaction id, waived date and the payment slip preview.
Category Assignment	Where the athlete ended up after approval.
Activity Log	The durable audit trail for this application.

A question the applicant left blank shows “Not provided” with an optional tag. A file that did not arrive shows “Upload failed — athlete must resubmit” — worth scanning for, because the applicant was never told.

Payment is managed elsewhere

The Payment tab only reads. Approving, waiving, refunding and sending payment links all happen on the Payments page, and the tab links to it: “Manage this payment on the Payments page →”. See Payments and fees.

Attachments

Uploaded files appear as a thumbnail you can click to open full screen, with Open and Download buttons. This is how you check a birth certificate or a photograph without downloading anything to the desk machine.

Editing on the applicant’s behalf

Edit Application sits on the Application tab and needs the permission to edit entries. It turns the answers into editable controls in place, with the warning:

“You’re editing this application on the applicant’s behalf. Changes are re-validated against the tournament rules; a material change to an approved application returns it to the review queue.”

Then Save Changes or Cancel.

Teams cannot be edited here

Pressing Edit Application on a team submission tells you “Team applications are edited per member — use the applicant resubmission link for now.”

To change anything on a team entry you have to reject it with Allow the applicant to fix & resubmit ticked and let them do it.

Editing an already-approved application in a material way sends it back to the review queue, so somebody has to approve it a second time. A one-character spelling fix does not.

Internal notes

The Internal Notes panel runs down the right-hand column. The applicant never sees any of it.

• Seeing the panel at all needs the permission to view internal notes. Without it the panel is not there.
• With only that permission the box is read-only: “You can read notes but not add them.”
• Adding a note needs the separate add permission.
• You can edit your own notes. Deleting is the author’s own, or an administrator’s with the delete-notes permission.

Notes are the right place for “called the mother, photo coming Friday”. They are not the audit trail — that is the Activity Log.

The applicant’s own copy of their entry

The Download menu on the detail screen offers:

• Application (PDF) — “Every answer, events and fee state”.
• Application + attachments — “Adds each uploaded image as a page”.

Underneath sits Applicant’s link, which is the applicant’s own copy of the same document, protected by the athlete’s date of birth. That protection is why the link is safe to email.

The section tells you whether the link has been opened and when (“Opened 3 times, last on …”), and warns you when it has locked itself after repeated wrong dates of birth. Three actions sit under it:

Action	What happens
Copy	Puts the current link on your clipboard.
Reissue	“New link issued — the previous one no longer works.”
Revoke	“Link revoked. Reissue to give the applicant a working one.”

Reissue and revoke both break the link the applicant already has

Reissuing is what you do when somebody says the link is locked or was forwarded to the wrong person. Revoking leaves them with nothing at all until you reissue.

In either case, the applicant is not emailed the new link — send it to them yourself. See Your entry document.

Entering an application at the desk

Add Application, the blue button, needs the permission to create entries.

1. Pick the form from a searchable list of the forms currently accepting registrations.
2. Tick or untick Approve immediately — “You’re entering this in person, so it’s approved on creation. Uncheck to leave it pending for review.”
3. Fill the form exactly as an applicant would, and submit.
4. Application created gives you the Reference number with a copy button, plus Collect payment now, Add another and View application.

If the form has reached its cap you get “This form has reached its registration cap.” and are returned to the form picker.

Things that catch people out

• Identity numbers are masked and kept out of both search and exports unless you hold the permission to view them. Every reveal is logged against your name.
• The approver’s name is only on screen for the session in which they approved. Reopen the page and that line is gone. The Activity Log is the record that lasts.
• A rejection reason is always emailed. There is no private rejection.
• No payment can be recorded, approved, waived or refunded from this screen.
• The Export CSV on a single form’s submissions page is a different, much smaller export — it only covers the rows on screen. Use this page’s export for anything real. See Registration forms.