Participants
Please visit the Tutorial: How to Add Participants for detailed instructions.
There are two main things that could cause this issue:
(1) Missing Compulsory Fields
The PersonFN, PersonLN, Sex, Birthdate, and Country are compulsory fields. If these columns are missing in your excel sheet, it will not upload correctly.
(2) Incorrect Matching of Columns to Categories/Fields
During upload, you will be asked to match the columns from your excel sheet to the fields/categories. For example, PersonFN column should match First Name field. If the columns and fields do not match, your athletes’ information will not upload correctly.
Click on the header (top row) on the Participants Table to sort in ascending or descending order.
For example, if you want to sort your athletes by their first name in alphabetical order, click “First Name” on the header.
You could have missed out your athlete’s name if your Participants Table is not sorted. See FAQs on how to sort athletes in Participant Table.
OR
Your athlete might be hidden (archived). Find your athlete through the search function by typing in the first or last name. Click “Restore” button against the athlete’s name under the “Hide” column.
No, you do not have to nor are you required to do so.
You can choose to delete the athlete if s/he has never been registered for an event on your account, or submitted any waiver.
You can choose to hide the athlete to move them to archives by clicking the “Hide” button against their name under the “Hide” column. They will not appear on the Participant Table or on the Participant List when you are creating teams. To find these “hidden/archived” athletes, click the “Search” button to find and/or restore them via their first or last name.
You cannot delete the athlete if s/he has registered for an event on the account, and/or submitted waiver.
You can choose to hide the athlete to move them to archives by clicking the “Hide” button against their name under the “Hide” column. They will not appear on the Participant Table or on the Participant List when you are creating teams. To find these “hidden/archived” athletes, click the “Search” button to find and/or restore them via their first or last name.
Click on the “Open” button against the athlete’s name under the “Record” column.
Click on the “Participant List” button on top of the Participants Table to download the athletes information in excel format.
You cannot edit your athlete’s First Name, Last Name, Gender, and Birth Date.
Request for changing these information will have to be done via official email to the Competition Office and processing fees will apply.
You cannot edit your athlete’s First Name, Last Name, Gender, and Birth Date, which can only be done through the Competition Office which processing fee will be incurred. You can circumvent the system by “editing” the athlete’s information through the following methods.
If athlete has not been registered for an event or submitted any waiver, you can just delete the athlete and re-upload or reenter the athlete’s information into the system.
If athlete has registered for an event or submitted waiver BUT is not currently registered for an event this season (not part of any team roster), you can create a new ID for the athlete by simply uploading or entering the athlete’s correct information into the system. To prevent future confusion, please archive the original wrong information athlete by clicking the “Hide” button against the athlete’s name under the Hide column, so this wrong information athlete will not appear in the Participants Table or Participants List when you are creating teams. You can restore the archived athlete by finding the athlete through the search function and clicking “Restore” button against the athlete’s name under “Hide” column. Please note that the new participation records and accomplishments of the “correct” athlete will not be combined with the past participation records and accomplishments which is linked to the “wrong” athlete.
If your athlete is currently registered to an event (athlete is on a team roster which has registered to the event), you can adopt the same method above by creating a new ID for the athlete. You will be required to edit the team rosters which the athlete is on by going to “Events” and deleting the “wrong” athlete and add the “new correct” athlete (effectively making a replacement). To avoid confusions, archive the “wrong” athlete after changing the team roster(s).
Please take note that if you make changes to the team roster under “Teams and Rosters” instead of “Events”, the changes will NOT reflect in the registered team. For teams who have registered for an event, the teams originally created under “Teams and Rosters” are now considered “drafts”. To make changes to the registered teams, you need to change the roster of the “submitted team” under “Events”. Alternatively, to prevent confusion, you can delete the registered team from “Events”, go to “Teams & Rosters”, replace the athlete. Go to “Events”, import the team and register to event.
Click “Update” against the athlete’s name in the “Update” column
Yes, you have to add the coach to the Participant database. When creating your team roster, you have to add both John the athlete and John the coach to the team roster.
Click on the “Participant List” button on top of the Participants Table to download the athletes information in excel file.
You can edit all information except the athlete’s first name, last name, gender (sex) and birth date. These information can only be changed via the Competition Office through request via official email.
Once you have edited the information in the excel file, save the changes. Click on “Update Participants” button on top of the Participants Table, upload the excel file, match the excel sheet columns with the correct categories(fields), click “Continue” button, confirm the updates and click “Submit” button.
You can choose to hide the athlete to move them to archives by clicking the “Hide” button against their name under the “Hide” column. They will not appear on the Participant Table or on the Participant List when you are creating teams. To find these “hidden/archived” athletes, click the “Search” button to find and/or restore them via their first or last name.
If an athlete is registered for an event this season, their ID will be in BOLD.
Staff and Others
Please visit the Tutorial: How to Add Coaches for detailed instructions.
Click on the header (top row) on the Staff Table to sort in ascending or descending order.
For example, if you want to sort your staff by their first name in alphabetical order, click “First Name” on the header.
You could have missed out your staff’s name if your Staff Table is not sorted. See FAQs on how to sort staff in Staff Table.
OR
Your staff might be hidden (archived). Find your staff through the search function by typing in the first or last name. Click “Restore” button against the staff’s name under the “Archive” column.
Click on the “Open” button against the staff’s name under the “Record” column.
You cannot delete a staff who is no longer with the organization but you can hide them by clicking “Hide” under the Archive column in the Staff Table against the staff name. The hidden staff will not appear on the Staff Table and to retrieve the hidden staff, you have to search for the staff via the first/last name and clicking “Restore” to have them appear on the Staff Table again.
Click “Edit” button against the staff’s name in the Staff Table
Yes, you have to add the athlete to the Staff database. When creating your team roster, you have to add both John the athlete and John the coach to the team roster.
A coach might be registered under several accounts and the system can detect the coach as the same person as long as the first and last name, birth date, and gender is the same (no extra spaces or hyphens in names; must be exactly the same).
For some events, a one-time coach fee is chargeable and by selecting the staff person’s main (“Home”) account, the coach fee can be charged to the home account.
This is usually irrelevant and we will inform you if the staff person’s Home needs to be updated.
Teams and Rosters
Please visit the Tutorial: How to Create Teams for detailed instructions.
No, they are not. Think of the teams you have created under “Teams and Rosters” as your master team list. They are like drafts.
When you register your teams to an event, any changes you make to the teams under “Teams and Roster” will not reflect in the registered team. Vice-versa, if you need to make changes to your registered team roster, you should do it to the team uuner “Events” instead of “Teams and Roster”
Please refer to the Divisions Menu in the Information Package. The division you should select is in the “Division Type” column in the Division Menu corresponding to the division you want to register/create your team for.
Create the teams for the divisions with the exact same members and coaches. For the team name, for the second team onwards, please add #2 or #3 to the original team name. Please ensure that the team name is the same.
For example:
- Active All Star A – Double Partner Stunt
- Active All Star A #2 – Double Partner Stunt Scholastic
If you are making changes to the team roster, please ensure that you edit ALL crossover team rosters.
Make sure you click the “Save” button under “Add Coach” before clicking “Next”
Tips on searching for your athlete/coach:
- Search by using search function by searching via their first / last name
- View athletes/coaches by the first alphabet of their last name by clicking on the alphabet buttons under “Last Name starts with:”
- Sort your athletes/coaches by First Name, Last Name, Sex, Role, Birthdate, or Grade by clicking on the headers located on the top row of the table.
If you still can’t find your athlete/coach, they might be hidden (archived).
Find your athlete through the search function on the “Participants” page by typing in the first or last name. Click “Restore” button against the athlete’s name under the “Hide” column.
Find your staff through the search function on the “Staff & Others” page by typing in the first or last name. Click “Restore” button against the staff’s name under the “Archive” column.
On the “Teams and Roster” page, click “View or Delete” under the “View Members” column corresponding to your team. Click “Mark” button to indicate which athletes are alternates.
No, you are not required to mark the change in alternates, unless you add a new alternate previously not registered in the roster. Alternates are considered part of the team and the formality of marking alternates is to allow us to know the true team size of your team (actual number of athletes competing on the mats), so unless your actual team size changes, marking the change in alternate is not necessary.