Change or withdraw an entry

Once the registration has been sent, your club can keep changing its entries for as long as the stage allows. This guide explains what you can do in each status, how to update your gymnasts’ details and when nothing can be changed any more.

Before you start

• You can change entries while registration is open, or while your club has a deadline extension that allows it.
• An entry is a copy of the gymnast’s details in your squad. If you change a gymnast under My athletes, the entry does not change until you update the details (step 6).

Step by step

1. Open your entries

Open the Participants tab. At the top, a summary shows how many entries there are and their status, how much music is missing and the Amount. Below, each division is a table with one row per entry: Gymnast (or Entry), Music, Status and, if the division has a fee, Price. Sent and Approved are shown as plain text; Not sent and Change awaiting approval are shown as a label. If your club can still add entries, the Add entry button appears at the top.

2. Open and edit an entry

Select the entry’s name. The Edit entry panel opens over the list. The division cannot be changed: if you need a different one, withdraw this entry and add a new one while registration is open.

The gymnasts who already make up the entry appear ticked in the list of candidates. Change the line-up by ticking or unticking each gymnast. If the division is a group event, you can also change the Group name. Once the line-up is valid, select Save entry in the bottom bar. The Use a saved group field only appears when you create a new entry, not when you edit one.

If the entry was already Approved, the change returns it to Sent with the Change awaiting approval mark. The entry keeps its place. The organiser sees the change in their Entries inbox.

3. Choose starters and substitutes

Tick the box for a gymnast to choose her. When you tick it, two buttons appear on her row: Starter and Substitute.

• If there are starter places left, the gymnast goes in as Starter. If the starters are full, she goes in as Substitute. If both starters and substitutes are full, her box cannot be ticked.
• To change her role, select the other button. Selecting the role she already has does not remove her: to remove her, untick the box.
• Gymnasts who cannot take part go to the end of the list, without a tick box, with the reason.

The line beginning Choose shows how many starters and how many substitutes are needed, and the bottom bar counts how many you have chosen. In a team with one gymnast per routine, also change the Gymnast for exercise of each routine.

4. Delete a draft

An entry that is Not sent is deleted from its edit screen. At the bottom of the screen, select Delete. Delete this entry? opens with the text “Only the draft is deleted. The organiser has not seen it.”. Select Delete to confirm. When it finishes you return to Participants.

5. Withdraw an entry

On an entry that is Sent, Approved or Waiting list, the edit screen has the Withdraw entry button at the bottom. Withdraw this entry? opens with the text “It releases its place and is kept in the history.”. Select Withdraw to confirm. When it finishes you return to Participants.

The entry moves to Withdrawn. This is final: the app does not offer a way to reactivate it. If registration is still open, you can add a new entry. An entry that is Not sent is not withdrawn: it is deleted.

6. Update your gymnasts’ details

If you change a gymnast’s date of birth, licence or sex under My athletes, their entries keep the previous details until you update them:

1. Under My athletes, in the sidebar, select Update details, in the header next to Add athlete.
2. Choose the Competition and select Update details.
3. Read the result: “Data updated” followed by the figures for changed, already up to date and no source.

Each figure means:

• Changed: the entry’s copy has taken the new details from your squad.
• Already up to date: its details already matched.
• No source: the gymnast is no longer in your squad, so they cannot be compared.

If your club uses Clybo’, My athletes shows the Clybo’ register (with the Clybo’ badge, read-only) alongside the gymnasts you added by hand, which you edit and delete right there: the register details are changed in Clybo’, and then you select Update details under My athletes using the same procedure. See Register your club from Clybo’. Only the athletes of the teams your club has chosen in My athletes appear. The licence is the exception: when you change it in My athletes with the pencil, Clybo’ also updates it in your open entries without you selecting Update details, and an already approved entry that includes that athlete goes back to To approve.

Update details only works with registration open or with an extension that allows it. Otherwise the button is disabled and the screen gives the reason.

This list is maintained as explained in Manage your club’s athletes. Deleting a gymnast from My athletes does not change the entries that already include them either. The confirmation text says so: “Entries that already include her do not change.”.

If a gymnast no longer meets the category or licence requirements, their entry shows the warning “A gymnast no longer meets the category or licence rules. Check the entry.”. Correct the line-up on the Edit entry screen.

7. When you can no longer change

With registration closed, entries no longer open, and Delete and Withdraw entry disappear. If you still reach the edit screen, you will see “Registration is closed at the moment.”.

If the organiser has extended the deadline for your club, you will see Deadline extended until followed by the date and, if there is a surcharge, the amount that applies to each new entry. When the deadline ends, the notice is “The extended deadline for your club has passed.”. What the organiser decides is explained in Accept late entries after the deadline.

With registration closed, the only request possible is a substitution in duets, trios, groups and teams already sent. See Replace a gymnast.

If something goes wrong

• “Registration is closed at the moment.”: nothing can be changed. Review step 7.
• A Rejected or Withdrawn entry has no change buttons: those statuses no longer accept changes from the club.
• “Only draft entries can be deleted.”: if the entry has already been sent, use Withdraw entry.
• “This entry changed while you were editing it. Reload to see the latest version.”: select Reload and check the current version.
• “Check the entry: some details do not meet the division rules.”: check the starters, reserves and licences.
• You do not see the send bar: it only appears when there are drafts to send. If you changed an approved entry, the change is already flagged for the organiser without sending it.

Next step

• Accept and hand in the competition documents
• Replace a gymnast
• Review and approve your competition’s registrations, to see what the organiser sees.