Create and publish a competition call for entries

Competiciones Rítmica lets you prepare a complete call for entries before clubs can see it. This guide takes you from the draft to the public link and explains what stops you publishing.

Before you start

• You need an organiser account. If you do not have one yet, follow Create your Competiciones Rítmica organiser account.
• Have to hand the venue, the city, the days and times of the sessions and the opening and closing dates of registration.
• You can have up to 50 competitions that are neither finished nor cancelled at the same time.
• While the competition is a draft you can change almost all its details. The public address can only be changed in draft, because once it is published links have already been shared.

Step by step

1. Create the draft

Go to I organise, in the Club menu in the sidebar (the screen is titled Competitions I organise), and select New competition. In the New competition dialogue, enter the Name and the First day of competition, and select Create draft.

The calendar does not let you pick dates before today. The draft starts with a competition mat called “Mat 1”, which you can rename later under Call for entries.

Expected result: the new competition opens and the sidebar shows the Competition menu, with Summary, Call for entries, Divisions and Fees and places.

2. Complete the call for entries

Go to Call for entries. The General tab brings together the blocks of the call for entries:

• General details: Name, Venue, City, Address (the street of the venue), Web address (the public address of the competition, which can only be changed in draft), Time zone, Regulations and Contact email. If you leave the contact email empty, your organisation’s email is used. The contact email is shown on the public website.
• Poster: a portrait JPG, PNG or WebP image, at least 600 px wide and up to 5 MB. It appears on the public website and in emails. If it shows minor gymnasts, first check that you have the families’ permission to publish their image. When you remove the poster or replace it with another, the previous file is deleted.
• Sessions: select Add session and choose the Day, the Starts time and the Ends time. You can give the session a name, for example “Saturday morning”.
• Mats: the competition and warm-up mats. See the guide Mats and warm-up of the competition.
• Deadlines: Registration opens and Registration closes. The closing time includes its minute: if you set 23:59, registration stays open until that time. There is also the Music deadline field.
• Publication and Danger zone: explained in steps 6 and 7.

When you save your changes you will see the notice “Changes saved”.

3. Check what blocks “Publish”

Go to Summary. The Pending block shows two lists:

• To publish: what prevents publishing. While anything is pending, the Publish button is disabled.
• Also check: notices that do not prevent publishing.

Each row has a Complete button that takes you to the section where the issue is fixed. If the pending item is a document, Complete opens the Documents tab. If several divisions have the same problem, you will see a single line with the number of cases. When nothing is left, “Nothing pending.” appears.

These block publication:

• “The venue or city is missing”
• “Add at least one session”
• “Add at least one competition mat”
• “The registration opening date is missing” and “The registration closing date is missing”
• “Registration opens after it closes”
• “Registration closes after the competition has started”
• “The music deadline is after the first session”
• “Add at least one category”, “Add at least one level” and “Add at least one division”
• “Two base fees match in one division” and “Some divisions have no base fee”
• “A document to read or accept has no content”

These only give a warning:

• “The music deadline is before registration closes”
• “No poster”
• “No documents for the clubs”
• “No fees: registration will be free”

4. Publish the call for entries

When the To publish block is empty, select Publish. In the Publish the call for entries? dialogue, confirm with Publish. The call for entries will be visible on the public website, and its address can no longer be changed.

If the registration opening date has already passed, the call for entries is published straight away with registration open. If the closing date has already passed, it cannot be published and you must correct the deadlines.

5. Manage the registration status

The step bar in Summary shows where the competition is:

• Draft: you can change it almost completely. It is published when nothing is pending.
• Published: it is already visible on the website. From here you can Open registration or Withdraw from the website, which returns it to draft.
• Registration open: registration is within its dates. You can Close registration.
• Registration closed: no one can register. You can Reopen registration.
• Cancelled: shown as a banner with the reason.

Each change asks for confirmation:

• Open registration opens the Open registration now? dialogue. Confirm with Confirm.
• Close registration opens Close registration now?. Confirm with Confirm. You can reopen it later with a new date.
• Reopen registration opens the Reopen registration dialogue. Choose Registration closes: day and Registration closes: time (by default, 23:59). The date must be in the future and before the first session. Select Reopen registration.

With registration open, the public website shows Register your club (on computers and tablets, also in the header), which takes the club to the shared entry point Sign in to your account (see Register your club with email and code and Register your club from Clybo’); outside that period it is disabled and shows the opening or closing date. The entries clubs send arrive under Entries (Review and approve the competition’s entries). The bar also shows later stages that have not yet been reached.

6. Share the public link

In Call for entries, Publication block, the Public link appears once the competition is published. Select the copy icon next to the link (its name is Copy link) and you will see the notice Link copied. Before publishing, the block says “The link will be available once published.”

From Summary, the View call for entries button opens the public website in another tab, as long as the competition is not a draft.

In the same block there are two switches:

• Places available on the website: shows clubs the free places.
• Names in the running order: shows the gymnasts’ names in the running order. Before turning it on you must tick I understand the warning and turn it on. Many gymnasts are minors, so only turn it on if the participating clubs have the families’ permission to publish those names. When the competition has already finished or been cancelled, the switch only lets you turn it off to remove the names; it cannot be turned back on.

7. Delete or cancel the competition

In Call for entries, in the Danger zone, you have two actions:

• Delete draft: only available in draft. Its sessions, divisions, fees and documents are deleted. Confirm with Delete.
• Cancel competition: asks for a Reason and is confirmed with Cancel the competition. The competition is cancelled permanently and the public website shows the reason, so do not include personal data in it. The action cannot be undone.

If something goes wrong

• “It cannot be published yet: N items are still pending in the call.”: check the Pending block and select Complete on each row.
• “Check the deadlines: entries must open before they close, and the closing date and music deadline cannot be after the first session starts.”: correct the dates in Deadlines.
• “The competition changed while you were editing. Reload and try again.”: someone else has changed the competition. Reload the page before continuing.
• “This part of the call can no longer be changed in its current status.”: the competition’s status does not allow that change. For example, the opening date cannot be changed once registration is open.
• “The competition address can only change while it is a draft: links have already been shared.” and “The time zone can only change while the competition is a draft.”: these details are locked once it is published.
• “Two sessions on the same day overlap.” and “Each session must end after it starts, on the same day.”: check the session times.
• “The poster must be a portrait JPG, PNG or WebP image, at least 600 px wide and up to 5 MB.”: upload a different file.
• “To show names in the running order you need to accept the legal notice.”: tick I understand the warning and turn it on before turning on the switch.

Next step

When the call for entries is ready, complete its parts:

• Categories, levels and divisions of the competition
• Documents for the clubs in the competition
• Mats and warm-up of the competition
• Fees and places of the competition