Accept late entries after the deadline

Once registration closes, you can give a participating club its own deadline to keep sending entries. This guide explains how the extension is granted, what happens when it expires and how you decide on changes that arrive after the deadline.

Before you start

• Registration must be closed. The After deadline button appears in the header of a club’s record only after closing and while the competition has not finished.
• If you are going to charge a surcharge, first create the Late entries only fee under Fees and places. Without it, the extension is still saved, but you will see a notice.
• Be clear about the day and time until which the club can send. The deadline must be in the future and cannot pass the start of the first session.
• The surcharge is collected like the rest of the club’s amount, using the method and timing in your payment settings. See Set up how entries are paid.

Step by step

1. Open the club’s extension

Under Entries, choose the club and select After deadline in the header of its record. The After deadline panel opens, with the subtitle “{club} · registration closed on {date}”.

2. Set until when it can send

Under Until, choose the date in the calendar and type the time in 24-hour format, for example 23:59. This is the limit of the extra deadline: until that moment the club can send entries. If the deadline is not valid, you will see the notice explained below.

3. Choose what the club can do

Under Can, tick Add entries, for new entries, and Modify entries, to change the ones it has already sent. At least one option must be ticked. If the club changes an entry you had already approved, it returns to Sent with the Change awaiting approval mark.

4. Decide whether to apply the surcharge

Under Late registration surcharge, select Apply or Do not apply. With Apply, the panel shows the amount per new entry, for example “€10 per new entry”, with a link to Fees. The surcharge only applies to new entries created during the extension, not to changes to entries already sent.

If the Late entries only fee does not exist yet, the panel says “Create the late registration fee” and links you to Fees.

5. Set the music deadline (optional)

Under Music for these entries until you can set a date and time limit for the music of the entries the club sends during the extension. If you leave both fields empty, there is no special limit. If you complete only one, the form asks you to complete both.

6. Save and notify the club

Select Save and notify. The extension is saved and the club receives an email. Remember that everything the club sends goes through approval: nothing enters as approved automatically.

If the surcharge fee is missing, the panel stays open with the notice and the link to Fees. The extension is already saved and the club has already received the email. Select Close whenever you like, or create the fee and save again.

Expected result: in the list, the club’s card shows After deadline until with the date you set, and the club can send until then.

7. What happens when it expires

Until the limit, the club can send and change what you allow. When it expires, the club can no longer send or change anything, and it sees the notice “The extended deadline for your club has passed.”. In your list, the club’s card no longer shows the After deadline until date.

The extension stays saved until you remove it. Meanwhile, the club appears in the After deadline filter. You can Remove the extension or save it again with another date.

8. Remove the extension

Inside the panel, select Remove. The confirmation Remove the extension? opens, explaining that the club returns to the closed-registration deadline and that what it has already sent under the extension is kept. Confirm with Remove extension.

9. Decide on changes

After closing, the club’s record includes the Changes section, grouped by division:

• New · after deadline: entries created during the extension. You can Approve or Reject each one. Its amount shows the breakdown of base fee plus surcharge.
• Substitution awaiting decision: a starting gymnast who is leaving and a reserve who is coming in. You can Approve or Reject each change. When you reject a substitution, enter the Reason, which the club will see.

If nothing is pending, the section says “No changes to approve.”. If you approve a late entry when the rotation is already published, the rotation is marked as out of date. The entry appears as an unplaced routine under Edit in Rotation. It receives its bib number on approval, with the next free one, without renumbering the others. To publish it, select Place automatically, place the routine if you want to, and publish a new version with the suggested note, “Adds 1 late entry.”. Until you publish, the public website and the PDFs keep showing the previous version. See Publish the rotation and notify the clubs.

If something goes wrong

• “Check the extension: the deadline must be in the future, cannot go past the start of the first session, and must allow adding or changing entries.”: adjust the Until date or tick an option under Can.
• “Enter until when the club can send.”: enter the date and time in the Until field.
• “Choose whether it can add, change or both.”: tick at least one box under Can.
• “Music deadlines need a date and a time.”: complete both fields under Music for these entries until, or leave them empty.
• “Create the late entry fee to charge the surcharge.”: create the Late entries only fee under Fees and places. The extension is already saved.
• “Registration is closed at the moment.”: the competition has finished or been cancelled and no longer accepts extensions or decisions.
• “The competition changed while you were editing. Reload and try again.”: someone else has changed the extension. Reload the page before removing or saving it.
• “We could not find that extension.”: someone removed it while your panel was open. Reload the page.
• “We could not find that substitution.”: it has already been decided or has gone. Reload the page to see the current list of changes.

Next step

• Fees and places for the competition: create the surcharge fee and review the places.
• Confirm the competition’s transfers and payments: review the proofs from clubs that extend their deadline.
• Review and approve registrations: the day-to-day inbox, with approvals, rejections and blocks.
• Assign and review bib numbers: entries you approve after closing receive the next free bib number.
• Change your competition registration: how the club changes what it already sent during the extension.
• Replace a gymnast in the competition: how the club requests a substitution that appears under Changes.