Review and approve registrations

Entries is the inbox where you decide on what the participating clubs send. From here you approve, reject or withdraw each entry, check its documents and its amount, promote the waiting list and manage the clubs.

Before you start

• The call for entries must be published. Entries appears in the competition’s menu once it stops being a draft. If you have not published it yet, follow Create and publish a competition call.
• You can decide from when registration opens until the competition is finished or cancelled. A finished or cancelled competition no longer accepts decisions.
• Approving does not collect anything by itself. If When to pay is set to After approval, approving creates the club’s payment. If it is set to On submission, the payment already exists from the moment the club submits the registration. See Confirm the competition’s transfers and payments.
• The place is reserved when the club sends the entry, so approving it does not take a place again.
• To reject or withdraw, you need a reason of 3 to 500 characters. The club will see it.

Step by step

1. Open Entries

Go into the competition and select Entries in its menu. On the left you see the column of clubs and, on the right, the record of the chosen club. If you do not choose one, the first in the list opens. At the top right you have Export and, while entries are open, Invite club.

2. Search and filter the clubs

The Search club box finds clubs by name or by town. The filters are:

• To approve: clubs with entries or substitutions awaiting a decision. It is the starting filter.
• All: all the registered clubs.
• Not sent: clubs that have not sent anything yet.
• After deadline: only appears after closing. It gathers the clubs with an extension you have not removed or with entries created late.

Each club shows its account, Own account or Clybo’, its number of entries and, where relevant, a warning line: Blocked, After deadline until with a date, Substitution or Not sent. On the right, a counter shows the entries to approve; when none is left, a tick appears.

3. Review the club’s record

The header shows the club’s name, town, federation, club number, account and contact. Select Message to open your email with the club’s contact address. If the club has a phone number, Call dials it.

Below are four summary cards:

• Entries: for example, “2 approved · 1 awaiting approval”. After closing, it also counts the changes: “5 approved · 2 changes”.
• Documents: how many of the club’s documents are ready, for example “2 of 3”. It shows in amber while any are missing.
• Payment: what the club will pay on approval, for example “147 € · on approval”, or what has been collected against the total, in amber while money is still to be collected.
• Music: the routines with their music uploaded against the total, for example “3 of 9”.

Then the document chips appear with their status: Accepted, Pending, Submitted or New version to accept (when you have published a version the club has not yet accepted). Informative documents are not shown here. Optional documents carry the note “(optional)”. To create or change documents, see Documents for the competition’s clubs.

4. Review the entries by division

The table groups the club’s entries by division, in the format category · level · modality. Each row shows the entry with its gymnasts and status, the apparatus, the date sent, the amount and the actions.

The statuses you may see are Sent (awaiting a decision), Approved, Waiting list, Rejected, Withdrawn and Not sent. If the club changes an entry you had already approved, it returns to Sent with the Change awaiting approval mark.

The amount is calculated by the server using the fees saved in Fees and places. You see Free if the fee is zero, 18 € + 10 € if a late entry carries a surcharge (base plus surcharge), and — if there is no amount to show. That happens with rejected or withdrawn entries, or when a base fee is missing.

5. Approve, reject or withdraw an entry

The actions depend on each entry’s status:

• Sent: Reject and Approve.
• Waiting list: Promote and Reject.
• Approved: Withdraw.

Approve moves the entry to Approved and the club receives an email with the decision. Reject opens Reject entry with the Reason for rejection field. The Reject button becomes active when the reason is 3 to 500 characters, and the club will see it. Withdraw opens Withdraw entry with the same reason field.

Reject and withdraw are completed even if the fee of another entry in the same registration is set wrongly. The decision is saved and the payment is flagged: in Payments you will see the notice “The payment could not be recalculated after rejecting or withdrawing: check the fees. It will be retried automatically.”, and the screen tells you “Done. The payment could not be recalculated: check the fees in Payments. It will be retried automatically.”. Approve and Promote do require a valid fee: if a division has no base fee, or more than one, the action is not completed.

Expected result: the row changes to its new status and the To approve counter in the list goes down by one. If you collect after approval, the club’s payment is created on approval and the club sees it in its Payment row.

6. Promote a waiting entry

When places run out, new entries are Waiting list. If there is a free place, Promote moves it to Sent, so the list counts it as To approve. Promoting does not approve the entry: you then have to select Approve. If there is no free place, the platform does not promote it and you see the corresponding notice. Check places under Fees and places.

7. Approve all the pending entries for a club

If the club has several pending entries, select Approve all N in the header, where N is the number pending. The confirmation Approve all N entries for {club}? opens and the confirm button again reads Approve all N. If there is only one, the button reads Approve 1 entry and the confirmation refers to “the entry”. Approved entries move to Approved and the club receives an email with the decision.

8. Review changes after closing

With registration closed, the Changes section appears, grouped by division. It lists two things:

• New entries created after the deadline, labelled New · after deadline with their amount (base plus surcharge).
• Pending substitutions, labelled Substitution · {reason} with the text “Out: …” and “In: … (substitute)”.

Each change has its decision with Approve or Reject, in its row. In a substitution, the row shows the entry being changed; rejecting asks for a Reason that the club will see. Entries created after the deadline are decided here and are not repeated in each division’s table. If nothing is pending, the section says “No changes to approve.”. To grant the extra deadline and remove it, see Accept late entries after the deadline.

9. Block or unblock a club

In the … menu in the header is Block club, which stops the club from sending or changing entries, although it keeps read access. Confirm in Block {club}?. While it is blocked, you will see the Blocked label in the header and in the list. The club will see: “Your club is blocked in this competition: it can view its data but not change it.”. To reverse it, select Unblock club and confirm in Unblock {club}?.

10. Invite a club

Select Invite club in the header of Entries, which only appears while entries are open. Enter the email addresses separated by line breaks, commas or semicolons: up to 20 per send, with no duplicates. Each person receives an email with a link to the public call. From there the club registers with email and a code or from Clybo’. When you select Send invitation you will see “Invitation sent.”.

11. Export the club’s details

With a club open, select Export. A CSV file with that club’s entries is downloaded: club, division, entry, apparatus, status, sent and amount. It uses semicolons as separators, designed to open in Excel with Spanish settings.

If something goes wrong

• “This entry changed while you were editing it. Reload to see the latest version.”: someone else, or a change from the club, has modified it. Reload the page before deciding.
• “There is no free slot to promote this entry.”: there is no room for that entry. Check places under Fees and places.
• “Registration is closed at the moment.”: the competition has finished or been cancelled and no longer accepts decisions.
• The Reject button stays disabled: the reason is fewer than 3 characters, not counting spaces at the ends. The field accepts a maximum of 500.
• “You can send up to 50 invitations per day.”: wait until the next day before inviting more email addresses.
• “That email already received an invitation in the last 15 minutes.”: wait 15 minutes before inviting it again.
• “Check these emails: …” or “You can invite up to 20 emails per send.”: correct the list or send the emails in batches.
• “No club matches the search.”: check the search text or change the filter.
• Amount “—”: the entry is rejected or withdrawn, or a base fee is missing. Check Fees and places.

Next step

• Confirm the competition’s transfers and payments: review the clubs’ proofs once they are approved.
• Accept late entries after the deadline: give a club an extra deadline and review its changes.
• Assign and review bib numbers: bib numbers are assigned to the approved entries.
• Change your competition registration: what the club can change and how it returns to To approve.
• Accept the competition documents: how the club accepts the documents before sending.
• Replace a gymnast in the competition: how the club requests a substitution that you will need to approve.