Review the competition’s music

The Music screen of your competition gathers the music for the exercises of all the entries that have been sent. From here you see progress, notify the clubs that are missing music, upload or remove a piece of music on behalf of a club and decide when the competition closes. Each club uploads its music from its own registration; the guide Upload your club’s music explains that step.

Before you start

• Music appears in the competition menu, next to Entries, Payments, Settings and Bibs.
• The general music deadline is the Music deadline field, under Deadlines in the call for entries. It cannot be earlier than the close of registration or later than the first session, as explained in Create and publish a competition call for entries.
• The header of Music shows the deadline and the date on which the music is deleted: “Deadline {deadline} · deleted on {date}”.
• Music is deleted when its retention period ends. Step 5 explains how it is calculated.

Step by step

1. Read the figures

At the top you see three figures: Verified, with the exercises that have a verified piece of music and the total number of exercises in the sent or approved entries; Not uploaded, with the exercises that have no music yet; and Rejected, with the ones that did not pass verification.

2. Find a club in the table

The table has one row per club, with the columns Club, Verified, Not uploaded, Rejected and Last change. Type in the search box Search gymnast, club or bib to find a club. If a club has a piece of music being verified, the row shows Verifying. If it has rejected music, it shows a notice with the number of rejected pieces.

3. Remind the clubs that are missing music

Select Remind those missing, above the table, to send an email to each club with music that is not uploaded or has been rejected. That email takes the club to its music screen.

To notify a single club, select Remind on its row. If no club has pending music, the button at the top is disabled.

Each club receives at most one notice every 24 hours. If any club has already received one in that period, the screen indicates it with the notice about the clubs that were skipped.

4. Open a club’s music

Select View music on the club’s row. Music from {club} opens with one exercise per row. Each shows its status, just as the club sees it, and these actions:

• Upload for the club: uploads an MP3 on the club’s behalf. The music is marked Uploaded by the organizer and goes through the same verification as the club’s own.
• Listen: opens the verified music.
• Remove music: deletes the music and the exercise goes back to Not uploaded until another one is uploaded. The confirmation Remove this music? warns that the file is deleted from storage.
• Cancel upload: stops an upload in progress.

If the club has rejected music, the row shows Rejected with the reason, for example Not an MP3.

5. Review retention and closing

The Retention and closing card shows two dates:

• Music is deleted on {date}.
• The competition closes automatically on {date}, as long as the competition is not closed.

Automatic closing happens 48 hours after the last session ends. Music is deleted 7 days after closing. If you close the competition yourself, those 7 days count from that moment, not from the automatic date. If you cancel it, they count from the cancellation. There is no extension of the automatic closing: if you need more time, reopen the competition while the music has not yet been deleted.

6. Close the competition

When registration is closed or the rotation is published, select Close competition. The dialogue shows the date on which the music is deleted. You can reopen it until that date.

When the competition is closed, the card shows Competition closed and the Reopen competition button appears. Before it can be closed, the card says “You can close it once entries are closed.”

7. Reopen the competition

Select Reopen competition. In Days until automatic closing (1–14) you choose between 1 and 14 days; the field appears with 2 days by default. The dialogue shows the date of the new automatic closing and, when you confirm, Competition reopened appears.

• The competition goes back to the status it had before closing: Registration closed or Rotation published.
• You can reopen it as long as the music has not been deleted, and at most three times.
• While it is open, you can upload music for the club and clubs can keep uploading if their deadline allows.

If something goes wrong

• “No club matches the search.”: check the text in the search box.
• “No club has pending music.”: no club has music that is not uploaded or rejected, so there is nobody to notify. If all the music is uploaded, the screen says so.
• “{n} club already got a reminder in the last 24 h.”: that club does not get another reminder until 24 hours have passed.
• “Choose between 1 and 14 days.”: the days field only accepts values from 1 to 14.
• “It has already been reopened the maximum number of times.”: the competition has already been reopened three times and does not accept another reopening.
• “It can no longer be reopened: the music has been deleted or is about to be.”: the reopening period has ended and the competition no longer accepts music changes.

Next step

• Upload your club’s music: the step each club takes from its registration.
• Review and approve the competition’s entries: the entries from which the exercises with music come.
• Accept late entries after the deadline: how you grant a club its own deadline, with its own music limit.
• Create and publish a competition call for entries: where the music limit and the other deadlines are set.