Substitute a gymnast in an entry

When a gymnast in a duo, trio, group or team already registered cannot take part, your club requests her substitution. The organiser approves the request. This guide explains when it can be requested, how it is filled in and how to follow its status.

Before you start

• Substitutions only apply to duos, trios, groups and teams. An individual entry does not allow substitution.
• The entry must be Sent or Approved. An entry that is not yet sent is corrected directly: see Change or withdraw an entry.
• Substitutions are requested once registration has closed. They can be requested until the end of the competition’s last session: the bottom bar shows Until {date} · the organiser approves it.
• The gymnast who comes in must meet the division rules, as when she was registered.

Step by step

1. Open the substitution

Open the Participants tab. On the row of the entry you want to change, select Substitute a gymnast at its foot. This button only appears when the substitution is allowed.

2. Choose who leaves

Under Out, choose a starter. Each starter appears on her card, labelled Starter, with her year of birth and her licence. You can only choose one gymnast to leave in each substitution. If she already has a pending substitution, she appears disabled with the reason That gymnast already has a substitution pending a decision.

3. Choose who comes in

Under In, the substitutes of the entry appear first, labelled Substitute, and then the gymnasts of your squad, labelled From the club. Choose one. Those who cannot come in appear disabled with their reason, for example Already entered in this division or Licence missing.

If nobody is available, you will see No gymnasts are available to come in.

4. State the reason and send

In the Reason drop-down, choose Injury, Illness or Other. If you wish, write a Note (optional) of up to 500 characters.

Once you have chosen who leaves and who comes in, the bottom bar shows the summary in the format “out → in” and the Submit substitution button. Select the button. The app confirms “Substitution sent. The organiser approves it.”

5. Follow the decision

Under Substitutions for this entry you will see each request with its status:

• Pending decision: the organiser has not decided yet. You can select Cancel and confirm in Cancel substitution.
• Approved: the organiser has approved it. The gymnast who comes in becomes part of the entry, and the one who leaves is no longer in it.
• Rejected: you will see the reason the organiser wrote.
• Cancelled: you cancelled it. You can request it again if needed.

Only a pending substitution can be cancelled. Once it is approved, rejected or cancelled, its status is final.

If the club updates the gymnast’s details while the substitution is pending, the organiser will see a warning when deciding and the club page reloads with the new details. If they were approving, they can review the substitution and select Approve again; if they were rejecting, they must close the Reject substitution dialog and open it again.

To learn what the organiser decides, see Review and approve the competition’s entries.

If something goes wrong

• “Only gymnasts in duos, trios, groups and teams already submitted can be substituted.”: the entry is individual or has not yet been sent.
• “Only submitted entries can have a substitution.”: send the registration first.
• “That gymnast already has a substitution pending a decision.”: wait for the organiser’s decision or cancel the pending request.
• “Substitutions can be requested once registration has closed.”: while registration is open, change the entry directly.
• “Registration is closed at the moment.”: the last session has ended and substitutions can no longer be requested.
• “Your club cannot do this.”: the substitution changed status while you were cancelling it, for example because the organiser had already decided it. Refresh the screen to see its current status.

Next step

• Review and approve the competition’s entries
• Assign and check the bibs, to see how the organiser manages the bibs.
• Change or withdraw an entry