Fees and places for your competition

In Fees and places you set the competition’s amounts, its surcharges and how many places there are in each modality. This guide explains how to set them up and how they are collected.

Before you start

• Create the divisions first. Fees apply to divisions, so without divisions there is nothing to set. See Categories, levels and divisions of the competition.
• Competiciones Rítmica does not charge families and keeps none of the money. Fees are what the organising club charges the participating clubs. Clubs pay these amounts inside the app, by bank transfer or by card, depending on how you set up payments in Payments › Settings. The money goes straight to your account: Clybo’ takes no commission and does not handle the money.
• You can change fees and places while in draft, published or with registration open. With registration closed, only the “Late entries only” surcharges can be changed and places are locked.

Step by step

1. Open Fees and places

In the sidebar, under the Competition menu, select Fees and places. The screen has four blocks: Fees, Places, Exceptions by club and Preview.

2. Add a base fee

Under Fees, select Add fee. The editor asks for these details:

• Description: the name of the fee, for example “Club fee”.
• Type: Base fee or Surcharge. A base fee per entry applies once per division, and the most specific rule wins. A surcharge is added to the base fee when it applies.
• Charged per: Registered club (one fee per club) or Entry (for each registered entry). A per-club fee takes no filters.
• Amount (€).
• Applies to: Modalities, Levels and Categories. If you leave it on All, it applies to every division.
• Visible on the public website: if you do not tick it, the fee does not appear on the website. In the table, hidden fees are marked “Hidden on the website”.

If there are no fees, registration is free and the call shows the notice “No fees: registration will be free”. If there are base fees per entry, every division needs one that applies to it.

3. Add surcharges

Select Add fee and choose Surcharge. A surcharge can be limited with Late entries only: it applies only to new entries created during a deadline extension with a surcharge. In the table it appears as “+” followed by the amount.

With registration closed, only the “Late entries only” surcharges can be changed. The other fees are locked.

4. Review the fees table

The table shows the columns Description, Charged per and Amount. Each row lets you edit or remove the fee.

Changes to fees are saved only when you select Save at the foot of the Fees block; the Save button in a fee’s editor only adds it to the list. Then you will see “Changes saved”.

5. Set the places

Under Places, for Individuals and for Groups, enter a Total and a Per club limit. If you leave a limit empty, there is no limit and the Summary shows “No limit”.

When places run out, new entries sent by clubs go on the waiting list. From Entries you can Promote a waiting entry when a place frees up (Review and approve registrations).

Select Save at the foot of the Places block to apply the limits. If you lower a limit below the places already taken, the screen warns how many places are taken above the new limit and adds: “Nobody loses their place.”. The limit is saved, but no place already taken is removed.

6. Add exceptions by club

Under Exceptions by club, select Add. Each exception has a Club, at least one limit for Individuals or for Groups, and a Reason, for example “Host club”.

You can give an exception to your own club, to the host club, or to any club registered for the competition. Clubs appear in the list once they have registered.

7. Use the preview

Under Preview, enter how many Individuals and how many Groups entries you want to simulate. The preview shows each item as “N × item” and the Total calculated with the saved fees, in amount format, for example “147 €”. If a modality has no divisions, it says so and does not include it in the calculation. If the total is zero, the preview shows “Free”.

Before publishing, use the preview to check that every division has a clear base fee.

If something goes wrong

• “Check the fee: a per-club fee has no filters and the “Late entries only” surcharge is per entry.”: remove the filters from the per-club fee, or change the surcharge to per entry.
• “Two base fees apply to the same division at once. Make them more specific or remove one.”: a division has two base fees with the same level of specificity. Adjust their filters or remove one of them.
• “Some divisions have no base fee. Add a fee that covers them.”: it appears under Pending in Summary. Add a base fee that applies to those divisions.
• “With entries closed, only “Late entries only” surcharges can change.”: with registration closed, the other fees are locked.
• “Capacity exceptions can only be given to your own club or to a club entered in this competition.”: choose a club from the list in the Club field.
• “Check the exception: set at least one limit (individuals or groups) as a whole number of 0 or more.”: enter at least one whole-number limit, equal to or greater than zero.
• “It cannot be calculated: check the base fees.” in the preview: this is usually caused by two base fees that match the same division.

Next step

• Create and publish a competition call: check that the fees are not shown as pending before you publish.
• Categories, levels and divisions of the competition: the fees apply to the divisions you define here.
• Set up how entries are paid: the method, timing and deadline for these fees.