Entry Management
This page explains how to accept and manage entries or participation requests for an event.
For reception flow on the event day and how to guide participants, see Operations Guide - Event day operations and Operations Guide - Guidance for participants.
Requiring participation requests is mainly a feature for the Organizer Plan. If you only want to open a public event as-is, the free plan is sufficient.
Entry settings
On the event edit screen, you can configure the following entry-related settings.
| Item | Description |
|---|---|
| Require entry | When turned on, participants can play only after organizer approval |
| Event Number | A four-digit number. Participants who enter the correct number are approved automatically |
| Require Entry Number | Participants must enter an Entry Number such as a bib number |
| Entry open | When turned off, new entry requests are no longer accepted |
If Require entry is off, participants can start playing directly without applying. This is convenient for small events and permanent events.
For small training courses with only a few spots, a simpler flow without approval may be easier for participants. Decide whether approval is really needed based on the nature of the event.
Recommended flow for an approval-based event
It is easiest to configure an approval-based event in this order.
- Create the event from Create an event and set the basics
- Turn on Require entry on the event edit screen
- If needed, set an Event Number and decide whether to use automatic approval
- Create categories and confirm their visibility state
- Publish the event itself
- In the participant list, turn on Entry open and decide what permission to give after approval
If the event or category is still private, participants cannot even reach the request screen. Before opening registration, check that both the event and categories are visible as intended.
Approve or reject entries
In events where entry is required, you can manage participation requests sent by participants.
At the moment, approving or rejecting entries can be operated only in the smartphone app.
Check the entry list
Choose Player List from the Manage screen to view the entry list.
Each entry includes:
- Participant name and profile image
- Request date and time
- Category
- Status such as pending, approved, rejected, or canceled
- Attendance such as joined, absent, or not confirmed
- Message from the participant
Approval and rejection
Tap an entry and choose either approve or reject. You can also attach a response message.
| Status | Description |
|---|---|
| Pending | Waiting for an organizer decision |
| Approved | Participation is allowed. The participant can play |
| Rejected | Participation is not allowed |
| Canceled | The participant canceled their own request |
Permissions after approval
When approving an entry, you can choose what permission to grant to the participant.
| Permission | Description |
|---|---|
| Play | The participant can view the category and play it. This is the default |
| View | The participant can only view the category and cannot start |
| None | The participant can neither view nor play |
Even when approved, participants still cannot start if the granted permission remains View or None. This is useful when you want to allow pre-checking but still hide the map or play start.
How to use Event Numbers
If you set an Event Number, participants are automatically approved when they enter the correct number.
Good use cases
- You hand out a number at the venue and let participants join on site
- You give the number only to pre-registered participants
- You want to reduce congestion at reception
Things to watch out for
- You can still treat Event Number input as optional
- Decide how widely the number should be shared
- If you change it on the day, be careful not to miss informing participants
- Anyone who knows the number can be approved, so make sure that matches your participation policy
Even with an Event Number, you do not have to reject every participant who leaves it blank. A mixed operation of automatic approval and manual approval works well when pre-registered participants should pass quickly while same-day inquiries are checked individually.
Using the same Entry Number in standard play
Even in standard play, multiple participants can play using the same Entry Number. This is not for combining scores. It is used when you want to clean up leaderboard display or keep backup records.
How it is displayed
- Standard-play records with the same Entry Number are treated as one group
- Only the highest-ranked record among them appears in the leaderboard
- Scores and times are not combined
That means using the same Entry Number does not automatically create Team Play.
Good use cases
- Multiple people participate as one team but also want backup records besides the main device
- You want to avoid duplicate leaderboard entries for the same participation unit
- You want to identify participants with one shared number
Important points when explaining it
- Using the same Entry Number does not combine scores in standard play
- If you want combined scoring, use Set up team play
- One account cannot be used simultaneously on multiple devices, so each device needs its own account
- Even with the same Entry Number, free play limits are counted per device
If you recommend this as a backup method, tell participants both "enter the same Entry Number" and "this is not Team Play" together to reduce confusion.
Reception for Team Play
In Team Play categories, it is helpful to decide how to guide Team Numbers in addition to the normal entry flow.
- Assign Team Numbers in advance
- Ask each team to enter the same number on the day
- Treat Entry Number and Team Number as separate values
The overall design of Team Play is organized in Set up team play.
What to keep in mind at event-day reception
- Confirm that a display name is set
- Confirm that the participant is in the correct category
- Decide how to handle pending participants who need approval on site
- Standardize how Entry Numbers or bib numbers are checked
- Decide who handles login or network trouble
If multiple people are staffing the reception, it helps to separate who approves entries, who marks attendance, and who answers participant questions. Even when automatic approval with an Event Number is used, keep guidance ready for participants who do not know the number.
Attendance check
The entry list can also be used to check attendance status.
- Joined
- Absent
- Not confirmed
If you use it as the reception register on the day, it is safer to decide in advance whether the app-side list or a paper list is the authoritative one.
Filtering and sorting
The entry list can be filtered by category and status.
- Filter by Category
- Filter by Status such as pending, approved, rejected, and canceled
- Filter by Attendance such as joined, absent, and not confirmed
Export the entry list as CSV
You can export the entry list as a CSV file. The output includes:
- Request date and time, user ID, and participant name
- Category, status, and attendance
- Request message and response message