Application and Approval Management
This page explains how to accept and manage applications 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.
"Check-in" is used in three ways depending on the context.
- Check-in on the event day - the work of receiving participants at the venue and confirming their participation. You do it with Player List and Check-in QR
- Open to Requests - the setting for whether new participation requests are accepted (the switch at the top of the Player List screen)
- QR check-in - the participant scanning the Check-in QR to check themselves in
Approval settings
On the event edit screen, you can configure the following approval-related settings.
| Item | Description |
|---|---|
| Require approval to join | 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 Input | Participants must enter an Entry Number such as a bib number |
Start and stop accepting applications
You switch accepting applications on or off not on the event edit screen, but with the Open to Requests toggle at the top of the Player List screen. The default permission granted after approval (After approval) can also be set in the same place.
The Open to Requests toggle and the After approval setting appear only for events where Require approval to join is turned on in the event edit screen. They are not shown for events that do not require approval.
If Require approval to join is off, participants can start playing directly without applying. This is convenient for small events. Approval cannot be used for permanent (no time limit) events (Can I create a permanent course?).
In an approval-based event, approval is also required to play a practice category (2 or fewer controls and a time limit of 60 minutes or less). However, you do not need to approve the main category and the practice category separately. When a participant applies for a main category and you approve it, the practice categories in the same event also become playable. On the day, you only need to approve the application for the main category.
Always set at least one main category to Public: Practice categories accept neither entry requests nor QR check-in. If only practice categories are published, participants have no way to request entry and nobody will be able to get approved or play (the pre-publish check also verifies this).
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 approval to join 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 (set at least one main category to Public in addition to practice categories)
- Publish the event itself
- In the Player List, turn on Open to Requests 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 applications
In events where approval is required, you can manage participation requests sent by participants.
On the Web, too, you can approve or reject applications and record attendance. For the steps, see "Approving, rejecting, and attendance on the Web" below.
Application notifications
When an application arrives, a push notification is sent to the devices of the event owner, the event managers, and the event operators. If the event's country is Japan, the notification is in Japanese under the heading "参加申請"; for other countries it is in English under the heading "Approval Requested". It shows the applicant's display name, the category name, and the event name. Tapping it opens the event screen; open the dashboard with the Manage event button on that screen and approve or reject the application in Player List.
- When an applicant enters the correct Event Number and is approved automatically, no notification is sent to the organizers
- In events created in a group, notifications go to the devices of the group's owners and managers (approved members)
- When you approve or reject an application, the applicant also receives a push notification (see Application statuses)
Check the entry list
Choose Player List from the Manage screen to view the entry list.
Each application includes:
- Participant name and profile image
- Submission date
- Category
- Status (pending / approved / rejected / cancelled / rostered)
- Attendance such as joined, absent, or not confirmed
- Message from the participant
Approval and rejection
Tap an application 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 |
| Cancelled | The participant canceled their own request |
| Rostered | Registered via roster import, but the person has not yet checked in |
Duplicate marks and confirmations
When check-in QR codes and applications are mixed, the same person or the same number can end up in more than one row. In the entry list of the newer versions of the app (iOS / Android), you can tell them apart:
- Duplicate (red) — the same account has active rows in two or more categories (for example, someone who checked in by QR and then applied to another category)
- Same No. ×N (gray) — a different person has a row with the same number. N is the number of rows with that number (for example, team members who applied from other devices with the same number)
- The Duplicates status filter shows only the duplicate rows
- Opening a row shows its Source (QR / Request / CSV / Play) and Other entries of this account (category and status). The former "Manual" is now shown as "Request"
When you apply or approve and there are overlapping rows, a confirmation appears. Choose Submit / Approve to continue (nothing is blocked). Applications to another category are not rejected, because they may be needed to let that person play that category.
These marks and confirmations are available only in the iOS / Android apps. They do not appear in approval and rejection on the Web (next section).
Approving, rejecting, and attendance on the Web
On the Web, open Player List from the ⓘ tab on the left of the event page (/events/{event ID}). You can open the event page with View on the event's row in the Manage Events list.
- You can filter the list by category and approval status, and sort it by Number or Check-in time
- Click a participant's name to open the details, which show buttons for the actions available in that status (Accept, Reject, Mark present, Mark absent, Mark attendance unconfirmed, Reset to pending)
- Clicking a button shows Confirm status change. Click Confirm to apply the change immediately, or Cancel change to back out
When you accept an application, its status becomes Approved (Not Confirmed). This screen is only for approving or rejecting applications and recording attendance.
Permissions after approval
When approving an application, you can choose what permission to grant to the participant.
| Permission | Description |
|---|---|
| Allow Play | The participant can view the category and play it. This is the usual choice |
| Display Map | The participant can only view the map and category and cannot play |
| Block | The participant can neither view nor play |
Even when approved, participants still cannot start if the granted permission remains Display Map or Block. Use these when you want to allow only a preliminary check, or when you do not want to show the map yet.
Create and share a check-in QR
You can generate a Check-in QR that participants scan to check in (enter) on the spot. Share it by posting it at the venue or attaching it to your event information.
Requirements for using the check-in QR
The Check-in QR can be generated only for events whose approval settings are configured for reception. If the settings are incomplete, the Check-in QR card on the dashboard cannot be selected (it appears dimmed).
| Event type | Required settings |
|---|---|
| Standard event | In Approval settings, turn on both Require approval to join (participation approval) and Require Entry Number Input |
| Safety Tracking Event | Turn on Require Entry Number Input |
Once the conditions are met, the Check-in QR card appears in the Participants group on the dashboard.
Generate and share
- You can generate a check-in QR for the whole event or for a specific category
- The event name and purpose are included as information, so it stays clear even when you run multiple events in parallel
- Print it and post it at the reception desk, or share it with participants in advance
For the difference between the three QR codes (Event QR, Play QR, and Check-in QR), see Event management screen - QR code types.
The participant's check-in flow
When a participant scans the check-in QR, the check-in screen (QR check-in) opens. They choose a category (when there are multiple), enter their Entry Number and display name, and tap Check In to complete check-in. For the detailed participant steps, see Check in with a QR code.
Scanning the check-in QR requires an internet connection to fetch and verify the event information. In addition, the check-in QR cannot be used for permanent (no time limit) events, private events, or events that have ended.
For a Safety Tracking Event, the check-in QR works together with Roster prefill, so details such as the display name can be filled in from the roster information when a participant scans it.
Event-wide QR versus per-category QR
Tapping the Check-in QR card opens "Select the category for the check-in QR code", where you choose Event-wide (select category at check-in) or a specific category.
- Event-wide — One QR code for everyone; participants choose their category on the check-in screen. Handy when there is a single check-in desk
- Per category — Each QR code is fixed to one category. Use it when you have separate lines per category or do not want participants to choose
If the category has an Entry Number range, a number outside it is refused with "This number is outside the selected category's entry number range." The messages participants see when check-in fails are listed in Participant Guide — Messages when check-in fails.
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, the daily play limit is counted per participant (account) (see Pricing and Billing FAQ — Free play limits)
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.
Advanced Entry Number operations
Entry Numbers are not only entered by participants themselves. Organizers can operate them flexibly.
Per-participant number changes by the organizer
Organizers can change the Entry Number individually for each participant. Use this to fix input mistakes at check-in or to align numbering afterward. However, you cannot change the Entry Number after the participant has started playing. We recommend confirming it at check-in.
Team check-in and numbered display names with a Roster
With a Roster, several people can check in with the same Entry Number from the Roster (check-in by team). The first person to check in gets the name from the Roster as their display name. When a second or later person checks in with the same number, a display name made of the Roster name plus a sequence number (for example, "Team name (2)", "Team name (3)") is filled in automatically. The second and later people see the confirmation "Number already checked in", so ask them to choose Check in anyway. There is no feature that assigns Entry Numbers automatically in order of check-in. While the Roster is in use, a Roster active badge appears on the screen, so you can tell at a glance which operation mode you are in.
Handling duplicates and ranges
- Duplicate numbers — If you enter a number already used in the check-in QR, a confirmation "Number already checked in" appears, and choosing Check in anyway lets you check in with the duplicate. Useful for cleaning up display or keeping backup records (see Using the same Entry Number in standard play)
- Number range — If you set a range with From entry number / To entry number in the category settings, numbers outside the range are automatically rejected at check-in. This prevents check-in with unexpected numbers
Number limit and display
- An Entry Number can be set up to 9 digits (maximum value 999,999,999)
- Numbers are displayed consistently with a "#" prefix (for example, #12)
Reception for Team Play
In Team Play categories, it is helpful to decide how to guide Team Numbers in addition to the normal application flow.
- Assign Team Numbers in advance
- Ask each team to enter the same number on the day
- Explain that in Team Play categories the Entry Number is the Team Number (there is only one input field, "Entry Number / Team Number". Do not hand out two numbers, one for individuals and one for teams)
The overall design of Team Play is organized in Set up team play.
What to keep in mind at event-day reception
Who approves, who records attendance, and who handles questions on the day is covered in Operations Guide — Event Day Operations.
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 this list or the organizer's paper list or separate tracking sheet is the authoritative one.
Not confirmed only means "did not go through check-in QR". It does not affect whether someone can play. Playing depends on whether the entry is Approved (and the permission set after approval). To count participants, look at the approval status and the duplicate marks, not attendance.
Filtering and sorting
The entry list can be filtered by category and status.
- Filter by Category
- Filter by Status (pending / approved / rejected / cancelled / rostered). Approved entries can be further filtered into Joined / Absent / Attendance not confirmed / All
- Filter by Not Arrived — see, together, approved participants who have not yet checked in and participants who are still only on the roster
You can switch sorting between Number and Check-in time.
Clearing request and approval records
From the "..." menu at the top right of the Player List you can clear the request and approval records in one go. This action alone is limited to event managers and above, and it does not appear in the menu for event operators. Approving, rejecting, recording absences, and exporting CSV can all be done by event operators (Staff Roles and Permissions - Player List).
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
Creating and importing an entry list
Importing a roster collected in advance as CSV and assigning Entry Numbers is covered in Creating and importing an entry list.