Application and Approval Management
This page explains how to accept and manage applications or participation requests for an event.
:::tip If you also want the operational flow for reception and participant guidance For reception flow on the event day and how to guide participants, see Operations Guide - Event day operations and Operations Guide - Guidance for participants. :::
:::tip About approval-based events 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. :::
Approval settings
On the event edit screen, you can configure the following approval-related settings.
| Item | Description |
|---|---|
| Require approval | 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 |
Start and stop accepting applications
You switch accepting applications on or off not on the event edit screen, but with the Accepting applications 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.
:::note If the toggle is not shown The Accepting applications toggle and the After approval setting appear only for events where Require approval is turned on in the event edit screen. They are not shown for events that do not require approval. :::
:::tip If approval is not necessary If Require approval is off, participants can start playing directly without applying. This is convenient for small events and permanent events. :::
:::note Training courses In an approval-based event, approval is also required to play a training course. However, you do not need to approve the main course and the training course separately. When a participant applies for the main (regular) course and you approve it, the training courses in the same event also become playable. On the day, you only need to approve the application for the main course. :::
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 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 Accepting applications 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.
:::note Approval on the web At the moment, approving or rejecting applications 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 application includes:
- Participant name and profile image
- Request date and time
- Category
- Status (pending / approved / rejected / canceled / on roster)
- 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 |
| Canceled | The participant canceled their own request |
| On roster | Registered via roster import, but the person has not yet checked in |
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 |
| Allow map view only | The participant can only view the map and category and cannot play |
| Allow no actions | The participant can neither view nor play |
Even when approved, participants still cannot start if the granted permission remains Allow map view only or Allow no actions. This is useful when you want to allow pre-checking but still hide the map or play start.
Create and share a check-in QR
You can generate a Reception 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 Reception QR can be generated only for events whose approval settings are configured for reception. If the settings are incomplete, the Reception 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 (participation approval) and Require Entry Number |
| Safety Tracking Event | Turn on Require Entry Number |
Once the conditions are met, the Reception 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 Reception 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.
:::note The check-in QR is used online 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. :::
:::note Check-in QR for Safety Tracking Events 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. :::
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.
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 sequential auto-numbering with a Roster
With a Roster, you can check in by team and assign Entry Numbers using sequential auto-numbering. This is convenient when you want to number participants in order of check-in, or assign numbers on the spot without deciding them in advance. While the Roster is in use, a Roster in use 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 "This number is 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 Entry Number (start) / (end) 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
- 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 applications, 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 (pending / approved / rejected / canceled / on roster). 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 By number and By check-in time.
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