Registration and field

Field is the screen for the people in a tournament: who is entered and paid, which judges can be seated, who has arrived, and who was invited and has not claimed a place. It is the Field item in the tournament admin left rail, at /tournaments/<tournament id>/admin/field. It holds four views behind its own rail: Registrations, Judges, Check-in and Invited, chosen with the address ending ?view=registrations, judges, checkin or invited. Without a view, Registrations opens. An unknown view gives a not found page. The older addresses /admin/registrations, /admin/judges and /admin/check-in redirect to the matching view.

This page covers the Field rail, Registrations, Invited and the competitor record page. Judges and Check-in have their own pages. Fees, refund policy, promo codes, capacity and the affiliation list are set in Setup, in the Registration section.

Who can use it

Every action checks admin access again on the server. An account without access sees You do not have admin access to this tournament. A tab seat's money actions are refused on the server as well as hidden. See Money actions.

The Field rail

The rail runs down the left of Field and turns into a strip across the top on a narrow screen. Each count is what stands between the field and the next round, not a total. A count of zero is not drawn.

A judge is ready when every step in the table on Judges is done except available days. The Field screen reads its figures from one set of reads per page load, so the rail and the open view agree. If any of those reads fails, the screen shows an error that begins Could not load the field instead of showing zeros.

Each view remembers its chosen filter, its search text and how far its table is scrolled, for the length of the browser session and for each tournament. Leaving to another Field view and coming back restores them.

Registrations bar

A red banner under the bar carries the error from the last action, and a green banner carries its result. Only one shows.

Registrations pipeline

Five cells across the top show how people move from starting a registration to paying. A cart is a registration a coach or competitor has begun and not finished. The first three counts read the items in active carts, converted ones included, so the pipeline is cumulative.

Selecting a cell highlights it. Selecting Paid also sets the list filter to Paid, and selecting any other cell sets the filter to All. Registered is highlighted at first. The Paid figure is red while any payment is outstanding.

Stuck list

The stuck list appears under the pipeline when at least one cart item has no registration. Its heading reads Stuck followed by a count, with the text Started registering and stopped. Oldest first. None of them can be paired until they finish. An entry added by hand never appears here, even with no claim or policy on file.

Each row also shows the person's name, the event code and school, and the age of the cart in hours under a day and days after. The button reads Sending while the mail goes and Sent afterward for that row. The mail goes to the address on the cart item and the follow-up is written to Records.

Registrations filters and search

Roster table

A row with a red edge is outstanding. A row with an amber edge is waitlisted. Select a row to open its panel. The first panel shown is the entry most recently saved, otherwise the first outstanding entry, otherwise the first entry. An empty view reads No registrations match this view.

The footer reads N incomplete payments block closeout, or No payments outstanding, then adds N people are stuck before registration when the stuck list is not empty. Its right side reads Waitlist followed by a count, and selecting it sets the filter to Waitlisted.

Entry panel

The panel opens beside the table, and under it on a narrow screen. Its header shows a kicker, the name, and a line with the school, event code and registration date. The kicker reads Payment outstanding, Waitlisted, Dropped, Added by hand or Registration, and an outstanding entry adds the note that unpaid entries block closeout until the fee is marked paid or waived.

Dropping a competitor removes them from every future pairing. If a released pairing of theirs has no result, the opponent receives a walkover, which is a win awarded because the other side did not debate, and the opponent and the judges are told. A dropped competitor keeps completed results but is never paired again.

Marking a payment by hand closes any Stripe payment page still open for the entry. If a Stripe payment has been made or is still processing, the change is refused until it is recorded. A payment made through Stripe is returned only through Refund, which returns the entry's fee in Stripe. For other payments Refund records the status only.

Invite list

When Setup sets Who may register to invited only, a section headed Invite list followed by a count appears under the roster table. An address on the list can register itself from the tournament's page. It is a different thing from Add a registration, which makes the entry for the person.

The list of addresses shows under the form. Adding an address while the tournament is still open is allowed, and has no effect until the mode is invited only.

Add a registration

The form makes an entry directly, with no cart. It opens from Add a registration in the bar. The entry carries the tag Added by hand and goes onto the roster.

A hand added entry has no claim and no policy signature on file. The draw pairs it anyway. Bypass the gates in the entry panel records the tournament's vouching and waives an unpaid fee.

Waitlist

An entry is waitlisted when the tournament is full and Setup has Waitlist entries once the field is full on, or when a director sets the roster control to waitlisted. A waitlisted entry is not paired, owes nothing, and shows the payment Not due.

• Promote 1 and Promote a pair. The database chooses who is promoted. It applies the tournament's maximum, each event's maximum and the order in which people arrived. Promote a pair keeps the field even, because promoting one entry into an odd field gives a bye, a round in which an entry is not paired and receives a win.
• Promote off the waitlist and the roster control. Both promote the one entry. Promoting makes the fee due, tells the registrant, and goes past the caps if the field is full.
• Result message. The result reads N entries promoted from the waitlist. or N entry promoted from the waitlist. When nobody moves, it says either that the field is still full or the waitlist is empty, or, for a pair, that promoting in pairs needs two entries the caps allow.

Invited view

Invited is the follow up list for people who were invited and have not claimed a place. An invitation is made when a registration is added by hand with an email and the invite box on, when a judge is added by hand with an email, and from Invite someone. Competitor invitations carry a claim link and an expiry date. Judge invitations carry neither a claim link here nor an expiry.

The first row is selected at first. A red edge marks an expired invitation and an amber edge an invitation expiring within seven days. An empty view reads No invitations match this view. The footer reads N pending claims followed by how many expire within seven days. Its right side says that a claimed invitation leaves the queue, but the Claimed chip lists claimed invitations and they stay in the table.

Invite someone

The window explains that a claim link expires in seven days and that, until claimed, the person stays in the queue and cannot be seated.

Competitor record

The competitor record is one entry's tournament, round by round. It opens from Round-by-round record in the entry panel, at /tournaments/<tournament id>/admin/registrations/<registration id>. An entry from another tournament gives a not found page. It reads unreleased rounds too, so a director can review a result dispute.

An entry never paired reads This competitor has not been paired into a round yet.

Payment statuses

Finalize refuses with Resolve every active registration payment before finalizing this tournament while an active entry is anything other than Paid or Waived. The Outstanding filter and the Field rail do not count a Refunded or Not due entry, so an active Refunded entry can block Finalize without appearing as outstanding.

Roster statuses

Money actions

Full admin here means a platform admin, an organization owner or admin, or an admin seat. A tab seat is a seat whose role is tab. When the seat cannot be read, a money action answers Could not check your admin access. Try again. and does nothing.

What this screen does not do

• Move an entry to another event. No control on Registrations changes the event of an existing entry. The event is chosen when the entry is made. To correct it, drop the entry and add a registration under the right event; the new entry has its own registration date and payment record.
• Manage promo codes. There is no promo code control on Registrations. Promo codes are created in Setup, Registration, by a full admin. A coach or competitor enters one at checkout.
• Change the fee. The fee per entry is set in Setup, Registration, by a full admin. A fee of zero removes the Paid stage.
• Open or close registration. Status now in Setup, Registration does that.
• Show a competitor's claim link for a judge. Judge invitations have no claim link here. Resend claim link sends the judge a fresh sign in link.

Tasks

Find an entry.

1. Open Field, then Registrations.
2. Type part of the name, email, school or event code in Search registrations.
3. Select a filter chip to narrow the list. Select the row.

The panel opens with the entry's contact, payment and roster controls.

Mark a fee paid by hand.

1. Select the entry's row.
2. In Payment, select Paid.

The banner reads Saved., the payment word becomes Paid, and the entry leaves the Outstanding filter and the rail count. This is for payments made outside Stripe. A payment made through Stripe is recorded by the checkout.

Refund a fee.

1. Select the entry's row. A full admin is needed.
2. In Refund, type the reason.
3. Select Refund and mark refunded, or Record a refund for an entry that is not Paid.

For a Stripe payment the entry's fee is returned in Stripe and the status becomes Refunded. For any other payment only the status changes. The refund and the reason are written to Records.

Add a registration by hand.

1. Select Add a registration in the bar.
2. Enter Participant name. Enter Email if the person should be invited, and choose the Event.
3. Enter Partner name for a pair event. Tick Mark paid if the fee has been collected.
4. Leave Send invite if no account exists ticked to mail an account invitation, or untick it.
5. Select Add.

The entry appears in the roster with the pill Added by hand. With an email and the invite box on, the person also appears in Invited.

Correct a name, email or school.

1. Select the entry's row.
2. Edit the three fields under Entry details.
3. Select Save the details.

The roster shows the new values. A round that was already released keeps the old name on its pairings and ballots.

Change or remove a partner.

1. Select the entry's row.
2. In Partner, edit the name, or empty the box.
3. Select Change the partner.

The note under the box names any released rounds that still show the old partner. Nothing rewrites those.

Assign a pod.

1. Select the entry's row. The Pod section shows only when Setup draws in pods.
2. Select a pod number, or None.

The section label reads the pod, for example pod 2 of 4.

Drop an entry.

1. Select the entry's row.
2. In Roster, select dropped.
3. Type the competitor's name in the box.
4. Select Confirm drop of followed by the name.

The roster word becomes dropped. A released pairing without a result is forfeited to the opponent.

Restore a dropped entry.

1. Select the Dropped filter and the entry's row.
2. In Roster, select active.

The entry is active again. Restoring asks for no confirmation.

Promote from the waitlist.

1. Select the Waitlisted filter.
2. Select Promote 1 or Promote a pair above the table, or select an entry and Promote off the waitlist.

The message reports how many entries were promoted. A promoted entry becomes active and owes its fee.

Bypass the gates for an entry added by hand.

1. Select the entry's row. A full admin is needed, and the entry must carry the pill Added by hand.
2. In Gates, type the reason.
3. Select Bypass the gates.

Claim and policy count as satisfied for pairing and closeout, an unpaid fee becomes Waived, and the reason is written to Records, where the entrant cannot read it.

Follow up a stuck cart.

1. Find the row in the stuck list, oldest first.
2. Select its button: Resend link, Remind or Nudge coach.

The button reads Sent and the mail is recorded in Records.

Add an address to the invite list.

1. Open Registrations on a tournament set to invited only.
2. Scroll to Invite list. Enter the Email.
3. Tick Also send them an account invite by email if wanted. Select Add to the invite list.

The banner reads Added to the invite list. They can now register themselves., or the version that says the account invite was sent.

Invite someone and follow it up.

1. Open Field, then Invited. Select Invite someone.
2. Choose Competitor or Judge. Enter Name and Email. Select Create and invite.
3. Later, select the row. Select Resend claim link if the person has not claimed, or Cancel invitation to remove them.

A resend adds an attempt to the Deliveries column. A cancel removes the row and the person from the pool count.

Open a competitor record.

1. Select the entry's row on Registrations.
2. In Contact, select Round-by-round record.

The record page lists each round with side, opponent, result, speaks, rank, judge and room.

Troubleshooting

Confirmation messages