Managing Participant Registrations

Effective participant management is the foundation of a successful tournament. eParkiet gives you full control over registrations and participant data.

Registration Overview

Participants Panel

In the Participants section you'll find:

• List of all registered couples
• Payment status of each participant
• Starting numbers (if assigned)
• Contact details and club information
• Filtering and search tools

Participant Statuses

Editing Participant Data

When You Can Edit

Organizer can always edit:

• Personal data (name, surname, date of birth)
• Contact information (email, phone)
• Club affiliation
• Participation categories
• Payment status
• Internal notes

How to Edit Data

Common Editing Scenarios

Corrections After Participant Request

Example 1: Error in Date of Birth

Participant email: "I entered wrong birth date, 
should be 15.03.1995, not 15.03.1996"

Solution:
1. Find participant → Edit
2. Change birth date
3. Save with notification

Example 2: Club Change

Email: "I changed club from ABC to XYZ Dance Studio"

Solution:
1. Edit participant data
2. Change "Club/School" field
3. Save changes

Example 3: Adding Category

Email: "I would like to additionally register for Standard category"

Solution:
1. Edit participant
2. Add "Standard Senior" category
3. System recalculates fee
4. Send info about additional payment

Payment Issues

Manual marking as paid:

1. Participant paid by traditional bank transfer
2. Find participant → Change payment status
3. Select "Paid"
4. Add note "Transfer from 15.03.2024"

Fee waiver:

1. For sponsors, judges, organizers
2. Change status to "Waived"
3. Add reason for waiver in note

Communication with Participants

Individual Messages

When to send:

• Confirmation of data changes
• Request for documents
• Payment issue information
• Deadline reminders

How to write a good message:

Subject: Data Change Confirmation - Silesia Championships

Hello,

According to your request, I have changed the birth date 
in the system from 15.03.1996 to 15.03.1995.

Changes have been saved and will be visible 
on starting lists.

Best regards,
[Your name]
eParkiet - Silesia Championships

Group Messages

For entire tournament:

• Deadline reminders
• Schedule changes
• Dress code information
• Post-tournament thanks

For specific categories:

• Category-specific information
• Start time changes
• Additional instructions

Managing Starting Lists

Starting Numbers

Automatic assignment:

1. Go to Participants → Starting Numbers

2. Choose sorting method:

   • Alphabetically - by surnames
   • Randomly - for fairness
   • By registration - first come, first served
   • By clubs - grouping

3. Click "Assign Automatically"

Manual assignment:

• For VIPs (e.g., number 1 for world champion)
• For sponsors (selected numbers)
• When participants have preferences

Exporting Starting Lists

Available formats:

• PDF - ready to print and post
• Excel - for further processing
• CSV - import to judging systems

What to include in export:

• Starting numbers
• Names and surnames
• Birth dates (age categories)
• Clubs/Schools
• Participation categories

Import and Export Participants

Mass Import

When to use:

• Registering entire club
• Transfer from another system
• Data backup

CSV format:

Name1,Surname1,Birth1,Name2,Surname2,Birth2,Email,Phone,Club,Category
Jan,Kowalski,1990-01-01,Anna,Nowak,1992-02-02,[email protected],123456789,ABC Dance,Standard Senior

Data Export

For administrative purposes:

• Contact list for newsletter
• Reports for federation
• Participation statistics
• Demographic analysis data

Best Practices

Communication with Participants

1. Respond quickly - maximum 24 hours
2. Be precise - provide specific information
3. Confirm changes - send confirmation for every edit
4. Maintain professionalism - even in difficult situations

Data Organization

1. Regular backup - export data weekly
2. Verify data - check birth date accuracy
3. Categorize notes - use tags in notes
4. Monitor status - check payments daily

Security

1. Personal data protection - GDPR compliance
2. Limited access - not everyone on team needs to see everything
3. Change history - all edits are logged
4. Pre-tournament backup - full export 48h before

Next Steps

• Starting Numbers - detailed number management
• Communication - advanced communication features
• Import/Export - mass data operations