Starting Number Management

Guide to managing participant identification and numbering systems for your tournaments using eParkiet's participant management features.

Participant Identification

Managing Participant Lists

eParkiet Participant Management: The system helps you organize and track participants throughout your tournament:

Participant Lists - Complete lists of registered participants
Category Organization - Participants grouped by dance categories
Contact Information - Access to participant details when needed
Payment Tracking - Monitor registration and payment status

Information Available:

Participant names and contact details
Category registrations and assignments
Payment status and transaction history
Club or organization affiliations

Numbering Approaches

Sequential Numbering: The simplest approach for smaller tournaments:

Numbers assigned in order (1, 2, 3, 4...)
Easy to manage and track
Works well for tournaments under 100 participants
Can be sorted alphabetically or by registration order

Benefits:

Simple to implement and manage
Easy for participants to remember
Minimal confusion during tournament

Category Organization: For larger tournaments with multiple categories:

Different number ranges for each category
Helps identify participants by category
Useful for tournaments with 100+ participants

Example Structure:

Beginner Level:     1-99
Intermediate:       100-199
Advanced:          200-299
Professional:      300-399

Advantages:

Easy category identification
Better organization for judges
Clearer tournament flow

Flexible Organization: Adapt numbering to your tournament's specific needs:

Organize by skill level, age group, or dance style
Reserve special numbers for sponsors or VIPs
Create blocks for different competition sessions

Considerations:

Match your tournament's format and structure
Consider judge and participant convenience
Plan for easy check-in and identification
Allow room for last-minute registrations

Organizing Participants

Using eParkiet for Organization

Access Participant Data

Viewing Participants:

Navigate to Participants in your tournament dashboard
Review complete list of registered participants
Filter by category, payment status, or registration date
Export participant information for external use

Available Information:

Complete participant contact details
Category registrations and preferences
Payment status and history
Club affiliations and notes

Organize by Categories

Category Management:

View by Category - See participants grouped by dance categories
Cross-Reference - Identify participants in multiple categories
Capacity Tracking - Monitor category registration limits
Status Monitoring - Track confirmation and payment status

Organizational Benefits:

Clear overview of category participation
Easy identification of capacity issues
Simplified communication with category groups
Better tournament day preparation

Prepare for Tournament Day

Pre-Tournament Preparation:

Export Participant Lists - Create printable lists for check-in
Organize by Categories - Prepare category-specific materials
Contact Information - Ensure access to participant phone numbers
Payment Verification - Confirm all registrations are paid

Tournament Day Setup:

Use exported lists for participant check-in
Have contact information readily available
Organize materials by category for easy distribution
Plan numbering or identification system for your event

Participant Management

Handling Special Situations

Common Management Scenarios:

Late Registrations - Adding participants after initial planning
Cancellations - Managing withdrawals and refunds
Category Changes - Participants switching between categories
Contact Updates - Maintaining current participant information

Using eParkiet for Changes:

Access Participant Records - Find and edit participant information
Update Categories - Modify category assignments as needed
Adjust Payments - Handle payment changes for category modifications
Track Changes - Document modifications for record keeping

Day-of-Tournament Management

Check-in Process:

Verify Registration - Confirm participant registration in eParkiet
Check Payment Status - Ensure all fees are paid
Update Attendance - Mark participants as present
Handle Issues - Resolve payment or registration problems

Common Tournament Day Issues:

Late Arrival Management:

Situation: Participant arrives after scheduled check-in
Solution:
1. Verify registration in eParkiet system
2. Confirm payment status
3. Update attendance record
4. Provide tournament information and materials

Registration Problems:

Situation: Participant not found in system
Solution:
1. Search by alternative name spellings
2. Check email or phone number registration
3. Verify correct tournament selection
4. Process last-minute registration if needed

Physical Materials and Organization

Preparing Tournament Materials

Participant Lists:

Export from eParkiet - Create printable participant lists
Organize by Category - Separate lists for each competition category
Include Contact Info - Phone numbers for urgent communications
Payment Status - Track who has outstanding fees

Identification Systems: Choose an identification method that works for your tournament:

Name Tags - Simple and cost-effective
Numbered Bibs - Professional appearance
Wristbands - Easy to wear and identify
Digital Check-in - Use mobile devices for tracking

Tournament Day Distribution

Check-in Station Setup:

Computer Access - eParkiet system for real-time updates
Printed Lists - Backup in case of technical issues
Materials Organization - Organized by category or alphabetically
Payment Processing - Method to handle outstanding fees

Distribution Process:

Identity Verification - Check participant against registration
System Confirmation - Verify in eParkiet
Material Distribution - Provide identification materials
Information Sharing - Tournament schedule and important details
Status Update - Mark participant as checked in

Tournament Day Operations

Managing Check-in with eParkiet

Check-in Workflow:

Participant Arrival - Greet participants at registration table
System Verification - Look up participant in eParkiet
Payment Confirmation - Verify payment status
Information Distribution - Provide tournament materials and schedule
Attendance Tracking - Mark participant as present

Using eParkiet During Check-in:

Search Function - Find participants by name or contact information
Payment Status - See who has outstanding payments
Category Information - Confirm which categories participant registered for
Contact Details - Access phone numbers for communication

Handling Common Issues

Registration Problems:

Issue: Participant not found in system
Resolution:
1. Search by alternative name spellings
2. Check registration under partner's name
3. Verify email address or phone number
4. Process walk-in registration if space available

Payment Issues:

Issue: Outstanding payment balance
Resolution:
1. Check payment history in eParkiet
2. Accept payment via available methods
3. Update payment status in system
4. Issue receipt for transaction

Information Updates:

Issue: Participant needs to update information
Resolution:
1. Edit participant record in eParkiet
2. Update contact details or category assignments
3. Confirm changes with participant
4. Update any printed materials if needed

Best Practices

Organization Tips

Pre-Tournament Preparation:

Export Data Early - Download participant lists well before tournament day
Organize Materials - Sort identification materials by category or alphabetically
Test Technology - Ensure eParkiet access works at venue
Prepare Backups - Have printed lists in case of technical issues

Tournament Day Management:

Arrive Early - Set up check-in systems before participants arrive
Stay Organized - Keep materials sorted and easily accessible
Monitor Payments - Track outstanding payments throughout check-in
Communicate Clearly - Provide clear information about tournament schedule

Participant Communication

Before Tournament:

Send reminder emails with tournament information
Include check-in time and location details
Provide contact information for questions
Confirm payment status and deadlines

During Tournament:

Have participant contact information readily available
Use eParkiet to access phone numbers for urgent communications
Maintain clear signage and information boards
Address questions and concerns promptly

System Integration

Using eParkiet Effectively:

Real-time Updates - Use system during tournament for live tracking
Payment Management - Process payments and update status immediately
Data Export - Export updated information after tournament for records
Communication Tools - Use contact information for participant communication

Success Tip: The best organization system is one that works smoothly in the background, allowing you to focus on creating a great tournament experience for participants.

Next Steps

Tournament Day Management - Complete tournament day guide
Participant Management - Advanced participant features
Payment Processing - Handle tournament finances

Starting Number Management

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