Events

Events are your competitions, showcases, gradings, camps and trips. Build the season as drafts, enter your teams and their fees, then check what every athlete would owe before you bill any of it.

Finding Events

Events used to be called Competitions. Click More in the sidebar (or press Ctrl+K / Cmd+K) and choose Events. An old Competitions link or bookmark takes you to the same page.

Four tiles sit at the top: In draft, Team entries, Indicative total (for events that haven't been billed) and Billed. Below them are two tabs, Events and Athlete fees. On the Events tab, Upcoming, Past and All choose which events are listed.

Creating an event

1. Click New event
2. Enter a Name and a Start date. Both are required.
3. Choose a Type (Competition, Showcase, Grading, Camp, Trip or Other) and, if you like, add a Location and an End date
4. Click Create draft

A new event is a draft. It raises no money, and families can't see it.

Event statuses

• Draft — Still being set up. Nothing is charged and families can't see it.
• Signups open — The event is open for entries. Families can't see or sign up to events in their portal yet, so you manage entries here.
• Signups closed — No more signups
• In progress — The event is under way
• Completed — Done
• Cancelled

A Billed badge appears next to the status once an event has been billed.

The event editor has no control for changing the status. To open or close signups, ask the AI assistant, for example “Open signups for Winterfest”. It shows a confirmation card with the event, the change and the teams affected, and the status only changes when you confirm. Only a draft event or one with signups closed can be opened, and only an event with signups open can be closed. Nothing is emailed to families.

Entering teams

Click an event in the list to open it. Under Team entries, choose a Team, add a Division if you want one (for example Junior Level 2), enter the Fee (£) each athlete pays, and click Add entry. The table shows each entry's team, division, fee per athlete and how many active athletes are in the team.

• A team can be entered twice, for two routines at two fees. Add it again with a different division.
• Entries are added and removed straight away. The bin icon at the end of a row removes that entry.
• Use Save for changes to the name, type, location, dates and charging setting.

An event with no teams entered shows “No teams entered yet” in the list, because nobody will be charged for it.

Charging each athlete once

Under Charging, tick Charge each athlete once if an athlete in more than one entered team should pay once for the event. They then pay the highest entry fee. With it off, they pay for every entry they're in. The editor shows the difference using your own fees. Events set to charge once show a Charged once badge in the list.

Extra costs

If an event has extra costs recorded against it, they are listed under Extra costs, each marked Per entry, Once per athlete or Club cost — not billed. The editor only lists them; you can't add or change them there. Per entry and once per athlete costs are added to each athlete's charge on the Athlete fees tab, and a club cost is never billed.

Athlete fees

The Athlete fees tab shows what every athlete would owe across all the events that haven't been billed or cancelled, drafts included. Each row has the athlete, their contact, their teams, the events they're in, the number of entries, the Gross amount, any Adjustment, the Total and the Pays by method (Direct Debit, card only, or no method). Click a row to see its individual charge lines.

• Filter by athlete name, team or payment method, or use Needs attention and Adjusted
• Switch between By athlete and By family
• Click CSV to download the same sheet
• Exclude on a line takes that entry off an athlete who isn't competing with that team
• Adjust changes an athlete's total for one event: Discount %, Discount £, Set total or Surcharge £, with a reason. The reason is shown on the sheet and recorded in the audit log.

A banner counts anything to look at before billing: no contact on file, no saved payment method, an athlete who isn't active, an event already billed, or nothing to pay. An athlete with no contact on file can't be billed at all.

The totals at the bottom show athletes, entries, gross, adjustments and what is Collectible. This tab is for checking: nothing on the Events page raises a charge or sends an invoice to families.

Once an event has been billed, its entries and charging rules are locked, and corrections are a separate charge or a credit.