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Manage registrations

Once registration opens, bands start applying. The Registrations tab is your triage desk — check it every few days (the pending count also shows on your dashboard card).

The lay of the land

  • Capacity — a progress bar of accepted bands against your Max Total Bands, with per-class counts.
  • Pending Applications — bands awaiting your decision.
  • Waitlisted Bands — parked until you promote or decline them.
  • Accepted Bands — the confirmed field, with payment status.

Review a pending application

Each pending row shows the band, school, member count, and the class math: what class their numbers auto-qualify them for, what the director requested, and a badge if they chose to up-class.

  1. Check the class dropdown — it defaults to the director's request. Change it if you're assigning something different.
  2. Click one:
    • Approve — they're in. The director is notified and asked to pay.
    • Waitlist — class or event is full; they hold a spot in line.
    • Deny — declines the application.

No member count?

A row saying "No member count — auto-classification unavailable" means the director hasn't filled in their roster. Pick a class yourself, or nudge them to update their band profile.

Season profile unconfirmed?

A season profile unconfirmed badge means the director hasn't confirmed their band profile for this season — they registered with minimal information, which the form allows on purpose (in August plenty of directors don't know next season's numbers yet). Auto-classification is paused for that row rather than run on last season's students, so assign the class yourself, and chase the director to confirm their profile. The badge clears on its own the moment they do.

Track payments

The Accepted Bands table shows a Fee Status pill per band: Paid or Payment Due.

  • Card payments mark themselves Paid automatically the moment the director pays online. Nothing to do.
  • Mailed checks: when a check arrives in your mailbox, find the band's row, type the check number into the Check # box, and click Log Check. The band flips to Paid and the director is notified. (Your payable-to name and mailing address come from the Settings tab — see Create your competition.)

The Payments tab gives you the money roll-up: who's paid by which method, who still owes, and totals.

Logistics

A Logistics section lists every accepted band's expected arrival — buses arriving, band equipment vehicles arriving, band staff, and bus drivers. The summary keeps staff and drivers separate and also shows their combined total for credentials, meals, and hospitality. If you turned on the equipment shuttle service, the shuttle trailers they've requested. A headline at the top compares the largest single band's shuttle request against your shuttle fleet size and flags any band whose request would exceed what you have available, so you can follow up with them (or buy more capacity) before the day arrives. The same per-band shuttle count also shows up on the volunteer check-in list and the Command Center lineup on competition day.

Captions

Every accepted band's row carries a caption badge: green Captions confirmed once someone has confirmed which captions the band competes in, amber Captions unconfirmed until then. Judges' sheets and the results math follow this list, so the amber badges are your call list for the week before the event — many directors set their captions at registration and never look again.

Expand the badge to review or fix a band's captions yourself (the classic case: the director on the phone saying "we don't have a percussion line this year" while you click it for them). Saving the list — by you here, by the director from their competition page, or by the check-in table on competition day — stamps it confirmed. Captions lock once the band performs, or as soon as any judge submits a sheet for them — whichever happens first. After that the list is read-only: scores are already counting against it.

Changing your rubric un-confirms bands

If you add or re-check a section on the Rubric tab after bands have confirmed, their confirmations are cleared and their badges go back to amber. The caption list they signed off on no longer exists, and a band that had opted out of a section you re-checked would otherwise be quietly opted back in. Bands whose scoring has already started keep their stamp — their captions are locked, so there is nothing left for them to re-confirm.

Housekeeping

  • Move a band to another class any time with the Move to... dropdown on its accepted row — it takes effect immediately.
  • Remove an accepted band if plans fall through (they'd need to re-apply to return). Handle any refund off-platform.
  • When your field is set, Close Registration (button on the Settings tab) — that locks the roster and unlocks serious schedule building.