The Registration System centralizes competition entries in a simple, self-service workflow. It reduces manual paperwork and email communication while keeping all participant data accurate, up to date, and easily accessible.
Competitions can be set up so participants register themselves directly through the app. This simplifies the process for both organizers and clubs, while the admin retains full control and oversight.
Setting Up Registrations
During the final step of competition creation, the admin defines how participants are added to the competition. This setting can also be adjusted later in the Settings screen.
Closed Registration - Participants are added manually by the admin via the gymnast screen.
Open Registration - The admin generates a registration link, sets a deadline, and shares it with athletes or clubs so they can register themselves. The following options are available:
Auto Accept Registrations - Automatically approves applications and adds gymnasts to the competition. If disabled, each application must be reviewed manually.
Auto Close Registrations - Closes registrations automatically at the specified date and time.
Show Gymnasts to Public After Registration Closes - Displays the participant list only after the registration deadline.
Show Gymnasts to Public Upon Approval - Publishes approved gymnasts immediately after approval.
Invite participants to register
Once registrations are enabled, the admin can invite participants using a single registration link.
Generate a link using the "Send Invite" option
Share the link with individuals or teams
Participants select the appropriate discipline, program, or category during registration
Manually add gymnasts if required
Registrations can also be managed in Settings, where the admin can:
Upload documents for participants to view or download
Adjust the registration deadline or close registrations at any time
Participants Access
Registrants receive a link to access the registration system. After clicking on a link registrations will open in the web browser. They must log in to proceed.
Alternatively, they can also user mobile app to register, link to the registrations form will appear inside the competition, on top of the screen.
Registrants can:
View documents uploaded by the admin.
Add gymnasts individually or in bulk, including team entries by specifying a club name.
Update or delete registrations while the registration period is open.
Registrants can add other participants (e.g., judges, coaches) directly. These additions do not require admin approval.
One-Click Self Registration
Follow these steps to register quickly and effortlessly:
Select "I am registering myself":
Check the box labeled "I am registering myself."
When you do this, your name, surname, and phone number will be automatically filled in.Enter your email address:
Provide your email address in the designated field.Confirm and complete registration:
Review your details, then confirm to finish the registration process.
Additional Tips for Mobile Users
When registering via your mobile phone, you’ll see a single list displaying all disciplines and categories, making navigation faster and easier.
Important for Online Competitions
If you’re participating in an online competition, you can upload your proof of payment using the upload button available during registration.
Registration Statuses
Registrations can have the following statuses:
Pending: Awaiting admin approval.
Approved: Approved and added to the competition.
Declined: Rejected by the admin.
Updates to approved registrations automatically reflect in the system, and the admin is notified.
Notifications and Approvals
Admin receives notifications for every new or updated registration.
By clicking on notifications, the admin can approve, decline, or update registrations.
Approved gymnasts appear in the "All Gymnasts" table. Declined registrations remain visible to registrants for action.
Closing Registrations
Admin can close registrations manually in the Settings or automatically, if a deadline is configured
Even after closure, pending registrations remain accessible for admin review and approval.
Importing a gymnast list into Elevien
If you haven't used registrations to generate and distribute a registration link participants can use to apply to your competition, and already have a list of gymnasts you would like to import by yourself, you can do it with minimum hassle within minutes by using our "Import gymnast list" feature.
How to import gymnast list:
Preparing your spreadsheet
Before you start you need to combine all the potential club applications you received into one spreadsheet like in the example below. As you can see, every row should contain one gymnast. All gymnasts must have names in the same column and this information is mandatory for every gymnast. Any other data should also be grouped in the same column for every gymnast (their surnames, country, club, category/age group) as shown. Multiple categories/age groups can be combined in the same spreadsheet as shown.
Make sure the categories/age groups in your spreadsheet are named exactly the same as the categories/age groups in Elevien. You will be importing gymnasts to one discipline and program/level at a time so make sure you don’t mix different disciplines and programs/levels in one spreadsheet, only categories/age groups which are within one program/level.
Step 1: Copying the data from the spreadsheet into Elevien
If you have one or no categories/age groups in a discipline
Navigate to a discipline and to a potential category/age group in the competition you created in Elevien and you wish to import from the spreadsheet, click on Add Gymnast and then Import Gymnast List. You should now paste gymnasts to that particular discipline and/or category/age group.
If you have multiple categories/age groups in a discipline
Alternatively, if you have multiple categories/age groups in your competition, and you have prepared your spreadsheet as described in the "Preparing your spreadsheet" paragraph, you can select Import Gymnast List under any category (potentially within a program/level) in your competition and paste all categories (from that program/level only) to Import Gymnast List menu. If you do not have different programs levels, you can import all categories of a discipline at once.
Step 2: Identifying your columns and add missing columns
Next, you need to identify the columns you pasted into Elevien. If a columns contains data you cannot find in the dropdown menu, just select "Skip Column" for that particular column.
You can add missing columns directly in Elevien while importing a gymnast list, making the process faster and more flexible without needing to edit your Excel file.
Step 3: Reviewing and editing data
In this step you can edit any information for any particular gymnast. Their names, surnames etc.
Step 4: Apparatus and team select
In the final step you can assign/unassign gymnasts to or from a particular apparatus. Also, if you have "Team result lists" turned on for this category, you can select which gymnasts goes into the team for the club. You can also split teams within the same club by renaming the team in the team column of any gymnasts (double click on team name to edit). Gymnasts with the same team name will be placed in the same team.
Step 5: Repeat for other discipline/programs/levels
If you have other discipline or programs/levels in your competition, repeat the process for each one.
Import Gymnasts to Multiple Categories at Once
If your competition has multiple categories (age groups) and you want to import gymnast data, you no longer need to copy and paste data for each category separately. Now, you can import multiple categories at once—provided they are within the same level (program).
Follow these steps:
Prepare your spreadsheet:
Create a column labeled "Category" (or "Age Group") and enter the appropriate category name in the row for each gymnast.Copy the data:
Select all relevant data, including the category column.Import into Elevien:
Go to any category and find the "Import Gymnast List" feature.Identify the category column:
During the import process, select "Category" as the column that contains the category (age group) names.Complete the import:
Proceed with the import. The system will assign gymnasts to their respective categories automatically.
Important notes:
Multiple categories (age groups) within the same level (program) can be imported simultaneously.
For multiple levels (programs), repeat the import process for each level separately.
Import gymnasts as a team
Managing gymnastics competitions has never been easier with our intuitive Import Gymnast List feature. Whether you're importing gymnasts or making updates on the go, this tool simplifies the process and saves you time.
Import List in 3 Simple Steps
Using the Import Gymnast List feature is straightforward:
Paste your gymnast details from Excel
Map the fields to categories such as Name, Club, FIG, or “Is Team Member” to define who is competing as part of a team.
Mark gymnasts as team members by typing any of the following in the respective column for each row/gymnast: “yes,” “y,” “e,” “+” or “da.”
Teams are automatically named after the gymnast’s club. If the “Club” column is not selected, the team will be named after the gymnast’s country. Team names can be easily edited by double-clicking on them.
This tool speeds up competition setup and reduces the need for manual data entry.
Manage teams individually after import
After importing, you can edit gymnast details or assign teams individually as needed. The tool allows you to make quick updates, such as changing team members or adjusting apparatus assignments, directly from your phone or laptop.
Export All Gymnasts per Discipline
Organizers can now view and download a single Excel list of all gymnasts per discipline—no more switching between categories.
How to use:
Go to the Admin panel, open the tab for your chosen discipline, and click the export option.
Benefits:
View all the gymnasts easily
Easily filter or sort by club or other details in Excel
Perfect for planning medals, meals, and logistics
