Elevien’s Registration System lets participants register themselves while organizers keep full control over approvals, deadlines, and visibility. When needed, admins can also import existing gymnast lists in minutes.
Setting up registrations
During the final step of competition creation (and later in Settings), choose how participants are added:
Closed registration — Admin adds gymnasts manually in the gymnast screen.
Open registration — Admin generates a registration link, shares it, and sets a deadline. Options include:
Auto‑accept registrations – Automatically approve incoming entries.
Auto‑close registrations – Stop registrations automatically at the deadline.
Show gymnasts after registration closes – Display the list once the deadline passes.
Show gymnasts upon approval – Publish approved entries immediately.
Competitions can therefore be self‑service for clubs and athletes, while admins still review, approve, and adjust everything centrally.
Inviting participants
Once registrations are enabled, invite participants using the registration link:
Generate the link via Send Invite
Share it with individuals or clubs
Participants choose discipline, program, and category during registration
Admins may still add gymnasts manually when needed
In Settings, admins can also:
upload documents for participants — such as registration instructions and competition directives,
change deadlines or close registrations at any time.
Participant access
Users registering gymnasts open the registration link in their browser and sign in to continue. Registration is also available in the mobile app, where the form appears at the top of the competition screen.
Participants can:
view organizer documents, such as tournament directives and registration instructions,
add gymnasts individually or in bulk (including teams by club),
update gymnast details (for example, phone numbers) or delete gymnast entries while registration is open,
add other participants (judges, coaches, etc.) — no approval is required, while giving the organizer a clear overview and contact list.
Once registration closes, users who registered gymnasts can no longer make additions or edits.
One‑click self‑registration
Use this option when registering yourself:
Select I am registering myself — your name and phone number autofill.
Enter your email address.
That’s it — continue through the form and submit.
Mobile tip: on phones, all disciplines and categories appear in one streamlined list.
Online competitions: you can upload payment confirmation directly during registration.
Registration statuses
Pending — waiting for admin review.
Approved — accepted and added to the competition.
Declined — rejected (still visible to the registrant for changes).
Admins are notified about updates automatically, and approved gymnasts appear in All Gymnasts.
Closing registrations
Close registrations manually in Settings, or
let them close automatically at the deadline.
Pending requests remain available for review even after closure.
Importing gymnasts
If you already have gymnast data (for example from club applications), you can import lists quickly using Import Gymnast List.
This feature allows you to paste data, map fields, review, and finish — without heavy editing in spreadsheets.
Preparing your spreadsheet
Combine all club applications into a single spreadsheet. Each row should contain one gymnast. Keep the same type of data in the same column (names in one column, club in another, nationality in another, etc.). Multiple categories/age groups can be included in the same spreadsheet.
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.
Step 1: Paste your data
Choose the discipline (and category if needed), select Add Gymnast → Import Gymnast List, and paste your rows.
If you have several categories within one program, paste them all at once — Elevien will sort them. Just make sure the categories/age groups in your spreadsheet are named exactly the same as the categories/age groups in Elevien.
Step 2: Map columns
Match each pasted column to the correct field. If a column does not apply, choose Skip column.
You can even add missing fields directly during import — no spreadsheet editing required. If you would like to edit teams here be sure to add the "Is team member" column. You can manage team memberships 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.
Step 3: Review data
Edit any gymnast details before confirming (names, clubs, etc.).
Step 4: Apparatus and team select
In the final step, you can assign or remove gymnasts from a specific apparatus. If Team result lists are enabled for this category, choose which gymnasts belong to each club team. You can also split teams within the same club by renaming the team field for any gymnast (double‑click to edit). Gymnasts with the same team name are automatically grouped into the same team.
Step 5: Repeat where needed
Repeat the import for additional disciplines or programs.
Editing gymnast information and moving gymnasts between categories
Once gymnasts have been added and registration has closed, gymnasts, coaches, and club officials who registered the athletes can no longer edit the gymnast list. Administrators, however, may still need to update gymnast information in the contestant lists. This is common if there were mistakes during registration — such as a misspelled name, an incorrect phone number, a gymnast placed in the wrong category, or last‑minute changes to the apparatus they will compete on.
All of these updates can be made by the administrator of the competition:
on the Discipline screen in the web app, or
in the Gymnast list tab in Settings on the mobile app.
From there, you can:
edit gymnast details (name, phone number, club, country),
add or remove a gymnast from individual apparatus,
upload files such as certificates, proof of payment, or routine music,
move a gymnast from one category to another.
After the registration deadline has passed, participants who notice an error should contact their administrator to have it corrected.
Export gymnasts per discipline
Organizers can export an Excel sheet containing all gymnasts in a discipline — ideal for planning logistics, medals, and meals.
How to use: open the Admin panel, choose the discipline, click the "All gymnasts" button, and then click "Export to Excel".
Benefits: quick overview, easy filtering, and cleaner coordination.
