Adding Dancers, Partnerships, and Entries

Overview

Most dancers sign themselves up for a competition, or are entered by their studio. Sometimes that isn't practical: a dancer who can't easily register online, a walk-up at a collegiate competition who arrives without a partner, or a correction that has to be made on the day. For those cases, organizers can do the whole job from the competition console — find or create dancers, put them into partnerships, and enter them in events.

This page covers four tasks:

Creating an athlete
Creating a partnership
Adding an athlete to a solo event
Adding a partnership to a partnered event

Who Can Do This

The competition's primary admin and any co-organizer.

Key Concepts

Searching for dancers and partnerships

Every task on this page starts with a search, and the search covers everyone on Dancesport.app — not only people already registered for your competition. That's what lets you enter a dancer, or a couple, who has never signed up for your event.

Type at least three characters of a name or email address.
Several words must each match, so typing a first and last name narrows the list quickly.
Up to twenty matches are shown. If you see "Showing the first matches only", keep typing.
Each result shows the dancer's email address. Names repeat — two dancers can easily share one — so the email is the reliable way to be sure you have the right person.
When searching for a partnership, you can type either partner's name or email.
You must pick a dancer or partnership from the results. Typing a name into the box isn't enough on its own.

Search before you create

Always search for a dancer before creating a new account. Creating an athlete needs an email address that isn't already in use; if the address belongs to an existing account, the form tells you so, and you should find that dancer instead. A second account for the same person splits the dancer's competition history in two.

The account you create belongs to the dancer

An athlete you create is an ordinary personal account. It isn't managed by you, and it isn't managed by a studio — creating it doesn't give you any ongoing control over it. From then on, the dancer looks after the profile.

A new account starts with:

No representation — country, state, school and studio are blank.
Amateur status.

When you create the athlete, you can choose to send a welcome email containing a link to set a password. If you don't, the dancer can still get in later by using Forgot Password on the sign-in page with the same email address.

Professional dancers and division restrictions

If your competition has Enforce Division Restrictions turned on, every entry is checked against its event's division using the dancer's own professional status. A newly created athlete counts as an amateur, so until the dancer signs in and changes that, the dancer can't be entered in a Professional event, or as the professional half of a Pro/Am couple. You can't change a dancer's professional status on the dancer's behalf.

For a professional dancer, either find the dancer's existing account — the best option, since it already carries the right status — or send the welcome email when you create the account, and ask the dancer to sign in and update the profile before you add any entries.

Partnerships

A partnership is a Lead and a Follow, and they must be two different people.
The order matters: a couple with A leading and B following is a different partnership from B leading and A following.
If the exact partnership already exists, you'll be told so. Search for it when you add the entry instead of creating it again.
A partnership you create takes effect immediately. Neither dancer has to accept a request, as the dancers would when forming a partnership on their own.

Creating an Athlete

Open the competition console and go to Entries → Partnerships.
Click Create Athlete in the upper right.
Enter the dancer's First Name, Last Name, and Email.
Optionally tick Email the dancer to let them know their account was created to send the welcome email.
Click Submit.

The new athlete can now be found in the searches below — to put into a partnership, or to enter in a solo event.

Creating a Partnership

This saves dancers from forming a partnership through the usual partnership request. It's especially handy at collegiate competitions, where dancers often arrive without a partner lined up.

Open the competition console and go to Entries → Partnerships.
Click Add Partnership in the upper right.
In Lead, search for the leading dancer and pick the right one from the results.
In Follow, search for the following dancer and pick the right one from the results.
Click Submit.

If both dancers would rather be matched than paired by you, see the TBA Entries guide.

Adding an Athlete to a Solo Event

Open the competition console and go to Events → Event Details.
Select the event. Use the filters — for example Entry Type: Solo — to narrow the list.
On the Athletes tab, click Add Entry.
Search for the dancer and pick the right one from the results.
Click Submit.

Adding a Partnership to a Partnered Event

Open the competition console and go to Events → Event Details.
Select the event. Use the filters — for example Entry Type: Partnered — to narrow the list.
On the Partnerships tab, click Add Entry.
Search for the couple by either partner's name or email, and pick the partnership from the results.
Click Submit.

If the couple doesn't appear, the partnership doesn't exist yet — create it first.

When Entries Can Be Added

Entries you add follow the same rules as entries dancers make themselves, with one difference: as an organizer you can still add entries after registration has closed to the public.

The competition must be in Pre-Registration, Open Registration, Closed Registration, or In Progress. Once it's being scored, concluded, or canceled, the entry list is closed to everyone.
The event must not have started. Once an event's first round is out on the floor, its entry list is closed. The Add Entry button stays on screen until the event is completed or canceled, but an entry into an event that has already started will be refused.
Once the competition is in progress, an event that has no entries can't take any. It has no rounds and no place in the schedule, so there would be nowhere to dance.
Your competition's own entry rules still apply — limits on entries per athlete or per partnership, whether a dancer may enter the same event with more than one partner, and division restrictions if they're turned on.

If an entry is refused, the message tells you which rule stopped it.

What Happens After You Add an Entry

The dancer is registered for your competition, if not registered already.
Bib numbers: if you've already generated bib numbers, a dancer who needs one — a solo dancer, or the lead of a partnership — is given the next available number. Otherwise the dancer gets one the next time you generate bib numbers.
Rounds: if the event's rounds have already been generated, the new entry joins the first round, and the round's size, recalls and heat groups are recalculated to match.

To take an entry back out, use the remove action next to it on the event's Partnerships tab for a partnered event, or on the Athletes page under Entries for a solo event.

Where to Find This

All of this lives in the competition console:

Entries → Partnerships — create athletes, create partnerships, and see each partnership's entries.
Events → Event Details — add athletes to solo events and partnerships to partnered events.