How to Manage Registrations After Submission

Once someone registers for your event, you'll inevitably need to make changes — a parent picked the wrong discipline or level, a team's size changed, or an athlete got injured and won't be competing. Here's how to handle the most common post-registration situations.

This comes up more than almost anything else. An athlete registered for Beginner but should be in Intermediate.

In your event admin, go to Registrations, find the registration, and look at their registered events. Each one has an edit option that opens an exchange dialog. From there, you can select a different discipline or level — Twirlmate will only show options that are valid for the athlete's competitive age.

A few things to know about exchanges:

• No price change. The exchanged item keeps the original price, even if the new division normally costs more or less. If you need to adjust pricing, that's a separate conversation with the attendee.

• The old contestant record is replaced. The original contestant is deleted and a new one is created in the target division. If the athlete was already scheduled, you'll need to re-add them to the new division.

• If they were the only person in their old division, that division is removed from your event date lineup/schedule automatically.

aeam size is based on the number of members, which is controlled by the group organizer. To change it, the group organizer must add/remove team members in the group admin first. Then you'll be able to use the same exchange workflow described above. Pick a variant with the desired team size. The team's actual member count needs to match the variant's requirements.

If someone can't make it but you're not issuing a refund, scratch them. Go to the contestant's detail page (through the discipline, not through registrations) and change their status to Scratched. This removes them from active competition without deleting their registration or affecting payment.

Other status options:

• Comments Only — the judge provides feedback but no score or placement

• No Show — registered but didn't show up for the performance

• Disqualified — removed from competition with cause

If the contestant is part of an all-around, change their status via the all-around (not the discipline) to apply the status to all related records.

For more detail, see How to Change a Contestant's Status.

You can download a CSV of all team rosters for an event date. The export includes each team's name, group, coach, and all members with their names, contact info, competitive ages, and roles (twirler or auxiliary). Reserve members are also listed.

This is available on your event date admin dashboard — look for the team roster download option.

Some things are locked once payment goes through:

• Which athlete/duet/team is competing. You can't swap one person for another on an existing registration. To change the participant, you'd need to refund the original and have the correct person register.

• Payment amounts. Prices are locked at checkout. Exchanges don't create price adjustments.