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13 Special Functions

13.1 Deleting a Registration

You can delete only registrations that were manually entered. These registration have the value “Manual” in the “Registration Type” field. The Administration Software will not allow you to delete any other type of registration.

To delete one or more manual registrations:

    1. 1. Access the registration table view in the Administration Software. You can access the local database on the “Registrations” tab of the full software, the server database on the “Server” tab of the full software, or the server database in web version.
    2. 2. Select all the manual registrations that you wish to delete by holding down the CTRL key while left mouse clicking on each registration. To quickly select a continuous range of registrations, click on the first registration, hold down the SHIFT key, and then click on the last registration.
    3. 3. Click on the “Delete” button at the bottom of the table view. Alternatively, right mouse click in the table view and select “Delete” from the popup menu.

13.2 Duplicating a Registrant

To duplicate the record for a registration:

    1. 1. Click on the “Registrations” tab on the full version of the Administration Software. You cannot print ID cards from the “Server” tab or the web version.
    2. 2. Click on the registration that you want to duplicate to select it on the table view.
    3. 3. Right mouse click on the table view and select “Duplicate” from the popup menu. A copy of the selected registration is inserted directly above the original registration. The new registration is automatically assigned an ID beginning with “IN_”.
    4. 4. Click on the “Edit” button and make changes to the fields of the new registration as required.
    5. 5. Click on “Update” button to save the changes to memory. When you are ready, click on the “Save” button at the top to save the local database.

13.3 Copying Registration Weight to Official Weight

The “Weight” field collected from the online registration form is recorded into the database field called “Weight”. The field “Official Weight” is reserved for recording the competitor’s weight during an official weigh-in process. The separation of the two weights is to accommodate a the actual weight of the registrant on the day of the tournament, which may affect his qualification for a division. When you configure a weight restriction on a bracket, the “Official Weight” field is used to flag you when a competitor did not make his weight requirement just before competition.

However, if you are not using the “Official Weight” field, but you would like to see if the registration weights of your registrants has violated any weight restrictions, the full version of the Administration Software allows you to copy the value for the “Weight” field into “Official Weight” field on all registrations in one function. This function is used for tournaments that do not have a process where an official weight is recorded in the Administration Software.

To copy all values in the “Weight” fields into the “Official Weight” field:

    1. 1. Click on the “Registrations” tab on the full version of the Administration Software. You cannot print ID cards from the “Server” tab or the web version.
    2. 2. Right mouse click on the table view and select “Copy Weight to Official Weight” from the popup menu.
    3. 3. Click on the “Save” button at the top of the window if you want to save the these values to your local database.

Exercise caution in using this feature. If you have values recorded in the Official Weight field for only some of the registrations, but use “Copy Weight to Official Weight” you will overwrite the values in the Official Weight field with the value in the Weight field. If you have overwritten values that you did not want overwritten, exit the Administration Software without saving or synchronizing so that the new values are not saved.

13.4 Show Restrictions

You can configure restrictions on a bracket so that registrations that violate the restrictions are flagged in red. Each select field item that is used to determine a bracket in the “Update Category” window (for example, “Beginner” or “Middleweight”) can be configured for its own set of restrictions. You can base restrictions on values in the “Date of Birth”, “Official Weight”, “Gender”, “Paid Registration Fees”, or “Waiver Received” fields.

When restrictions are configured for a bracket, a registration is immediately flagged when it is placed in that bracket but it does not qualify. As soon as the registration has a field value (such as date of birth, official weight, or gender) that violates a restricted field item its bracket, it does not qualify for that bracket. The registrant’s name appears in red when it is flagged in the table view and the bracket view.

If a name is flagged in red in the table view, you can view the exact violation in one of these methods:

Registrations are flagged for restrictions only on the local database using the full version of the Administration Software. The flagging of restrictions is not available on the “Server” tab or the web version.

13.5 Cross Referencing with Bracket Tab

13.5.1 Usage

A competitor is moved from one bracket to another only when his registration is changed. Thus, when you are moving competitors from bracket to bracket, you will need to easily cross reference between the “Registrations” tab and the “Brackets” tab in the Administration Software.

13.5.2 Locate on Bracket

To access the bracket to which a registration belongs directly from the table view:

    1. 1. Select the registration from the table view.
    2. 2. Right mouse click somewhere in the table view to display the popup menu.
    3. 3. Select “Locate On Bracket” from the popup menu. If the registration belongs to multiple brackets, you will be prompted to select the precise bracket you wish to view as shown in Figure 39.
    4. Figure 39. Multiple Brackets on Cross Reference from Table View

       

If the registrant’s name does not appear in a node on the bracket, he has not yet been placed in a node, even though he belongs to that bracket. See the guide “Managing Brackets” for details on how to place a registrant in the bracket.

If the registrant’s does not belong to a bracket, the Administration Software will display a warning message to indicate that the registration does not have a bracket configured.

13.5.3 Go to Registration from Bracket

To access the “Update Registrant” window for a registration directly from the bracket:

    1. 1. Click on the node that displays the registration to cross reference.
    2. 2. Right mouse click on the node to display the popup menu as shown in Figure 40.
    3. 3. Select “Registrant Info” from the popup menu. This opens the “Update Registrant” window directly on the “Brackets” tab.
    4. Figure 40. Cross Reference to Registration from Bracket View

       

13.6 Email Blast Feature

The Email Blast feature is a paid option that allows you send a mass email to any subset of registrations in your approved registration list. This feature is only available on the web version or the “Server” tab of the full version, so you must use it on the server database instead of the local database. You can purchase the Email Blast option from the “Cost” tab of the “Update Tournament” window, as shown in Figure 41.

Figure 41. Enabling Email Blast Option

 

13.6.1 Sending Limitations

You are only allowed to use the “Email Blast” feature only once a day. The date and time stamp of is recorded of the last use of the email blast is recorded in the “Last Email Blast” field of the “Update Tournament” window, as shown in Figure 41. You will be unable to send a mass email to your registrants until the midnight UTC on the day after the date recorded in this field. If this field is blank, you have not yet used the “Email Blast” feature on this event.

13.6.2 Email Format

The type of the message body can be plain text or HTML. If the email server detects HTML tags in the message body, the message will be sent out as HTML. If no HTML tags are detected, the message is sent out as plain text.

13.6.3 Sending a Mass Email

To send a mass email using the Email Blast feature:

    1. 1. Run the Administration Software and log into the server. If you are running the full version, access the “Server” tab.
    2. 2. Click on the word “Tournament” from the left side. This displays the list of events on the right side.
    3. 3. Select the event from the tournament list on the right side.
    4. 4. Click on the word “Registrant” from the left side. This displays the existing list of registrations on the right side.
    5. 5. Select all the registrations that you want to receive the mass email by holding down the CTRL key while clicking on each registration. To quickly select a group of consecutive registrations, click on the first registration in the group, and hold down the SHIFT key while clicking on the last registration of the group.
    6. 6. Click on the “Email Blast” button at the bottom of the registration list. This opens the “Select Email Blast Type” window.
    7. 7. Select “Selected Registrants” if you want to send the mass email to the selected registrations. Alternatively, select “All Registrants” if you want to send the mass email to all registrants of the event, regardless of your selection.
    8. 8. Enter the mass email’s subject and message body. The message body of the final email is rendered in HTML if HTML tags are detected.
    9. 9. Click on the “Test” button to send a test email. This email is sent the email associated with the event, which is the same email address that will appear in the “From” field of the mass email. You can adjust the message content and click the “Test” button again if you wish to modify the email. Figure 42 shows an example of a test email message.
    10. Figure 42. Sending a Test Email

       

    11. 10. When satisfied with the test email, click on “Send” button to send the mass email to the selected registrations. Depending on the number of registrations in the selection, it may take up to an hour to send the email.

The email associated with the event will receive a notification that indicates how many emails were actually sent out, and repeat the content of the mass email for your records.

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