This guide walks you through the complete process of creating and submitting competition entries for your dancers.
Before You Start
Make sure you have:
- Registered your studio for the event
- Added dancers to your event roster
- Paid studio registration fee (if required)
- Entry details ready (routine names, music info)
Step 1: Select Performance Type
Performance types determine how many dancers can be in an entry:
| Type | Dancers | Notes |
|---|---|---|
| Solo | 1 | Single performer |
| Duo | 2 | Exactly 2 performers |
| Trio | 3 | Exactly 3 performers |
| Group | 4-15 | Configurable per event |
| Battle | Varies | Special rules apply |
Important: The performance type you select filters which levels and styles are available.
Step 2: Select Level
Choose the appropriate skill level for your entry:
- Options are filtered based on the performance type
- Common levels: Beginner, Intermediate, Advanced, Professional
- Each event may have different level options
Step 3: Select Style
Choose the style for your routine:
- Options are filtered based on performance type and level
- Common styles: Jazz, Contemporary, Hip-Hop, Lyrical, Tap, Ballet, Acro
- Each event configures which styles are available
Step 4: Assign Dancers
Select dancers from your registered event roster:
Age Group Calculation:
- Solos: Uses the individual dancer's age
- Groups: Uses the average age of all participating dancers (rounded)
- The method (as of Jan 1 of the event year, or as of the first day of the event) is set per event by the organiser on the Age Groups step
Dancer Count Rules:
- System enforces minimum and maximum dancer counts
- You'll see a warning if you have too few or too many dancers
- Cannot save entry until dancer count is valid
The system automatically matches your entry to the appropriate age division based on the calculated age.
Step 5: Enter Routine Details
| Field | Required? | Notes |
|---|---|---|
| Routine Name | Yes | The name of your piece (appears on schedule) |
| Choreographer | No | Hidden for Battle entries |
| Music Title | No | Song being used |
| Music Artist | No | Artist/band name |
| Duration | No | Minutes and seconds (hidden for Battle) |
| Special Requirements | No | Props, spotlight, special needs |
| Notes | No | Notes visible to your studio and the event organiser |
Step 6: Save or Submit
You have several options when saving:
| Button | What Happens |
|---|---|
| Save as Draft | Saves entry but doesn't submit - edit later |
| Save and Next | Saves current entry, opens new entry form |
| Submit and Next | Saves, submits to organizer, opens new form |
| Submit Entry | Saves and submits to organizer |
Tip: Use "Save and Next" when creating multiple entries quickly.
Entry Statuses Explained
| Status | Meaning | Can Edit? |
|---|---|---|
| DRAFT | Saved but not submitted | Yes |
| SUBMITTED | Locked in for the event | Yes (before deadline) |
| WITHDRAWN | Entry cancelled | No |
Entry Numbers
Each entry receives a unique entry number:
- Format: 3-digit (e.g., #001, #002, #003)
- Assigned when entry is created
- Used on schedule and for check-in
- Cannot be changed after creation
Making Changes
Before entries close:
- Edit routine name, music, duration
- Change dancer assignments
- Modify choreographer, special requirements
- Status can be changed (draft to submitted)
After entries close:
- Entries, dancer registrations, custom answers and withdrawals are all locked from your portal
- Music can still be uploaded or replaced on the Music page until the end of the day before the event starts. A music file can only be replaced with a new version, never removed, so an entry that has music keeps music
- Contact the event organiser for any other change; the organiser makes it for you
- The organiser has final say on late changes
For SCHEDULED entries:
- Cannot be edited by studio
- Organizer must remove from schedule first
Withdrawing an Entry
If you need to cancel an entry:
- Go to Entries in your event portal
- Find the entry to withdraw
- Click the delete/trash icon
- Confirm the withdrawal
Notes:
- Only DRAFT and SUBMITTED entries can be withdrawn by studios
- SCHEDULED entries must be withdrawn by the organizer
- Check the event's refund policy for fee credits
Battle Entries (Special Rules)
Battle entries have different rules:
- Choreographer field is hidden
- Duration field is hidden
- Entry fees are split among participants
- Format varies by event
Online Competitions: Performance Videos
For online competitions, entries are judged from video instead of on stage, so each entry has an extra Performance Video field:
- Paste a YouTube, Vimeo, or Google Drive link (one video per entry). For Google Drive, set sharing to "Anyone with the link" so judges can watch
- A preview appears below the field so you can confirm the right video is linked
- You can add or replace the video until the event's video submission deadline (which is also when entries close); after that, only the organiser can change it, and once the entry has been scored, the video is locked for everyone
- Entries without a video aren't judged: they're marked "No Submission" and excluded from results, so make sure every entry has a link before the deadline. Your Entries page shows a video status for each entry
- If you use the same video on two entries in the same section, you'll see a warning. You can still submit if it's intentional
- There is no music upload for online events. The video carries its own audio. Battle entries aren't available online
Tips for Success
- Submit early to avoid deadline stress
- Double-check dancer assignments before submitting
- Verify age groups are correct for your dancers
- Save as draft if you need to confirm details later
- Use "Save and Next" for batch entry creation