Pre-registration setup

What is Pre-registration?

Pre-registration is the information you want competitors to provide before the day of registration, such as blackout or reveal requirements, disability forms, lighting sheets, the title of a performance, or whether the competitor needs a dressing room at the venue. Collecting this beforehand saves a lot of time at registration on the day.

Pre-registration questions are set up as Registration Data. Each question is then mapped to the events, items, age groups and so on that it applies to.

Setting up Pre-registration for your Event

Open Registration Data

1. Log in to myStage and go to the Administration screen.
2. Under Competition, click Registration Data.

The list shows each question with its Name, Description, Question Type, Type and Option Values. Use Options on a row to Edit, Edit Mapping or Delete a question.

Create a question

1. Click New at the top right of the Registration Data screen.
2. Fill in the Basic Details:
   • Name - the internal name you will see in myStage (required).
   • Public Name - the name shown to competitors. If you leave this blank the name is used.
   • Description - a short description, shown to competitors next to the question (required).
3. Choose the Question Type:
   • Section / Item - asked for each section or item the competitor has entered. Most questions use this.
   • Child Entry - asked for each entry, e.g. tournament entries.
   • Event / Discipline - asked once per competitor for the event or discipline, rather than for every item.
4. Choose the Field Type. A preview below the options shows what the competitor will see.
   • Text Box - a single line of text.
   • Checkbox - a yes/no tick.
   • Drop-down - choose one option.
   • Checkbox Group - tick one or more options.
   • Radio Group - choose one option.
   • File Upload - the competitor attaches a file. See File upload questions below.
   • Lighting Sheet - links to a lighting cue sheet. Choose the sheet under Lighting Sheet.
   • Info Only - displays text to the competitor, with nothing to answer.
5. For a Drop-down, Checkbox Group or Radio Group, enter the choices under Option Values, one per line.
6. Set the Behaviour options you need (see below).
7. Click Save changes.

Behaviour options

• Internal Only - hidden from competitors and coaches - only your organisation's users can see and fill in the question, e.g. notes for registration staff.
• Read Only for Competitors/Coaches - competitors and coaches can see the answer, but can't change it. They see the answer as plain text with a lock icon. Use this to show information you have filled in for them, such as a dressing room allocation.
• Mandatory - if the question isn't answered, the competitor can still save, but will be warned that information is missing.
• Entry Question - the question is asked while the competitor is entering the competition, not only during pre-registration.

Required event questions

To make competitors answer a question once for the whole event while they enter, set the Question Type to Event / Discipline and tick both Mandatory and Entry Question. The competitor won't be able to complete their entry until it is answered.

Linked questions

You can make one question control another using Linking:

1. Create the question that will be controlled first (e.g. Dressing room details).
2. Edit the controlling question (e.g. Needs a dressing room).
3. Under Linked Registration Data, choose the question to control.
4. Under Linked Type, choose:
   • Enable Linked - the linked question can only be filled in once this question is answered. For a Checkbox this means ticked, for a Text Box any text, and for a Drop-down the option Yes must be chosen.
   • Disable linked - the linked question is cleared and switched off when this Checkbox is ticked or this Text Box has text.
5. Click Save changes.

The competitor sees a note under the linked question, such as "This option is required based on entered information".

Note

For Enable Linked with a Drop-down, the option must be exactly Yes. Other options leave the linked question switched off.

File upload questions

When you choose File Upload as the field type, the File Upload Settings appear.

• Example File for Download - optionally upload a file competitors can download, e.g. a blank lighting sheet or form for them to complete and upload again.
• Allow large file uploads (up to 5 GB - default is 1 GB) - tick this for questions where competitors upload music or video. Without it, each file can be up to 1 GB.
• Option Values - to restrict the types of file competitors can upload, enter the allowed file extensions, one per line (e.g. mp3, then mp4 on the next line). Leave it blank to allow any file type.

Competitors see the supported file types under the upload box, and get an error if they choose a different type or a file that is too large.

Note

Enter each extension on its own line. Extensions typed on one line separated by spaces are treated as a single, invalid type. Common document, image, audio, video and archive formats (such as pdf, docx, jpg, png, mp3, wav, m4a, mp4, mov) are recognised.

Map the question to your event

Mapping controls which sections a question is asked for.

1. On the Registration Data screen, click Options on the question, then Edit Mapping.
2. Tick the Event, and then narrow it down as needed by Discipline, Item, Age Group, Age, Division, Performance Type or Location. Use the search box above each list to filter it. Type * or % to see all options.
3. To add another set of rules, click Add Mapping Group. The question is asked if a section matches any group.
4. Click Save changes.

Note

Questions can only be added to sections through mapping. The old option to add registration data directly on the section edit screen has been removed.

Set when pre-registration opens and closes

Once your questions are set up, set on the event when competitors can answer them.

1. Go to Events, and edit the event.
2. Set Pre-registration Opens and Pre-registration Closes. Competitors, coaches and parents who have entered can provide the information between these dates. Pre-registration stays open until the end of the closing date.
3. Save the event.

See Edit event settings for the other event settings.

Competitors are only asked questions for entries in upcoming sections; questions for past sections aren't shown.

Checking which questions a section will ask

View the mapping for an event

To see which questions apply to each section in an event:

1. Go to Events and open the event.
2. Click the RegData Mapping tab.
3. Optionally filter by Item, Age, Age Group, Discipline, Division or Performance Type, then click Search.

Each section is listed with the registration data mapped to it. Click Edit Mapping next to a question to change its mapping.

Registration Data Check Tool

If a question isn't showing for a section you expect, use the check tool on the section:

1. Open the section.
2. Click Admin Options, then Check Reg Data.
3. Choose the question under Select Registration Question.

The result shows Will Show or Will Not Show. For each part of the mapping (event, item, age group etc.) it shows a Match, or what the question expects compared to what the section has. If the question has more than one mapping group, each is shown as a Rule.

Downloading data

Bulk Download - Per Section

When you have collected files as pre-registration data, you can download them in bulk as a zip file.

1. Open the section.
2. Click Admin Options and then Download data.
3. A Downloads icon appears in the top menu bar showing progress while the files are prepared (e.g. Preparing files (3/12)...).
4. When it is ready, the zip file downloads through your browser as normal.

• Zip files for sections in the next 7 days are prepared automatically overnight, so they are usually ready straight away.
• The section page shows a Download: status once a zip has been prepared, including whether files have changed since it was prepared. Clicking Download data again always checks for changes first.
• Downloads can resume if your connection drops, and you can keep browsing myStage while files are prepared. Use Download again, Retry or Dismiss in the Downloads menu.
• Files from withdrawn entries are not included.
• File names in the zip no longer include the section name, to keep them short.

Warning

Users can upload large files, which may take a long time to download. It is recommended that you download all files in advance of a competition, so that internet issues don't affect your event.

To download all pre-registration files for a whole event, open the event and choose Actions, then Download Pre-Reg Files.

Individual Files

Individual files can also be downloaded, to do this right click on the filename and choose "Save Link As" (exact wording may be different depending on your browser)

Automatic file deletion

Uploaded files are deleted after your event

To manage storage, files uploaded for pre-registration are automatically deleted 30 days after the event end date by default. Download any files you want to keep before then.

Organisation administrators can change how long files are kept:

1. In Administration, click Organisation.
2. Click Edit.
3. Under Data Retention, set File Retention (days after event ends). The minimum is 1 day.
4. Click Save changes.

Files are only deleted once the event has ended and no sections in it are dated within the retention period. Only uploaded files are removed; the other answers stay on the entries.

You can also delete an event's files straight away: open the event, choose Actions, then Delete Registration Data, and confirm. This can't be undone.