# KScore registration and rosters

> How to get your clubs, athletes, and coaches set up, and how registration works going forward.

**Before you start:** You'll need a Gym Art Meets account.

## What you're used to

In KSCORE, clubs register athletes through register.kscore.ca. Club admins create accounts, add athletes, and sign them up for events. KSCORE supports a few price tiers with date-based increases. Coaches are part of the registration. Payment tracking is available.

## How it works now

### Step 1: Set up your club

If you're a club admin, start by creating your club in the Club Dashboard. This replaces your club profile in KSCORE.

[Create a club](https://docs.gymart.org/club-management/create-a-club)

### Step 2: Get your athletes in

This is the part everyone worries about, but it's actually pretty easy. You have three options:

**Option A: Import from a spreadsheet.** If you have your roster in a spreadsheet (or can export one from KSCORE), you can import the whole thing at once using the CSV import tool. It needs first name, last name, and date of birth at minimum. The tool is flexible about date formats and column separators, so you shouldn't need to do much cleanup. You can even paste data straight from Excel.

**Option B: Add gymnasts one by one.** If you only have a few to add, just type them in.

**Option C: Wait for registration.** If clubs are registering their own gymnasts for your meet, the athletes get created in the system when clubs register them.

[Import gymnasts via CSV](https://docs.gymart.org/club-management/import-gymnasts-csv)

### Step 3: Add coaches

Invite coaches to your club. In Gym Art Meets, coaches are club members with a coach role, and there's a place to record their certifications. You can also include coaches in a CSV import if that's easier.

[Create a club](https://docs.gymart.org/club-management/create-a-club)

### Step 4: Upload floor music (if your meet needs it)

This is something KSCORE doesn't have. In Gym Art Meets, clubs upload MP3 files to a music library, assign a primary music file to each gymnast, and the platform enforces your music deadline during registration. No more chasing clubs for floor music files by email.

Multiple gymnasts can share the same music file if they use the same routine music.

[How to manage floor music](https://docs.gymart.org/music/index)

### Step 5: Register for a meet

When a club admin registers their gymnasts for a meet, the process goes like this:

1. Find the meet (it's listed in the platform if the organizer made it public)
2. Pick which gymnasts to register and which levels they're in
3. Fill in any custom fields the organizer set up (allergies, shirt sizes, whatever they asked for)
4. Pay the entry fees through Stripe

That's it. No separate registration portal to log into.

[Registration overview](https://docs.gymart.org/registration/index) and [Add gymnasts to registration](https://docs.gymart.org/registration/add-gymnasts-to-registration)

### Things that happen after registration

Gym Art Meets has a few features for handling the stuff that comes up after everyone's registered:

**Waitlist.** If a level fills up, additional registrations go on a waitlist automatically. You don't have to manage it manually.

**Club requests.** Clubs can submit requests for level changes, scratches, or refunds right through the platform. The organizer sees the request and approves or rejects it with one click. If it's a refund, the system processes it automatically.

**Refund management.** You can set up a refund policy when you configure the meet. The system follows it.

### For organizers: managing registration

As a meet organizer, you have a few more tools:

* Track who's registered and who's paid in the **Payment Dashboard**
* Set **capacity limits** per level, and the system enforces them automatically
* Add **custom registration fields** for anything you need to collect
* Set **entry fees per level** and **late fees** that kick in automatically after a deadline
* Export financial data as CSV

## Quick comparison

|                     | KSCORE                             | Gym Art Meets                                    |
| ------------------- | ---------------------------------- | ------------------------------------------------ |
| Registration portal | register.kscore.ca (separate site) | Built into the platform                          |
| Getting athletes in | Manual entry                       | CSV import, paste from spreadsheet, or manual    |
| Payments            | Payment tracking                   | Full Stripe integration                          |
| Refunds             | Not documented                     | Built-in refund policy                           |
| Waitlist            | Not documented                     | Automatic when capacity is reached               |
| Custom fields       | Limited                            | Unlimited (text, numbers, dropdowns, yes/no)     |
| Music               | Not available                      | Upload, assign, deadline enforcement             |
| Late fees           | Date-based price increases         | Dedicated late fee system, automatic enforcement |
| Club requests       | Not documented                     | Online requests with one-click approval          |

## Next step

Once clubs are registered, the organizer can publish the schedule. Coaches can [view the schedule](https://docs.gymart.org/scheduling/view-schedule-as-registrant) when it's ready.

## More reading

* [Feature-by-feature lookup table](https://docs.gymart.org/migration/kscore-index/kscore-to-gym-art-meets)
* [How to register for a meet](https://docs.gymart.org/registration/index)
* [How to manage your club](https://docs.gymart.org/club-management/index)
* [How to manage floor music](https://docs.gymart.org/music/index)
* [Glossary](https://docs.gymart.org/getting-started/glossary)