> For the complete documentation index, see [llms.txt](https://docs.gymart.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.gymart.org/registration/gymnast-registration-lifecycle.md).

# Registration statuses explained

Every gymnast in a meet registration has a status that tells you where they are in the process. This page explains what each status means, who can act on it, and how a registration moves from one status to another.

## Registration statuses

### Not Registered

The gymnast has been added to the registration form but not yet submitted. The club can still edit all of the gymnast's details, including their level, date of birth, and any custom fields the organizer requires.

### Pending

The club has submitted the gymnast through checkout. The organizer has not yet approved or declined the registration. No editing is possible while a registration is pending.

### Approved

The organizer has accepted the gymnast into the meet. The gymnast is confirmed to compete. Registration data is locked.

### Wait Listed

The gymnast was submitted when the meet or level was at capacity. They are queued and will be confirmed if a spot opens. Waitlisted gymnasts cannot be edited by the club.

If the organizer has configured a waitlist fee, an additional charge applies when a waitlisted gymnast is promoted to Approved.

### Rejected

The gymnast did not pass validation when submitted, or the organizer manually declined them. Common reasons include age outside the level range, a full level with no waitlist available, or a missed registration deadline.

A rejected gymnast's details become editable again. The club can correct the issue and resubmit through checkout.

### Scratched

The gymnast was approved and then withdrawn from the meet. Scratching is permanent. If the meet allows refunds, the club can submit a refund request separately.

***

## How a registration moves between statuses

**Submission (club).** When a club checks out, each gymnast moves from Not Registered to one of three outcomes:

* Approved, if the meet uses auto-accept and the gymnast passes all validation checks.
* Wait Listed, if the level or meet is full but a waitlist is available.
* Rejected, if validation fails (age out of range, closed registration, required fields missing, and similar).

**Organizer review.** If the meet does not use auto-accept, submitted gymnasts start as Pending. The organizer then approves or rejects them from the meet dashboard. Organizers can also move gymnasts between Approved, Wait Listed, and Rejected at any time.

**Scratching.** The club submits a scratch request. The organizer accepts it, which moves the gymnast to Scratched. Scratching cannot be reversed.

**Fixing a rejected registration.** Because Rejected is editable, the club corrects the gymnast's details and submits again through checkout. The gymnast then goes through the same validation as a fresh submission.

***

## What the club can and cannot edit

| Status         | Club can edit? |
| -------------- | -------------- |
| Not Registered | Yes            |
| Pending        | No             |
| Approved       | No             |
| Wait Listed    | No             |
| Rejected       | Yes            |
| Scratched      | No             |

***

## Payment statuses

Payment runs alongside registration. A gymnast has both a registration status and a payment status, and the two are independent of each other.

| Payment status   | Meaning                                                                              |
| ---------------- | ------------------------------------------------------------------------------------ |
| Not Paid         | No payment has been submitted yet                                                    |
| Awaiting Payment | Checkout was started (card session opened or offline payment selected)               |
| Pending          | Payment submitted offline; the organizer has not yet confirmed receipt               |
| Paid             | Payment confirmed                                                                    |
| Refunded         | A refund was issued after the gymnast was scratched or a refund request was accepted |

The two tracks can be in any combination. For example, a gymnast can be Approved with a Pending payment (offline payment waiting on organizer confirmation) or Wait Listed with a Paid payment (prepaid but not yet promoted to a confirmed spot).

***

## Related

* [Submit a scratch or refund request](/registration/submit-a-request.md)
* [Check registration status](/registration/check-registration-status.md)
* [Payment and checkout](/registration/payment.md)


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