> 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/settings-reference/meet-and-registration-settings.md).

# Meet and registration settings

All of these settings live in **Meet settings**, accessible from the left sidebar under the Registration section. Score and video visibility is on the **Visibility & access** tab; registration and submission settings are on the **Registration** tab; fees and pricing are on the **Pricing** tab.

***

## Meet visibility and privacy

### Score visibility

**What it does.** Turns live public score access on or off for the entire meet.

**What it affects.** When public, anyone with the meet link can follow live scores in the Gym Art app and on any browser. When private, only organizers and administrators see results.

**When to use it.** Turn it on when the competition starts. Leave it off for training meets or when scores are not ready to share.

**Options.**

| Option  | What it means                                                  |
| ------- | -------------------------------------------------------------- |
| Public  | Scores are visible to spectators and anyone with the meet link |
| Private | Scores are hidden from the public; organizers only             |

**Default.** Private.

***

### Meet password

**What it does.** Sets the password judges use to log in to Judges Companion for this meet. The same password is also used to gate registration when the meet is not set to public access.

**What it affects.** This password generates the JC login QR codes. Judges cannot enter scores without it. If registration is not set to public, clubs must also enter this password before they can register.

**When to use it.** Always set a password before the meet. Share it only with judges and, where needed, with club managers who need to access registration.

**Default.** Required at meet creation; no pre-set value.

***

### Video recording

**What it does.** Enables judges to capture routine videos from Judges Companion during the meet.

**What it affects.** When on, JC shows video recording controls during score entry. Videos are stored and linked to each gymnast's results. Enabling this requires accepting the video recording consent agreement.

**When to use it.** Turn it on if you plan to record routines for video review or archive. Leave it off if video capture is not part of your workflow.

**Default.** Off.

***

### Video expiry date

**What it does.** Sets the date when routine video files are automatically deleted.

**What it affects.** All recorded routine videos for this meet are permanently removed after this date. This applies to videos stored regardless of which gymnast or level they belong to.

**When to use it.** Adjust if your federation or data-protection policy requires a shorter retention window. Extend if you need videos available for longer than the default.

**Default.** 1 year from meet creation.

***

### Score expiry date

**What it does.** Sets the date when registration and score data for this meet are automatically deleted.

**What it affects.** Gymnast registrations, waitlist entries, rejected applications, scratches, and all scores are permanently removed after this date.

**When to use it.** Adjust if your data-retention policy differs from the default.

**Default.** 3 years from meet creation.

***

### Medical document expiry date

**What it does.** Sets the date when any uploaded medical documents for this meet are automatically deleted.

**What it affects.** Medical files attached to gymnast registrations are permanently removed after this date.

**When to use it.** Medical data typically carries a shorter retention requirement. Adjust to match your federation's rules.

**Default.** 6 months from meet creation.

***

## General registration settings

### Open registration

**What it does.** Controls whether clubs can submit gymnast registrations for this meet.

**What it affects.** When off, clubs cannot start or complete a gymnast registration. Turning it on opens the registration portal.

**When to use it.** Turn it on when you are ready to accept entries. Turn it off after the deadline or when you want to pause registrations temporarily.

**Default.** Off.

***

### Open coach registration

**What it does.** Controls whether clubs can add coaches to their registration, independently of gymnast registration.

**What it affects.** When off, the coach registration step is hidden during checkout. You can open coach registration without opening gymnast registration, or vice versa.

**When to use it.** Open when you are ready to collect coach entries. You may want to open coach registration later than gymnast registration if coach rosters are finalized separately.

**Default.** Off.

***

### Registration deadline

**What it does.** Sets the date and time when standard registration automatically closes.

**What it affects.** After this deadline, clubs cannot submit new registrations unless late registration is enabled. The deadline is shown to clubs on the meet details page.

**When to use it.** Always set a deadline. If you also enable late registration, this becomes the boundary between the standard and late windows.

**Default.** None (registration stays open until you close it manually or set this date).

***

### Public access

**What it does.** Controls whether any club can register for this meet, or only clubs who know the meet password.

**What it affects.** When off, clubs must enter the meet password before they can see the registration portal. When on, any club can find and register without a password.

**When to use it.** Leave it off for invitation-only or closed meets. Turn it on when you want the meet to be open to any club.

**Default.** Off (password required to access registration).

***

### Auto-accept registrations

**What it does.** When on, gymnast registrations are approved and charged immediately on submission, with no organizer review step.

**What it affects.** Registrations skip the pending queue and go straight to approved. Payment is captured at the moment of checkout. You will not see a pending list to review.

**When to use it.** Use for high-volume meets where you trust all registering clubs and do not want to manually approve each entry. If you need to vet registrations before confirming, leave this off.

**Default.** Off.

***

### Currency

**What it does.** Sets the currency used for all registration fees in this meet.

**What it affects.** All prices, checkout totals, Stripe charges, and displayed amounts use this currency.

**When to use it.** Change this when your meet is held in a country that uses a currency other than the default. Set it at meet creation; changing it after registration has started is not recommended.

**Options.** USD, EUR, GBP, JPY, INR, RUB, MXN, BRL, ARS, CNY, CAD.

**Default.** CAD.

***

### Registration instructions

**What it does.** Free-text message shown to clubs during checkout, before they submit their registration.

**What it affects.** The message appears as a notice on the checkout screen. Use it for payment notes, special requirements, or reminders.

**When to use it.** Add instructions when clubs need to know something before completing their registration, such as offline payment details or document submission requirements.

**Default.** None.

***

### Age reference date

**What it does.** Sets the date used to calculate gymnast ages for eligibility checks.

**What it affects.** The system compares each gymnast's birth date against this date to determine whether they meet the age requirements for their level. When not set, the meet's start date is used.

**When to use it.** Set this when your federation specifies a fixed eligibility cutoff date that differs from the meet start date, for example January 1 of the competition year.

**Default.** Meet start date (no separate age reference date set).

***

### Same price for all gymnast levels

**What it does.** When on, all gymnast levels share one price instead of having per-level fees.

**What it affects.** A single price field replaces individual per-level price settings. All gymnasts pay the same amount regardless of which level they compete in.

**When to use it.** Use for meets where pricing does not vary by level. Turn it off if you need different fees for different levels.

**Default.** Off (per-level pricing).

***

### Same price for all coach levels

**What it does.** Same as above but for coach registration tiers.

**What it affects.** All coach levels share one price.

**When to use it.** Use when coach fees do not vary by level or credential type.

**Default.** Off (per-level coach pricing).

***

### Custom fields (gymnasts)

**What it does.** Lets you add extra data fields that clubs must fill in for each gymnast during registration.

**What it affects.** Each field you add appears on the gymnast registration form. Fields marked required block checkout if left empty. Collected data is visible in the gymnast roster and can be exported.

**When to use it.** Use to collect meet-specific information that is not part of the standard registration form, such as T-shirt size, emergency contact, or a federation membership number.

**Default.** None.

***

### Custom fields (coaches)

**What it does.** Same as custom fields for gymnasts, but applied to coach registrations.

**What it affects.** Each field appears on the coach registration form.

**When to use it.** Use when you need meet-specific data from coaches in addition to the standard registration fields.

**Default.** None.

***

## Gymnast registration settings

### Gymnast registration price

**What it does.** Sets the fee charged per gymnast for a given level.

**What it affects.** This amount appears in the meet price list and is added to the checkout total for each gymnast in that level. When the same-price toggle is on, one global price applies to all levels.

**When to use it.** Set before opening registration. You can configure a different price per level or one global price.

**Default.** 0.00.

***

### Global max gymnasts

**What it does.** Sets a hard cap on the total number of gymnasts that can register across all levels combined.

**What it affects.** Once the total approved gymnast count reaches this number, new registrations are blocked regardless of individual level capacity. Enable the toggle first, then set the number.

**When to use it.** Use when your venue or logistics have a fixed overall capacity. If you only need per-level caps, use the per-level max instead and leave this off.

**Default.** Off (no global cap).

***

### Formation fee

**What it does.** Adds a flat fee per formation group, on top of the per-member registration price, for disciplines that use formation entries such as acrobatic, aerobic, or group gymnastics.

**What it affects.** Formation groups are charged the per-member price for each member plus this flat formation entry fee at checkout.

**When to use it.** Set this when you want to charge a separate entry fee per formation, in addition to the individual member fees. Leave it unset if you only want per-member pricing.

**Default.** None (no formation fee).

***

### Require music

**What it does.** Makes it mandatory for each gymnast to have a music file assigned before their registration can be submitted.

**What it affects.** Checkout is blocked for any gymnast without music assigned. This is configured per level.

**When to use it.** Enable for levels where floor music is required by the competition rules. Leave it off for levels where music is optional or not applicable.

**Default.** Off.

***

### Music deadline

**What it does.** Sets a separate deadline by which music files must be uploaded for gymnasts in a given level.

**What it affects.** After this date, music can no longer be added to complete a registration for gymnasts in that level.

**When to use it.** Set this when you want to give clubs extra time to upload music after the main registration deadline has passed.

**Default.** None.

***

## Coach registration settings

### Coach registration price

**What it does.** Sets the fee charged per coach for a given coach level or tier.

**What it affects.** This amount appears in the meet price list and is added to the checkout total for each coach at that tier.

**When to use it.** Set before opening coach registration. Configure per tier or use the global coach price toggle to apply one price to all tiers.

**Default.** 0.00.

***

### Coach registration instructions

**What it does.** Free-text message shown to clubs during the coach registration step.

**What it affects.** The message appears during checkout when adding coaches. Use it for certification requirements, special notes, or payment details specific to coaches.

**When to use it.** Add when you have instructions relevant only to coach registration that differ from the general registration instructions.

**Default.** None.

***

## Waitlist settings

### Enable waitlist

**What it does.** When the meet or a level reaches capacity, gymnasts are placed on a waitlist instead of being rejected.

**What it affects.** Clubs can still register after capacity is full; those gymnasts queue for a spot. If a spot opens, the organizer promotes waitlisted gymnasts to approved. Payment may be charged at promotion depending on waitlist fee settings.

**When to use it.** Enable when you expect the meet to sell out and want to keep overflow registrations on hold rather than turning clubs away.

**Default.** Off.

***

### Waitlist capacity

**What it does.** Sets a maximum number of gymnasts allowed on the waitlist. Only active when the waitlist capacity toggle is turned on.

**What it affects.** Once the waitlist reaches this number, further registrations are rejected rather than waitlisted.

**When to use it.** Set a limit when you want to cap how many gymnasts can queue, for example to match a realistic overflow expectation. Leave the capacity toggle off for an unlimited waitlist.

**Default.** Off (unlimited waitlist).

***

### Waitlist fee

**What it does.** Charges an extra fee when a waitlisted gymnast is promoted to an approved spot.

**What it affects.** The fee is added to the checkout total at the time of promotion. It is charged in addition to the standard registration price.

**When to use it.** Use to discourage speculative waitlist registrations when you want clubs to be deliberate about holding a spot.

**Default.** 0.00 (no waitlist fee).

***

## Late registration settings

### Enable late registration

**What it does.** Opens a second registration window after the standard deadline, with an additional fee per gymnast or coach.

**What it affects.** Clubs can still register after the main deadline up to the late registration deadline. The late fee is added automatically to their checkout.

**When to use it.** Enable when you are willing to accept stragglers after your main deadline closes, usually with a financial incentive to register on time.

**Default.** Off.

***

### Late registration deadline

**What it does.** Sets the end date for the late registration window.

**What it affects.** After this date, all registration is closed and no new gymnasts or coaches can be added.

**When to use it.** Always set this when you enable late registration to define the full extended window.

**Default.** None.

***

### Late fee (gymnast)

**What it does.** Extra amount added per gymnast when registering after the standard deadline.

**What it affects.** Added to the checkout total for each gymnast submitted during the late registration window.

**When to use it.** Set an amount that reflects the additional processing cost or serves as a deterrent for late entries.

**Default.** 0.00.

***

### Late fee (coach)

**What it does.** Extra amount added per coach when registering after the standard deadline.

**What it affects.** Added to the checkout total for each coach submitted during the late registration window.

**When to use it.** Set independently of the gymnast late fee if coach and gymnast processing costs differ.

**Default.** 0.00.

***

## Refund settings

### Allow refunds

**What it does.** Enables the refund request flow for this meet.

**What it affects.** When on, clubs can submit refund requests for gymnasts or coaches through the registration portal. Requests appear in your organizer dashboard for review.

**When to use it.** Enable if you intend to offer any refunds. Leave it off to make all registration fees non-refundable.

**Default.** Off.

***

### Refund deadline

**What it does.** Sets the last date on which clubs can submit a refund request.

**What it affects.** After this date, the refund request option is no longer available to clubs.

**When to use it.** Always set this when you allow refunds, to limit the window and give you time to finalize financials before the meet.

**Default.** None.

***

### Gymnast refund percentage

**What it does.** Sets what fraction of the gymnast registration fee is returned when a refund is approved.

**What it affects.** When an organizer approves a gymnast refund request, the club receives this percentage of the original fee back. 100% is a full refund; 50% returns half.

**When to use it.** Set to match your cancellation policy. You can offer full refunds early and partial refunds closer to the meet by adjusting this value over time.

**Default.** 0% (no amount returned unless you set a value).

***

### Coach refund percentage

**What it does.** Same as the gymnast refund percentage, applied to coach registration fees.

**What it affects.** Amount returned per coach when a coach refund request is approved.

**When to use it.** Set independently if your coach refund policy differs from your gymnast policy.

**Default.** 0%.

***

## Club access and modification controls

Control which fields registered clubs can modify for approved, pending or waitlisted meet gymnasts and coaches. The per-field toggles below apply to gymnasts and coaches in any of those registration states.

### Schedule visibility

**What it does.** Controls whether registered clubs can view the competition schedule, including session times, rotations, and apparatus assignments.

**What it affects.** When off, clubs cannot see the schedule in the registration portal. The schedule is still visible to organizers.

**When to use it.** Turn this off while you are still building the schedule to avoid confusion. Turn it on once the schedule is finalized and ready to share.

**Default.** On (schedule is visible to clubs).

***

### Gymnast modification controls

**What it does.** A set of per-field toggles that control which gymnast registration fields registered clubs can edit after a registration has been submitted.

**What it affects.** Each toggle enables or disables club editing for one field: first name, last name, club name, level, date of birth, discipline, music file, and each custom field. When a toggle is off, registered clubs cannot edit that field for their gymnasts in this meet.

**When to use it.** Enable specific fields if clubs need to make corrections after registration closes, for example to fix a name typo or reassign a gymnast's level before the competition.

**Default.** All fields locked (off) by default.

***

### Coach modification controls

**What it does.** Same as gymnast modification controls, for coach registration fields: first name, last name, club name, and level.

**What it affects.** Controls which coach fields registered clubs can edit after submission.

**When to use it.** Enable if clubs need to correct coach records post-submission.

**Default.** All fields locked (off) by default.

***

## Platform fee and tax

### Platform fee mode

**What it does.** Determines whether the Gym Art Meets platform fee (3%) is absorbed by the organizer or passed on to the registering club.

**What it affects.** Inclusive: clubs pay the listed price and the organizer receives that amount minus the 3% platform fee. Exclusive: clubs pay the listed price plus 3% on top; the organizer receives the full listed amount.

**When to use it.** Choose based on whether you want to advertise an all-in price or separate the platform fee from your listed registration price.

**Options.**

| Option    | What clubs pay    | What organizer receives |
| --------- | ----------------- | ----------------------- |
| Inclusive | Listed price only | Listed price minus 3%   |
| Exclusive | Listed price + 3% | Full listed price       |

**Default.** Inclusive.

***

### Sales tax

**What it does.** Enables automatic tax calculation on registration checkouts using Stripe's automatic tax feature.

**What it affects.** When on, Stripe calculates the applicable tax rate based on the buyer's address and your Stripe Tax configuration, and adds it to the checkout total. The rate is computed automatically; you do not enter a rate manually.

**When to use it.** Enable only if you are required to collect sales tax on registration fees and have completed Stripe Tax setup in your Stripe dashboard, including an origin address and at least one tax registration. Most amateur, youth, and non-profit meets do not need this.

**Default.** Off.

***

## Coach levels

Coach levels are registration tiers you define for a meet, each with its own name and price. A coach selects a level when their club adds them to the registration. Typical examples include "Head Coach", "Assistant Coach", or "Volunteer". Levels let you charge different rates for different roles or credential types.

When the same-price toggle is on, all coach levels share one price regardless of tier. When it is off, you set a price per tier.

***

## Related

* [Manage meet visibility](/meet-setup/manage-meet-visibility.md)
* [Set registration settings](/meet-setup/set-registration-settings.md)
* [Payment](/registration/payment.md)


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.gymart.org/settings-reference/meet-and-registration-settings.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.