Invitation Management gives you a controlled, trackable way to invite athletes to your event — whether you're filling spots at a finals event based on qualifier performance, or sending one-off invites to specific athletes. Every invitation is personal, unique, and tied to the athlete's account, so it can't be forwarded or shared.
How Invitations Work
When you send an invitation, the athlete receives a personalised email with two options: Accept or Decline. The link is unique to them — no one else can use it. If they accept, they are taken through to complete their registration for your event. If they decline, their spot is immediately released back to you so you can invite the next athlete in line.
Every invitation has a deadline. If an athlete doesn't respond before the deadline, the invitation expires and the spot is released automatically.
You can track the status of every invitation — sent, accepted, declined, or expired — from the Invitation Management dashboard at any time.
Two Ways to Invite Athletes
There are two invitation paths in Competition Corner, depending on your situation:
Direct Invite — invite a specific athlete directly to your event, regardless of any qualifier
Qualifier-Based Invite — invite athletes to a finals event based on their ranked performance in an online qualifier
Path 1 — Direct Invite
A direct invite is the simplest path. Use this when you want to invite a specific person to your event without any qualifier — for example, a wildcard athlete, a sponsored athlete, or a late addition to your roster.
How to Send a Direct Invite
From your event dashboard, navigate to Planning > Invitation Management
Add or Upload your list of athletes
Set an expiration deadline for the invitation
Click Send
The athlete receives their personalised invitation immediately. If they accept, they are registered into the division you selected. If they decline or the invite expires, the spot is released and you can invite someone else.
Path 2 — Qualifier-Based Invite
This path is designed for multi-stage competitions — where athletes compete in an online qualifier, and the top performers are then invited to a finals or championship event. The system uses qualifier rankings to determine who to invite, and carries those ranks through to the finals event for seeding purposes.
This path requires two events: your qualifier event (already run or in progress) and your finals event (the destination athletes are being invited to).
Step 1 — Set Up Your Finals Event
Before you can send qualifier-based invitations, your finals event needs to be created and configured.
Create your finals or championship event in Competition Corner
Set up your event details, divisions, pricing, and registration settings
Set each division to Private and assign a passcode — this prevents anyone from registering publicly. Invited athletes bypass this automatically via their invitation link, so they won't need the passcode
Publish the event so it's live and ready to accept registrations via invitation
⚠️ It's important to publish your finals event before linking it to your qualifier — athletes who accept their invitation will need an active event to register into.
Step 2 — Connect Your Qualifier to Your Finals Event
Go to your qualifier event dashboard
Navigate to Planning > Invitation Management
Click Connect Event and select your finals event as the destination
Map your qualifier divisions to the corresponding finals divisions — this tells the system which division in the finals each qualifier division feeds into
💡 If your divisions are named the same in both events, the system will auto-match them for you.
Once mapped, you can also split a single qualifier division across multiple finals divisions. For example, your qualifier has one "Open" division, but you want to invite athletes ranked 1st–20th into an Elite finals division and 21st–40th into an Rx division — simply duplicate the qualifier division mapping and point each copy to the appropriate finals division.
Step 3 — Send Invitations
Click into a division within Invitation Management
Athletes are listed in rank order based on their qualifier performance
Select the athletes you want to invite — work down from the top of the rankings
Click Invite, set an expiration deadline, and click Send
Repeat for each division
⚠️ If there are tied athletes at the edge of your cut-off, review your tiebreaker rules before sending invitations to make sure you're inviting the correct athlete.
Step 4 — Monitor Responses
Once invitations are sent, you can track every response from the Invitation Management dashboard:
Athletes who accept are taken directly to registration for your finals event — no passcode needed
Athletes who decline forfeit their spot, which is immediately unlocked so you can invite the next person in line
Athletes who don't respond before the deadline have their invitation automatically expire and the spot is released
Their qualifier rankings are carried over to the finals event automatically, giving you accurate seeding data for Day 1 of competition.
Frequently Asked Questions
Do invited athletes need the division passcode?
No. When you send an invitation, the link is tied directly to the athlete's account and bypasses the passcode automatically. You only need to share the passcode if you want to allow someone to register themselves without a formal invitation.
Where is the invitation sent?
Invitations go to the email address the athlete provided when they registered for your qualifier. For team invitations, the email is sent to the Team Captain.
What if an athlete didn't receive their invitation?
You can resend the invitation from the Invitation Management dashboard. You can also direct the athlete to log into their Competition Corner account — the invitation will appear on their dashboard for them to respond to directly.
Can an invitation be forwarded or shared?
No. Every invitation link is unique to the individual athlete and is tied to their account. Even if someone forwards the email, the link will only work for the intended recipient.
How do I invite a wildcard athlete who didn't come through the qualifier?
Use a Direct Invite (Path 1 above) from within your finals event. Go to Planning > Invitation Management and send them a direct invite to the appropriate division.
Related Articles