Manual:Registrar

Basic Registrar Tasks

Accessing the Registrar page

1. Go to https://admin.o2cm.com/
2. Enter your competition’s event code, your username, and your password in the log-in window.
3. Select “a) Registration” in the “On Login, Take me to:” dropdown menu.
4. Click the Login button.

Entering a paper form into O2CM

Before you can enter the form, you will have to determine the O2CM account where you want this information to reside. The account is where financial details (i.e. entry fee packages, late fees, payments) and competitor records (names, contact information, entries) are stored for one or more competitors.

A good rule of thumb is that entries should be entered alongside who pays for them: If a studio or college team pays for all their competitors together, enter the competitors under the studio’s O2CM account. If the competitors are paying by themselves, place the entries under the O2CM account for one of the competitors.

1. Determine if the O2CM account where you will enter this partnership’s entries already exists
   1. Look for the account in the “Select Account” dropdown in the top-left section of the page (has a yellow background)
   2. If you cannot find the account you wanted, see the Creating a new O2CM account section below.
2. Verify that the information in the Step 1 section (yellow background) of the form is correct.
3. Figure out if the record for both members of the partnership already exist
   1. The cyan list on the left side of the page contains all the competitor records in the competition’s database.
   2. If either name does not appear on the list, you will have to create a competitor record for the missing partner. See the Creating a new competitor section below.
4. Select the names of the Lead and the Follow competitors in the Lead and Follow dropdowns in the Step 2 part of the form.
   1. NOTE: If either competitor is missing from the dropdown, but is listed in the list of competitors in the left side of the window, it means that the competitor records are found under different accounts. (This is often the case in collegiate competitions where one member of a partnership is from one school and the other partner is from a different institution.)
   2. To pair up competitors in different accounts, see the Create mixed account partnerships section below.
5. The Step 3 section of the form is where we start entering entries.
   1. Select the division, age level, and one of the skill levels for the entries the partnership signed up for.
   2. The “Event selection” field should populate with the events that have been defined for this competition that match the desired division, age and skill.
   3. Select one or more events that the partnership wants to register in.
   4. Click on “Add couple to events.”
   5. Verify that the entries are added to the listing in Step 4 of the form.
   6. Repeat this procedure as many times as necessary for different skill levels, age levels, or divisions.
6. Charge admission fees if necessary in Step 5 of the form (yellow background)
   1. Click on the “Select package” dropdown and select the appropriate fee package for the competitor.
   2. Select the seating, session, and section options that were defined in https://admin.o2cm.com/Packages (many competitions will have only one option in each of these fields).
   3. Click on the name of the competitor that will be charged this fee.
   4. NOTE: if a competitor package has already been associated with the competitor, their name will have “- Rsvd” in the dropdown. If they have already paid, the name will have “- Paid” instead.
   5. Verify that the fee package is listed in the “Reserved Tickets” listing.
   6. Repeat this process for the other member of the partnership.
7. Enter any payments if any were received in Step 6 of the form
   1. Enter the description (i.e. check number, PayPal confirmation number, “cash”, etc.) of the payment and the amount.
   2. Click the Add button.
   3. Verify that the payment was added to the “Recorded payments” list.
8. If a competitor’s entry fees were fully paid off, mark that his/her competitor record is paid
   1. Click on the competitor’s fee package in the “Reserved Tickets” list in Step 5 of the form.
   2. Click on the green “Modify” button right underneath the “Reserved Tickets” text to bring up a dropdown menu.
   3. Click on “Mark as Paid”
   4. Verify that the competitor now has “- Paid” in the “Select competitor” dropdown.
9. Send confirmation to the competitors that you have entered their forms
   1. Click on the “Full Accounting Report” green button in the Summary (Step 7) section of the form. This will bring up a new pop-up window with an accounting summary.
   2. Update the text in the text box at the top
   3. Click on “Send email” to send the summary to the account’s email on file.

Creating a new competitor in O2CM

Note: The account is where financial details (i.e. entry fee packages, late fees, payments) and competitor records (names, contact information, entries) are stored for one or more competitors. When creating a new competitor, you first much choose the account where you will store their information.

1. Decide the account your competitor should reside in. Examples:
   • For collegiate teams or studios that submit payment for all their entries together, the competitor should probably be placed into the team or studio’s account.
   • For individual partnerships that send payment for their entries alongside their registration, both members of the partnership should be created in the same account. (Customarily, this is done on the lead’s account, but the software doesn’t care if you use the follower’s account this is purely left to the registrar’s preference.)
2. Look for the account in the “Select Account” dropdown in the top-left section of the page (has a yellow background)
   • If you cannot find the account you wanted, you may have to create a new account or link an existing account (see #Creating a new O2CM account below)
3. Verify that the account information in the “Step 1” section makes sense.
4. Under the cyan “Step 2” section, click on either NEW button (for lead or follow)
5. Enter the competitor’s biographical information.
   • While you are welcome to fill out all the fields in this form, the following fields are required:
     1. First name
     2. Last name
     3. Amateur/Pro status (on the dropdown to the right)
   • The following fields are strongly encouraged:
     1. Email
     2. School (same as Studio)
     3. City/State (will show up in online listings)
6. Click the Save button to create the competitor
7. Verify that the competitor shows up in the lead or follow dropdowns in Step 2.

Creating a new O2CM account

1. Under the “Step 1” section, click on the “Create New Account” button that is centered at the footer of the section.
2. Enter the email address of the studio or competitor first.
   • If this email address has already been used to create an account for another O2CM competition, this will link the existing account to this competition’s database. You will know whether this is the case because the “Enter or change account information - Account #:” header will change from “New” to an five-digit account number, and the rest of the fields will populate with the information O2CM has on file.
   • If there is an existing O2CM account with this email, just click on the “Save account information” button to complete the linking process. Otherwise, continue to the following step.
3. Fill out the rest of the fields with the contact information you have from the entry form you received.
4. When complete, click on the “Save account information” button to complete the account creation process.

Create mixed account partnerships

Note: These instructions assume that the competitor records for both the lead and the follow have already been created.

1. Determine which O2CM account will hold the entries for this mixed-account partnership.
   • Look for the account in the “Select Account” dropdown in the top-left section of the page (has a yellow background)
2. Verify that the information in the Step 1 section (yellow background) of the form is correct.
3. Force the lead’s record to also be associated with this account by Ctrl+Click on their name in the list of competitors (cyan background, left side of the page)
4. Force the follow’s record to also be associated with this account by Ctrl+Shift+Click on their name in the list of competitors.
5. Verify that the dropdowns for the Lead and Follow in Step 3 have the correct names.
6. Continue entering the partnership’s entries as normal (see “Entering a paper form into O2CM”, steps 5–9).

Note: After following this process, one or more of the members of the partnership will have “Multiple Accounts” next to their name in the Step 3 dropdowns as a reminder.

Add dances to an existing partnership

Warning: Be extremely careful (i.e. only add one dance at a time) when adding dances after scheduling work has been completed. Red boxes will appear in the Step 3 form fields if the adds would impact the schedule, and it is extremely easy to miss them if you add multiple dances at a time. If a red box shows up, check with the scrutineer/chairman to determine whether it is feasible to enter this add, or if you just have to tell the competitors that the heat is full.

1. Find the Lead’s name in the list of competitors (cyan background, left side of the page). This will cause the name of all of his/her partners to appear in the bottom cyan box in the left side of the page.
2. Click on the Follow’s name to populate the dropdown boxes on Step 3 of the form.
3. Enter the new entries on Step 3 of the form:
   1. Select the division, age level, and one of the skill levels for the entries the partnership signed up for.
   2. The “Event selection” field should populate with the events that have been defined for this competition that match the desired division, age and skill.
   3. Select one or more events that the partnership wants to register in.
   4. Click on “Add couple to events.”
   5. Verify that the entries are added to the listing in Step 4 of the form.
   6. Repeat this procedure as many times as necessary for different skill levels, age levels, or divisions.

Drop dances from an existing partnership

1. Find the Lead’s name in the list of competitors (cyan background, left side of the page). This will cause the name of all of his/her partners to appear in the bottom cyan box in the left side of the page.
2. Click on the Follow’s name to populate the list of all entries for this partnership in Step 4 of the form.
3. Select one or more entries to drop.
4. Click on the green “Modify” button under “Entries for Couple” in Step 4 to access a dropdown menu.
5. Click on “Delete”
6. Click on “OK” on the confirmation box to delete these entries.