Restrict Who Can Register for Your Event

Applies to: Event organizers

By default anyone with a Hajime profile can register for your event. If you run an invitational, a club championship or a federation-only competition, you can restrict registration instead. The event stays visible to the public. Only the right to register is limited.

The setting lives on the event form, in the Registration access section. Read Creating Your Event first if you have not built the form yet.

[Screenshot placeholder: Registration access section with Restricted selected and the three lists]

Choose the access mode

In Registration Access, pick one of two options:

Open to everyone: any athlete can register, subject to your usual limits.
Restricted / closed registration: only athletes who qualify under the lists below can register.

Choosing the restricted option reveals three lists: Invited athletes, Allowed academies and Allowed organizations.

Fill in the lists

Each list works the same way. Type a name in the search box (Search athletes by name, Search academies by name or Search organizations by name), select a result and press Add. Press Remove next to an entry to take it off. If nothing matches, the list shows "No athletes found", "No academies found" or "No organizations found".

Save the event when you are done. Hajime replaces the previous lists with what you see on screen.

Who gets in

An athlete can register for a restricted event in either of these ways.

They are on the Invited athletes list. An invited athlete can register under any academy, or none. Use this for guests, one-off entries and exceptions.

They register for an academy that qualifies. An academy qualifies when it is on the Allowed academies list, or when it has an approved affiliation with an organization on the Allowed organizations list. The athlete must be a member of that academy with permission to represent it, and they choose it as the academy they represent during registration.

Adding an organization is the shortcut for a whole network: every academy with an approved affiliation to it qualifies, including academies that join later. A pending affiliation does not count. For how affiliations work, see Affiliations Overview.

If you choose Restricted and leave all three lists empty, nobody can register except athletes you invite later. Fill at least one list before you open registration.

What athletes see

An athlete who qualifies registers as usual and, if they were invited, sees the message "You have been explicitly invited to register."

An athlete who does not qualify cannot complete registration and sees the reason on the page:

"This closed event requires registration under an eligible academy."
"The selected academy is not on the allowed academy list for this event."
"The selected academy is not currently affiliated with any allowed organization for this event."

Tell your community which academies or organizations qualify, so people who are blocked know whom to ask.

Changing the rules after the event is created

While the event is a draft you can edit everything. Once it is no longer a draft, the Registration access section is marked Policy-only edit: you can still change the mode and the three lists, while the other event details stay locked. Athletes who have already registered keep their registration when you tighten the rules. Only new registrations are checked.

Access rules and capacity are separate. A qualifying athlete can still land on the waitlist if seats run out. See Event Seats and the Waitlist.

Frequently Asked Questions

Will a restricted event still appear in public listings?

Yes. Restricted events stay publicly visible.

Can I invite an athlete who has no academy?

Yes. Add them under Invited athletes and they can register without representing an academy.

An academy is affiliated with my organization but its athletes are blocked. Why?

Check that the affiliation is approved and that the athlete is registering while representing that academy.