Event Morning

Applies to: Organizers

Event morning is where plans meet reality: athletes who didn't pre-register, cash payments, and last-minute changes.

Check-In

Each registered athlete has a check-in screen, reachable from the registrations list. Use it to confirm the athlete has arrived and to resolve anything outstanding on their registration before the brackets start.

Walk-Up Registration (Unknown Athletes)

Someone shows up without an existing Hajime account or athlete profile, the classic "signed up on paper, never made an account" case. You don't need a CSV import to get them into the brackets:

From the registrations screen, open Register on Behalf.
Instead of searching for an existing athlete, choose to create a minimal profile on the spot. First name, last name, and email are enough.
Hajime creates a placeholder profile. Depending on how your federation has configured late registration, Hajime may require email confirmation before the registration is finalized. Ask your event lead if you're unsure.
The athlete later receives a claim-profile email (the same flow described in Registering for an Athlete Profile) so they can take over the profile you created for them.

[Screenshot placeholder: Register on Behalf, minimal profile fields]

Roster-Level Cash Settle

Cash settle isn't limited to one athlete at a time. Each row on the registrations list has its own settle action, so you can work through a stack of pay-on-site athletes at the desk without opening a separate screen per person:

Mark fully paid: settles the fee as paid in cash.
Mark partial: records a partial cash amount, leaving the remainder outstanding.
Waive: clears the fee without payment (with a confirmation prompt, since this can't be undone from the same screen).

Each action records the amount and an optional note, and produces the same ledger/receipt trail as an online payment. Cash settle doesn't skip your event's financial record.

[Screenshot placeholder: Roster row with settle/partial/waive buttons]

You can also filter the registrations list by payment status, so you can work through "unpaid" or "partial" athletes as a queue instead of scanning the whole roster.

Frequently Asked Questions

Do I need the athlete's email to register them as a walk-up? Yes. First name, last name, and email are the minimum. The email is what lets them later claim the profile you created.

Can I waive a fee by mistake and undo it? Waive requires an explicit confirmation because it isn't reversible from the same screen. If you waive by mistake, the underlying ledger entry is still visible for correction by whoever manages your event's financial records.

Is roster settle the only way to take cash on the day? It's the fastest way to work through many athletes at once. The per-athlete check-in screen also supports settling that one registration if you're already there for another reason.

Next in this guide: Live Day Overview

Last updated: July 2026