Register and Accompany Minors as a Coach

Applies to: Academy owners and managers

You can register your academy's minors for an event yourself, one at a time or in bulk, and Hajime then asks their guardians to consent. The athlete can't be checked in until a guardian has. Here is a minor's path from registration to fight day, and what changes when they come of age.

Register One Minor

Open the event from your academy admin and go to its registration page. It has three tabs: Manual registration, CSV import and From my roster.
On Manual registration, use Find athlete to pick the minor from your roster, choose the speciality and categories, then choose Create registration.
The registration is saved at once. A Guardian consent window then opens and tells you that this athlete is a minor and a guardian must consent.

If you close that window, the registration stays. The guardian is still missing, though, and the minor shows No guardian consent on your Minors page until one is declared.

Type the Guardian in the Window

Fill in Guardian first name, Guardian last name, Relationship to athlete (Parent, Legal guardian or Other), Guardian email and, if you want, Guardian phone (optional). Read the declaration, tick I accept the declaration and confirmation above and choose the button at the bottom. It reads Send to guardian for confirmation when the event wants the guardian to confirm by email, and Record guardian consent when the event accepts a declaration.

Because you are the one typing the guardian, consent stays pending until the guardian confirms. A message says so: the guardian details are saved and Hajime is waiting for the guardian to confirm.

If a guardian is already on file for the athlete, you won't be asked to type again. The window offers Use this guardian's consent when that guardian already meets the event's requirement, or Send confirmation email when a new confirmation is needed. A guardian who has an account linked to the child can't be replaced from here.

Register Many Minors with a CSV

The CSV import tab is review-first: nothing is created until you confirm the preview.

Choose Download CSV template. It comes pre-filled with your active roster, up to 100 rows, and includes three optional guardian columns: guardian_email, guardian_name and guardian_phone.
Fill in one row per speciality. For each minor, add the guardian's email and name. The limits are 100 rows and 1 MB.
Choose Choose CSV file, then Preview import. Fix any row the preview marks as invalid.
If the preview warns that new accounts will be created, tick I understand new accounts will be created., then choose Confirm importable rows.

A minor without an email of their own, but with a birth date, gets a managed account and no email is sent to them. Give the row a guardian email, otherwise nobody is asked to consent until the family declares a guardian or the event organizer adds one from the roster. If you skip it, you can still name the guardian yourself later: on the Minors page of your academy, a row in No guardian consent has a Name guardian button. See Chase Guardian Consent for Your Minors. Each guardian gets their own confirmation email with their own link, and one guardian's link never clears another child.

If the same child appears in several rows, the guardian is handled once. If the child already has a guardian on file, the guardian columns of that row are ignored and the preview says so.

[Screenshot placeholder: CSV import preview with guardian columns filled in for two minors]

What Happens Next

The guardian receives an email with a confirmation link. It shows what they are agreeing to and lets them confirm, refuse or say they are not the athlete's parent. Until they confirm, the consent shows as pending and the minor can't be checked in. The receipt is sent only after the guardian confirms. On an event that verifies guardians in person, the email confirmation is only a first step: the consent stays pending, with no receipt, until the desk attests in person. How the guardian side works is covered in Registering an Underage Athlete.

Follow Consent on the Minors Page

In your academy admin menu, choose Minors. Every upcoming registration of your minors appears with a state: No guardian consent, Awaiting consent, Consent given or Withdrawn, and the chips above the list filter by state. To remind guardians, tick the rows that are awaiting consent and choose Remind guardians, then Send reminders in the confirmation. A guardian of several of your minors gets one email.

Hajime also reminds guardians on its own, a few times before the event and on the registration deadline. A registration is reminded at most once a day, so a reminder you send replaces that day's automatic one. The reminder email carries no confirmation link: the guardian confirms from the original email. The full walkthrough is in Chase Guardian Consent for Your Minors.

Accompany a Minor at the Event

When a guardian can't come, they can designate a delegate for that event, and a coach of the academy can be the delegate. Only the guardian can do it: under Who will accompany? they choose A coach of the academy, and the list holds the owners and managers of the child's academy. If a guardian asks you, point them to Designate a Delegate for Your Child's Event.

Once a guardian picks you, the event appears under Children you are accompanying on your Minors page, with the date and the guardian's phone number. The guardian's private notes are never shown to you.

Some events ask the check-in desk to record who is with each minor. The desk then sees the delegate on the athlete's check-in page and records Delegate is present; for a coach delegate the card shows your name only. The desk's side is described in Record the Accompanying Adult at Check-in. A delegate never replaces the guardian's consent: without it, the athlete still can't be checked in.

Required Documents and Code of Conduct

If the event requires a medical certificate or a federation license, the desk blocks the check-in of a minor who has none on file, and it names the missing document. You can add it yourself from the Documents button on the Minors page, ahead of the day: see Upload Medical Certificates for Your Minors. Once it is valid, the desk lets the minor through. Desk staff can also accept a registration without the document, with a written note.

If the organizer asks coaches to confirm the code of conduct and safeguarding policy, a banner on the event page asks you to do it: see Acknowledge the Code of Conduct as a Coach. It never blocks your athletes.

When a Minor Comes of Age

Majority depends on the country: 18 in most. A daily check notices the birthday, so it can take up to about 30 hours to show. The guardian's authority ends, the athlete and the guardian are told, and registrations no longer need guardian consent, so the athlete is no longer waiting on one. The consent record itself is kept as evidence: see Minors' Data and Data Rights for Organizers and Coaches.

You lose the minor-only tools for that athlete: the Documents window stops working for them, because it applies only while the athlete is a minor.

If the athlete has no email, a managed account is stranded without one. You get an in-app notice, Managed athlete reached majority, asking you to add an email from the roster so they can take over their account.

Frequently Asked Questions

What if I close the guardian window or the minor has no guardian? The registration stays, and the row shows No guardian consent on the Minors page. A reminder can't be sent until a guardian is on file. The family can declare one from their account, and the event's organizer can add one from the event roster.

Can I reuse a guardian for a sibling? Each child has their own guardian entry, even with the same parent. Type the same details for each child, or use a CSV with the same guardian email on both rows. The guardian still confirms once per child.

Does the CSV need the guardian columns? Only for minors. A file without them still imports, and adult rows are unaffected.