Registering Your Team for an Event

Applies to: Academy owners and managers

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If you run an academy, you don't need to send an organizer a spreadsheet and wait. Every event open for registration has a team registration page under your academy's admin panel, with three ways to get your athletes in: pick them from your roster, upload a CSV, or add one athlete at a time.

Finding the page

The fastest way in is from the event's own registration page: if you own or manage an academy, you'll see a banner near the top offering to register your team in bulk. Following it takes you straight to your academy's version of the page for that event.

You can also reach it from your academy admin panel:

1. Go to your academy's admin panel.
2. Open the event from your events list.
3. Click Register Athletes.

[Screenshot placeholder: academy event page with "Register Athletes" button]

This page only shows for events that are open for registration. If the event hasn't opened yet, or has already closed, you won't see the option.

Registering from your roster

This is the quickest path if the athletes you're registering are already active members of your academy.

1. Open the From My Roster tab.
2. Search for an athlete by name or email and click them to add them to your batch. Add as many as you need.
3. For each athlete, choose a speciality and, if the speciality requires it, the categories they'll compete in (gender, belt, age, weight).
4. Click Preview Selection.

Previewing doesn't register anyone yet. You'll see a row per athlete with its status: valid, a warning to look at, or invalid. Fix anything invalid before confirming, then click Confirm Importable Rows to actually create the registrations.

Only active members of your roster show up here, so you can't accidentally register someone who's left or been suspended.

Registering with a CSV file

If you'd rather work from a spreadsheet, or you're bringing athletes who don't have a Hajime account yet, use the CSV Import tab instead.

1. Click Download CSV Template. It comes pre-filled with your active roster's names, emails, and your academy already set, so you only need to add each athlete's speciality and categories.
2. Fill in the speciality and category columns. The panel above the upload box lists this event's specialities and the exact category values it accepts, so you don't have to guess.
3. Upload the file and click Preview Import.
4. Review the preview the same way as a roster batch: fix anything invalid, then confirm.

Found a mistake in a row after uploading? You don't need to fix your file and re-upload. Click Edit on that row to correct it right there in the preview, or Remove to drop it from the batch entirely.

Athletes who don't have an account yet

If an email in your file doesn't match anyone on Hajime, a new account is created for that athlete when you confirm. They get an email to claim it and set a password, plus an invitation to join your academy that they accept themselves. Because creating an account isn't something you can undo from this page, the preview asks you to confirm you understand before letting you proceed.

Athletes who already have an account

You can only import athletes who are already active members of your roster. If someone already has a Hajime account but hasn't joined your academy, their row is marked invalid and tells you so: invite them from your roster page first, and import them once they've accepted. The same applies to an athlete you've invited who hasn't accepted yet.

This is deliberate. Joining an academy is the athlete's decision, so typing a stranger's email into a spreadsheet can't quietly enter them into a competition under your name.

Registering one athlete at a time

For a single athlete, use the Manual Registration tab: search your roster, pick the athlete, choose their speciality and categories, and submit. As with the roster tab, only active members are searchable.

Creating a brand-new athlete profile by hand is an organizer-only tool at the registration desk, so you won't see it here. To bring in an athlete who has no account, use CSV import as described above. See Event Morning if you want to see the organizer-side flow.

Checking who's already registered

The top of the page always shows Your Team at This Event: every athlete from your academy already registered, with their status. Check it before you start a new batch so you don't register the same athlete twice, and it updates the moment you confirm a new one.

What your athletes see

Every athlete you register gets a notification telling them you entered them for the event, so nobody is signed up without knowing. It points them at their registrations, where they can review the details and pay.

Payment

Each athlete's registration fee is billed to that athlete, not to your academy as a whole. Registering someone in bulk doesn't create a single combined invoice; every athlete settles their own fee the same way they would if they'd registered themselves. If the event charges no entry fee, or the organizer has turned off online payments, nothing is billed.

Frequently Asked Questions

Why don't I see the registration page for an event?

The page is only available while an event is open for registration. If it's still in the planning stage or registration has closed, ask the organizer directly.

Can I register someone who isn't a member of my academy?

Only if they don't have a Hajime account yet: CSV import creates the account, registers them, and sends them an invitation to join your academy. If they already have an account, invite them from your roster page and wait for them to accept, then register them. An organizer can still register any athlete from their own side of the event.

An athlete I imported shows as pending on my roster. Is their registration valid?

Yes. The registration is created straight away; the pending status is just their invitation to join your academy, which they accept when they claim their account. Until they accept, you won't be able to import them again in a later batch.

What happens if I upload more rows than the roster batch or CSV import can handle?

Both are capped at 100 rows per batch. If your team is larger, split the upload into two batches.