Run an Event with Minors
How an organizer allows minors, sets how strictly guardians are verified, chases pending consent from the roster, handles the check-in desk and exports the consent evidence.
Applies to: Event organisers and check-in staff
A minor can be registered only when the event allows it, and can be checked in only when a guardian's consent is confirmed at the level you set. You will meet it in this order: settings, roster, reminders, check-in day and the paperwork afterwards.
Allow Minors and Set the Verification Level
In your event settings, tick This event allows minors. Without it, a minor can't register for the event at all. Once it is on, three more options appear or become relevant:
- Require an accompanying adult for minors at check-in: see Record the Accompanying Adult at Check-in.
- Required documents: see Require Documents for Your Event.
- Minimum guardian verification required: how sure you need to be that the guardian is who they say they are.
The verification setting has three levels, each stricter than the last.
| Level | What the guardian does | What it means at check-in |
|---|---|---|
| Declared (self-reported by the guardian) | States that they hold parental responsibility, in the app or from the emailed link | Check-in is allowed as soon as the guardian confirms (link or app) or you attest in person |
| Email confirmed | Opens the link Hajime emails and chooses Confirm consent | Check-in waits for that confirmation |
| Identity attested in person | Can confirm online, but the confirmation alone isn't enough: the guardian's page tells them to speak to an organizer at check-in | Check-in waits until a member of your staff records the in-person attestation |
A guardian with an account can give consent with one tap in the app on the first two levels. On the third, the app tells them to see you at the desk instead.
Whoever types in a guardian (the athlete, a coach, an organizer, the check-in desk or a CSV import), the consent starts as pending and the guardian confirms from the email, whichever level you pick. Only the guardian's own confirmation, or your in-person attestation, makes it count.
Pending and Confirmed Consent
Pending means a guardian has been named but hasn't acted yet. Nothing counts until they do, and check-in is blocked. Confirmed means the guardian consented and it meets your event's level. A guardian can also withdraw a confirmed consent, which puts the registration back to blocked.
Read the Roster by Consent State
On the event's registrations list, a Guardian row of filter chips appears once the event allows minors: Minor, Consent pending, Attestation needed and Consent withdrawn. Select one or several: the list shows registrations that match any of the chips you picked.
- Minor: every registration that needs a guardian's consent.
- Consent pending: no active consent yet.
- Attestation needed: a guardian is on file, but not at the verification level your event asks for.
- Consent withdrawn: the latest consent was withdrawn. These rows also carry a Consent withdrawn badge.
A line under the chips tells you how many registrations match.
Nudge Pending Guardians
Choose Nudge pending guardians above the list. Hajime emails every guardian who is still owed a confirmation on this event. A guardian with two minors in your event gets one email listing both, with the athlete's name, the event and its date. The email doesn't contain a new confirmation link: it asks the guardian to open the one they were sent, or to contact you.
Each registration is reminded at most once a day. Hajime also sends its own reminders automatically in the weeks before the event, and those count too, so a nudge you send today replaces today's automatic reminder instead of doubling it.
A message at the top tells you what happened:
- N guardians reminded. The emails went out.
- Nobody to remind: no pending guardian confirmations, or the guardians were already reminded today. Nothing was sent.
- Nobody reminded: N guardians could not be emailed right now (rate limited). Too many reminders went to the same guardian in a short time. Try again later.
When some guardians were reached and others weren't, the message gives both numbers.
Check-in Day
Open the athlete's check-in page. If something is missing, a red Guardian consent required banner explains why and the Check in button stays disabled. The reason is one of three:
- Guardian consent has not been recorded for this minor athlete.
- The guardian still has to confirm through the link sent to their email.
- This event requires an organizer to verify the guardian's identity in person before consent counts.
Depending on the case, the banner offers two actions.
- Manage guardian consent is where you enter the guardian's details. It only creates a pending consent and emails the guardian a link, at every level: the banner stays, and the guardian still has to confirm. The button you press there reads Record guardian consent or Send to guardian for confirmation, depending on your event's level, but the result is the same.
- Record in-person attestation is the only desk action that confirms the consent, and the banner clears when you use it. It appears at every level once a guardian is on file. Use it only after you have checked the guardian's identity yourself: Hajime asks you to confirm that you have. If no guardian is on file yet, enter one with Manage guardian consent first, then attest.
The roster has the same attestation on the row of a minor who needs it.
Other things can block a minor too. A missing required document shows the missing kinds, and you can accept the registration without them if you decide to. An event that asks for an accompanying adult needs one recorded first.
When Consent Is Withdrawn
A guardian can withdraw from the app or from the emailed link, and you can record a withdrawal you received on paper or by phone: on the roster, choose Record consent withdrawal on the row and confirm. The registration is blocked at the desk until a guardian consents again.
If the athlete is already checked in, a withdrawal never undoes the check-in. The check-in page shows a banner saying consent was withdrawn, on what date and by whom (the guardian, you or the athlete), and that the athlete is still checked in. Choose Go to roster to undo check-in if you decide to take them off.
Accompanying Adult, Documents and Emergency Contact
Record the Accompanying Adult at Check-in covers the three options on the desk card: guardian present, delegate present or accepted otherwise. Require Documents for Your Event covers what athletes must upload before check-in. See Who to Call for an Injured Minor covers the emergency contact.
Export the Consent Evidence
Choose Export consent evidence above the registrations list to download a CSV of every minor's registration in the event, including those whose guardian hasn't consented yet. Each row has the athlete's name and birth year, the guardian's name, relationship and verification level, how consent was given and which text version they accepted, when it was given, and who attested the guardian in person. A withdrawn consent stays in the file as its own row, marked withdrawn in the consent_state column with the date and the channel it was withdrawn through; if the guardian then consented again, the file has both rows, oldest first, and the newer one is marked current. A request that was still pending when it was closed (for example because you replaced the guardian, or the guardian declined or refused the event) also shows as withdrawn: in that case status is pending_guardian and the consent date is empty, because the guardian never consented. The reason for a withdrawal isn't recorded, so it isn't in the file. Staff who can manage the event's registration status see the button, together with the nudge.
Age Mismatch at Weigh-in
When an athlete enters a birth date after registering, the division they chose may no longer fit. At the weigh-in station, a yellow line says that the athlete doesn't meet the age requirements for the category, and whether they are above or below the limit. Choose Move to another division to put them in the right one. Choose Acknowledge to keep the division on purpose: Hajime records that you did, and the line disappears until the page is opened again. The same line shows on the registrations list.
Frequently Asked Questions
The guardian is pending but the parent is standing in front of me. Check their identity, then choose Record in-person attestation on the banner. That confirms the consent at any level. If no guardian is on file yet, enter the details with Manage guardian consent first, then attest. Manage guardian consent alone only emails the parent a link.
A guardian says they never got the email. Nudge from the roster, or ask them to check spam. The nudge only reminds: the confirmation link in the original email is the one they use.
Does the nudge reach guardians who withdrew? No. It reaches guardians still owed a confirmation, on registrations that are still active. A guardian who withdrew or refused the event isn't chased.