Managing Entries

Once entrants start submitting, Entries becomes your operational dashboard for the program.

Entries table

The main table shows all submitted entries.

Columns:

• Entry: the entry name
• Team: entrants and team members with avatar initials
• Categories: every category the entry competes in
• Entrant type: the type the entrant declared on the form, when your program prices by entrant type
• Payment: payment status when your program charges entry fees (Paid, Unpaid, Refunded, Failed)
• Amount: the fee for this entry after discounts and tax
• Submitted: when the entry was submitted

Use the column options menu at the end of the header row to hide columns you don't need.

Searching and filtering

• Search entries or entrants...: find entries by entry name or entrant name
• Category: show only entries in the categories you pick
• Entrant type: show only entries declared as a given type, or Not declared

Bulk actions

Tick the checkboxes on one or more rows and a bar appears reading "N entries selected" with three actions:

• Assign: add the selected entries to a category (the way to categorize entries that were imported without one)
• Unassign: remove the selected entries from one or more categories
• Delete: permanently delete the selected entries

Entry detail panel

Click any entry row to open the detail panel on the right side.

The panel has four sections:

• Details: the Entry Summary and every answer in form order, grouped under your section headings. URL answers embed YouTube, Loom, and X content inline; uploaded files render as a gallery. Category-scoped questions carry a scope badge.
• Categories: the categories the entry competes in, plus award badges after results are published
• Team (n): every entrant on the entry with name, email, and the Lead designation
• Payment: the amount, Tier (the pricing period that applied), Declared as (entrant type), Discount, Paid date, and the Stripe ref, with a status badge (Paid, Pending payment, Payment failed, Refunded)

At the top of the panel, Manage entry opens the full entrant-facing entry page, and the icon buttons Copy entry link and Open entry in new tab do what they say. To delete a single entry, use the row's menu in the table (View / Delete).

Adding entries manually

Click Add entry to create an entry on behalf of an entrant. Useful for:

• Late entries that missed the deadline but you've decided to accept
• Migrating entries from a previous program tool
• Testing your entry form
• Programs where the organizer collects entries through a separate channel and uploads them

The Add entry form follows your entry form: the questions on it are the ones entrants see, so an entry you add looks like any other to judges. Manually added entries carry no fee line and trigger no charge. To collect a fee for one, send the entrant a Stripe payment link from the Stripe Dashboard.

Adding an entry sends no email. To let the entrant see or edit what you created, copy the entry link from the detail panel and send it to them; they get in with an email code.

For more than a handful of rows, use Import to load up to 1,000 entries from a CSV file at once. See CSV import.

Gallery visibility

The Gallery button in the header opens the Public gallery visibility setting:

• Hidden: the gallery is never public. Entries stay confidential.
• After entries close: the gallery goes public automatically when the entry period ends.
• When results are published: the gallery goes public when you publish results. This is the default.

View public gallery page opens the gallery as visitors see it. See Entry gallery.

Exporting data

Click Export CSV to download all entry data. The columns are:

Entry Name, Description, Team Names, Team Emails, Entry Link, Categories, Entrant type, Rank, Weighted Average Score (or Average Score for equal weights), Vote Count, Feedback, Payment Status, Net Amount, Tax Rate, Tax Amount, Gross Amount, Currency, Submitted, followed by one column per custom question.

Judging columns fill in as votes come in; Feedback collects every judge's written comment prefixed with the judge's name. The payment columns break each fee into net, tax, and gross for filing.

Unpaid entries

When an entrant chooses Pay later, add more entries, the entry is received immediately and its fee joins their balance. Such entries show as Unpaid in the table. They are not in the running until paid: payment is due before entries close, and AwardKit emails the entrant a reminder inside the last 72 hours before the deadline. See Payments for the full lifecycle and Paying entry fees for what the entrant sees.

Refunding entry fees

To refund an entry fee, go to the Stripe Dashboard for your connected account, find the payment, and refund it from there. AwardKit picks up a full refund automatically, marks the entry Refunded in the Entries table, and emails the lead entrant. Partial refunds leave the entry marked Paid.

If you delete an entry, the linked payment is not automatically refunded. Refund first in Stripe, then delete in AwardKit if needed.

Payment statuses

If a chargeback (dispute) is opened against a charge, handle it in the Stripe Dashboard. AwardKit has no separate dispute state; a lost dispute arrives as a refund and marks the entry Refunded.