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 code, such as "E-014". Each entry gets the next number when it is submitted and keeps it for good. A number is never handed out twice, so removing an entry leaves a gap rather than renumbering the others. The same code appears on the entry page, in the confirmation email, in the export, and to your judges, so it is the handle to use for vetting, judging, and finalists. This column starts hidden; show it from the column options menu. Searching by the code works either way.
• Entry: the entry name
• Team: the entrant with their avatar and name, or a row of avatar initials when several people share the entry
• Categories: every category the entry competes in
• Eligibility: the mark from the eligibility check, once any entry carries one
• 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: the date and time the entry was submitted, in your program's timezone; hover it for how long ago that was

Use the column options menu at the end of the header row to show Entry # or to hide any column you don't need, except Entry. Eligibility, Entrant type, Payment, and Amount appear only when your program uses them. The table remembers your choice on this browser for each program, and it is part of the page address, so a link you share opens the same view.

Show a question as a column

Any answer from your entry form can sit in the table next to the built-in columns. Open the column options menu at the end of the header row: your form's questions are listed under Questions. Tick one to add its column, untick it to remove it.

• Short Answer, Paragraph, Email, URL, Number, Date, Dropdown, Single Choice, and Multiple Choice questions can be shown. Dropdown and choice answers show as badges; a Multiple Choice answer shows the first two options picked and how many more. A URL answer shows as a short link that opens the page in a new tab. Paragraph answers take up to two lines, and any answer too long for its cell is cut short: hover it to read the full text.
• Media and Attachment uploads, Team Members, Categories, the Membership Question, the Province Question, and the Entry Summary have no question column: they already have a column of their own or show in the detail panel.
• A cell is empty when the entrant left the question blank, or never saw it because of a visibility rule.
• Question columns follow your form's order, and the table remembers them the same way as hidden columns.

Searching and filtering

Search entries... finds entries by entry code (E-014, #14, or just 14), entry name, summary, entrant name or email, or any text or choice answer. Uploaded files are not searched.

Filter next to the search lists every filter your program has: Category and Entrant type (when your program prices by entrant type) under Entries, then your form's questions under Questions. Pick one and it joins the bar as a chip, with its values open right under it: tick options, or type part of an answer and click Apply. The chip then reads like a sentence, such as "Borough is any of Brooklyn, Manhattan". Click a chip to change its values, or its x to remove it.

While any search or filter is on, the end of the filter bar shows how many entries match out of the program's total, for example "12 of 214 · Clear": Clear removes the search and every filter at once.

Filter by an answer

Any question you can show as a column can also be filtered on, whether or not its column is showing:

• Dropdown, Single Choice, and Multiple Choice questions: pick one or more options. An entry matches when its answer is any of them; for a Multiple Choice question, when the entrant picked any of them.
• Short Answer, Email, URL, and Number questions: type part of the answer and click Apply. Matching ignores upper and lower case.
• Paragraph and Date questions can be shown as columns but have no filter.

Filters combine: Category set to one category and Borough set to two boroughs shows the entries in that category from either borough. Entries that never saw a question are left out when you filter on it.

The Export menu follows the same filters, so the spreadsheet and the files archive contain exactly the entries the table shows.

Bulk actions

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

• Export: the Export menu for the selected rows only
• Mark eligible, with a menu for the other eligibility marks
• 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, along with their uploaded files and videos (owners and admins only)

Entry detail panel

Click any entry row to open the detail panel on the right side. Its header shows the entry name with its status badges, the entry code, and when the entry was submitted, plus when it was last updated if an entrant has edited it since.

The panel has these sections, top to bottom:

• Payment, when the entry carries a fee: the Amount, any tax lines with their rate (and the Province for Canadian tax), 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). A paid entry also offers View receipt (View invoice when tax was charged) and Resend receipt.
• Details: the Entry Summary and every answer in form order, grouped under your section headings. Uploaded files show under the question that asked for them. URL answers embed YouTube and Loom videos inline. Category-scoped questions carry a scope badge.
• Categories: the categories the entry competes in
• Team (n): every entrant on the entry with name, email, and the Lead designation
• Manage entry: the icon buttons Copy entry link and Open entry in new tab, which opens the entrant-facing entry page

Below the sections sits the eligibility control, and for owners and admins a Delete Entry button. You can also delete an entry from the row's menu in the table (View / Delete). Members of your organization see Delete (admins only) there: only owners and admins can delete entries.

Entries in progress

Entrants' work saves as they go, so you can see entries that were started but not submitted yet. When there are any, an In progress tab with their count appears above the table, after Submitted and any eligibility tabs.

Each row shows:

• Entrant: the name and email the entrant typed. Entrants confirm their email with a code only when they submit, so a typed address carries a Not confirmed badge. A draft with no name yet reads Unnamed entrant.
• Entry: the entry name so far and the categories picked
• Entrant type: the type the entrant declared, when your program prices by entrant type, or Not declared until they answer
• Progress: the required questions answered out of the ones this entrant's form asks, following your conditional questions and category-specific questions, with the first one still missing under it. This is where to look when entrants get stuck on the same question.
• Started and Last edited: when the entrant began, and when they last changed an answer

Use the column options menu at the end of the header row to hide columns you don't need; the choice is kept for the program, separately from the Submitted table's.

Search entrants or entries... finds drafts by the name, email, or entry name typed so far, the Category filter keeps drafts in the categories you pick, and Entrant type keeps drafts by declared type, with Not declared for those that have not answered yet. The question filters apply to submitted entries only.

Click a row to see what the entrant has filled in so far, marked Not submitted. The view is read-only: you cannot edit or submit an entry on an entrant's behalf, and uploaded files show as a count until the entry is submitted. Required questions still empty read Not answered yet. Under the progress, Last answered names the furthest question the entrant has answered in form order, optional ones included, so you can see where they have got to even when an earlier required question is still empty.

An entry leaves the tab when it is submitted or its entrant clicks Start over. Drafts from members of your organization, such as your own test runs, are not listed. Tick rows to export only those: the bar that appears offers Export (CSV). To work with the whole list in a spreadsheet, choose In progress (CSV) from the Export menu (see Exports).

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. Entries you add here are not held to the program's entries per person limit, so you can add a second entry for someone the public form would refuse. The categories per entry limit is not enforced either: picking more categories than it allows shows a warning, and the entry can still be added.

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

When the public entry gallery opens is set on the Entrant pages tab, with the other public pages: see Entry gallery.

Exporting data

The Export menu in the header holds three downloads: Entries (CSV), the entries spreadsheet; Files and PDFs (zip), every entry's uploads with an entry.pdf per entry; and Score matrix (CSV), every judge's scores side by side. The same menu sits on the selection bar for the rows you ticked. See Exports for the columns, the archive layout, and the options.

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.