Supporting Your Entrants
Understand the entrant experience on AwardKit, the emails AwardKit sends entrants automatically, and how to handle common entrant requests.
As an organizer, knowing what your entrants see helps you support them and communicate effectively. This page summarizes the full entrant journey so you know exactly what happens at each step.
What entrants need to know
- Entrants sign in to AwardKit (free) before submitting. Submitting an entry creates or attaches to an AwardKit account so the entrant can come back to view, edit, and download certificates. Sign-in is via email or Google. Entrants don't pay anything to AwardKit; the only money in the system is your program's entry fee, if you charge one.
- Audience voters and judges don't sign in. They use unique links you share. No AwardKit account needed.
- Entrants are tied to email. The email they sign in with becomes the address all AwardKit notifications go to.
Emails AwardKit sends entrants automatically
AwardKit sends transactional emails throughout the program lifecycle. Common ones:
| When it's sent | Recipients | |
|---|---|---|
| Entry confirmation | Immediately after submitting (and after payment) | The lead entrant |
| Team member notification | Immediately after submitting | Each team member except the lead |
| Payment failed | If a Stripe payment fails | The lead entrant |
| Refund notification | When you refund an entry fee in Stripe | The lead entrant |
| Results notification | The first time you publish results | Every entrant with a submitted entry |
| Announcement broadcast | When you post an announcement with email enabled | Every entrant on the program |
Receipt emails for paid entries come from Stripe, not AwardKit. Entrants get one Stripe email per successful payment in addition to the AwardKit confirmation.
All AwardKit emails to entrants link back to their entry on AwardKit. Because viewing an entry requires sign-in, the entrant ends up signed in to their account when they click through, which is what you want.
After submitting an entry
When an entrant submits through your entry form, they land on a confirmation page and receive the entry confirmation email.
If your program charges entry fees, the entrant pays via Stripe Checkout before the entry is finalized. See Entry fees for the full payment flow.
The email links to the entrant's entry page, where they can view their full entry, edit while entries are open, see their payment status, and (after results) access certificates.
Editing entries after the deadline
If an entrant needs to make a late edit, you can open their entry from your dashboard and use Edit as Organizer to make changes on their behalf. This bypasses the deadline.
During audience voting
If you share an audience voting link, entrants and the public can browse all entries and cast votes through that link. No AwardKit account is required for voters.
The voting experience depends on the voting method you chose. Progress saves automatically, so voters can close the browser and come back.
After results are published
When you publish results, entrants receive the results notification email. On their entry page, they'll now see:
- Award badges if their entry won any prizes
- Certificates for every team member, with Add to LinkedIn buttons and unique verification URLs
See After the program for a detailed breakdown of certificates, the entry gallery, and tips for communicating results.
Common entrant questions
| Question | How to help |
|---|---|
| "I can't find my entry confirmation email" | Open the Entries tab, click their entry, then Manage entry. Copy the entry URL and send it to them. They'll need to sign in with the same email they submitted with. |
| "I need to edit but entries are closed" | Open their entry from your dashboard and use Edit as Organizer to make changes, or temporarily reopen entries. |
| "My payment failed but my entry is saved" | The entry is in pending payment state. They can use the resume payment link on their entry page, or you can refund any partial charge in Stripe and they redo it. |
| "Where are my certificates?" | Certificates appear after you publish results. If you haven't published yet, let them know. If you have, send them the link to their entry page. |
| "My team member isn't on the entry" | The lead can edit the entry (while open) to add members. Or use Edit as Organizer to add them after the deadline. |
| "Can someone else submit on my behalf?" | Yes. Use Add entry on the Entries tab to create an entry for them with their email as the lead. They'll get the confirmation email and can claim the entry by signing in. |
Announcements
Post announcements to your program page and broadcast email updates to all entrants. Coordinate timing, FAQ updates, and finalist news in one place.
After the Program
Publish award program results, distribute certificates, share the entry gallery, and communicate outcomes to entrants and stakeholders.