The competition collection will close automatically using the closing date/time set in Manage > Maintenance. The status of the collection after this date/time passes will be set to closed.

When the collection is closed the following changes occur:

  • The green entry button on the home page will change to “Competition now closed. click here to review entries /pay fees for your competition collection name”.
  • Entrants can still access the entry form to pay their entry fee and adjust the titles of their entries.

Cleanse your entries

It is important to make any changes to the entries BEFORE the judges are invited to assess the entries:

  • Follow up entrants who have not paid their entry fee. Use the View Entrants page to see payment status and send reminders as needed.
  • Use the View Entries page to review all entries and entrant names and correct any obvious errors in capitalisation – this will ensure your catalog looks good.
  • Remove any entries or move them to the correct competition

Reset the competition order

When all of your entries are finalised, then re-open the competition collection by temporarily changing the closing date to a date in the future. Save this change and go to the home page to confirm the competition collection is open. Then return to the maintenance page and set the closing date back to the original closing date and save your changes.

This ensures that all of the display orders are correct for you judges.

Judging methods

Multiple judges using a numeric scoring method – Online Scoring

This is the most common method for large volumes of entries:

  • The first round of selection is for each judge to score each entry using a range of 1 to 5, or 1 to 9.
  • Each judge is assigned the competition(s) and is sent an invite
  • The invite details the competition(s) assigned and provides a link that will log the judge in and take them to the starting page.
  • They then score each entry. Once all entries are scored they can review the entries grouped by the score given.
  • The judge can then send a message back to acknowledge they are finished.
  • Once all judges have finished the scoring is closed and the sum of the scores is applied to each of the entries.
  • The scores are then assessed. Typically the judges are then recalled and an online session is conducted to determine the award winners. The Awards and Acceptances page facilitates this.
  • Extra rounds of scoring can be done by selecting presenting a set of entries here a large number of entries needs to be split to either obtain an acceptance score or to reduce the number of entries.
  • The show score filter / set acceptance rate popup box on the Awards and Acceptances page facilitates additional scoring rounds.

A single judge that provides comments and gives awards – Remote Judging

This is the most common method for clubs or small volume competitions where the feedback provided is valued as high as the award given.

Use the Remote Judging page to set this up. The judge is assigned to one or all of the competitions within the collection. Use the Judge Selection and Status to assign judges and track their progress. Use Send Invites to send their judging invitation which includes links to auto log them in.

Circuit Exhibitions

A circuit is where an entrant submits entries to a competition collection once, and it is judged by multiple sets of judging panels.

The first, most important step is to ensure that all entries have been checked and are valid using the steps detailed earlier.

Go into the Maintenance page of your competition collection and remove the checkbox the indicates that this is the current collection. This removes the green entry button from the home page.

Access to the collection and the circuit collections you will create is via the Collection Management button under Management.

Each circuit is created by creating a complete copy of the original entries. The original entries are not judged and kept as the master copy.

The steps to create a circuit are :

  • Use the Duplicate Collection option on the Maintenance page of your collection.
  • Select the orange button “Duplicate the collection, create copies of all the competitions in that collection, and make copies of all entries”
  • This creates a copy of the collection.
  • It will be named Copy of .. your collection name. Rename the collection to the circuit name.
  • If any entries need to be removed from this circuit then follow the steps stated earlier regarding removing entries and temporarily opening and closing the collection to ensure display orders are correct.
  • Assign your judges as required and send invites.
  • Now return to the original competition collection and repeat this process for each circuit.

When complete, the Manage Collections page should show the original collection and a collection for each of the circuits.

Remember that no judges or scores are done within the original entry collection.