Administrator Guide: Participation Management
Use Admin Workspace → Participation Queue to review participation records that need operational attention. Administrators and authorised range officers can access this workflow.
Member and guest queues
The page separates participation records into queues for:
- Members — participation attached to a ClubTrack member account
- Guests — participation entered through supported guest workflows such as kiosk guest sign-in
Use the queue controls and filters to narrow the list by status and other available criteria.
Participation statuses
A participation can be:
- Pending — still awaiting a decision
- Approved — accepted into the club's approved participation record
- Rejected — reviewed and not accepted
Only approve an entry after confirming the information required by your club is complete and credible.
Review an entry
Select View details to inspect the full participation record.
For a member participation, details can include:
- member name and number
- participation date/time
- date the record was created
- discipline
- match or activity
- home or away location
- participation role
- selected firearm
- approval status
- notes/comments
- results URL
- uploaded evidence
- rejection reason, where applicable
Guest entries include the guest's identity/contact information and recorded participation details.
Approve a participation
- Find the pending record.
- Select View details if you need to verify supporting information.
- Select Approve.
- Confirm the approval when prompted.
Approving a record can affect a member's participation history and compliance calculations, so verify the member, date, match/activity, and relevant classification before approval.
Reject a participation
- Select the reject action for the pending entry.
- Enter a rejection reason.
- Confirm the rejection.
A rejection reason is required by the current workflow. Write a reason that will help another administrator understand what was wrong and, where appropriate, help the member correct the entry.
Away-match evidence
A member can attach an optional results link and image/PDF evidence when self-recording an away match.
From the detail view, use the results or evidence action to inspect the supporting material before deciding whether to approve the record.
Add a participation for a member
Administrators can select Add Participation to record an entry on behalf of a member.
The form includes:
- member number
- date
- discipline
- match or activity
- participation role
- firearm, when applicable
- away-match information where needed
The available disciplines, activities, and roles are based on the club configuration.
Delete a member participation
The member queue provides a delete action. Deletion is destructive and should normally be reserved for duplicate or invalid records that should not remain in the member's history.
If the record is legitimate but should not count as approved participation, rejection is usually clearer because it preserves the decision and rejection reason.
Guest participation
When guest sign-in is enabled, guest entries can be reviewed from the Guest queue.
Administrators can inspect guest identity details and approve or reject the participation. Guest records should be reviewed according to the club's own identity, attendance, and compliance procedures.
Participation approval setting
Club behaviour is controlled from Admin Workspace → Club Settings → Member Operations, including whether participation approval is required and whether members may record participation remotely.
If members report that they cannot use Record Participation, check the club's remote-participation setting before treating the issue as a technical fault.
If a match or activity is missing
Go to Admin Workspace → Club Settings → Match Setup.
From Match Setup, administrators can manage the club's enabled approved matches, custom display names, participation types/roles, and club-specific participation entries.
After changing Match Setup, confirm the required entry appears in the member or kiosk participation form.