If you've ever hosted a multi-club competition, you know the drill: entries arrive as an email attachment, a WhatsApp photo of a paper form, or a spreadsheet in a slightly different column order than the one before it. Someone on your team then retypes every single gymnast into ChalkItUp by hand — name, age, level — hoping nothing gets mistyped or missed between the inbox and the entries table.
Cross-club entry submission removes that step entirely. Instead of collecting entries out of band and typing them in yourself, you send each club a link. They enter their own gymnasts directly. You get a review queue, not a data-entry job.
This is a genuine admin reducer, not a nice-to-have. For a competition with six visiting clubs, this is the difference between one afternoon spent retyping 150 entries and five minutes spent clicking "Approve" on a queue that clubs filled in themselves.
How it works
Every club already has a PIN for your competition — the same one they'd use to view the leaderboard as a coach. That PIN now doubles as their entry-submission access. No new credentials to create or track, no separate link to email.
Mocked-up recreation of the Club Submissions screen — one PIN per club, generated automatically, ready to copy and send.
- Turn it on in Settings — set an optional closing date, an optional entry fee summary, and how you calculate competition age.
- Copy each club's link from the Club Submissions screen and send it however you already do — email, WhatsApp, your club's Facebook group.
- Clubs fill in their own roster — name, date of birth, level — on a simple mobile-friendly form. No account, no app download, just the link and their PIN.
- You review and approve — individually or in bulk — assigning bibs as you go, or leaving that to the Running Order Builder afterward.
Mocked-up recreation of the club-facing submission portal — no account required, just the PIN link.
You stay in control of bibs and the age cutoff
Clubs never assign their own bib numbers — that's still entirely your call, whether you do it entry-by-entry as you approve, or leave everyone unbibbed until you run the Running Order Builder once every club has submitted.
Age is the other thing that trips up self-submission: different competitions use different cutoff rules ("age on the day" vs. "age as of 31 December," for example). ChalkItUp asks each club for date of birth on the form — the field they actually expect on a real entry form — and computes the competition age automatically against whichever cutoff rule you've set for your event. And in case you're wondering: the date of birth itself is never stored. It's used once, in the submitting club's browser, to calculate an age, and then it's discarded. Only the resulting age is saved.
Approval queue, not auto-import
Nothing lands in your entries list until you approve it. Edit any field before confirming, reject with a reason if something's wrong, or approve a whole club's submission in one click.
Optional entry fees, no payment processing
Show clubs a running total (entries × fee) and your payment instructions — bank transfer, cash on the day, whatever you use. ChalkItUp displays it; you still collect it your way.
Clubs can edit or withdraw their own submissions right up until your closing date — no emailing you to fix a typo. Once you've approved an entry, further changes go through you, same as any manually-entered gymnast.
Every entry lands in the same pool
However a gymnast gets into your competition — you typed them in, you imported a CSV, or their club submitted them through this new flow — they end up as exactly the same kind of entry. Once approved, there's no difference. You can mix and match freely: run your own club's entries through manual add, and let visiting clubs self-submit, all feeding the same Entries tab, the same Running Order Builder, the same leaderboard.
Hosting a multi-club competition soon?
Stop being the bottleneck between an inbox full of spreadsheets and your entries table. Let every club fill in their own — you just approve.
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