Approving applications and managing teams

The Applications tab on the event page lists everything that has come in. Each row shows the applicant's name, contact details, company, chosen theme and team status. The search box matches name, e-mail, company and team name together.

Application statuses

Pending

Not decided yet. Every new application starts here.

Approved

Accepted as a contestant. Takes one place from the capacity and adds the person to the participant list.

Rejected

Not accepted. No place is taken from the capacity.

Waitlisted

Used when capacity is full or the decision is postponed. If a place opens up, accept with Approve from waitlist; a waitlisted application can also be rejected with Reject.

Cancelled

The applicant withdrew or the application was voided.

What the team status means

Everyone makes a choice about their team in the application form. That choice shows in the Team column and decides what happens on approval.

Created a team

The applicant opened a new team. On approval they become its leader and the team name shows in the list.

Joined a team

Joined an existing team with a join code. On approval they become a member of that team.

Looking for a team

Has no team and is waiting to be placed. After approval they collect in the Unassigned contestants list.

Has an idea, looking for a team

Has a project idea but no team. Behaves the same as Looking for a team when placing.

Approving an application

1. 1
   Find the row in the Applications tab. Open Details if you need the full application.
2. 2
   Press Approve. You may add a short decision note that goes to the applicant.
3. 3
   The system checks capacity, team occupancy and identity conflicts at this moment.
4. 4
   If the checks pass, the person joins the participant list and, if they have one, their team.

Conflicts

The same person may have applied more than once, or their phone or e-mail may match someone already on record. Sureasy does not resolve this for you; it asks.

Identity conflict

The phone or e-mail matches a person on record. If it is the same person, merge them — the application counts as a duplicate and the person appears once. If they are different people, approve as a separate person.

Multiple candidates

Phone and e-mail point to different people. You have to choose which one to merge with.

Team conflict

The person is already a member of another team in this event. One person can only be in one team per event, so merging does not resolve this.

Participant from another application

The person is already registered as a participant of this event through another application. The second application cannot be approved; decide first which application stands.

If you decided wrongly

Reopen for review returns a rejected application to Pending; approved, waitlisted or cancelled applications cannot be reopened this way. It is not approved directly: capacity, identity and team checks all run again. A rejection e-mail may already have gone out — remember to tell the applicant.

Placing unassigned contestants

1. 1
   Open the Teams tab. The Unassigned contestants list sits at the bottom of the page.
2. 2
   Pick the team from the list on the row of the person you want to place. Full teams cannot be selected.
3. 3
   Press Assign to team; the button stays disabled until a team is picked.
4. 4
   The person moves into the team and drops off the list.

The team leader

Whoever creates a team becomes its leader. If the leader is removed, the longest-standing member is promoted — a team is never left without a leader.

Mentor

Mentor is not a separate section, it is part of the Teams tab. To assign a mentor, first give the person the Mentor role in the Participants tab; as soon as they have the role, they show up in the Mentors list on the Teams tab.

1. 1
   In the Participants tab, edit the person's roles and tick Mentor.
2. 2
   Go back to the Teams tab; the person now shows up in the Mentors list.
3. 3
   Pick the target type, Team or Subtheme, choose the target and press Add.
4. 4
   A mentor can have more than one assignment; each one shows as its own chip and can be removed individually.

The mentor's name also shows on the team's own link page; their company, e-mail and phone are not shared.

Exporting the list

The Export button produces two different outputs. Which one you want depends on who receives the file.

Summary (PDF)

Status and capacity, team occupancy, theme and company distributions. Contains no personal data — safe to send to stakeholders, sponsors and management.

Detail (Excel)

The full list with each applicant's name, e-mail, phone and company. Contains personal data; internal use only.