Managing Registrants

Invite bands to register, review, accept, or reject registrations as they come in, and manage individual registrant details.

Accessing Registrants

From your event dashboard, go to Registration > Registrants in the sidebar.

The Registrants List

The Registrants page shows a table of all registrations for your event, organized into tabs by status: Accepted, Pending, Invited, Rejected, and Withdrawn. You can search by name, export the list, and click the pencil icon on any registration to view its details.

Inviting Registrants

Use invites when you already know which bands are coming and want their directors to fill out your registration form.

Click Invite in the top right of the Registrants page.
Enter up to 20 email addresses, separated by commas.
Send the invites.

[Screenshot: Invite Registrant modal]

Each person receives an email invitation to register for your event. Invited registrants:

Can fill out the registration form even if registration for your event is closed.
Are automatically accepted when they submit. They don't need your approval.

Pending invites appear on the Invited tab. Marching Maestro sends automatic reminder emails to people who haven't accepted their invite. You can also send a reminder at any time with the paper airplane icon, or copy the invite link to send it yourself.

Note: You need at least one performance class before you can invite registrants. Invites aren't available for events that belong to a circuit; registrants must register for the circuit instead.

Placeholder Registrations

Click Add Placeholder to add a group without a Marching Maestro account. Placeholders can be added to scoring rounds and the event schedule, and judges can enter scores and record commentary for them.

Important: A placeholder is not linked to any user account and can't be converted into a real registration later. The band won't be able to see its schedule, scores, or commentary in Marching Maestro. If you want a band's director to have access, send them an Invite instead of creating a placeholder.

Use placeholders only for groups that won't register themselves. To remove a placeholder, click its trash icon. Deleting a placeholder also deletes its scores and commentary.

Viewing a Registration

Click the pencil icon on a registrant to open their detail page. You'll see a full summary of the registration, including the organization name, group name, performance class, and any answers to custom registration questions. Actions for the registration are in the actions menu on this page.

Accepting and Rejecting Registrations

When a registration is in Pending status, you can:

Accept - Approves the registration. The registrant will be notified and can access event features.
Reject - Declines the registration. You can provide a rejection reason that will be visible to the registrant.

Withdrawing a Registration

If an accepted band can no longer attend, open its detail page and choose Withdraw Registration from the actions menu. This removes the group from the event and moves it to the Withdrawn tab. If the band paid its registration fee by card, you can also choose Refund Registration Fee from the same menu.

Note: Registrants can't withdraw themselves. If a director asks to drop out, withdraw the registration for them. For circuit events, registrations are managed at the circuit level.

Collecting Performance Deposits

If your event has a performance deposit configured and a registrant was accepted with a digital payment method, you can collect the deposit from their detail page.

The Collect Performance Deposit option appears in the actions menu when:

The registration status is "accepted".
A performance deposit amount was set at the time of registration.
The registrant paid digitally (card).
The deposit has not yet been collected.

Choose the option, confirm the charge amount in the dialog, and the deposit will be charged to the registrant's card on file.

Important: Collecting a performance deposit charges the registrant's credit card immediately. Make sure the deposit is warranted before proceeding.