Setting Up Submissions

The Submissions section allows you to collect files from groups before your event. Common uses include collecting performance videos, audio recordings, photos, or documents that judges need to review.

Accessing Submissions Setup

1. Navigate to your Organization > Events > select your Event
2. Click Setup in the event navigation
3. Click Submissions in the sidebar

Submissions Setup

Allow Submissions

Toggle submission collection on or off:

Submissions Close Date

Set the deadline for file uploads. After this date and time:

• Groups can no longer upload new files
• Groups cannot modify existing submissions
• You can still view and download submitted files

Artifacts

Artifacts are the types of files you want groups to submit. Each artifact represents one item groups need to provide.

Adding an Artifact

1. Click Add new Artifact
2. Configure the artifact:

• Name - What groups see (e.g., "Show Video", "Music Recording")
• Type - The file format:
  • Video - Video files (uploaded to Vimeo)
  • Audio - Audio files
  • Image - Photo or graphic files
  • Other - Documents, PDFs, etc.

1. Save the artifact

Artifact Types Explained

Managing Artifacts

Click on any artifact to:

• Edit its name or type
• Remove it from requirements

Note: Removing an artifact does not delete files already submitted.

Viewing Submissions

The lower section shows all registered groups and their submission status:

Submission Status

Each group shows:

• Group name
• List of required artifacts
• Status for each artifact:
• missing (red label) - Not yet submitted
• Download link - Submitted and available
• Play button - Video is available to preview

Reviewing Submitted Content

For video artifacts:

• Click Play Video to preview in a player

For other file types:

• Click the Download link to retrieve the file
• View the note from the uploader (if provided)

Uploader Notes

Groups can include notes with their submissions. These appear under each artifact:

• "Note from Uploader: [message]"

Use these for additional context about the submission.

Artifact Best Practices

Naming Conventions

Use clear, specific names:

• "Championship Show Video" instead of "Video"
• "Warm-up Music Track" instead of "Audio 1"
• "Equipment List" instead of "Document"

Setting Deadlines

Consider these factors:

• Allow time for judges to review submissions before the event
• Account for groups who may upload close to the deadline
• Factor in time zones if groups are in different regions

Number of Artifacts

• Keep the list focused on essential items
• Too many artifacts can confuse groups
• Group similar items if possible

Common Scenarios

No Groups Showing

If you see "There are no registered groups at this time":

1. Verify groups have registered for the event
2. Check if registration has been imported to the lineup
3. Ensure submissions are enabled

Missing Submissions Close to Event

If a group hasn't submitted required materials:

1. Contact them directly using the information in People Management
2. Consider extending the deadline if appropriate
3. Decide whether to allow participation without submissions

Wrong File Submitted

Groups can overwrite their submissions before the deadline:

1. Contact the group
2. They can upload a replacement file
3. The new file replaces the old one

If past the deadline:

1. Consider reopening submissions temporarily
2. Or request the file through another channel

Related Topics

• Event Setup Overview
• Managing Registration
• Uploading Submissions (Groups)