Events Management
The Events Management page is the central hub for region administrators to set up and manage all aspects of the event lifecycle — from creating competition levels and events, to managing team registrations, venues, and event-day configurations.
Access the Events Management page from Region Management > Events in the sidebar navigation.
Prerequisite: You must have Events — Can Manage permission at the region level. See Permissions for details.
Dashboard
The Dashboard tab provides a quick overview of your events program:
- Summary cards — Total events, levels, and active registrations at a glance
- Events by status — Counts of draft, open, closed, and canceled events
- Upcoming events — Next 5 upcoming events with registration fill rates
The dashboard only shows data for active seasons. Once a season ends, its data no longer appears here.
Levels
Levels represent competition tiers (e.g., Qualifiers, Championships). Events are grouped under levels, and levels control registration rules, payment requirements, and advancement chains.
Creating a Level
- Navigate to the Levels tab
- Click Add Level
- Fill in the required fields:
| Field | Description |
|---|---|
| Level Name | Shown publicly on websites. Season year is automatically prefixed on some views. |
| Program | Select the robotics program (e.g., FLL Challenge, FTC). Only active seasons appear. |
| Registration Opens | When open/free-for-all registration becomes available. If using preference registration, this must be at least 10 minutes after the last preference wave processing time. |
- Configure optional fields:
| Field | Description |
|---|---|
| Next Level | Chain levels for advancement (e.g., Qualifiers → Championships). Dropdown shows program info for clarity. |
| Payment Configuration | Link to a Level Payment Configuration for collecting registration fees. See Setting Up Payments. |
| Display Advancement Numbers | Automatically calculate and display advancement info. Requires a next level to be set. |
| Bypass “Good” Status | Allow teams to register without meeting all compliance requirements. |
| Allow Multiple Registrations | Allow a team to register for more than one event in this level. Use for non-competitive programs only. |
Geographic Restrictions
Levels support optional geographic filtering to control which teams can register:
| Field | Description |
|---|---|
| Allowed Cities | Comma-separated list. Only teams in these cities can register (case-insensitive exact match). |
| Allowed Counties | Comma-separated list. Only teams in these counties can register (case-insensitive partial match). |
| Excluded Cities | Comma-separated list. Teams in these cities cannot register, even if their county matches. |
Note: Geographic restrictions are applied in addition to any team include/exclude lists configured in Django Admin.
Cloning a Level
To quickly set up levels for a new season:
- Click the Clone button on any existing level
- Choose a name and target program
- Set a date offset (in days) to shift all dates — registration opens, preference wave times, etc.
- All settings, team lists, payment configurations, and preference waves are copied
Preference Waves
If a level has preference waves configured, they appear in the edit dialog as a read-only summary showing open/close/processing times and enabled status. Preference waves are managed through Django Admin.
Events
Events are individual competitions that teams register for. Each event belongs to a level.
Creating an Event
- Navigate to the Events tab
- Click Add Event
- Fill in the required fields:
| Field | Description |
|---|---|
| Event Name | The year is automatically prefixed on most public-facing pages. |
| Level | The competition tier this event belongs to. Dropdown shows program info. |
| Status | Draft (not visible to teams), Open (accepting registrations), or Closed. |
| Start / End Time | The public-facing event schedule. |
| Capacity | Maximum total teams (including reserved spots). |
- Configure optional fields:
| Field | Description |
|---|---|
| Venue | Select from existing venues or leave empty. Venues are managed in the Venues tab. |
| Reserved Spots | Integer count for non-Lumieos teams (e.g., wild cards, manual entries). |
| Timezone | Timezone for the event (defaults to America/Los_Angeles). |
| Description | Public-facing event description. |
Event Actions
Each event row has action buttons:
| Button | Description |
|---|---|
| Event Day | Configure event day features — which interfaces are enabled (practice tables, scoring, judging, etc.) |
| Reserved Teams | Manage reserved spots and team assignments with a live capacity breakdown |
| Managers | Assign event-specific managers with granular permissions (requires PII access) |
| Edit | Modify event details |
| Clone | Create a copy as a draft |
| Delete | Remove the event (only if no active registrations) |
Event Day Settings
The Event Day Settings dialog controls which features are available during event day:
Event Features:
| Toggle | Description |
|---|---|
| Practice Tables | Enable practice table signups before and during event day |
| Hide Robot Game Scores | Hide scores from the public score display |
Event Day Apps:
| Toggle | Description |
|---|---|
| Pit Admin | Check-in and practice table management interface |
| Score Display | Public-facing score display |
| Score Entry | Score entry interface with match timer |
| Game Announcer | Announcer interface with match info |
| Referee | Referee scoring interface |
| Head Referee | Head referee management interface |
| Queuing | Team queuing display |
| Judge | Judge interface for rubric entry |
| Judge Advisor | Judge advisor management interface |
Important: Granting event day permissions to a user has no effect unless the corresponding interface is enabled here. See Permissions for details.
Medals controls whether medal instructions are shown during team check-in: No Medals, Student Members Only, or All Members.
Reserved Teams
The Reserved Teams dialog provides a visual capacity breakdown:
[Total Capacity] − [Reserved Spots] − [Team Assignments] − [Registered] = [Open Spots]- Reserved Spots — An integer count of spots held for teams not yet in Lumieos. Changes take effect immediately on save.
- Team Assignments — Specific teams guaranteed a spot. Add teams by team number. These teams get priority during preference processing and can always register, even when the event is closed.
Capacity rules
- Reservations cannot exceed remaining capacity. The dialog will refuse a reservation increase that would push the running total past the event’s capacity.
- Reducing an event’s capacity below the current registered + reservations is rejected with an error — cancel registrations or remove reservations first.
- When a capacity edit or reservation change leaves no Open Spots, the event automatically transitions to Closed. Reserved teams retain their guaranteed spot and can still register.
Event Managers
Event managers are users granted per-event permissions. This is useful for volunteers or staff who need access to a specific event without full region-level permissions.
Note: The Managers button is only available to users with PII access. The backend enforces this restriction.
Manager permissions include:
| Permission | Description |
|---|---|
| View Teams | See team list and basic roster info |
| Upload Files | Upload files to the event page |
| Volunteers | None / View / Contact / Manage |
| Communications | None / View / Contact / Manage |
| Attachments | Allow file uploads in communications (only effective when Communications is set to Manage) |
Managers are added by searching for users by name or email. Permissions can be edited inline after assignment.
Cloning an Event
Cloning creates a copy of the event as a Draft. Registrations are not copied. You can optionally change the target level when cloning (e.g., create a similar event under a different level).
Registrations
The Registrations tab shows all team registrations across your events, with powerful filtering to find specific records.
Filters
| Filter | Description |
|---|---|
| Program | Filter by robotics program |
| Level | Filter by competition level (shows program info in dropdown) |
| Status | Not Checked-In, Checked-In, Cancelled, No Show |
| Team Number | Search by team number (debounced — waits 400ms after you stop typing) |
Adding a Registration
Click Add Registration to manually register a team:
- Enter the team number (not the internal database ID)
- Select the target event from a dropdown showing capacity remaining
- Optionally set a payment override (Exempt, Extended, PO Received)
Editing a Registration
Click the Edit button to modify:
| Field | Description |
|---|---|
| Status | Not Checked-In, Checked-In, Cancelled, No Show |
| Payment Override | Payment Required, Exempt, Extended, PO Received |
| Advancing | Mark the team as advancing to the next level. The advancing order is auto-assigned to the next available slot. |
| Wait List | Mark the team as wait-listed. When enabled, an order field appears for manual ordering. |
Moving a Registration
Click the Move button to transfer a team to a different event. The system validates:
- Target event capacity
- Whether the team is excluded from the target event or level
- Target event status (open/draft vs closed/canceled)
If any issues are detected, warnings are shown and you can choose to Force Move to override.
Swapping Registrations
Click Swap Teams to exchange two teams between events:
- Select an event and team for Registration 1
- Select an event and team for Registration 2
- The swap is performed atomically — both succeed or neither does
Venues
The Venues tab manages event locations.
Creating a Venue
Click Add Venue and fill in:
| Field | Required | Description |
|---|---|---|
| Venue Name | Yes | Display name |
| Address Line 1 | Yes | Street address |
| Address Line 2 | No | Suite, building, etc. |
| City | Yes | City name |
| State / Province | No | State, province, or region — free text, suitable for any country |
| Zip Code | Yes | Postal code |
| Website | No | Venue website URL |
Newly created venues appear immediately in the venues list and in the venue dropdown when adding or editing events. Each partner sees only the venues they have created.
Deleting a Venue
A venue can only be deleted if it is not currently assigned to any events. The delete button is disabled when events reference the venue. Remove the venue from all events first, then delete.
Filtering by Program
All tabs filter by program (e.g., FLL Challenge, FTC) rather than by season. Only data from active seasons is shown — once a season ends, its events, levels, and registrations are no longer visible in the Events Management page.
This ensures administrators work with current data and cannot accidentally modify archived seasons.