Competition Management

This template covers various processes in competition participation management, such as registration, data collection, sending email notifications to contestants and the management team, and judging and scoring. It provides comprehensive support for both contestants and the organizer, helping managers manage and serve the contestants efficiently.

Competition Management

This template covers various processes in competition participation management, such as registration, data collection, sending email notifications to contestants and the management team, and judging and scoring. It provides comprehensive support for both contestants and the organizer, helping managers manage and serve the contestants efficiently.

Overview

💡 Why Use the Competition Management Template

The Competition Management template enables end-to-end digital management covering core processes like registration, review, and data monitoring. It helps organizers achieve efficient event operations while providing participants with a seamless experience. By significantly reducing manual management costs and the risk of information omission, it ensures fairness and transparency, empowering organizers to track real-time dynamics and make data-driven decisions.

Features:

• Cross-Regional Event Collaboration: Supports multilingual registration forms (e.g., Chinese/English) to facilitate global participant management for international event organizers.
• Fairness-Oriented Academic Competitions: Implements blind review modes and scoring record tracking to ensure impartiality in Preliminary Review and innovation competitions. The traceable review process minimizes dispute risks.

👉 How the Template Works

• Successful Competition Registration Reminder and Notice: When participants submit applications, the system automatically sends confirmation emails (including organization name, schedule, and organizer contact info) to participants. It also pushes registration alerts to organizer team leaders via multi-channel support (Feishu/DingTalk/email).
• Submission: Embed the form on WeChat official accounts, event websites, or other web platforms. Participants submit personal/team information (name, contact details, project description, work attachments, etc.) through the form.
• Database: Stores all submitted registration information and materials from participants.
• Preliminary Review: Reviewers access anonymized works in the "Preliminary Review" list, with participant names, institutions, and other personal info hidden—only work IDs and content are displayed.
• Dashboard: Dynamically visualizes trends in registration numbers, regional distribution, work type ratios, score statistics, and other key metrics.

🎯 Steps to Use

1. Install and Initialize the Template

Access Bika and install the "Competition Management" Template.

2. Configure Automation for "Successful Competition Registration Reminder and Notice"

Go to the "Successful Competition Registration Reminder and Notice" automation workflow. In the two "Send Email" steps, customize the Email Provider, notification template, and recipients:

• Set Email Provider: Choose from Bika’s email service, custom SMTP, or existing SMTP integrations.

  

• Customize Notification Templates: Edit content (subject, body, format), with support for dynamic variables in both subject and body.

  

• Configure Recipients: Recipient emails can be fixed values or dynamic variables. For the first send email step, add organizer team emails/email groups; For the second send email step, which is to send an email to inform the contestant that the registration is successful, insert the participant’s email via dynamic variables.

3. Launch Registration and Monitor Data

• Publish Registration Links: Generate public links or embed the form on the event website; participants can fill it out.

• Access Data Dashboard: Track registration progress in real time and analyze metrics like "Total number of registrations" and "Contestant Scoring Pivot Table" for post-event reviews.

4. Execute the Preliminary Review Process

• Reviewers log in to view anonymized works in the "Preliminary Review" list and complete scoring. Customize scoring metrics (e.g., 10-point scale, grade system) in the "Database" and use formulas to auto-calculate averages and flag shortlisted works.

👥 Suitable Users

• Event Organizers: Sports committees, academic competition hosts, and corporate event teams seeking end-to-end digital management from registration to review.
• Participants/Teams: Conveniently submit info and receive real-time updates to avoid missing critical notices.
• Reviewers: Efficiently score works using standardized tools, reducing formatting time and focusing on quality evaluation.

🔧 FAQ

1. What file formats are supported for registration materials?

• Common formats like images (JPG/PNG) and documents (PDF/Word/EXCEL) are supported, with individual file sizes no more than 1GB.

2. How to correct errors in registration information?

• Participants can contact organizers to manually edit details via the backend before the registration deadline.

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