Guides for the screens you can use.
Chairs request materials for their competition area. Administrators set up the season, areas, suppliers, and users, then approve requests before the lock date.
Use your username or email and password, then click Enter portal. Your username may differ from your display name (for example justinm rather than justin).
Open Account in the sidebar footer. You need your current password to save email or password changes. Chairs can turn material-message and area-chat emails on or off separately for each assigned competition area. Administrators have separate toggles for new registrations, material messages, and area chat. An organizer can also change these from Edit user or Edit admin → Notifications.
Blocked? Pending registration, a deactivated account, or a wrong password all prevent sign-in. Contact an organizer.
Use Year in the left menu if you need a prior year. Confirm the lock date has not passed and note the event dates for the year you are viewing.
Use the sidebar link or the Portal button. Switch tabs if you belong to more than one area.
Complete every question on the Questions tab, then save. Materials stay locked until this is done for the year you are viewing.
The Chat tab is for questions about the competition area that are not about a specific material line. Messages under a line stays for that request. Chat is available even before questions are complete.
On the Materials tab, click Add material, pick supplier and category, enter the item, quantity, unit, and priority. Use Messages under a line to ask about that request.
Open Venue map if a floor plan PDF was uploaded.
Every area answers the same question list. You must answer and save all of them for the year you are viewing.
Pick a supplier and category. Catalog suppliers show a dropdown; freeform suppliers let you type the item. Click Messages under a line to talk with an administrator about that request. Use the Chat tab for general questions that are not about a specific line.
Editing a line as a chair sets it back to Pending. Administrators approve or reject from Competition Areas.
Everyone signed in can view the map. Administrators can upload, replace, or remove the PDF.
Use the sidebar to manage the event. Open any competition area to review chair requests.
Upcoming is before the event, Active is during the competition window, and Ended is after those dates. People who have not picked another year in the menu land on the active event, or the next upcoming one. Set event dates on each season so this stays accurate.
Each year has its own lock date. After end of that calendar day, chairs cannot add, edit, or delete materials in that year. Open a year from the left menu to edit its dates.
Create the next season to set it up while another year is still upcoming or active. The year in your menu switches to the new one; other people stay on the active or next upcoming year until they switch. Deleting a season removes that year’s answers, materials, and chat. The shared question list stays.
Each area has a number plus English and French names. Use Add area for new competitions.
Manage details, people, questions, chat, and materials from the area editor. On the People tab, Messages and Chat mail are separate per area — turn each off independently. Chat is for general questions about the area; Messages on a material line is for that request.
Settings → System settings → Data includes Excel templates for importing many areas at once.
You cannot delete an area that still has material requests. Deactivate it instead to hide it from new work.
Settings → Area questions. The list is shared across years. Every area answers it again each year.
Settings → Categories. Chairs pick a category for each material line.
In Competition Areas, open an area and use the Questions tab to view chair answers.
Enter contact details and choose how chairs enter items (type freely, pick from catalog, or both).
After saving, click Catalog on that row to add items chairs can select.
Settings → System settings → Data includes supplier catalog import/export.
Inactive suppliers stay on old material lines but cannot be chosen for new requests.
Competition Areas → click the area name → Materials tab.
Select rows and use bulk actions, or change status on individual lines. New chair submissions start as Pending. Open Messages under a line to answer questions about that request, or Chat for general questions. If Email is turned on in Settings, a chair’s message emails the admins, and an admin’s message emails the chairs on that area — not the person who posted, and not anyone with that kind of mail off (People tab Messages/Chat, Account, or Edit user / Edit admin → Notifications).
Click Add material to enter lines on behalf of an area. Admin edits do not force Pending.
Settings → User registration — token, approval requirement, and registration open/closed. If Email is on, a new registration mails that person. When approval is required, administrators who have registration mail on (Edit admin → Notifications, or Account) are mailed too, and the person is mailed again after you approve them.
Users page — add chairs with area assignments, approve pending registrations, reset passwords, or deactivate accounts. When you edit a user or administrator, the Notifications tab lets you turn mail off for them: per competition area for chairs (material messages and area chat separately), or new registrations, material messages, and area chat for admins.
Each report has Excel and PDF buttons. For bulk updates, use Settings → System settings → Data to download templates and import spreadsheets.
The admin account is permanent. Enroll additional administrators from Users (admin tab) as system admin only.
Settings → Branding — organization name, website link, and logo shown in the header.
Settings → System settings — recovery kit, full database export/import, clear data, and demo reset.
Full database import replaces every table. Clear data and reset demo require typed confirmations and your password.
recovery.php (not a chair password reset).