TrackScore

Managing Participants

Learn how to add, organize, and manage participants in your leaderboards. TrackScore offers multiple methods to accommodate different use cases and scales.

Adding Participants

Manual Entry

Add participants one by one through the admin interface. Perfect for small groups or when you need precise control.

• Enter name and details manually
• Upload profile pictures
• Set initial scores
• Assign to teams (if applicable)
Spreadsheet Import

Upload CSV or Excel files with participant information for bulk additions. Ideal for large competitions or existing databases.

• Supports CSV and Excel (.xlsx/.xls) formats
• Interactive column mapping interface
• Data validation before import
• Automatic team creation from data
• Handle duplicates automatically
• Preview data before confirming import
Self-Registration

Allow participants to register themselves using a registration link. Great for open competitions and events.

• Share registration URL
• Custom registration form
• Approval workflow (optional)
• Registration limits

Participant Information

Required Fields
  • • Name: Display name for the leaderboard
  • • Unique ID: Internal identifier (auto-generated)
  • • Initial Score: Starting points (default: 0)
  • • Status: Active, inactive, or pending
Optional Fields
  • • Profile Picture: Avatar image
  • • Team/Group: Organization or team name
  • • Contact Info: Email, phone, or other details
  • • Custom Fields: Additional data specific to your use case
  • • Notes: Internal notes and comments
  • • Registration Date: When they joined

Team Management

Individual vs Team Competitions

Individual Mode

  • • Each participant competes independently
  • • Personal scores and rankings
  • • Individual achievements and rewards
  • • Direct performance comparison

Team Mode

  • • Participants grouped into teams
  • • Combined team scores
  • • Team-based rankings and rewards
  • • Collaborative competition format
Team Configuration Options

Team Creation Methods

Manual Assignment

Admin assigns participants to teams

Self-Selection

Participants choose their own teams

Random Assignment

Automatic random team distribution

Team Settings

  • • Minimum and maximum team sizes
  • • Team naming conventions
  • • Team captain designation
  • • Mid-competition team changes policy

Ongoing Management

Editing Participants
  • • Update participant information
  • • Change team assignments
  • • Adjust scores manually when needed
  • • Modify status (active, inactive, disqualified)
  • • Add notes and comments
  • • Upload or change profile pictures
Status Management
  • • Active: Currently participating
  • • Inactive: Temporarily not participating
  • • Pending: Awaiting approval or verification
  • • Disqualified: Removed from competition
  • • Completed: Finished their participation
  • • Archived: Historical record only

Spreadsheet Import Guide

Supported File Formats

CSV Files (.csv)

Comma-separated values format, widely supported by spreadsheet applications.

  • • Use UTF-8 encoding for special characters
  • • Separate values with commas
  • • Include headers in the first row

Excel Files (.xlsx, .xls)

Microsoft Excel format with rich formatting support.

  • • Automatically reads the first worksheet
  • • Preserves data types and formatting
  • • Supports both .xlsx and legacy .xls formats
Column Mapping

Required Fields

  • • Participant Name: Display name for leaderboard

Optional Fields

  • • Email: Contact information
  • • Team: Team/group assignment
  • • Initial Score: Starting points

Intelligent Mapping

The system automatically suggests column mappings based on header names, but you can customize mappings for any spreadsheet structure.

Example Data Format

Sample Spreadsheet Content

NameEmailTeamScore
John Smith[email protected]Team Alpha0
Jane Doe[email protected]Team Beta5
Mike Johnson[email protected]Team Alpha0

Import Process

  1. Upload your CSV or Excel file
  2. Map spreadsheet columns to leaderboard fields
  3. Preview and validate the imported data
  4. Confirm import to add participants to your leaderboard

Best Practices

✅ Do
  • • Verify participant information before adding
  • • Use consistent naming conventions
  • • Set clear expectations for participants
  • • Regularly review and clean participant list
  • • Communicate changes to affected participants
  • • Keep backup of participant data
❌ Don't
  • • Add participants without their consent
  • • Share participant contact information publicly
  • • Remove active participants without notice
  • • Ignore duplicate entries
  • • Change team assignments mid-competition
  • • Forget to handle inactive participants

Next: Set Up Your Scoring System

Now that you know how to manage participants, learn about different scoring systems and how to configure them for your leaderboard.