Competition administrators can set grade eligibility requirements to ensure that teams or individuals meet the necessary criteria when entering a grade.
If a registrant tries to enter a grade they're not eligible for, a warning will appear.
For individual events, registrants will only be able to view and enter the events they’re eligible for.
Note: Grade eligibility criteria are only applied to registrants with the role of Player or Participant.
In this article:
- Setting Grade Eligibility Requirements
- Grade Eligibility Fields: a description
- Allowing Ineligible Registrants to Select Grade
- School Sport Settings
Setting Grade Eligibility Requirements
Go to your Dashboard then TeamBuilder.
1. Click the Grade Attributes settings cog. (Select the appropriate the registration form if there is more than one option).
2. Beside the grade, click the Grade Eligibility settings cog.
3. This opens the Grade Eligibility modal. Each grade can have multiple eligibility requirements set against it. Initially 'Gender' and 'Age' eligibility fields are displayed.
Click Advanced Options to expand the below section for School Sport Settings. These are questions directly related to school system question fields.
For College Sport competitions only: If you are setting Grade Eligibility for an individual sport such as swimming, additional fields for Meet Manager Settings will be visible.
The 'Division' and 'Discipline' values must be set for the 'Meet Manager Export' to work as expected.
Ensure you click Save Changes when you are finished.
Eligibility checks
Important: The underlying player registration form must have the correct question fields to ensure the eligibility settings can be met. For example, if using Year Level to set eligibility, the system field 'School: Year Level' must be used.
This is to ensure the registration form can check the registrant against the eligibility settings set for a grade. If the player registration form does not have the correct system field question the eligibility check will not be performed.
Eligibility Settings
- Gender: the gender which this grade is made up of, i.e. Male, Female or Mixed.
The system question field Gender is required for this field to work.
- Age - Min Age: The minimum age a participant must be to play in this grade, e.g., 15.
- Age - Max Age: The maximum age a participant can be to play in this grade, e.g., 18.
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Age - Age at (dd/mm): Enter the day and month (dd/mm), e.g., 31/12, for the system to calculate the participant's age as of this date.
Note: The dd/mm always relates to the current year. For example, if the current year is 2026 and the dd/mm is set to 31/12, it refers to 31 December 2026.
Scenario 1: Participants are entering an Under18 grade, where they must be under 18 as of 31 December 2026. In this case, the dd/mm entered would be 31/12 (which corresponds to 31/12/2026).
- Example: If a participant's date of birth is 26/04/2008, they will be 18 on 31/12/2026 and therefore ineligible for the Under18 grade.
Scenario 2: Participants are entering an Under18 grade, where they must be under 18 as of 1 January 2026. In this case, the dd/mm entered would be 01/01 (which corresponds to 01/01/2026).
- Example: If a participant's date of birth is 26/04/2007, they will be 17 on 01/01/2026 and therefore eligible for the Under18 grade.
Scenario 3: Participants are entering the 13th grade (U13), where eligibility is based on a calendar year and a player must be turning 13 during the current calendar year. In this case the min age is 13 and the max age is 13 as at 31/12.
The system question field Date of Birth is required for these fields to work.
- Year Level: the single, or multiple year levels of participants that be entered into this grade, e.g. 12, 15 if a senior grade.
The system question field School: Year Level is required for this field to work.
- School Sport: New to School Quota Limit: set the number of new to school participants that must enter into this grade.
A special School Roll registration form is required at the School level for this field to work which contains the relevant questions.
Allowing Ineligible Registrants to Select Grade
By default, only people who meet the grade eligibility requirements will be able to select the grade.
As a competition organiser you can tick the checkbox Allow ineligible registrants to select Grade to allow admins to enter their registrants into the grade regardless of whether they meet the set criteria or not.
When enabled, this allows club/school administrators to bypass grade eligibility requirements when adding players into teams.
When disabled, only the competition organiser is able to move players into a team in a grade that they are ineligible for.
Preventing Players from Registering to Ineligible Grades
If you’d prefer to manage dispensations manually, you can stop ineligible players from selecting a grade they’re not eligible for and instead approve them on a case-by-case basis. Once approved, you (as the competition owner) can place those players into teams on behalf of the club or school.
They’ll still show up with a red ! to indicate they're ineligible, but once they’re in the team, they can be included on a game day team sheet.
School Sport Settings
Meet Manager Settings
If taking registrations where the output will then be inputted into Meet Manager there are certain fields required for the Meet manager export. These fields are required for individual events and relay grades for Swimming and Athletics.
Division: event division number
- Swimming max 4 characters
- Athletics max 2 characters
Discipline: type of event
Swimming, distance and stroke
- 1. Freestyle
- 2. Backstroke
- 3. Breaststroke
- 4. Butterfly
- 5. Individual Medley
- 6. Freestyle Relay
- 7. Medley Relay
Example: 501 = 50m freestyle
Athletics
- Running Events: Distance without commas, such as 100, 800, 3200, 10000, 1MILE, 2MILE, HMAR (half marathon), MAR
- Hurdle Events: Distance plus H, such as 80H, 400H.
- Steeplechase Events: Distance plus S, such as 2000S, 3000S.
- Race Walk Events: Distance plus W, such as 5000W, 20000W.
- Field Events: HJ High Jump, PV Pole Vault, LJ Long Jump, TJ Triple Jump, SP Shot Put, DT Discus, HT Hammer, JT Javelin, WT Weight Throw, SWT Super Weight Throw
- Combined-Events: DEC Decathlon, HEP Heptathlon, IPENT Indoor Pentathlon, OPENT Outdoor Pentathlon, TRI Triathlon, WPENT Weight Pentathlon, BI Biathlon, TET Tetrathlon, OCT Octathlon
Click here to find out about grade eligibility if you are a club or school administrator.