Participant Management
Use GEMS.pro to ensure a smooth participant registration process while confidently securing all participants’ personal and games related data in one place.
Features
Online Participant Registration
Online participant registration in GEMS.pro is designed to maintain as much administrative control over the registration process, while accommodating to the flexible nature of registrants representing a delegation
The ultimate goal is to make participant registration an easy process. This is why we have a system designed to support and manage multiple registration methods:
Participant pre-registration
Host Administrators typically pre-register principle Participant administrators by going into the specific Participant type registration page (e.g., mission staff, coach etc.) and entering the basic mandatory fields. An email is automatically sent to the individual with information containing login ID and password, thus enabling the individual to go back into the system and complete the remaining fields on the registration page.
Participant open registration
Athletes, coaches, and delegation staff typically register their own information on a secure (SSL) web page. After completing the registration, A Participant administrator will then approve the registration, at which point the individual can no longer change their registered data.
Participant upload
The Participant administrator produces a data file (e.g., .csv) containing all the information of the participants registering for the Games. This process is identified as performing a batch upload.
Participant Administration
Administrators with the appropriate access can use the system to search the database for specific individuals or groups of participants. The system filters and statistics tables simplify the process of managing large groups of participants using a consistent layout and familiar system structure.
Participant Send Messages (Communication)
GEMS.pro is equipped with a module component designed to assist your with your participant communication needs. Participant Send Messages allows you to search the database for all or a selected group e.g., athletes, coaches, mission staff and then send out a text message, an email message or both a text/email message directly to them – providing an easy and effective communication tool – at any stage in the hosting process – pre-games – games time – post games wrap-up.
Participant Accreditation
The accreditation module is used to assign access rights and print accreditation badges for all registration types – including participants. This tool provides the various components of assigning access rights (Locations, Zones, and Privileges), being involved in the design or “look” of the accreditation badge as well as relating to the security functions, the printing process, and the registration / ID verification process of individuals coming to pick up badges.
Participant Accommodation
The accommodations module of GEMS.pro allows the Host Society to define and the different locations of residence, the rooms allocated in each residence, and the number of beds in each room. These rooms can be set up to restrict access based on a number of criteria. The delegations can have the ability to actually assign their participants to a bed within a room.
Delegations typically have access to rooms that have been assigned to them by the Host Society. The delegation will not be able to see participants from other delegations that are staying in other rooms.
Participants cannot be assigned to a room / bed until they have been approved in the system. Before assigning accommodations, please ensure that your approved list of athletes in the system matches your final team rosters.
Participant Medical Incident Registration
Medical incidents happen at games and events of all size. GEMS.pro Medical provides all the necessary registration tools to keep track of games-time medical incident data for any registered individual. With a secure and easy to use platform ready to handle primary incident registration along with any follow-up treatments, GEMS.pro's Medical module delivers reliable reporting options and medical statistics features.
Doubles Registration
The participant module has an administrative lookup page where double registrations are monitored and tracked. Using a number of system filters you can easily find any individual who has registered in your system more than once.
Team Management
Teams in GEMS.pro consist of two or more Participants competing together. Host administration or participant administrators can build their teams, complete with a team name, team members, and athlete numbers (e.g., Bib #), along with rosters for each team participating in a set of games or event.
Event Entry Management
Participants registering in GEMS.pro can be asked to select a sport, a category and/or event. Depending on the participant type, this can further be limited e.g., coach only needs to register that he/she is the coach of Athletics, whereas an athlete will need to indicate their sport – Athletics, 100 m – Male.
Results & Athlete Biographical Information Publication
Edit results page is where all the live data results from the sport venues is collected in GEMS.pro. This module enables administrators to enter primary results, upload secondary results, adjust game statuses and award final placing. The collection of results serves as an archive for parent organizations overseeing the games and for future events looking back at the games to see the progress of each sport along with the biographical/media information of participating individuals.
Participant Reports
GEMS.pro comes equipped with a number of participant related reports designed to produce Microsoft Excel or web ready to print extracts. The system can produce sport roster reports, participant extracts or accommodation related reports. GEMS.pro system can be used to produce consistent reporting outputs that meet the demands of mission staff and a busy host organization.