Handle no-shows and last-minute additions during the event

Once a competition has started (judges are in), you may discover people who will not dance, or someone who is dancing after all. Organizers and admins can fix the roster from the competition page — this does not require a score-grid unlock, and it does not touch submitted judge scores.

A row in the grid is a unit:

• a single dancer (one row, one person), or
• a couple (one row, two dancers — the leader + follower are linked).

The X on a row removes that whole unit.

Remove a no-show from the grid

1. Open the competition: Manage →.

2. In the participant table, click X on the no-show's row.

3. Confirm the dialog:

   • Single dancer: that person is unassigned from the competition and any votes/placements or result rankings recorded for them are deleted.
   • Couple (leader + follower): both dancers are unassigned and all their scores/placements/result rankings in this competition are deleted. Use this when the couple as a pair is a no-show.
   • If judging is locked (everyone has submitted) the ranking will need to be re-computed by an admin (the dialog tells you this).
   • If the results were already published, the admin must also re-publish after re-calculating.
   • The action is audit-logged with your name, the time, both dancer names (for a couple), and a snapshot of the grid before the change.

The row is gone from the grid immediately. On the event page the pair is no longer shown as assigned to this competition, and the Import Assigned Participants button will no longer feed them back in.

I only want to remove one half of a couple

The X on a row is a unit-level action — it is intentionally all-or-nothing for a couple, so that the grid never ends up with a broken "Leader: A / Follower: (gone)" row. If one dancer of a couple is a no-show but the other is still dancing, do this instead:

1. Go to the event page → Participant Management.
2. Clear only the no-show's assignment checkbox for this competition (leave the dancing partner's checkbox checked).
3. Update the partner link to none so the dancing partner now competes as a single.
4. Open the competition and click Import Assigned Participants — the grid updates to match, and the dancing partner's own scores/placements are preserved.

Add a last-minute entrant to the grid

1. From the event page (Manage event →), in Participant Management, create the dancer if needed and tick the checkbox for the competition they are entering.
2. For a couple, link the partner and set the leader/follower role (same row controls).
3. Open the competition: Manage →, click Import Assigned Participants.
   • The grid updates to match the event's assignments.
   • Votes and placements already recorded for the people who stay are preserved; only the grid rows for people who are no longer assigned are dropped.
4. If you changed the roster after results were calculated, an admin should re-run Calculate (and re-publish if the results were public) so the ranking reflects the new roster.

What stays locked

• The scoring grid (votes / placements) remains read-only for organizers once every judge has submitted — only an admin can override a locked grid.
• Published results are still managed through the normal Publish and Revoke flows (see Publish results).

Common follow-ups

• A no-show had a computed rank. The row is removed from the grid. The ranking may still show their old rank in cached results until it is re-calculated (by an admin).
• I accidentally removed the wrong person. The removal is audit-logged with a full before/after snapshot. An admin can re-add the dancer from the event page (assignment + partner link) and click Import Assigned Participants; an admin re-run of Calculate restores their ranking from whatever judge scores remain. If the judge scores were already deleted, an admin must re-obtain them from the judges.