Adding judges

 

There are four ways that judges can be added to Award Force. You can:

  1. Add judges individually, which is an easy option if you only have a few judges.
  2. Import them, which is best suited for a large number of judges.
  3. Invite judges, which is best suited for asking individuals to judge without requiring they do so.
  4. Have judges self-register, which is a good option if you want judges to apply for the role.
Note: when adding judges manually or via import, they don't automatically receive any notification by email. You will need to inform them by sending an email. You could send an emailing by using the broadcast feature. 

Adding judges individually

  1. Go to Users
  2. Click New user
  3. Add the judge’s name, email address and password
  4. Under Account roles, select Judge
  5. Save

Once you have added the judge/s, you can send an email to the judge/s with the password you chose. When they log in to Award Force, they can change their password by going to their profile.

Import judges in bulk

  1. Go to Users
  2. Click Import users at the bottom of the page
  3. Download the provided import template
    Screen_Shot_2021-01-06_at_11.09.38_AM.png
  4. Enter your judge data following the spreadsheet template format and save the document
    Important: if your program requires a mobile number (setting is located in Settings > Users > Registration), it will need to be added in the template. Without this value the import will fail. Mobile numbers must be added in international format, ex. +44 785 111 111.
    even if a mobile number is not compulsory, it is necessary to keep the Mobile column in the spreadsheet.
  5. Click Import file and select the template
  6. In the Role to apply to imported users drop-down, select Judge
  7. Click Process

The import happens in the background. You’ll receive an email when the process is complete with a link confirming the import was successful.

Be aware that when importing users, the user email address must be unique— if a user already exists in the system, the import process will simply add the specified role to the user. The user’s name and other roles will not be changed.

When your judges are invited to log in for the first time, they will need to to be instructed to click on the Forgot password link, found at the bottom of the 'Log in' form, to be emailed a password reset link where they will be given access to their user profile and have options to change/update their password. We strongly advise they change the password upon their first login

Invite users

  1. Go to Users
  2. Click Invite users
  3. Add the email addresses associated with the individuals you'd like to invite, separating them with a comma, new line, semi-colon or colon
  4. Select the role(s) you would like for these users to have
  5. Compose an optional message to be included in the outgoing notification to these users
  6. Click Send invite

Once a user has been invited, they will appear with your Users list with the invited confirmation status. When the user accesses the system for the first time, they will be asked to supply their first name, last name, and a password in addition to any applicable user fields

Important: a User invited notification containing the {join_link} merge field is required in order for users to be invited. To compose this notification, see our guide: Notification configuration.
Screen_Shot_2021-05-12_at_11.59.27_AM.png

Judge self-registration

This process is only suggested if judge registration is open well in advance of judging and if you want to allow judges to apply to judge. If you have chosen and invited VIP judges, we recommend you create accounts on behalf of the judges to minimize their effort and to ensure all your invited judges exist in the system before you configure judging panels, etc.

To configure judge self-registration, follow this role registration form configuration guide. Once you have a destination registration form configured, you can then promote the URL for the form to potential judges.

Need more help? Get in touch!

We're here to help if you need it. Simply get in touch with our Client Success team through one of the methods available at the base of the page.