Test sessions

Test sessions run individual graded assessments — the shape a figure skating, gymnastics or diving club uses instead of a fixture: one skater in front of a panel, attempting one rung of your club's testing ladder. You'll find it under Competitions → Test sessions, with your ladder itself on the Test levels page beside it; families browse and enter at /test-sessions on your club site.

Who can use this

Test sessions are part of the Competitions module. Club administrators always have access; moderators need the Manage competitions permission (competitions.manage) — the same one the rest of Competitions uses, not the Programs permission. Members enter themselves or their dependants from your public site.

What's on the page

• Test sessions: every session with its date, entry deadline, status (draft, published, closed, cancelled) and entry count.
• Test levels (its own page): your club's testing ladder — one row per rung, grouped by discipline, each optionally naming the rung it unlocks after.
• A session's own page: its entries (who's in, which level, paid or not), the panel judging it, results, and the running order.

Step by step

Build your ladder

1. On Test levels, add each rung of your ladder for a discipline — a name, its position in the order, and an optional fee.
2. Leave a rung's prerequisite blank to make it an entry level anyone can attempt. Pick an earlier rung to require it be passed first.

Set up a session

1. Create a test session: a title, the date, an optional venue, an entry window (when entries open and the hard close), and a capacity.
2. Add your panel — the judges, referee, accountant or chief judge for the day — by name; a panel member with a ClubHelix account can be linked to it, and one travelling in from another club can just be typed in.
3. Publish. The session appears at /test-sessions and entries open when the window does.

Take entries

1. A family enters a skater into one level. If that level has a prerequisite, the skater must already hold a passed result for it — recorded here, or from another club — or the entry is refused, naming what's missing.
2. Paid levels go through card checkout; free ones confirm instantly.
3. Watch entries build up on the session's page, each showing the skater's name and the level they're attempting.

On the day

1. Once entries have closed, press Generate running order — it numbers confirmed entries by discipline, then by level, then by name, leaving a gap wherever your resurfacing break falls. Press it again any time and it rebuilds cleanly.
2. As the panel judges each skater, record their result: Passed, Retry, Withdrawn or No-show, with an optional note. A Passed result is what lets that skater enter the next level up — there's nothing else to set.
3. The public page shows the running order — name, discipline and level only — so families can follow along without seeing anyone's payment details or governing-body number.

A pass from another club

Use Record an external pass to add a skater's prior result from elsewhere — the level they passed and their name. This carries no session of its own; it exists purely so a skater who tested at their old club isn't shut out of your ladder on day one.

Field reference

• Prerequisite — the level that must already be passed before this one can be entered. Blank means open to everyone. There's no separate "current level" to set — eligibility is read straight from your pass history.
• Fee — what a level costs to enter. Blank or 0 is free and confirms instantly.
• Entry window — when entries open and the hard close time. A session past its close refuses new entries even while still published.
• Capacity — the most confirmed entries a session admits. Blank means unlimited.
• Result — pending (the default), passed, retry, withdrawn, or no-show. Only passed carries a skater to the next level.
• Running order — generated on demand from confirmed, non-withdrawn entries. Withdrawing or un-paying an entry clears its number the next time you generate.

Tips & FAQ

• Does a skater need to test here to become eligible for the next level? No — use Record an external pass for a result earned at another club or before you adopted ClubHelix. It works exactly the same as a pass earned on your own ice.
• What happens if I change a result after recording it? You can change it any time — set it back to pending to clear the record, or straight to a different result. Eligibility for the next level is read live, so this takes effect immediately.
• Can a moderator without the Competitions permission record a result? No — recording a result is staff-only, gated the same way as the rest of Competitions.
• Does the running order include withdrawn or unpaid entries? No — only confirmed entries with a result other than withdrawn get a number, and regenerating clears a stale number from anyone who no longer qualifies.
• What does the public page show? Only the running order — a skater's name, their discipline and the level they're attempting. No governing-body number, no payer, no email address, ever.