Registering for an event

When you are invited to an event, the event team emails you a registration link and an access code. The form collects what the team needs to arrange your place, travel and stay. Your answers go straight to the event team, who can see them in their attendee list.

Open your registration#

1. 1
   Open the invitation email and press the link. The event page shows the event name, venue and dates.
2. 2
   Read What you'll need and gather your documents. Press View guidelines under a card to see what a good passport image or photo looks like.
3. 3
   Type your code in the box. It looks like HAPR-2K4X.
4. 4
   Press Begin registration.

Your link is made for you alone. The form says so at the top, so do not forward it.

app.thehapr.com/registration/…

1. 1Type your code here.
2. 2Begin registration.
3. 3Ask for a new code if yours has expired.
4. 4Register without a code, if the organiser allows it.

If the event page has a Privacy Notice, read it before you start. Some events also offer Continue to public registration under Don't have a code? Use it only if the organiser told you to register without a code.

Get a new access code#

Codes are valid for 48 hours. If yours is lost or has expired, you do not need to ask the event team.

1. 1
   On the event page, press Code expired? Request a new one.
2. 2
   Type the email address your invitation was sent to.
3. 3
   Press Send new code.
4. 4
   Open the new email and use the code in it.

The page then says A new access code is on its way to your inbox.

If you are a player on a team, your team manager completes your registration. The new code goes to your manager, and the page tells you so.

Fill in the form#

The form is one page that you scroll down. Which sections appear depends on your answers, so you may see fewer than a colleague.

1. 1
   Tick I have read and agree to the privacy statement. This box appears only when the event has a privacy statement. You cannot submit without it.
2. 2
   Answer the travel question at the top, for example whether you are travelling internationally. Your answer decides whether you are asked for a passport or other document, and which travel and visa sections you see.
3. 3
   Work down through the sections, such as personal information, travel details, dietary needs, clothing sizes and company details. A red star marks a required answer.
4. 4
   Departure must not be before arrival. The form shows Departure date can’t be before the arrival date. next to the field if it is.
5. 5
   If the form asks about health, accessibility or dietary needs, tick the consent box under them to keep those answers. You can leave the answers blank instead.
6. 6
   Tick I confirm my name is entered exactly as shown in my passport. The box stays greyed out until your name is filled in. If your event accepts another document, the box names that document.

Names, addresses and similar fields accept letters A to Z, spaces, hyphens and apostrophes. If a field is refused, the form tells you which character it cannot accept.

Upload your passport#

If your answers call for a document, the form shows an upload section headed Passport. For international travel a passport is required. Some events accept another ID, and then you choose it under Which document are you uploading?

1. 1
   Press Upload and choose a clear picture of the page with your photograph and personal details.
2. 2
   Wait while the form shows Reading your passport…
3. 3
   Check every detail the form filled in for you. Correct anything that is wrong.

The form fills your details from the picture, so those boxes stay locked until you upload. If you press one first, a message says Passport upload required. Press Got it and upload your document.

Press View passport scan guidelines to see what a good picture looks like. Pictures must be images (JPG, PNG, WEBP or HEIC) under 10 MB.

If the picture cannot be read, the form says so and asks you to fill in the details yourself below. If a passport is required and the file is not one, it asks you to upload the photo page of your passport. A national ID card or driving licence is not accepted for international travel.

Upload your photo#

If the form asks for a photo, press Upload 2×2 photo and choose a recent picture of your face on a plain, light background. Do not upload a copy of your passport page. Press View 2x2 photo requirements for the full list. Other upload questions accept pictures and PDF files, up to 10 MB.

To swap a file, press Replace.

Save and come back later#

You do not have to finish in one visit.

1. 1
   Press Save draft. The button changes to Draft saved, and the form says you can safely leave and resume later.
2. 2
   Close the page.
3. 3
   When you are ready, open your link again and enter your code. The form opens with your answers in place.

Your code must still be valid. If it has expired, request a new one as described above.

Submit your registration#

1. 1
   Press Submit.
2. 2
   If a required answer is missing, the form says Please complete the required highlighted fields and moves you to the first one. Fix it and press Submit again.
3. 3
   In the box headed Submit registration?, press Yes, submit. Press Review again to go back.

A box then confirms Registration submitted and says a confirmation has been sent to your email address. Press Done to close it. The form locks and its button reads Submitted.

If the event is full, the box says You are on the waitlist. Your details are saved and locked, and the organiser confirms your place when one is free.

Change your answers after you submit#

A submitted registration is locked so the event team can rely on it. The form shows This form is locked after submission. To update your information, email the event admin to request an unlock.

1. 1
   Email the event team and ask for an update.
2. 2
   When they reopen your registration, open your link again and enter your code. If it has expired, request a new one.
3. 3
   The form opens with the message Welcome back and your name. Change what you need.
4. 4
   Press Submit, then Yes, submit.

Register a team#

If you are the contact for a team, you register yourself and your players from one dashboard. Your event may call them something other than team and player.

1. 1
   Open your link and enter your code. The Team Registration Dashboard opens.
2. 2
   Press Your registration and complete your own form first. Until you submit it, the teams below stay locked and the dashboard says Register yourself first to unlock team management.
3. 3
   Back on the dashboard, find your team. Each empty place is a button such as + player. Press one, fill in that person's form, and press Submit. Press Save draft to finish later.
4. 4
   In the box that confirms Registration submitted, press Next player to carry on, or Back to dashboard.
5. 5
   Tick I play in this team if you are also one of the players. This is hidden once every place is taken.
6. 6
   When everyone has submitted, press Acknowledge team registration, then Yes, acknowledge. This tells the event team your team is complete and sends you an acknowledgement email.

The top of the dashboard counts how many people have submitted. Until everyone has, the button is greyed out and reads Everyone must register to acknowledge, followed by the count. You count too, even if you do not play.

A submitted player is locked, just as your own form is. To change a player, ask the event team to reopen them, then open that player from the dashboard.

Team name and game title show in each player's form but cannot be changed there.

If the team has more people than places, the dashboard warns you. Ask your organiser to add places. Otherwise some people will have no travel booked.

Report a problem#

Press Report a problem at the foot of the form, or Report this beside an error message. Your name and email are filled in from the form. You get an email with a link to your report. Open it to read replies from the support team and press Send reply to answer. Use Attach to add a screenshot. Keep the link, because it is the only way back to your report.

Good to know#

• Your answers are used only for this event. They belong to the event organiser, so ask them if you want a copy or want them removed.
• After you register, the event can also give you an app for the event itself. See The attendee app.
• A registration for an event that is no longer taking registrations shows Registration for this event is closed. Please contact the organiser.

If something looks wrong#

• We couldn't find that code means the code does not match an invitation for this event. Check for typos, or request a new code.
• This code has expired means you need a new code. Press Request a new code, then follow the steps in Get a new access code above.
• Registration isn't open means the event team has not published the form yet. Come back once it is live.
• We couldn't find that email on the guest list for this event. appears when the address you gave is not the one the invitation went to. Try another address you use, or ask the event team.
• Too many codes have been requested just now. Please wait a few minutes and try again. means you asked for codes too often. Wait, then try once more.
• We couldn’t send the email just now. means nothing changed. The code you already have still works. Try again soon, or contact the event team.
• Your registration is completed by your team manager. Please contact the event team so they can reach your manager. means you are a player on a team and your manager has no email address on file.
• That doesn’t look like a passport or ID document. means the picture was not accepted. Upload the photo page again, or fill in the details yourself.
• Please upload your passport to continue means a required passport is missing. Upload it and submit again.
• This passport or ID number is already registered for this event. means you already have a registration. Use the link in your confirmation email to update your details instead of registering again.
• This player is on hold. means the organiser must unlock that player before you can open their form. Contact the event team.
• This registration code has expired. appears when you submit with an old code. Request a new code, then submit again.
• Could not save your draft. Please try again. means the save did not go through. Check your connection and press Save draft again.