How do I get every participant of a tournament or camp to fill in their own details?

Attach a form to the ticket type and choose 'once per ticket'. Each participant then fills in their own details at checkout, and the answers are stored with the ticket. Forms are available on every plan, including Free.

Can I limit the number of places per age group?

Yes. Create one ticket type per category with its own capacity. If several ticket types should draw from one shared stock, for example 60 places across two age groups, use a capacity pool. That is on every plan too.

How do I give a discount to siblings or members?

With discount codes, which you create yourself and share per family or member group. Discount codes are on every plan. Your statistics show how often a code has been used.

What if the tournament or camp is full?

Turn on the waitlist. Anyone who is too late leaves their details, and when a place frees up you can contact the next person.

What data may I ask about children?

Only ask for what you need on the day itself. This is not legal advice: health data and photos of minors need extra care, so discuss them with your committee or a lawyer. Read more about retention periods in our article on GDPR-compliant ticketing.

12 October 2026 · 3 min · Wesley Veldeman

Registrations for a tournament or youth camp: handle them online without the Excel chaos

A practical guide for sports clubs and youth organisations: collect tournament or camp registrations online with a form per participant, shared places per category, discount codes for families and a waitlist.

Why registering by e-mail and Excel gets stuck

Many sports clubs know the drill: a youth tournament or a sports camp, an inbox full of messages and a spreadsheet nobody understands any more. One parent e-mails a name, a date of birth and an allergy, the other parent e-mails the same again, and the payment lands in an account where nobody knows which child it belongs to.

Online registration does not fix that by being more complicated, but by reversing the order: the parent fills in everything, pays in one go, and you get a list where every row is a complete, paid registration.

Step 1: one ticket type per category

Think of a registration as a ticket. Whoever registers buys a "ticket" for the U10s, the U12s or the week of 4 to 8 July.

Create a ticket type per category or per camp week, each with its own capacity.
If two ticket types must draw from one shared stock (for example 40 places for the morning and the full-day option together), use a capacity pool.
Expecting spectators as well? Create a separate, cheaper or free ticket type for them. A €0 ticket carries no ClearTix per-ticket fee.

Step 2: a form per participant

This is the part that replaces Excel. Attach a form to the ticket type and choose to have it filled in once per ticket. Each participant then gets their own set of answers, stored with their ticket. You can view or export the answers afterwards.

Useful fields for a tournament or camp:

participant's name and date of birth
team, club or age group (drop-down)
a parent's phone number for the day itself
shirt size (drop-down)
a free text field for remarks

Keep it short. Every extra required field is a hurdle at checkout. Only ask for what you will actually use on the day. More options in our article on collecting attendee details.

Step 3: discounts for families and members

Some clubs give a discount for the second child or for members. You handle that with discount codes: create the code and send it through your member mailing to those who qualify. The discount applies straight away at checkout, and you can see how often a code has been used.

Step 4: what if it is full

A popular tournament fills up fast. With a waitlist you do not lose those families: they leave their details, and when a place frees up after a cancellation you can contact the next one.

Step 5: children and personal data

You are collecting data about minors here, so be sparing. Do not ask for health information you do not need and do not keep the data longer than necessary. A ticketing system does not replace your committee's own agreements. Also read our article on GDPR-compliant ticketing. This is not legal advice.

Checklist before you open registrations

Ticket types per category or week, with capacity.
A form per ticket, with only the fields you need.
Discount codes ready for families and members.
Waitlist turned on.
A test order placed and the confirmation e-mail checked.
Link shared via your member mailing, website and social media.

Getting started is free: no setup cost and no subscription for your first 3 events. Register at cleartix.io/register; you will find the rates on the pricing page.

Frequently asked questions

How do I get every participant of a tournament or camp to fill in their own details?: Attach a form to the ticket type and choose 'once per ticket'. Each participant then fills in their own details at checkout, and the answers are stored with the ticket. Forms are available on every plan, including Free.
Can I limit the number of places per age group?: Yes. Create one ticket type per category with its own capacity. If several ticket types should draw from one shared stock, for example 60 places across two age groups, use a capacity pool. That is on every plan too.
How do I give a discount to siblings or members?: With discount codes, which you create yourself and share per family or member group. Discount codes are on every plan. Your statistics show how often a code has been used.
What if the tournament or camp is full?: Turn on the waitlist. Anyone who is too late leaves their details, and when a place frees up you can contact the next person.
What data may I ask about children?: Only ask for what you need on the day itself. This is not legal advice: health data and photos of minors need extra care, so discuss them with your committee or a lawyer. Read more about retention periods in our article on GDPR-compliant ticketing.