Group members and pending registrations

With the group connected, you don’t need to type anyone’s registration. There are two paths: you read the group list and register in bulk, or each person requests their own registration in the group and you approve it.

Group members

The Group members screen, on the class card (it’s also stage 3 of the First steps assistant).

1. Tap Sync with the group. Torneyo reads the member list once (at most one read every 30 seconds per class). Torneyo’s own number is ignored.
2. Each member is classified by phone number, never by name:

Classification	What it means	Suggested action
Already registered	Phone number matches an active enrolment in the class	Nothing to do
New	Nobody in the organization has that phone number	Register (name suggested by the WhatsApp contact, editable)
Active in another class / Already registered in the organization / Was in this class before	The phone number belongs to an athlete of your organization	Enrol the existing athlete, without creating another record
Same person?	An athlete in the class without a phone number has a name similar to the contact	Confirm “It’s So-and-so: attach the number”, or “it’s someone else”
Hidden number / from outside Brazil	WhatsApp hid the number or it isn’t Brazilian	Enter the name and register without a phone number, or attach to an athlete
Old number of So-and-so	A number the athlete has already changed	Nothing to do
Left the group	A registered athlete who left the group	Deactivate the enrolment, if you want. Nothing is deactivated on its own.

3. Tick the new ones (Select all new) and tap Register selected. Each row is registered separately: an error (class full, plan limit) doesn’t cancel the others, and the reason appears on the row.

From the first sync on, Torneyo starts tracking who joins and leaves the group. Whoever joins without a registration shows up under “new” and counts toward the daily notice to the manager (at 9am, at most one per day). Whoever leaves shows up under “left”. Stop monitoring turns off the tracking and deletes the stored list.

Note The phone number always appears masked, like (11) 9****-1111, and is never posted in the group. Torneyo keeps only the identifier, the contact name as a suggestion and the dates; no message text.

Number changes and duplicates

• Athlete changed number: on the new member’s row, choose “It’s an existing athlete” and select who now uses the number. The old number becomes history and the bot recognizes only the new one.
• Duplicate (the person requested /cadastro with one number and already existed with another): when changing the number, Torneyo detects the duplicate record and offers to merge. The preview shows what will be transferred (enrolments, attendance, goals, cost splits, monthly fees, sanctions, acceptances, votes) and highlights any loss in red. A monthly fee or cost split in the same period with a different payment status blocks the merge. The merge is irreversible.

Pending registrations

Anyone in the group can request their own registration:

/cadastro Maria Silva

The bot confirms (“I received your registration request. The team manager will review it”) and the request appears under Pending registrations, on the class card. The athlete and the enrolment are only created when you approve.

On the screen, for each request:

• Approve: creates the athlete (name and phone number) and the active enrolment, or enrols an existing athlete.
• Reject.
• Fix the name before approving.
• Select all and Approve selected in bulk. Requests that need a decision from you are skipped in the batch.

When the phone number already belongs to another athlete in the organization, the screen asks whether it’s the same person (the number is saved on that record, no duplicate) or someone else (creates a new one). If the candidate is already in the class without a mobile number, approving as the same person just fills in the phone number.

Request rules:

• The name must have 2 to 100 characters, letters only; the phone number comes from WhatsApp, never from the text.
• Anyone already in the class gets “You are already in this team”; anyone who already asked gets “already waiting for the manager”. There is never a duplicate.
• Anyone whose number is hidden by WhatsApp can’t request through the group; the bot points them to the session link and the manager registers them from the dashboard.
• Limits: 3 requests per person per hour, 20 per group per hour and up to 50 pending per class.
• Requests expire in 30 days. Once approved, rejected or expired, the phone number is deleted and only the record of who decided and when remains.

Managers receive one notification per day, at 9am, when there are new pending requests. In the group, the organizer can send /cadastrar to see the count and the dashboard link.

Athletes without a phone number

The Athletes without a phone number screen lists who’s in the class without a mobile number on their record. Without a phone number, the bot doesn’t recognize the person in the group and they have to use the link. Fill it in through the athlete’s record or through the “same person?” suggestion on the members screen.

FAQ

I registered someone through the group and they don’t show up in /lista. Check that the enrolment is active and that the phone number on the record is the same as their WhatsApp number (with or without the ninth digit, the bot recognizes both).

Can I register someone who isn’t in the group? Yes, through the regular student registration or the class invite link.

What happens to the registration when someone leaves the group? Nothing automatic. The screen flags “left the group” and you decide whether to deactivate the enrolment.