This article explains how to fix common issues Event Partners encounter when creating, configuring, and submitting an event on events.vex.com, including a missing approval button, event visibility, judging setup, and qualifying spot problems. It is written for Event Partners, Organization Administrators, and the Program Support Team.
Definitions of the terms used here are maintained in the central glossary.
Overview
Events on events.vex.com move through creation, dashboard configuration, and an approval process before they become visible to teams. For the full walkthrough of that process, see Creating and Submitting an Event in the Global Robotics Library for Event Partners. Below are common problems Event Partners run into along the way, and how to solve them.
Problem: I do not see the Ready for Approval button.
Potential Solution: Review the Event Dashboard for any sections marked with a red X and complete the required information.
Problem: My event is not visible to teams on events.vex.com.
Potential Solution: Verify that your event has been approved and that the Release Date has passed. If the problem continues, contact your Program Support Team.
Problem: My event details changed after submission and I am not sure how to update them.
Potential Solution: You can edit most event information after submission. Some changes may need an additional review before they take effect. Contact your Program Support Team if you have questions about a specific change.
Problem: I created my event very close to its start date.
Potential Solution: Create your event as early as possible. Some requirements, including assigning a Judge Advisor and a Head Referee, must be completed at least three weeks before the event, and a late start can leave too little time to meet them.
Problem: Teams are confused about my refund policy, or I am not sure what to enter.
Potential Solution: Write a clear, specific refund policy in the Refund and Payment Policies content block before registration opens. Remember that agreeing to the refund terms makes you responsible for issuing refunds according to that policy.
Problem: I am offering a judged award, such as Excellence, Design, or Innovate, but judging is not set up correctly.
Potential Solution: Review the Awards section for any awards that require an Engineering Notebook. Then set a Judging Format other than No Judging for any event offering those awards.
Problem: Teams cannot register for or compete in Skills Challenge at my event.
Potential Solution: Edit your event information and set Skills Challenge Offered to Yes. Confirm your event has enough fields to support both Matches and Skills before making this change.
Problem: My event is not offering the qualifying spots I expected.
Potential Solution: Review the Qualification Levels section of your Event Dashboard to confirm the correct Event Type and Qualification Level were selected. Event Type is difficult to change after the event is created; if it needs to change, contact your Program Support Team.
For more on event types and how qualifying spots are awarded, see Types of VEX Robotics Competition Events and Qualifying Events and Their Requirements.
Problem: My Event Dashboard shows a red X next to Judge Advisors or Head Referee.
Potential Solution: Go to the Judge Advisors or Head Referee section and enter their contact information. These roles must be assigned at least three weeks before the event, and a certified Judge Advisor or Head Referee cannot also be an event administrator.
For help finding and assigning volunteers for these roles, see Recruiting Volunteers.
Need Help?
If you need assistance creating or submitting an event, contact the Global Robotics and Science Foundation Support Team.